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Virtual Conferences

Hold a fully functional trade show for a day or a year. It's a feature-rich online meeting venue designed to create, share and store recorded content. The LetsGoExpo system also provides lead generation, speaker, exhibit, advertising management, and much more.

In setting up your tradeshow, you can configure the look, feel, financial model, and many other aspects of your event. Our expert staff and graphics design team can also assist you with customizing any or all of your pages.

Here are just a few of the customizable areas when creating a Virtual Tradeshow Venue:

Event Setup

Display Setup

1. Event Logo - Upload the logo for your event - typically seen in the upper left had area of the venue
2. Event Colors - Select from pre-set colors or create your own
3. Event Style Sheet - Select from our pre-configured styles, or contract our team to create one for you
4. Custom Content - In addition to our pre-configured content areas, you can create and organize additional navigation sections
5. Custom Pages - Create additional pages to support the needs of your event
6. Event Halls - Create exhibit halls, presentation halls, and activate information halls that are pre-configured for your use

Event Setup

1. Conference Rooms - create and link as many web conferencing rooms as you like (monthly fees apply) to organize your live presentations. Some users like to have only one main conference room for live presentations. Others prefer separate conference rooms for each presentation hall.
2. Discounts - create discounts with specific discount codes that you can distribute to your speakers, exhibitors, or attendees. Define the time period the discounts apply, a percentage or dollar amount, and the number of attendees that can access each discount.
3. Standard Emails - the system has multiple pre-configured automated emails that are distributed when specific actions occur (an attendee or exhibitor completes their registration for example). Open each of these emails and customize them to your liking.

Attendee Setup

1. Registration - make your event open to the public (registration not required) or required. If NOT required, attendees will still have to register in order to use some of the functions that are critical to the event such as lead generation for exhibitors, the notebook, bookmarks and more. Registration configuration is very flexible. You can make registration free, per course, or subscription (a fee for a period of time to access the event). You can also configure early bird fees, late fees, discounts and more.

Exhibitor Setup

1. Exhibitor Categories - Exhibitors may carry products or provide services in various categories within the industry of your event. You can add as many categories as you like, allowing your attendees to "filter" to view all the companies that are part of a specific category. Very useful for attendees and navigation of your event
2. Exhibitor Directory - Exhibitors can enter brief descriptions of their company, products or services. The Directory shows on the Directory Listing page of the event.
3. Exhibitor Registration - create all the details, fees, discounts and more for your exhibitors. Once completed, a registration page can be emailed or linked into your venue for exhibitors to complete and initiate the registration process.

Presentation Setup

1. Submissions Application - Select which details you wish to collect for speaker submissions such as length of the presentation, how many words to allow in the description of the course, etc. Once completed, a Call for Speakers can be emailed or linked into the venue to distribute to your potential speakers to submit their courses online.
2. Tracks/Topics - similar to exhibitor categories, your presentations may fit into different tracts of information. For instance, you may have created Hall 1 and Hall 2 for your presentations. You can schedule presentations with content that fits into Track 1 in either Hall 1 or Hall 2. Attendees can view all the Track 1 presentations OR all the Hall 1 presentations. It's an organization tool!
3. Evaluation Form - after presentations are submitted by your speakers, you can create this simple evaluation form for your Review Committee to "grade" submissions. This will allow you or your team to view standardized input from the team to select or decline submissions.
4. Accreditation Bodies - some professions require a certifying body to review courses, and may even assign Course ID's, require attendance certification, etc. Select from Accreditation Bodies already in the system or add new ones. This will then allow you to generate certificates of attendance, and add additional course id's to each course that do not interfere with the configuration of your venue.
5. Schedule Time Blocks - when it comes time to schedule your presentations that have been approved, you can then assign them to a time slot. But first, you have to create the time slots.

Once you've configured your event, here are the management resources for your event:

Event Management

Accounting

1. Manage Event Accounting - here you can view all the aspects of the revenue generated by your event. View revenue by check, purchase order, credit card, as well as details on revenue from registration, discounts, cancellations, exhibit revenue, sponsorship revenue and more.

Communication

1. Emails - create a custom email and distribute it to any or all of the registered attendees for your event. Exhibitors, speakers, attendees, staff can all be recipients of targeted emails. Emails are distributed by the LetsGoExpo email server, but you will be the recipient of any replies.
2. Imported Email Lists - if you have your own list to email, import the list into the LetsGoExpo system and let the system do your emails. Don't worry, LetsGoExpo DOES NOT access the names and email information you upload into the system.

Exhibitor Management

1. Manage Exhibitors - After your exhibitors have registered, you can assign their booths, and manage all aspects of their participation.
2. Exhibitor News

Presentations

1. Submissions - After you've distributed your Submit a Presentation form, you'll begin to receive submissions. Here you can review and edit the submissions, and begin to accept, decline, edit and publish the submission. If you've configured your event carefully, all your data can be exported, sent to your printer to generate your event catalog!
2. Submission Attachments - in order to control what shows on your site or in your catalog, we have a review process. Attachments are uploaded by the presenters, and you must approve them in order for them to be viewed by your attendees.
3. Presentation Schedule - After approving presentations, you'll then be able to schedule the presentations into the time slots you've created. If your event is all pre-recorded, you can upload your archived recording (audio or video) and make it visible to the public.
4. Pre-Approval Evaluators - Assign individuals to evaluate submissions by speakers/presenters. The evaluators grade the submissions via your Evaluation Form setup in the configuration area. The administrator can then make the final decision to accept or decline or edit a presentation submission.
5. Archives - as stated earlier, you may not be holding live webinars or meetings. You may simply wish to pre-record some or all of your content, and upload what we term as "archives" of the presentation. Alternatively, you may wish to record live presentations that were held in your venue and upload them after the live event is completed to create Archived presentations.

Event Data

1. Addendum - after you've published your schedule and other details of your event, you can notify your attendees of significant changes via the Addendum page
2. Drawings - create drawings to make your event more interactive. Attendees can register for drawings, but only after registering for your event.
3. Related Events - as a service to your attendees, you can post related events such as off site meetings, social events etc.
4. Job Postings - your exhibitors may submit job postings to the system. Administrators must approve job listings and publish them to make them visible.
5. Surveys - each venue has the ability to create unlimited surveys. Create the survey, and either email the survey to your target audience or attendees, OR you can create a custom page and point the attendees to your page to attract more traffic to the site.
6. Publish to Calendar - this adds your event to the publicly viewed LetsGoExpo Event Calendar page.