A series of webinars have been organized for our industry partners to ask their questions live to the team.

The webinars will take audiences through various elements of exhibition and industry symposia set-up. The topics for each webinar are listed below.

Webinars have been arranged at varying times to accommodate for different time zones. All webinars will be recorded and posted here shortly after.

Important dates

NEW Better display for booth contacts

As you know, the current set-up for your Industry Showcase allows exhibitors to add a number of contacts for display (inputted in the Company Description field during booth building).

Now there is an opportunity to display your contacts in a better view. Plus, optional “schedule meeting” functionality.

There is no extra fee for this. We just ask for you to confirm email your interest by email (before Monday 29 March 2021) and we will turn this on for you.

Benefits:

• Display your booth contacts in a better view
• Allow delegates to set meetings with your booth contacts (Optional)

Back-end

How it displays on your booth

NEW Possibility to add disclaimers

During booth set-up, there is now a field to turn on a disclaimer message that will pop-up as delegates enter the virtual booth. You can customize this message.

NEW  Can we receive the URL of our booth to plan promotion?

Yes – on April 12, 2021 you will receive the direct URL for your booth access that you can use in your own promotion ONLY as from when the exhibition officially opens on April 15, 2021.

Please note if you are using the microsite option, you must include the booth URL in any promotional material rather than the microsite URL. This is to keep accessibility for registered delegates and the organizer to be able to provide metrics.

Where do I go to upload my content?

To edit your showcase, access your industry portal and click on the Industry Showcase button.

Is there a deadline to submit my content?

We recommend having your showcase finalized by 9 April 2021. Please note you will still be able to make changes to your showcase at any time the platform is live from 16 April – 31 May.

Previewing my showcase

You will be able to preview how your showcase looks at the end of the upload process. You can preview any changes you make immediately. If you do not see your changes, please refresh the page.

What can I upload?

Your showcase tier (1, 2 or 3 star) decides which content (and quantity of) that you can upload. The table below outlines this.

What are the specifications for content?

Company description

Max 1000 characters allowed for your company description. Links and formatting can be included. However unnecessary html encoding is removed after final edit.

Include here:

• Social media handles
• Contact(s)

Company logo

Two versions of your company logo are required:

• 960 x 540 pixels (Main logo)
• 160 x 90 pixels (Used a thumbnail where needed)

It is important that your images stick to these proportions. To have bigger sizes is not a problem but the width and height ratio must be respected (190×90 -> 380x 80 etc.

Company website URL

There are no max characters. It is advised to use a URL shortener.

Video(s)

We recommend that the maximum size of your video is 4GB. Use an MP4 movie format.

Please note that transcoding takes time and your video may not be immediately visible in the preview. If so, it will become available when reloading the configuration later.

Main contact

There is a button on your showcase for delegates to leave a message. The messages are sent to this contact. The fields are:

• First name
• Surname
• Email address

PDF(s)

To open a PDF, delegates will click on a button. You can design a different image for this button (e.g. Click here to view product XYZ).

Image for button: The image should be in png or jpeg format. The specifications are 750w x 1000h.

PDF: We recommend that the size of your PDF is between 2GB – 4GB.

Please note – when naming the PDFs, you must use different names for each one otherwise they will not show.

Banner

The banner displays at the top of your showcase. The specifications are 750w x 290h. This only applies to the 3-star showcase spaces.

Showcase colours (3D booth only)

You can customize your 3D showcase render with different colours. You will need the HEX number of the colours e.g #FF0000

Booth colour: To edit the colour of your stand

Accent colour 1: To edit the colour of chairs/stools in your stand

Accent colour 2: To edit the colour of the desk in your stand

Live chat

You can activate the live chat function on your showcase. This allows delegates and exhibitors to chat on the booth directly.

You may choose between the following:

• Not activated
• Tawk
• Livechat
• Clickdesk
• Helpcrunch

You should make an account to use. We recommend using Tawk as there is a free subscription available.

How can delegates access the booth?

Delegates will enter WCN’21 and click on the button Showcase. This will take them to the showcase lobby area where they can enter your showcase.

How long will my showcase be available to view by WCN attendees?

Industry showcase is open from 16 April – 31 May 2021.

Example of each showcase tier

Editing access to your showcase by health care professional status

Each exhibitor will decide if their showcase is accessible by non / health care professionals during the upload form at the following prompt:

When delegates access WCN for the first time, they will be asked if they are a prescribing health care professional.

Editing access to showcase content per country of delegate

You can choose to restrict who can view the PDFs uploaded to your booth by country of delegate.

When you upload your PDF on the form, there is an option to choose countries that should not be able to view certain content.

Once activated, the delegate from the restricted-country will still be allowed access to your showcase (and view your company description, logo etc.). However, the restricted content (PDF) product picture will be blurred and no click-action will be available to open the PDF.

How do I set up my 3D booth? (3-star only)

The form is automatically set for a non-3D booth. You must request that you would like a 3D booth and organizers will update the system for you.

Then you will upload your content as usual and this will be positioned in the correct location on your 3D booth.

For a 3D booth, you will have an extra field to decide the colors to customize your 3D showcase render.

How do I set up my microsite? (3-star only)

Please only insert the URL of your micro-site into the Company Description field. Technicians will create a button on your booth directing visitors there.

Full-congress registrations

Companies may receive a number of complimentary full-congress registrations depending on your booking:

Platinum supporter: 3 full congress included

Gold supporter: 2 full congress included

Showcase (3-star): 2 full congress included

Showcase (2-star): 1 full congress included

Full-congress registrations allow access to all areas of WCN’21. These registrations will be ready in your industry portal for you to allocate names to before 2 April 2021. Any name changes received after the deadline are subject to a fee. These registrations are intended for use only by the company.

Showcase access

Showcase registration only allows access to the Industry Showcase and Networking page. You will not be able to access the scientific program, posters, pre-congress courses or any other areas of WCN’21.

All showcasing companies are able to add an unlimited amount of showcase access for their staff. The purpose of these is for exhibitors to staff your showcase and network. You can add any amount of complimentary showcase access in the portal – See below for instructions.

How to order extra registrations

1. Go to portal and click on button: Add registrations to my group
2. The form will ask you to confirm your details and then click Next (bottom right)
3. Select the type of badge you need and confirm the amount needed. Click Next.
4. If you have selected a registration with a fee, complete the Payment

How to provide names for registrations

Go to portal and click on button: Complete badge names for my group

The deadline to assign names is 2 April 2021. Please note registrations may only show once payment steps are completed.

How can I reach out to delegates?

Industry may interact with delegates via the Networking page. You can find the full list of delegates listed on this page. You can talk via chat, group chat or video. WCN organizers are encouraging delegates to complete their profile and add extra information as much as possible.

Live chat

Exhibitors with 2-star booths or above: You can activate the live chat function on your showcase. This allows delegates and exhibitors to chat on the booth directly.  The chat will pop-up on the bottom corner of the screen. You do not need to be logged in to WCN to use the live chat function as it is an external technology.

Are there are any restrictions?

You must adhere to the code of conduct.

The information delegates have uploaded to their WCN profile for Networking is only for use within WCN environment. It is not allowed to save any personal data taken from profiles during the congress without prior permission of that individual, for the purpose of contacting them outside of WCN.

Can I view the showcase on different devices?

All layouts will adapt to the screen size of the device. Please note that 3D booth renderings are not supported on iOS devices and will not show.

Can I log into WCN on different devices?

Yes, you can log in on multiple devices.

Are there are restrictions?

Please note that 3D booth renderings are not supported on iOS devices and will not show.

What data will we receive about WCN’21?

All exhibitors will receive a WCN’21 statistics report after the congress with information such as: total number of delegates, % breakdown of interests and practice settings, country and region data, and abstract statistics.  This information is general and will not identify any delegate individually.

What data will we receive about our showcase?

Exhibitors will receive an export of their booth metrics. It will show the unique amount of visits and the total amount of visits to your booth. If the participant has agreed to share their data, the report will contain their registration information including: date of visit, first name, surname, gender, email, affiliation and country. It may also contain: area of activity, professional interest, practice setting (to be confirmed). This data will identify delegate(s) individually and is only shared upon their consent. When delegates log-in to WCN for the first time, they will be prompted to update their profile and set the following preferences:

• Please do (not) share my details with organizers of symposia sessions I attend
• Please do (not) share my details with booths I visit in the Industry Showcase

If the delegate does not give consent to share their registration details, the line in the report will not include any of the abovementioned data.

Will we receive data about other exhibitors?

Exhibitors will only receive information pertaining to their own booth. They will not receive a comparison report to other exhibitors.

When will we receive metrics?

2-star and above: Exhibitors will receive a report daily with raw data (end of day CET time). At the end of WCN, exhibitors will receive a cleaned-up version with data graphs.

1-star and above: At the end of WCN, exhibitors will receive a cleaned-up export with data graphs.

What is included in the promo pack?

• Congress banners
• Congress presentation slide
• VWCN logo in various formats
• Social media image templates
• Suggested text for your social media posts
• Official VWCN hashtags

You will find here information for the different advertising opportunities at WCN’21. Please contact Charleigh Claire at [email protected] for more details or to complete a booking form.

 

Pre-Congress E-Newsletter

Fee: $2,000 – $3,000

Specifications: 190 x 600px   You may include a URL      No specific product advertising allowed.    GIF/animated images are not recommended as can affect quality. 72 DPI is optimal for all web artwork.

Deadline to submit artwork for each issue:

Feb edition: 5 February 2021

March edition: 25 February 2021

April edition: 29 March 2021

Submit via email to [email protected]

Please note the template is subject to change slightly depending on content. There are two ad spaces available per newsletter of equal size.

Onsite Congress E-Newsletter

Fee: $2,000 – $3,000

Specifications: 190 x 600px   You may include a URL     No specific product advertising allowed.    GIF/animated images are not recommended as can affect quality. 72 DPI is optimal for all web artwork.

Deadline to submit artwork for each issue: 17 March 2021 for all editions (Thurs – Mon)

Submit via email to [email protected]

Please note the template is subject to change slightly depending on content. There are two ad spaces available per newsletter of equal size.