Every event is unique, but leveraging proven configuration strategies can help you host a successful and seamless Expo event in Brazen. Below are best practices to ensure your event is set up for success.
Chat Settings
Configuring your event chat settings is essential for creating a smooth experience for attendees and representatives.
- Access Chat Settings
- From your Event Home, navigate to Settings, then select Chats.
- Max Chat Duration
- Adjust the default chat time across all booths using Max Chat Duration.
- If you're anticipating a high attendee-to-representative ratio, consider shortening the default chat duration to accommodate more conversations.
- Scheduled Chat Settings
- Enable scheduled chats for representatives to pre-schedule conversations with attendees and control their duration.
- Multi Chat
- We recommend enabling Multi-Chat to allow representatives to engage with multiple attendees simultaneously.
- By default, representatives can chat with up to two attendees at once, but this can be increased to a maximum of four.
- Rep Hanoff
- Under Other Settings, activate Rep Handoff to allow representatives to transfer attendees to another representative within the same booth.
- This feature is useful for engaging high-value attendees or seeking additional input from other team members.
- Participant Reconnection
- Enable Permit Participants to Reconnect to allow attendees to chat with the same representative more than once.
- By default, reconnections require a 360-minute interval. If frequent handoffs between representatives are expected, reduce this interval to as little as 1 minute.
- Note: Booth representatives can override this setting during the event to allow immediate reconnection with attendees.
Managing Attendee Volume
Proper planning can help prevent long wait times and ensure a positive attendee experience.
- Representative Ratios
- Aim for a 10:1 attendee-to-representative ratio across your event.
- Assign additional representatives to popular booths to avoid bottlenecks. Lesser-known exhibitors may require fewer representatives.
- Limiting Signups
- Use the Limit Signups feature under Registration to cap the number of registrations for your event.
- Example: If you expect 800 attendees, set your signup limit to 2,000 to account for average completion and attendance rates (70% signups, 50% attendance).
- Important: If you adjust this limit, attendees on the waitlist will not receive an automatic notification. Contact Customer Success for guidance.
- Pre-Qualification Questions
- To manage attendee volume, require prospective attendees to answer pre-qualifying questions during registration.
- Add or edit these questions under Registration > Pre-Qualification Settings.
- Attendees who do not meet the criteria will see a customizable message, ensuring only qualified participants register.
Enhancing the Event Lobby
Consider providing additional resources and content in the Event Lobby to improve the attendee experience.
Event Content: From your Event Home, go to Settings, then select Event Content to add resource blocks such as:
- Event-related links
- Videos
- Technical support information
- Polls
- Sponsored content
These resources are visible to all attendees and should focus on general event information or promotional material.
Additional Tips for Success
- Regularly preview your event settings to ensure everything is functioning as expected.
- Monitor booth activity during the event to identify and resolve any bottlenecks quickly.
By implementing these best practices, you’ll create a well-organized, engaging, and successful Expo event.