WOB 2020 Exhibitor Service Kit

Welcome exhibitors! This is your starting point to get your virtual booth set up in our conference platform, Swapcard. You’ll find the steps you need to take to draw people in and impress your potential customers. At the bottom of this page, you will find a short video playlist that gives an overview of what you can do as an exhibitor. If you need further help, there is a Resource Center available within the platform, or you can contact [email protected].

How to Set Up Your Virtual Booth

Welcome Email from Swapcard

  1. Look out for your welcome email giving you access to your Exhibitor Center.
  2. Follow the link received and create a password when prompted.

Tip: The welcome email will come from [email protected].

How to Navigate the Exhibitor Center

  • Home: Find the welcome message from the event organizer as well as some statistics about your company.
  • Company profile: View and modify the information of the company for which you are exhibiting.
  • Meetings: Manage meeting requests that are sent to your company.
  • Contacts: View and export all the contacts made by your team before, during and after the event.
  • Your team: Manage the different members of your team.

Tip: A red dot indicates you have a pending notification.

How to Edit Your Exhibitor Profile

  1. Go to your “Exhibitor Center” from your computer or mobile phone.

    2. Click on “Company profile” in the left side menu.

    3. To add or modify information, click on the “Edit” button in front of the section of your choice.

Updating Your Virtual Booth Header Banner

  1. Upload a custom designed image for WOB2020! We recommend using a 1200 x 675px (16:9 ratio) image, no larger than 1MB.
  2. Upload a custom video! First upload it on Youtube or Vimeo, then paste the ID in the Video ID bar.

How to Get Your Video Link


  1. From YouTube, go to the video you would like to upload to your profile.
  2. Select the Share button under the bottom, right-hand corner of the video screen.
  3. Click on Copy to receive a link and then paste it into the video URL bar on Swapcard.


  1. From Vimeo, go to the video you would like to upload to your profile.
  2. Select the Share button along the top, right-hand corner of the video screen.
  3. Copy the link provided and paste it into the video URL bar on Swapcard.

How to Add Documents

  1. Go to the “Company Profile” > “Documents” section of your Exhibitor Center.
  2. Click on “Add Documents” on the right of your screen.
  3. Paste the link of the document, sales sheets or marketing materials, or click on the cloud to import a file from your computer.
  4. Give the document a title (mandatory) and a description. Be careful to respect the maximum number of characters for each field: 40 for the title,
    120 for the description.

Tip: You can upload many different types of files! Treat this section as your portfolio.

How to Add Products (if a sales exhibitor)

  1. Go to your “Exhibitor Center” from your computer or mobile phone.
  2. Click on “Company profile” in the left side menu.
  3. Below “Documents”, click “Products” to start adding your featured products.
  4. To add a new product, click on “Add” at the top right of your screen.
  5. Enter a name and description (optional) before validating. The product editing window will appear so that you can add a marketing display image, a link, a subcategory, a brand…
  6. All your products will now be visible from your Company profile, but also from the “Products” section once we go live!

How to Add Your Team Members

  1. Make sure all your booth staff has registered for WOB2020.
  2. Once they register and receive their Swapcard welcome email, you’ll be able to add them as a member to your booth.
  3. Team members will receive an email notification once added to your booth, which will lead them to the Exhibitor Center.

Adding members to an exhibiting organization gives them several privileges

  • Ability to modify their company’s page
  • Ability to answer and assign the meeting requests received
  • Ability to share with other members the contacts made during the event

Please note that you cannot remove team members once added.  Please contact our Client Service Specialists if you need assistance.

Tip: You will only be able to add members if they have separately registered for the event.

How to Enhance Your Virtual Booth

This is your first virtual booth, where do you start?

The objective and goals for your virtual booth should align with the goals for your company’s participation in the virtual event. Talk with your team to identify the direction your company would like to go. It’s critical that goal definition be your first step, as it drives the decision you make regarding the build-out of your virtual booth.

What content should you add?

The main elements of a virtual booth are content (images, signage, logos, documents, links and staff). Your first job is content curator: Review all the content available and decide which content to place in your booth. The content should align with the goals you discussed with your team.

Tip: No professionally produced video to upload? Grab your phone, find some good light, and record a fun, personal message from the company!

Don’t forget to include important documents in your profile. These can help you showcase your brand in an even more effective way!

You can include flyers and handouts, press releases and articles, and links to your company’s site, or anything else you can think of. Get creative!

How to Network in Swapcard

How to Connect with Others

  1. You can explore attendees through the “People” tab.
  2. There are 3 ways to find individuals to connect with.
    • Use the “People you should meet” and “More opportunities” sections to find other people to network and connect with.
    • Search for a specific individual by typing their name, title or company into the search bar on the left-hand side.
    • Add keywords and criteria on the left-hand side to inform the matchmaking algorithm that suggests people you should meet!
  3. Click on the name of the individual you want to connect with to see their profile and meeting availability.
  4. We encourage you to write a message before sending your connection request to introduce yourself and explain the reason you’re looking to connect.
  5. Click “Send Connection Request.”

How to Filter Your People Search

On the left-hand side, use the filters to explore individuals you want to meet with based on job function, skills/interests and other categories.

How to Ask for a Meeting

  1. You can find attendees through the “People” tab.
  2. On the left-hand side, use the criteria filter to specify the position of the individuals you want to meet with.
  3. Click on the name of the individual you want to meet with to see their profile and meeting availability.
  4. Click on one of the proposed meeting slots.
  5. After selecting a time slot, you’ll be able to write a message to the person you want to meet. Let them know why you’re interested in speaking more with them!
  6. Click “Send Meeting Request.”
  7. You will be redirected back to that person’s profile and will see that your meeting request is pending.

How to Pull Your Leads

For your company:

  1. Click the name of your company under your name on the left-hand side.
  2. Using the menu on the left-hand side, click “Team’s Contacts.”
  3. Click “Export All” in the top right-hand corner and wait for the Excel file to download.

For your personal profile:

  1. In the top right-hand corner of the home screen, directly to the left of your name, click on
  2. On the left-hand side click on “Download” in the “Export My Contacts” section.

How to Increase ROI

Swapcard offers so many ways to improve the quality of your interactions within the platform to get the absolute most out of your time and investment. Check out this link for best practices to increase your ROI before, during, and after the event.

How Matchmaking Works

The more you interact with Swapcard, and the more in-depth you go in your own profile and your brand’s profile, the more you will match with your targeted audience. Check out this PDF for specifics on how Swapcard’s artificial intelligence works and how to get the most from it.

YouTube Tutorials

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