Creating Your First Virtual Event

Create a Promoter Account

If you haven't done so, create a promoter account on BoothCentral at https://my.boothcentral.com/v/create-account/promoter.

Create Your Event

Once your promoter account is created, log in as a promoter and click the 'Create an Event' button. There are six sections, which you can move between using the navigation bar on the left of your screen (after you've named your event). You changes will automatically be saved.

1. Event Listing

This is where you will fill out general information about your event. There are three sub-sections:
Basic Information - This section will ask for your event's name, cover image, and the dates/times.
Contact Information - This section will ask for your contact information.
Additional Details - This section allows you to upload a Exhibitor Manual and asks for information about refunds and deadlines.

2. Virtual Event Page

On this page you'll be asked to upload two additional images. You'll also be asked for information on what you'd like to do for an Event Video and Event Chat. For more information on the Event video, click here.

3. Vendor Application

You can select what questions are included in your event application in this section. The Virtual Event section is automatically selected if you indicated it is a Virtual Event in the Event Listing section. If you have custom questions you would like added, please send an email to support@boothcentral.com.

Note: The "Products/Services" questions are primarily intended for in-person events, so we recommend not selecting this option for your virtual event as it creates more images for your vendors to upload. The "Social Media" questions are intended to make it easier to quickly jury applicants, they do not populate into the tiles. If you don't need social media information as the promoter, we recommend not selecting this option.

4. Booth Offerings

Specify what type and how many virtual spaces you would like to offer. Click the + sign to add additional booths. The section below will explain how to control the way your virtual booths are displayed during your live event.

All Vendors Are Randomized
With this option, the tiles will be in a different order for each attendee, allowing each vendor equal opportunity to be at the top of the page.

This is the easiest way to set up the booths. Simply select the number of booths you expect to have at your event (you are only charged by accepted vendor, so feel free to round up). In the image below, all 5 booths will randomize on the live page.

Randomized Range of Booths at Top of Page | Everything Below is Also Randomized
Use this option if you'd like certain booths to always be at the top of the page, but you would like these booths to randomize.

Use this option if you'd like to make sure certain booths are always at the top of the page, but these booths show up in a random order. Create two (or more) types of booth space and adjust the quantities to reflect the number of spaces you'd like randomized. The top spaces in your application become the top spaces in your live event. In the example below, the first 9 booths will randomized and always be at the top of the event page. The remaining 40 booths will randomize below them.

Pin Specific Booths to Top of Page (without randomization) | Everything Below is Randomized
Use this option if you'd like to control who goes in specific locations at the top of your page, and have everyone else randomized below.

In the image below, "Virtual Booth 1" will be the top left vendor tile in your event, "Virtual Booth 2" will be the the top center vendor tile, and "Virtual Booth 3" will be the top right vendor tile. All the rest of the vendor tiles will be randomized below the top three.

NOTE: These are the same steps to follow to set up multiple booth spaces for your in-person event.


For information on moving a vendor to a new booth space - click here.
If you still have questions on how to set this up, please contact us at support@boothcentral.com.

5. Add-ons

You can offer additional products to your vendors in this section.  This is primarily used for in-person events (for example, you could rent tables, chairs, etc. here).

6. Payment Terms

BoothCentral, by default, will accept online credit card payments on your behalf. If you also allow other payment methods such as check, cash, or PayPal, select the corresponding checkboxes and provide the necessary instructions (for more detail - click here). For example, if you decide to accept checks, provide a mailing address in the text box. If you decide to accept PayPal, provide a link to your PayPal payment page. NOTE that BoothCentral does not have the ability to accept PayPal payments directly on its platform.

The last part of this section is to specify your payment terms. If you decide to split the total amount due into multiple payments, the 1st payment should either be Due Upon Acceptance or Due Upon Sign-Up. The difference between the two options is that for Due Upon Acceptance, the vendor's credit card will not be charged until you accept them into the event, whereas for Due Upon Sign-Up, their credit card is charged when they submit the application. Note that with Due Upon Acceptance, if the vendor opts to pay by credit card, their credit card will automatically be charged as soon as you accept them into the event. The vendor does not need to log back in to submit a payment nor do you need to do anything else.

First Time Promoters

If you are a first time promoter and this is your very first event, you will be redirected to a Stripe page after completing the Payment Terms section to sign up for a Stripe merchant account. Stripe is BoothCentral's credit card payment processor and will handle all the necessary fund transfers to and from your bank account. It also securely handles and stores vendors' credit card data. As such, BoothCentral does NOT have access to any of your vendors' or your sensitive data.

For information on editing your event after you've published it, click here.
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