Exhibitor’s Guide
WindEnergy Hamburg Networking Platform: Essential Tipps to Maximize Engagement & ROI
New App!
Summary
1. Introduction
2. Timeline
3. Setup & Platform Overview
4. Networking & Lead Capture
Meeting management
Badge Scan
Lead Qualification
Best Practices
5. Exhibitor Center Networking
1. Introduction
Welcome to the WindEnergy Hamburg Exhibitor Guide!
This guide aims to assist you in setting up your exhibitor leadtracking with the new WindEnergy Hamburg Networking Platform powered by the Swapcard event platform, managing your team, and interacting with attendees before, during, and after the event.
2. Platform Timeline
Exhibitor
Setup
Onsite
Event
Begin of July
End of July
Begin of August
Sept 24-27
October 30
Platform Access for Exhibitors
Platform/App Launches for Attendees
Platform & App close
Important Update on Exhibitor Passes
Dear Exhibitor,
We want to bring your attention to crucial changes in our ticketing process for WindEnergy Hamburg:
- Invalidation of Previous Tickets: All exhibitor passes ordered on or before June 30 are no longer valid. We sincerely apologize for any inconvenience this may cause, especially if you have already distributed these passes to your team.
- New Registration Process: A new, personalized registration is now required for all exhibitor passes. We understand that this change from the previous bulk order system to individual registrations is more complex and time-consuming. We deeply regret the additional workload this may create for you and your team.
- Ticket Code System:
- From now on, all exhibitor passes will be issued as ticket codes.
- Each ticket code must be redeemed for a valid exhibitor pass through a personalized registration in the WindEnergy Hamburg Ticketshop.
- This process is essential to fully utilize the new networking platform's features, including matchmaking, contact scanning, and lead generation.
Next Steps:
- Access the Online Service Centre (OSC) using your personal login details.
- Navigate to the exhibitor ticket shop within the OSC.
- Order the desired number of ticket codes for your team members.
- Distribute these codes to your team, instructing them to redeem the codes in the WindEnergy Hamburg ticket shop and complete their personal registration.
We acknowledge that this new process is more involved than our previous system, and we genuinely appreciate your patience and cooperation. These changes are necessary to enhance the overall event experience and provide advanced networking capabilities.
3. Setup - Login Instructions
Option 1: using the invitation e-mail
Option 2: Login via url
Your account is automatically created by the platform after you have registered in the WindEnergy Hamburg Ticketshop.
You will receive an e-mail with a button redirecting you to the platform login page.
A window will then prompt you to create a password for your account:
- Register via the WindEnergy HamburgTicketshop
- Go to https://networking.windenergyhamburg.com/
- Click on Login and type in your e-mail
- If you haven’t set a password yet, a link will be sent to your e-mail.
- This link allows you to set your password for the platform.
- Pro-Tip: Bookmark the platform url!
Notes:
- The e-mail used for the WindEnergy Hamburg Ticketshop is the same as the one used for platform logging in.
- The SMM Ticketshop and the WindEnergy HamburgNetworking Platform app are two distinct systems. While the e-mail address used for both is the same, you are going to have separate accounts for each, which may require different passwords.
- If you don’t see this email in your mailbox, please check your spam folder.
- The designated contact person can access the app as a company profile admin. Please use the e-mail address provided in your exhibitor application to login.
- All other exhibitor users can access the WindEnergy Hamburg Networking Platform app using a valid ticket.
Navigate Home &
Access your exhibitor center
Messages and notifications - red pin indicates new inquiry
Link to personal
profile
Navigation
Link to
exhibitor
center
Link to
profile
Link to
exhibitor
center
There are 2 links available in the desktop app to access the exhibitor center.
You can also click on the button in your platform invitation email.
Manage your personal availability
Go to My Event and then open My Meetings where you will find the Manage availability option.
Once you click on Manage availability, you will see a list of all the available Meeting Slots. You simply need to de-select the slots that you want to make yourself unavailable.
Exhibitor Center Overview
1. Important: To avoid double editing, the company data is synced via Neureuter Fair media in this first year providing you with the new Networking Platform. The sync is done on a daily basis.
2. Manage your team: oversee your team members and their roles.
3. Track your performance: monitor the the leads you‘ve generated.
4. Setup your custom lead qualification form compatible with your CRM to contextualize and prioritize your contacts.
5. Manage your meetings: set your availability for meetings and review incoming meeting requests.
How to add team members
Contact sharing needs to be enabled individually by every team user!
Navigate to ‘Your team’ within the Exhibitor Center.
Click on the ‘Add a member’ button, located on the right side of the ‘Your team’ tab.
The main contact person listed in your registration documents will be the first to access the Exhibitor Center.
This individual is also responsible for adding additional team members.
Please note that you can only invite someone to join your team if they are already registered for SMM 24.
You will be prompted to enter the individual’s e-mail address.
Manage your meetings
1
2
3
4
5
Manage your availability
(Deselect the time slots you are not available)
Assign a meeting: Reply to the meeting request and select a team member to assign.
Accept or decline meeting requests or cancel an existing meeting.
Filter meetings by status: Pending, Confirmed, Canceled or Declined.
Export the full list of meetings.
2
1
3
4
5
How to navigate the platform
2
On the event homepage, you can access the Networking list. This will help you find visitors to network with.
Don’t hesitate to contact them through the app to chat, video call, and book meetings.
Time slots listed on attendees' profiles means the organizer has permitted scheduling meetings during the event. Don't wait too long to request meetings, as their slots may fill up quickly.
Adjust your availability from the "My Event" section of the app.
*Attention! A meeting time slot is blocked when a request is made or received, even if it is not yet validated.
Responding to messages as an Exhibitor
Once you're added to an Exhibitor booth as a team member, you gain access to a shared inbox with all your organization's team members.
Attendee View: Messages in this inbox are generated when an attendee visits your booth and types a message into the “Talk to…” window. For the attendee, the message appears as a 1:1 chat within the booth.
Exhibitor View: For the exhibitor, the message triggers a notification within the platform and appears as a message in the exhibitor inbox.
Click on Message icon
Click on your name and switch to your shared team inbox!
Note: once any exhibitor team member reads the message, the red notification circle disappear for the entire team.
Scanning badges & business cards
To scan a badge, click on the ‘Scan’ icon on the home screen of the WindEnergy Hamburg 2024 mobile app.
Scanning the QR code on an attendee’s badge automatically adds them to your contacts, and they will receive your contact details in return.
This mutual exchange allows both parties to chat, view detailed profile information, and add tags and notes to the contact
During the event, the in-app badge and business card scanner makes it easy to capture and store leads for easy export and follow up.
Lead Qualification
1. Go to Exhibitor Center → Leads → Lead qualification
2. Setup fields matching with your sales workflow / CRM
3. Your team is now able to qualify new contacts with the given properties
4. All information will be available in the reporting from the lead export
Best practices for boosting visibility
& customer engagement
Proactive Networking
- Use the new networking list to establish valuable business contacts before the event begins.
- Schedule meetings in advance to optimize your trade fair presence.
- Onboard your team to maximize your reach and presence.
- Respond promptly to all meeting requests, contact requests, and messages in the company chat.
- Stay open to suggested contacts that align with your business interests.
Optimize Your Digital Presence
- Edit your personal profiles: Add a profile picture and detailed description to to fully leverage the AI-powered Recommendation Engine.
- Enhance your company profile: Include relevant information about your products, services, and target markets
- Use keywords to ensure your profile is easily found via full-text search.
- Share your company profile URL during chats to attract more visitors.
Maximize Lead Management
- Use the WindEnergy Hamburg app's QR code scanner for easy lead capture.
- Ensure your entire booth team is familiar with the shared lead report in the Exhibitor Center.
- Regularly review and qualify collected leads.
Best practices (2)
Effective Communication
- When sending contact requests, include a personalized message to double your acceptance rate.
- Consider using emojis in your messages to increase engagement.
- Maintain active communication in the company chat to address visitor inquiries promptly.
Best
practice
Data Integration and Analysis
- Take advantage of the CRM-compatible fields in the Exhibitor Reporting.
- Regularly export and analyze your leads to track your ROI.
- Use the insights gained to adjust your strategy during the event.
Utilize All Platform Features
- Familiarize yourself with both the desktop and mobile versions of the platform.
- Use the desktop version for comprehensive planning and the mobile app for on-site activities.
Leadsboard Overview
Download an Excel with the list of people your team interacted with.
Check some statistics about your company’s booth and your team’s activity
Table with the contacts made by your fellow team members.
How to export your leads
You can easily download your leads from your desktop computer accessing the leads board
For individual report(s), you'll need to define the required time period.
You can find an example of the leads board reports export from August here.
Let’s talk about GDPR
Active connection reports available as export include all leads that actively confirmed your contact or meeting request or actively contacted you. Those reports summarize leads actively collected by you. Personal data and contact information are only visible when the persons consented to the following consent.
I hereby give my consent for Hamburg Messe und Congress GmbH to share my contact details (name, email, company, and position) with exhibitors for the purpose of receiving promotional communications. I am aware that I can revoke this consent at any time with effect for the future by sending an email to datenschutz@hamburg-messe.de. For more information on data protection and the processing of my data, please refer to the privacy policy.
The principle of “data minimization” allows us to collect only name, e-mail,
position, and company as required fields in personal data sets. All other fields are optional and HMC/SMM has no influence on whether the data is provided or not. We can also not guarantee the completeness, accuracy, and current status of the information provided.
Use up-to-date data! Always create a new report before contacting the leads. This is the only way to contact the leads with valid opt-in.
HMC legal documents:
Which types of leads can I export?
Active Connection reports | Connected with your team members | Connected via online contact request or badge scanning on-site. Export name “Contacts” |
Had a confirmed meeting with your company or your team members | Export name “Meeting confirmed” | |
Had a chat conversation from your exhibitor page | List of visitors which had a chat conversation with you over your company profile. No chat transcript. Export name “Chat” |
Any further questions?
Dont hesitate to Contact us
1 via e-mail customerservice@hamburg-messe.de
2 login and enter our new helpdesk in the Networking Platform for a chat.
See you in
Hamburg!