LSU Virtual Career Events FAQs A Guide for Recruiters (Exhibit Booth Managers)for LSU events hosted on EasyVirtualFair

Questions? Contact Courtney Edwards, Assistant Director of EmployerExperience, LSU Olinde Career Center, courtney@lsu.edu

Index of Topics ▪ Easy Virtual Fair Platform Highlights ▪ 3-Step Process for Setting Up Your Booth ▪ Booth Setup Checklist ▪ Adding Graphics to Your Booth ▪ Adding Video Links ▪ Setting Up Chat ▪ Chat FAQs ▪ Visitor Reports and Downloads ▪ Download the LSU Career Event Cancellation, No-Show, Inclement

Weather and Technology Policy

View our Booth Manager Training Video for additional information on how to setup your virtual booth.

Important Booth Setup Notes: As you are saving the changes to your booth, you may view them live in the demo site.

While previewing your booth, please be aware that the pavilions in the demo sitewill reflect the pavilions for the next upcoming virtual event in the queue which might not be the event that you are registered for. When the event that you are registered for is the next event in the queue, the pavilions will accurately reflect the pavilion that you selected upon registration.

You will not be able to preview your booth on other event dates (or days before events) thatour office is hosting. View the full list of event dates.

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EasyVirtualFair Platform Highlights Thank you for choosing to be an exhibitor at our event! The following guide will help you managethe process of setting up your virtual booth and in connecting with your visitors.

Building your booth using the Google Chrome browser is highly recommended for best results.

▪ Once you create a booth through the http://lsucareerevents.easyvirtualfair.com/backendplatform, you can use your same booth for other virtual LSU recruiting events hosted by the LSU Olinde Career Center for all Academic Year 2020/21, and you can make changes asnecessary for each event.

▪ To access your exhibit booth and begin set up, visit http://lsucareerevents.easyvirtualfair.com/backend and use the username and password provided to you via email two weeks prior to the event from the LSU Olinde Career Center.

▪ In addition to the Exhibit Booth manager, each booth includes 9 additional links for representatives of your organization to simultaneously engage through video and text chatwith visitors during the event. Links to these additional profile accounts are provided to the Booth manager (who registered your company via Handshake)

▪ Please plan to have your booth designed and ready for visitors at least 3 days in advance of the event.

▪ To capture visitors with whom you want to follow up, use the ‘Resources’ section within yourbooth setup to add any resources, opportunities, or information you wish to offer to visitors.Visitors will “express interest” through links visible only to them in your resources section, and this will provide best opportunity for follow-up and continued engagement. The Exhibit booth manager can download the list of visitors who have expressed interest using the button visible in the ‘Resources’ section of the booth setup.

▪ Important: When uploading any weblinks throughout the site, you must include the http or https as part of the web address, or the link will not work and/or create an error that couldresult in lost updates when trying to save any content changes to your site.

▪ Always remember to save your changes after having made any edits or modifications.

▪ All of the information and files uploaded to the Content Manager will be accessible to the visitors on your booth. Clickable buttons will appear on your display when you fill the fields in the backend (tooltip). Apart from the “Mailbox” and the “Company Profile” which appear by default, the empty sections will not appear in your display.

In case of a technical problem, you must contact support@easyvirtualfair.com and Cc Courtney at courtney@lsu.edu giving the name of your fair, your booth and explaining the problem (with screenshots if possible). Download the LSU Career Event Cancellation, No-Show, Inclement Weather and Technology Policy.

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•••••

Setting up your booth

1. Login to your exhibit booth site using the following information to begin setup:

URL: http://lsucareerevents.easyvirtualfair.com/backend Username: Provided in email confirmation Password: Provided in email confirmation

If you have not received your confirmation or are unable to locate your username andpassword, please contact Courtney at courtney@lsu.edu.

Upon log-in, your homepage will appear as shown below.

2. Use the links in the left menu bar to add content for each of the following areas: Corporate Data Booth Design Downloads (files you wish to make available for event attendees) Videos Banner and Poster

3. Click on the CHAT link in left menu bar to set times your booth will have staff present andavailable to chat (times display for attendees in advance of event)

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Setting up your booth Continued

Booth Set-up Checklist – Minimum Requirements Estimated time to complete full booth set up is ~30 minutes and must be completed at least 3 days in advance of event

Under ‘Your Booth’ link and ‘Organization Data’ page ❑ Update Company/ Organization Name ❑ Add Company / Organization Website ❑ Contact Info (Name, Email, Phone) –Information will be visible to attendees ❑ Add Company / Organization Logo (format .jpg; max file size = 5 Mb) ❑ Upload image for Banner: 297 x 560 (format .jpg; max file size = 5 Mb) ❑ Upload image for Poster: 630 x 345 (format .jpg; max file size = 5 Mb)

Under ‘Your Booth’ link and ‘Design’ page ❑ Choose booth layout (Infostand layout is reserved for Event Host only) and select a Host image

Under ‘Your Booth’ link and ‘Downloads’ page ❑ Upload files you wish to make available for visitor download. There is no limit.

• Most file types accepted (Max file size = 5 Mb)❑ Re-order files if desired using Reorder link on page

Under ‘Your Booth’ link and ‘Videos’ page ❑ Upload any links to video files you wish to make available to visitors (i.e. YouTube with a public status).

See important “technical note” on page 7 of this resource document. ❑ Re-order files if desired using Reorder link on page

Under ‘Your Booth’ link and ‘Banner & Poster’ page ❑ Upload .jpg images to add branding to your booth (web links may be included with images). Note- to see what

it looks like, you will have to visit the DEMO version of the fair, it does not appear in the Content Manager.

Under ‘Resources” link ❑ Upload information or resources you wish to make available for visitors to “express interest” so you can

follow up based on specific interest(s). There is no limit. ❑ If you include an external link with your resource, visitors will not be captured. However, if you include an

external link in the resource description, visitors can express interest and you can access the list for follow up.

Under ‘Chat” link ❑ Add times when representatives will be available to chat with visitors during the event or specific times

when chat will feature a special topic of interest to visitors.

Include Tooltips in Your Booth • Tooltips are a great way to further customize your booth with links for students to access your Company

Profile, Social Networks, and more! View the Tooltips Guide to learn more.

Tip: Review the EasyVirtualFair guide “12 Steps to Exhibiting at Virtual Events like a Pro”

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Adding graphics to your booth

Following are dimensions for adding pictures, logos, and other images to your booth andpersonal profile. Upon uploading a graphic image, you can use the sizing tools and zoom featureto help create the ideal image size. For each Booth Banner and Booth Poster, you can also add alink to website that will be available for visitors to click from your booth.

Image Specifications

Booth Banner Vertical image that appears behind booth 316 x 175 pixels (Format = .jpg, Max file size = 5Mb)

Booth Poster Horizontal image that appears behind booth 215 x 205 pixels (Format = .jpg, Max file size = 5Mb)

Logo Image that appears on the front of your exhibit booth 230 x 100 pixels (Format = .jpg, Max file size = 5Mb)

Organization Profile Logo Image that appears as part of your organization profile link – not displayed on booth 205 x 115 pixels (Format = .jpg, Max file size = 5Mb)

Personal Profile Pic Image that appears as part of your Profile 360 x 360 pixels (Format = .jpg, Max file size = 5Mb)

Note: When uploading an image, you can adjust the image size using the scroll button on your mouse. You can also move the blue box to adjust the portion of the image captured to be uploaded. Only the portion of the image captured in the blue box will appear.

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Adding Video Links

Add video links to your booth page using the following directions:

1. Upload your MP4 video to YouTube or Vimeo and ensure the settings allow for public viewing.

2. Return to your booth setup page and click on “Videos” link

3. Click on “Add Video” to add a video link and description

4. Once you select video type (YouTube or Vimeo), you need toonly add the video code and not the entire video link.

Important Technical Note:

When copying and pasting the YouTube Video link, copy the video code ONLY from the share link. The code is the character string that follows the following: https://www.youtube.com/watch?v=

Example: https://www.youtube.com/watch?v=s2n6HABdWPA

s2n6HABdWPA = Video Code

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Setting up Chat

Your booth allows for 10 representatives to be available to simultaneously chat with visitors. The Booth manager (who registered your company via Handshake) will receive separate chatusernames and passwords to share with representatives.

Usernames & Passwords Usernames and passwords will be provided to the Booth manager. If you have not received them or need assistance, please contact Courtney at courtney@lsu.edu.

Example Usernames: SAMPLE1_chat1 SAMPLE1_chat2 SAMPLE1_chat3

Passwords: Provided to Booth manager for each username

The URL that chat users will use is http://lsucareerevents.easyvirtualfair.com. The chat links will not work until the event is live. If you’d like to set up the chat accounts in advance, please visit http://lsucareerevents.easyvirtualfair.com/DEMO

Recommendations for chat accounts

• After logging in, click “My Profile” in the top right. You may add a profile photo or company logo if you’d like.

• Edit your data to include your first and last name under the First Name BOX. (ex: First Name = John Smith)

• Use the Last Name BOX to enter the discipline that you are recruiting for (ex: Last Name = Accounting Recruiter)

• It is not necessary to enter Skype or Video links unless you would like.

Have More Than 10 Representatives? If you wish to utilize more than 10 representatives, you may need to request a second exhibitbooth. If you are interested, please contact courtney@lsu.edu.

Although you may only have 10 organization representatives at your booth at any time, you canhave unlimited visitors, and representatives can participate in simultaneous chats.

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Chat FAQ’s

What Is The Difference Between Public & Private Chat

Public Chat Use the public chat feature to address specific topics. You can also program a chat session (i.e.announce a chat on a special topic of interest that will appear in your chat listing for your booth).Example a of special topic is “recruiting process overview.”

The public chat is also used to respond to general questions asked by booth visitors. If youanswer the question in the public chat, all other visitors will be able to see it, which will helpreduce the need to repeatedly answer the same questions.

Private Chat The private chat is used for more personal conversations to explore skills, qualifications, andinterests in more detail. Private chats can also serve as screening interviews or as a way to offer avisitor a follow-up interview or discussion opportunity via your organization’s videoconference or teleconference platforms.

Are Chat Conversations Saved? Public Chat will be saved, so every time you log into the event again, the chat history will bethere for you and visitors. This also enables you to see conversations that have taken place since you left. You can also check the chat history of the public chat in the Admin area of your booth(available to Booth admin only).

Private Chat is not saved. However, there is an option to download the chat session right fromthe chat using the options located in the upper right-hand corner of the Chat box (3 dots). Once you log out of the system, private chat information is lost, so it’s recommended you download thechat history, if needed, before you close the chat session.

Using Video Chat To use video chat, simply include a link to your Zoom, Skype or other Videoconferencetechnology in your profile. Then, in any chat, use the Video Cam icon at the bottom of the chat window to initiate a video chat using the technology platform link you have added within yourprofile. When you click on the Video Cam icon, the video chat link will be automatically added tothe chat for the visitor to use.

To update your profile and include a video chat link, click on the ”My Profile” link in the upper right-hand corner of your page.

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Chat FAQ’s continued

How Am I Alerted To Chat Requests?

With your chat window open, you will see new chats appears automatically. Also, if you are using sound on your computer, you will receive an audio alert. Notification icons will also appear next to either the private or public chat tab to indicate unread chats.

Can I Share Links Or Docs Through Chat?

Yes! You may wish to have available frequently requested documents or links to your website to share with visitors through chat. To upload a document, use the document icon at the bottom of the chat window.

Can I set up a Chat Schedule?

Setting up a chat schedule is optional. If your booth representatives are logged in, visitors to your booth will see the “Chat” icon and be able to participate in chats with no waiting. There is nothing you need to do.

At the same time, you may wish to publish your availability or schedule specific times when teammembers may be available at the booth to chat or hosting specific chats on topics of interest (i.e.recruiting process or special offering). The Booth admin or primary contact can publish a chatschedule on the Booth Setup page using the “chat” link. This schedule will appear for visitors in advance of the event under the “chat schedule” icon on your booth.

Note: In some cases the time of the event may be longer than the chat hours that are scheduledfor the event. Be sure your chat hours are consistent with official times promoted by the event host.

Important Tip For Exhibit Booth Manager: Because you have both access to manage your exhibit booth and to chat, it is recommendedyou keep two tabs open during the event to quickly toggle between the two sites:

Exhibit Booth Management: http://lsucareerevents.easyvirtualfair.com/backend

Exhibit Booth Chat: https://lsucareerevents.easyvirtualfair.com/ (link works when event is live)

Use same username and password provided for both sites. 10

Mailbox and Webinar Features

Manage Your Mailbox

In the section “Mailbox” you can read, answer or erase the emails you received from the visitors. If you click on the calendar, you will be able to sort the mail by date(s). Please note, these emails are only accessible from the Content Manager.

You can decide to answer through the fair with a generic email and a “reply to” the address you entered in the “Account Options” or do a “mail to” from your personal email.

Webinar

To plan a webcast of seminar, you will have to pick a date, a hour (HH:MM), a title and write a short description. The information will be provided to visitors in the “Webcast Agenda.” You will also have to add the link of redirection to your webcast provider platform.

Visitor Profiles and Meeting Requests

Manage Visitor Profiles

In the “Visitors” section, you can manage and see the visitors who let their profile on your booth. You will be able to see their information, export their profiles, save or print them. After the event has finished you will be able to export the profiles 50 per 50. If visitors upload their resume when they registered, you will also be able to save it. You can organize them, create files and filter visitor profiles.

Manage Meeting Requests

Visitors can ask for an interview through the button “Meeting” on your virtual booth. You will be able to ask for a meeting in the section “Visitors.” This button only appears if you have completed the contact information fields in the section “Corporate Data” on the Content Manager.

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Visitor Reports and Downloads

How Can I View Visitors Who Requested Resources? Visitors to your booth can view your available “Resources” (i.e. opportunities, offers, information) and “Express Interest” using a link that appears for them for each Resource listed. You can then follow up with visitors based on the area of interest(s) through the “Resources” section of your booth. Within the ”Resources” section and below the list of resources you have added, a link will appear to export list of visitors who have shown interest or wish to learn more.

How Can I View All Visitors To My Booth? The Booth manager has the ability to view all visitors to the booth (regardless if they engaged in chat or not) using the “Visitors” link from the Booth Setup page.

From the ”Visitors” link:

▪ View list of visitors to your booth

▪ Access visitor profile information

▪ Batch download resumes (if visitors uploaded them to their profile)

▪ Filter visitors with the registration form fields

▪ Export all visitor information

What Is Semantic Search? This search field available within your “Booth Visitors” link will search booth visitors for keywords contained in their registration profile. It does not search documents.

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