#DifferentChoicesExhibitors

Exhibitor Playbook

Log in. Set Up. Go Live. And Meet Your Next Amazing Students.

Thanks for being part of Different Choices 2021. 

As a registered exhibitor, your package includes:

  • A Virtual Booth
  • Live 1-on-1 Chat Capability
  • Drop off notes forwarded to your email
  • Directory Listing
  • Event Reports and Analytics
  • Technical Support
  • And some miscellaneous other benefits. 
  • Exhibitors can also book Live Video Broadcast Info Sessions for an additional fee. I

This playbook will provide info you need to get set up on our virtual event platform and offer recommendation on getting the most out of this event.

Want something faster? Here’s a PDF Checklist.

BOOTH SET UP

Setting Up Your Booth On Brazen...

What is Brazen and what is an event platform?

We’re excited to be deploying Brazen for Different Choices 2021. Brazen is a best-in-class virtual event platform. This platform make it easy for you to manage your own booth and chat schedule, download reports and get help when you need it.

It also makes it easy for attendees to interact with you and attend different programs during the event.

To visit the Brazen website Click Here.

How it Works

After registering your organization to participate in Different Choices 2021, you’ll receive an email with a log-in information and a link to Brazen. Use that link to enter the Brazen platform and create and customize your own virtual booth, complete with your logo, images, videos and other information to make your organization stand out.

Watch for the Brazen email with your personal link. The email will also contain links to training videos and support articles. These resources, while excellent, are generic and may contain confusing info not relevant to how we’ve planned the Exhibitor experience for Different Choices 2021.

This custom Playbook should be your first source of information. The last section often Playbook also includes links to additional support resources.

If you notice anything wrong or need more info or have any trouble, please email us at exhibitorsupport@differentchoices.org.

While you are waiting for your log-in link, get ready by gathering up all the content you need:

Content Requirements

  • A banner image for each tabbed section (3 tabs are available in your virtual booth). Banner images  should be high quality 500px x 300px —gif, jpeg, jpg, or png file formats.
  • Logo is next,  If your logo is circular it should be 150px x150px. If it is rectangular, it should be: 600px x 150px.  Logos must be in a gif, jpeg, jpg, or png file format.
  • A “Lobby sign” image. This image goes on a virtual lobby sign—it functions as a kind of banner inviting people to get to know you. You can see it when you preview the lobby. It should be 500px x 300px and engaging—gif, jpeg, jpg, or png file—and eye-catching.
  • All your social media links (not handles–actual links) can also be entered in your booth.
  • Content such as slides, links and videos. Use links to share videos—you cannot host them on the Brazen platform.

You can always change content at any time. Try to make all your changes before Oct 10. You can make changes after that date but it gets a bit more complicated. 

Once you have your password and link you can log in and move on to the next steps.

When you log in, you will need to create a password. Keep it in a safe place! You will be able to retrieve your password if you forget it.

Very important—you’ll notice that when you you log in, your booth will be set for Oct 26th and not Oct 26-30th.

It’s a confusing little hack–but stay with us. We will duplicate your booth for all 5 days in early October.

This work-around makes it easier for you. This way, you will have to enter your booth info one time and not five times. We’ll let you know when all 5 days go live. 

After you log in, across the top of your set up page you will see 4 tabs

SETTINGS  CONTENT REPRESENTATIVES OPPORTUNITIES

At log in, you will enter on the settings panel. On the settings panel you add basic information about your organization.

Your booth type is by default set to Text chat only. For now, ignore it. Please review the section below on Live Chat. After you read that, if your decide you want access to video and audio chat, we can change that for you—just let us know. Other options are not available for exhibitor booths. Live video broadcast  are reserved for info sessions which are set up separately by us. 

All exhibitors should start by setting up their booth with chat.

Add your name

Add your info to the TITLE and COMPANY NAME fields.

TITLE and COMPANY NAME are slightly different. TITLE could be the name of a special program such as the Officer Training Program at Starfleet Academy. Or both fields could be Starfleet Academy. If your program is distinct from the COMPANY NAME, we recommend you enter XYX Program at COMPANY NAME in your title.

Skip tags.

We’ll do this for you. Booth Tags are used to help organize exhibitors so that it’s easy for attendees to search and explore programs that match their interests. Once we set up your booth for you, we add the right tags. Let us know if you want to change them.

When you are done, you can save or even preview and then select CONTENT in the top bar.

SETTINGS  CONTENT REPRESENTATIVES OPPORTUNITIES


The content tab is where you can find the screen to add all your content.  You add your content by entering into fields under the names of each tab.

Each tab includes HTML editor. You can embed images, add text and include links on each tab.

IMAGE EMBED IS COMPLEX INFO TO COME

CONTENT

TAB ONE is your homepage. This is what visitors see when they enter.

This tab is called Home. This name cannot changed.

We recommend that you include the following on this page
A short welcome message

A schedule for your live “office hours”

If you are giving a live info session, add the schedule and links here as well.

You can also embed a video on this page. You will need to enter the code from your streaming service (youtube, Vimeo, etc). Brazen doesn’t host the video on its platform—it only provides a gateway.

TAB TWO
This tab, by default, is called Opportunities but you can change the name to whatever you like: About us, Program Details, Details, etc. We recommend you use tab to describe your program and include links your videos, images or other content. 

TAB THREE

This tab is called Custom Tab, but you can change this name to whatever you like as well.  We recommend that you add a description of support services relevant to our audience or quotations and testimonials. You can also use this page to describe specific opportunities. You also aslo add videos hee.

Each of the three tab also has space for some short overlay text. That text can’t be longer than 35 characters. We recommend that these three bits of text be related  for example—Program, People, Possibilities or Learning, Growing Succeeding. Something like that. You also do not need to add any text if you wish.

Save and preview your tabs. Make any changes and save again. Remember, you can always log in here and change content any time.

When you are done, move on to the next tab.

Move on the the REPRESENTSIVE tab nect.

Please enter the name and info for the person who will be representing your organization during the fair. This may be a different person from the booth owner. You must enter a booth representative so attendees will know who they are engaging with.

Under Drop off notes, please enter an email address to allow attendees to contact you should they be unable to attend or chat within the event. The actual email address will not be visible to event participants, but messages will be forwarded from the Brazen platform.

Save and preview. You are now ready to move to the final tab

Be sure to save and preview often. 

You don’t need to do anything on the Opportnities tab. This feature is not enabled—it’s designed specifically for large career fairs and is built in to the Brazen Platform. Feel free to ignore it.

And now….you’re virtual booth is set up!

IF YOU PLAN TO CHANGE YOUR BOOTH CONTENT after Oct 10,  please let us know.

We want you to feel free to make as many changes as you like to your booth.

After October 10, however, You will have to make any changes multiple times for each day of the Fair. Each day on Brazen is classified as a separate event, so each change has to be made for each day.

We can help you make if you ask us at least 24 hours in advance, or you can do it yourself. It’s not hard to do, but it does need to be done.

LIVE CHAT

Organizing and Managing Chats

Planning for  Live Chat
Think of a live chat like “office hours.” During your live chat, your representatives can connect 1-on-1 with attendees to meet them, answer their questions and suggest next steps. Put your live chat office hours in the description on your home page to make it easy for people.

The platform is set up to allow you to chat individually with 3 separate people at the same time. There is also a 5 minute buffer between chats. If you want to chat longer with someone, you can re-enage after 2 minutes. 

Text chatting effectively is a skill. You probably have some people in yoru office who are better at it than others. This is worth thinking about when you choose your booth representative. We recommend collecting some snippets and keeping them handy that you can use to answer common questions in advance. This will make it easier to answer quickly. 

Chats are limited to 10 minutes per person. A counter appears on the screen so your representative and the person they are chatting with will know when the chat is winding down.

Chat is text only by default.

We believe this is best practice. 

However, at your request, we can enable audio and video chat options for your booth. You can certainly offer these options and they may very well be useful for some students. If you want to do this, we recommend that you put some info on your home page letting people you offer those options in case they prefer them, but that there is no pressure nor any requirements to accept these alternatives. 

To request a video or audio chat option for your booth, email us at exhibitorsupport@differentchoices.org.

Once this feature is enabled, you’ll be good to go. After the chat starts, your rep will be able to prompt the attendee to allow audio or video. They will have the option to accept or decline. If there is a connectivity issue, chat will revert to text.

You can schedule live chat office hours at anytime over the course of the Fair.

We recommend choosing at least 1 hour a day. Choosing the same hour every day except for Saturday is recommended. Times are extended to accommodate different time zones. Please use Eastern time so people are not confused.

Tuesday, Oct. 26, 3:00 – 9:00pm ET
Wednesday, Oct. 27, 3:00 – 9:00pm ET
Thursday, Oct. 28, 3:00 – 9:00pm ET
Friday, Oct. 29, 3:00 – 6:00pm ET
Saturday, Oct. 30, 11:00am – 3:00pm ET

LIVE VIDEO BROADCAST

Planning Your Live Video Broadcast Info Sessions

Live Video Broadcast Info Sessions are special events that are included on the Fair schedule. There is an extra fee for this service so that we can provide you with support. If you did not book a live broadcast option when booked a booth, and you would now like to, please let us know ASAP. Availability is limited.

These live broadcasts are a great way to engage participants and to share a short presentation. You and your team will be live on screen where attendees can watch, listen and ask questions.

Each session can be a maximum of 15 minutes—we encourage you to host a chat immediately after in your booth. When you book a live video broadcast info session, you will have the opportunity to schedule two slots. We STRONGLY recommend you book both slots so attendees will have options. You can give the same presentation or a different one,

We provide tech support to exhibitors who choose this option—you only need to show up with your presenters, slides and presentation. Showing a video in this format is strongly discouraged—put your videos in your booth instead

Some exhibitors have chosen to offer live video broadcast info sessions as part of their participation in this event. There is an extra fee for this service so that we can provide you with support. If you did not book a live broadcast option when booked a booth, and you would now like to, please let us know ASAP. Availability is limited. 

Our Live Broadcast Director will be in touch to schedule up to two 15-minute info sessions with us. They will also ask you to to select up to 3 presenters for each session who will be visible to attendees and provide information about them. Screen sharing is also available so presenters can show images from their desktop.

For each presenter you will need to provide the following:

  • Email
  • First Name, Last Name or Last Name Initial
  • Title to be displayed to event attendees
  • Profile Picture to be displayed to event attendees
  • Short Bio to be displayed to event attendees. We recommend no more than about 15 words.

Please note: Because the schedule is limited. we may schedule multiple live info sessions in the same time slot. We try to avoid this as much as possible, but occasionally there will be overlaps. Please discuss any concerns with the Live Broadcast director. We strongly advise you to book early for the best options!

When scheduling your sessions, please be sure all participants can be be available at least 30 minutes in advance so that we can adjust any settings and ensure all is working correctly.

Our Live Broadcast director will assign a host to your presentation. Your host will be in touch in advance to walk you through the process. Hosts provide tech support during your broadcast, help you get set up correctly, rehearse with you, start and stop the broadcast and record and download the video, if desired. The host can also help you create a “We’ll begin shortly” slide. If you like, your host can also triage questions during your presentation. All you really need to do is show up with your slides and good energy. Pretty cool, right?

Live broadcasts downloads are created in the MP4 format. We’ll send you recordings following the event.

People attend these info sessions to see PEOPLE and students ae incredibly interested in seeing people who will be like the people they will be learning or working with. Energy matters. Good lighting matters. Personality matters. Being authentic matters most of all. We DO NOT recommend playing a recorded video through screen share as video quality is poor when coming from a third-party source. Instead, include a link to your video in your booth and suggest folks watch that in advance or instead. Slides are extremely effective in live broadcast sessions. Consider showing images of your campus or training programs. Graphic presentations are also very effective. Students  or program participants could show a day in the life—especially for work programs. People images are popular! Snappy personal phone images especially are always deeply engaging but need to be balanced with content about the quality of your program. If you need help thinking through some ideas, let us know. Info sessions should be tailored to the audience and include time for some questions. We recommend you offer chat time immediately after live info session. Your session will be included in the broadcast schedule for the day and on the program page on our website. We also have some promotion for these events planned and will send messages and reminders to attendees.
GETTING THE WORD OUT

Promoting Your Participation

In addition to your presence during the Fair on the Brazen Platform, Different Choices 2021 maintains a directory of exhibitors on the differentchoices.org  website.

This directory includes:

  • Your logo (linked)
  • Organization name, city and state
  • A 30-word description of your organization
  • Contact email for an admission office or representative

You will need to provide this information to us when requested.

We keep this directory active and organized through June 2022. We also include your logo and link in other appropriate sections of the website 

If you are interested in hosting a complementary AMA or Live Stream event on Facebook or Instagram during the course of the Fair instead of a live video broadcast, it is possible for us to promote that as well and include that on the Fair schedule—if you schedule with us in advance.

Let’s get creative and work together!

Help us promote this event! To do that, we need your material.

Please complete the Exhibitor Branding Content form ASAP. Click here to go to the form.

We’ve planned a strong promotional effort for this event. But we are also also looking to our exhibitors to get involved and promote their own participation through their channels.

Your Role
We expect that you will also play a role in promoting Different Choices 2021 and your participation to interested inquiries, and through peer networks, social media, and email marketing.

Let HS counselors and consultants you work with know you are participating. Because this event is free—anyone can join in.

Specifically…

  1. We request that you make 2 posts on Instagram+Facebook in Sept and two posts about it in October before Oct 20 that include mention of this event. Please include our link—differentchoices.org We’ll send occasional reminders. Thanks!
  2. We also request that you contribute a quotation of about 25 words with attribution that we can use in our social media why you have chosen to participate in the Fair. Let students and families know you believe expanding opportunities for students with disabilities and the potential every person has to achieve success. You can add this quotation to the form above.
SUPPORT

Support and Reports

There are many ways to get support….

Brazen Platform

To visit the online support library for Brazen, click here.

You can also use the Brazen chat for platform support—just click on the chat box in the lower left of any page when you are logged in to the Brazen platform. This is the fastest way to get support.

Different Choices 2021 Support

If you have a question about the Fair or content, you can also send us a message directly to your Different Choices team at exhibitorsupport@differentchoices.org, and we’ll get back to you ASAP.