Virtual Event Exhibitors

Sponsors and Exhibitors can expect the same high-quality face-to-face interactions as at our live meeting,. There are opportunities for virtual exhibitors and delegates to network before, during and after each meeting. Participants joining live will be able to engage with sponsors through interactive activities during the session, as well as through 1 to 1 and group calls and chats.

Participants will attend via Swapcard who provides simple access via web browser, tablet or phone. Discover Swapcard's virtual event features in 90 seconds!

Find out about the Exhibitor Centre here.

Remember PPE!

Practice
Prepare
  •     A browser other than Internet Explorer (IE) needs to be used
  •     Close other programmes on your computer or mobile device
  •     Plug in a headset with microphone
  •     Plug in an ethernet cable (if available)
  •     Shut others off the WiFi if you can ( including your phone)
  •     Setup your station - can you cast to TV/ output over HDMI
  •     Enable permissions on your browser to use video calls
Engage

Connection and navigation FAQs

This guide gathers all the information about features that participants can use before, during, and after the event.

Frequent questions are answers below. We invite you to read the FAQs carefully before contacting us. If you are experiencing issue to connect and you cannot find the answer to your query on this page, you can email conferences [at] bgs [dot] org [dot] uk. Remember, a browser other than Internet Explorer (IE) needs to be used.  We make every effort to reply to your query as soon as possible but there might be delays in the run up to an event due to the large amount of email we receive.

How to log into the platform?

When registering for an event for which the organizer has chosen Swapcard, an account is pre-created for you.

You can access the event:

1) By clicking in one of the emails sent by the organizer (from the address hello [at] swapcard [dot] com). If you didn't receive the email, check your spam folder.

2) By logging into your account using the email address given when registering for the event at login.swapcard.com

How to setup meetings with an attendee?

It is possible, depending on the event, to be able, in addition to sending connection requests, to send meeting requests to people. See the Exhibitor Centre guide here.

1) You can set it up for attendees to book a meeting slot with one of your team members at specified times.

  • See How to book a meeting with a person?

 

2) You can set up your booth to allow meetings directly at anytime.

To do this, go to the  exhibitor centre. Attendees would be able to:

  • Click on one of the proposed meeting slots. If they want to see other slots, click on see more slots.
  • After selecting meeting a slot, attendees can write a message about why they wish to meet. 
  • A pending meeting is blocking a meeting slot. You will need to confirm or refuse a meeting, and if not done after a few days the meeting slot will revert to available. 
How to connect with other participants and presenters?

Request a meeting:

Once you click on someone's profile, the button 'connect' appears allowing you to spend a request. As soon as the person accepts it, you'll get access to his details.

How can I export my meetings, schedule and bookmarks?

It is possible to export your confirmed meetings as well as the sessions you have bookmarked to add them to your own agenda on your computer or your phone.

To do so, go to My Event (the name of the button may change depending on the organizer), and then to the My schedule or My meetings tab.

Then click on the icon at the top right and then on Export to download your confirmed meetings or sessions according to what you have checked.

You will then just have to add them to the tool you use to have an agenda on your phone or computer.

You can also export your meetings, schedule and bookmarks as a PDF by clicking on Download PDF. 

Why can't I see any event in my Swapcard account?

When you log into your account, you may not have access to the event you want to join.

Several reasons can explain this :

1) You have not yet registered for the event. Perhaps your registration is not complete, remember to check that you have received a registration confirmation and if this is the case, send it to registrations [at] bgs [dot] org [dot] uk so that we can help you.

2) You did not log in with the email used when registering for your event. Make sure to use the same email address when connecting to the application.

3) The event is not yet accessible to users. It will be when the invitation emails are sent by the event organiser.

How to manage my meetings and my availabilities?

Your meetings

You can see your pending or confirmed meetings in the My Visit button and then by clicking on the Meetings tab.

You can cancel a confirmed or pending meeting by clicking Cancel Request (if it was pending) or Cancel Meeting (if it was confirmed).

You availabilities

You will also be able to decide on your availability ont the Meeting tab.

For example, if you wish to make yourself unavailable on certain meeting slots created by the organiser of your event, you simply have to click on Make unavailable.

The unavailable slots will no longer be displayed on your profile and other participants will no longer be able to book meeting with you on these slots. 

Click on Make Available to make available a slot that you have made unavailable.

Unavailable slots will appear grayed in this tab.