Exhibitor How to Guide

23 November 2021
Held under the patronage of His Excellency Shaikh Mohammed bin Khalifa Al Khalifa, Minister of Oil, Kingdom of Bahrain
Held under the patronage of His Excellency Shaikh Mohammed bin Khalifa Al Khalifa, Minister of Oil, Kingdom of Bahrain

USING HOPIN AS An exhibitor

Thank you for joining LEWAS Virtual Awards and Symposium! This page is your guide on how to successfully manage your virtual booth at our event!

We have chosen Hopin as our virtual venue. Before you proceed, please have a quick look at the areas and features of Hopin here


The Expo area will enable exhibitors to showcase their products and services over live or recorded presentations at the event. 

Exhibitor registration

Exhibitors in the Expo area can:

  1. Present live using Hopin backstage and you can use a powerpoint presentation if needed
  2. Share recorded videos using YouTube, Vimeo and Wistia
  3. Share slides using Google Slides
  4. Chat to booth visitors
  5. Answer live questions
  6. Share links of downloadable files using the chat wall 

Please watch the video to see the features of the expo area.

Planning your virtual expo booth (Step by step guide)

Step1. Register yourself as an exhibitor. You need to create an account on Hopin before accessing the event. You can sign up through a Google account, LinkedIn, or with any email address. You can have as many exhibitors as you wish registered for the event. 

Please ensure that all exhibitors are registered before 11 October 2020 and kindly share the names of those who will be moderating the booth with the organisers (First and Last Name). The moderators will receive a separate email that will give them access to the back-end of the virtual booth. 

Step2. Setting up your booth. The intake form is mandatory to set-up your booth and should be filled before 11 October 2020, click here Event Sponsor/Partner Intake Form.

Upon completion of the intake form we will conduct your one on one training.

Step3. Plan your booth activities. As shared in the above list of features, you can live stream, pre-record a video or do both, or use Google Slides. Please share your schedule with the organizer ahead of time, click here for an example of schedule of activities.

We recommend that exhibitors be available through-out the event, so that you can monitor the chat and opt to do live sessions (during breaks or networking sessions). 

Kindly align your schedule with the programme, view it here.

IMPORTANT: Before your training

Kindly read through the below guides before your scheduled one on one training:

Schedule your training here

Tips to maximize reach:

  • We suggest that exhibitors also have someone participate in the Networking area of LEWAS during the event, which pairs attendees up randomly for brief video chats. Between the Expo and Networking options, your team can increase your touchpoints during the event.
  • Exhibitors can join the Stage and Sessions areas and watch high-level presentations while keeping the booth open in a separate window. This way, you can monitor the booth chat and the number of viewers visiting the booth. 
  • Exhibitors can also join the chat of Event, Stage and Sessions areas to broadcast to attendees about their booth. 
  • Exhibitors are encouraged to invite attendees for one on one meetings by clicking on the People tab and sending private messages or video chat

For support related to your virtual booth, please contact your account manager:

Raunaq Jamal - raunaq@e3-worldwide.com or + 971  55 996 7987

Satish U - satish@e3-worldwide.com or + 971 54 443 8853

Pamela Nazareth - pamela@e3-worldwide.com or + 971 50 315 9522


What is the Networking area? What happens when I click the Ready button?

You can meet random attendees through one-on-one video networking and this option is only available during breakout sessions. 

When an attendee clicks the Ready button they are immediately matched with a random fellow attendee via face-to-face video, similar to chat roulette. Meetings end automatically after 3 minutes. Attendees can leave at any time.

What happens when I send an attendee a direct message?

Attendees can message each other through direct messages. To send a DM, find the person you wish to chat with in the People tab, click their profile photo and send the message. A red dot in the recipient’s People tab and on the envelope icon (top right) will let them know they have a new message.

What happens when I invite another attendee to a video call?

The attendee will receive a direct message letting them know that you’ve invited them to a video call. You will both receive a link to a private session room within Hopin. The room will allow up to five people to share their webcam, therefore you may share the link with up to three other people.

How do I access the online conference?

Make sure that you are registered, click here if you have not. Once registered, attendees will receive an email from “LEWAS Virtual Awards and Symposium < team@hopin.to >” with the subject “Your registration to attend has been confirmed”. The email will give you access to the official conference Hopin event. Click the "Accept Registration" button to enter the conference.

What technology do I need?

Use an  updated browser for best experience. Hopin recommends Chrome and Firefox. An internet connection that allows you to participate in a Google Meet or Zoom call should be sufficient for the Hopin platform.

Can I join the event using a smartphone? 

Yes, you can use your smart phone to join the event, however, for better experience we highly suggest to use a laptop or a personal computer. 

Do I have to download a special software to run Hopin?

No. Hopin runs in your browser.

Can I listen to the conference via a regular handset phone?

No. Audio can only be heard online through Hopin. There is no dial-in option. 


What’s the difference between the Event, Stage, and Session chat?

The event chat is for conference-wide discussions. It’s accessible on every page of the platform. The stage and session chats are for discussions during stage or session presentations.

What happens when I @ mention someone in the public event chat channels?

Users can type the @ symbol and a few characters of an attendee’s first name to highlight that person’s name and profile within the chat stream. The mentioned attendee does not receive a notification.

How can I get the details of the person I have connected with?

Networking conversation partners may decide to share contact information by clicking the Connect button. If both parties click Connect, the pair can find each other’s contact information (email address and social media) via the Connect section of their Hopin account. (Learn more about the Connect feature)


Sponsorship: satish@e3-worldwide.com
Program: rachel@e3-worldwide.com
Partnerships: pamela@e3-worldwide.com
Phone Number: +971 4427 0739