How to Setup Your Virtual Booth
How to Setup Your Virtual Booth
How to Enhance Your Virtual Booth
Don't forget to include important documents like your sales sheets or press releases, and add links to showcase your brand story!
Update and add to your Company Profile throughout the event!
Want to find out even more ways to enhance your Company Profile? Check out the NPEV Media Kit or contact your Account Manager.
How to Network in NPEV
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How to Navigate the Exhibitor Center
• Home: The home button provides a Welcome message from the show organizer. Once the event is LIVE, you can click 'Home' to view detailed analytics of your company profile page (including page views, contacts made, bookmarks and numbers of confirmed meetings).
• Company Profile: The Company Profile drop down is the main area to view and edit your company information. You can upload your logo, product images and descriptions, link to social media and more. Click the 'edit' button to bring up options for each section of your virtual booth.
• Meetings: The Meetings button allows you to confirm, cancel and decline meeting requests from attendees and other exhibitors. You can also export a list of your meetings to Excel.
• Contacts: Contacts is where you can view, sort and export all contacts made by your team before, during and after the event.
• Your Team: Your colleagues must register via the Exhibitor Registration page before they can be added to the team. When added, click on a team member to edit their settings.
How to Edit Your Exhibitor Profile
1. Go to your "Exhibitor Center" from your computer.
2. Click on "Company profile" in the left side menu.
3. To add or modify information, click on the "Edit" button in front of the section of your choice.
Updating Your Company Profile Header Banner
• Upload a custom designed header banner to your profile. We recommend using a 1200x675px (16:9 ratio) image, no larger than 1MB.
• Or upload a custom designed video! First upload it to YouTube or Vimeo then copy and paste the link into the Video ID bar.
How to Add Documents
1. From the Exhibitor Center select the Company Profile drop down
and choose 'Documents'.
2. Click on 'Add Your Documents' on the right of the screen.
3. You can either paste a link or upload a document. To upload a document click on the cloud to import a file from your computer.
4. Give your Link or Document a title (mandatory) and an overview (optional). Please note the maximum number of characters for each field: 80MAX for title, 160MAX for overview.
How to Add Products & Services
1. From the Exhibitor Center select the Company Profile drop down and choose 'Products & Services'.
2. To add a new Product or Service click on 'add' at the top right of the screen.
3. Choose a Category and a Sub Category from the drop downs. Please note once a Product or Service is created you cannot edit either category or sub category, so it is important to choose carefully.
4. Add a name (mandatory) and a description (optional) to the Product or Service. Then click 'Create'. Once you click 'Create' the Product & Service will immediately appear on your Company Profile.
5. Next the editing window will appear so you can add an image (marketing display or label flat), edit the name and description, add a link and other attributes of the Product or Service. To submit these additions just click anywhere outside of the editing window.
6. Now all of your Products or Services will be visible from your Company Profile, but they will also be listed under the 'Products & Services' section once we go live!
Standards: The purpose of the New Hope Network’s Exhibitor Standards is to help define and safeguard the natural & organic products industry, support industry self-regulation, create a high-quality event and foster the responsible growth of our industry. We present these standards in a spirit of cooperation with current industry efforts to ensure quality and integrity, and to protect our clients from the risks of legal and regulatory actions with U.S. federal agencies such as the U.S. Food & Drug Administration and the U.S. Federal Trade Commission. We believe these standards will increase consumer confidence in products promoted at our events, in our publications, and on our Internet sites. All Natural Products event contracts include Informa terms & conditions which require compliance with these Standards. Please contact Standards@NewHope.com if you have any questions.
Tip: Your Exhibitor Profile is your virtual booth. Use a header to add a custom banner or video to draw visitors to your booth.
Tip: Try changing up your image or video ahead of each event to keep your profile fresh!
Tip: Think of this section as your portfolio.
Tip: Upload your Top Products or Services to showcase your newest featured items.
How to Add Your Team Members
1. Make sure all of your colleagues have registered in advance at NPEV Exhibitor Registration.
2. Once they have registered they will receive the NPEV Exhibitor Access email from noreply@swapcard.com. The Exhibitor Access email must be opened within 24 hours of receipt in order to access the event and create their account.
3. Colleagues with active accounts can now be added as team members to the Company Profile.
Please note that you cannot remove team members from your Company Profile once added. Please contact Client Services at expovirtual@newhope.com if you need assistance.
Be sure to have colleagues check spam and junk folders and add noreply@
swapcard.com to your approved senders list.
Tip: Adding Team Members to your Company Profile allows them several privileges:
1. Access to edit the Company Profile
2. Answer and assign received Meeting requests and chats.
3. To share contacts made during the event with other Team Members.
Don't have a production team on standby? Don't worry! New Hope can create a custom video to help support your Company Profile presence.
Upload new graphics throughout the year to highlight different products, values or missions.
Your products are what drive traffic to your Company Profile. Get people interested in your brand and your story by catching their attention with new, innovative products.
You can upload many different types of files. Use this area to upload marketing collateral, Retailer Downloads, commercials or even Soapbox Series Q&A or Podcasts.
Revamp your video, sidebar banner and even your products to showcase new and exciting updates and align with event themes. Keep visitors coming back again and again by keeping fresh content in your profile.
Tip: No professionally produced video to upload? Grab your phone, find some good light, and put your heart on the line. Boom!
Content — which includes all customer facing logos, products, documents, links, and viewable team members — is the main attraction of your Virtual Booth. Think of you and your team as content curators. You'll want to carefully review all of your company collateral, and publish content that aligns with your specific goals for this event.
First, speak with your team and discuss your overall strategy and goals for your virtual booth experience. Perhaps you want to find new distributors or retailers to promote your products. Or maybe you want to generate social media buzz about your newest product line or find new sustainable packaging partners. Once your goals are clearly defined, you can divide responsibilities for your team and begin connecting with your target audience.
Stand Out From the Crowd: Chances are there will be other competitors in their own virtual booth which means that your job is to figure out how to separate your booth from the crowd. Think of something outside the box.
Tip: Be sure to write an optimized description for your company and booth in order to show up near the top of the search results for your target audience.
Tip: Respond to prompts on category, distribution status and new launches to help with matchmaking & attract target buyers.
Tip: Encourage team reps to participate and interact for maximum lead generation.
Tip: By uploading Product Flats you can further educate the audience on your product!
NPEV Exhibitor Access Email
1. Look out for your NPEV Exhibitor Access: Action Required email.
2. For future logins, bookmark npevirtual.app.swapcard.com.
3. The Magic link is only valid for 24 hours. Please open the email ASAP or you will need to request a new Magic link.
Tip: Your Exhibitor Access email will come from info@npevirtual.
newhope.com and must be opened within 24 hours.
How to Ask for a Meeting
1. You can find participants through the "Attendees" tab.
2. On the left-hand side, use the criteria filter to specify the position of the individuals you want to meet with.
3. Click on the name of the individual you want to meet with to see their profile and meeting availability.
4. Click on one of the proposed meeting slots.
5. After selecting a time slot, you'll be able to write a message to the person you want to meet. Let them know why you're interested in speaking more with them!
6. Click “Send Meeting Request.”
7. You will be redirected back to that person's profile and will see that your meeting request is pending.
Tip: A pending meeting blocks a meeting time slot. If you need to cancel or edit a meeting request, click "cancel meeting request" within the person's profile to see their availability again.
Tip: Everyone is accessible through the "Attendees" tab. Connect with attendees, exhibitor members, speakers and event staff! You can filter by participant type, job title, function and product categories.
How to Connect with Others
1. You can explore participants through the "Attendees" tab.
2. There are 3 ways to find individuals to connect with.
How to Navigate NPEV
We know that this is likely the first time you'll be interacting within Swapcard. Check out this quick video and learn how to navigate the platform and make the most out of your time within NPEV!
• Use the "People you should meet" and "More opportunities" sections to find other people in the Natural Products space to network and connect with.
• Search for a specific individual by typing their name, title or company into the search bar on the left-hand side.
• Add keywords and criteria on the left-hand side to inform the matchmaking algorithm that suggests people you should meet!
3. Click on the name of the individual you want to connect with to see their profile and meeting availability.
4. We encourage you to write a message before sending your connection request to introduce yourself and explain the reason you're looking to connect.
5. Click “Send Connection Request.”
How to Pull Your Leads
For your company:
1. Click the name of your company under your name on the left-hand side.
2. Using the menu on the left-hand side, click “Team’s Contacts.”
3. Click “Export All” in the top right-hand corner and wait for the Excel file to download.
For your personal profile:
1. In the top right-hand corner of the home screen, directly to the left of your name, click on
2. On the left-hand side click on “Download” in the “Export My Contacts” section.
Understanding How to Manage Your Meetings
Here are some quick meeting FAQ's for more comprehensive instructions here in the Swapcard Knowledge Base.
· How to assign a meeting to a specific team member: To assign a meeting to a member of your team, simply go to the ‘Meetings’ section of your Exhibitor Center then click on the meeting of your choice: select the collaborator of your choice by typing the first letters of his first name in the field ‘Please assign a member to this meeting’, then click on ‘Accept’.
· How to find meetings: In your exhibitor center, you can find all the meetings related to your company.
Meetings can appear under different categories:
Invitation: received meeting request to which you must reply
Confirmed: meeting request accepted
Waiting: meeting request sent by a member, waiting for an answer
Canceled: meeting cancelled
Declined: meeting request declined
· How to answer a meeting request: Participants in an event can request meetings with exhibitors. When you receive a meeting request, you have the option to accept or decline it. All requests received appear in your Exhibitor Area, in the ‘Meetings’ tab.
· How to start a meeting: When you've scheduled or accepted a meeting, you can access it by going to the meeting section of My Event or by clicking the 'notifications' drop down. One hour before the meeting is set to begin you will see a JOIN MEETING button appear.
· How-to export my meetings: You can export the meetings to an Excel file. To do this, click on the ‘Export meetings’ button on the "Meetings" tab.
Meeting people in the Natural Products industry is at the center of NPEV! To find out more about how to assign certain team members to a meeting, manage your availability, respond to meeting requests and more, check out this video!
How to Filter Your People Search
On the left-hand side, use the filters to explore individuals you want to meet with based on job function, skills/interest and related natural products categories.
How to Increase ROI
Swapcard offers so many ways to improve the quality of your interactions within the platform to get the absolute most out of your time and investment.
Check out this link for best practices to increase your ROI before, during and after the event.
How to Navigate “My Event”
Check out this video on how to utilize the “My Event” tab!
How Matchmaking Works
The more you interact within the platform, i.e., the more members you add to your team, the more in-depth you go into on your own profile and your company's profile, the more you will match with your target audience!
Check out this PDF for specifics on how Swapcard's artificial intelligence works and hot to get the most out of it.
To keep the compliance quality and integrity of your product presentations, the New Hope Network Standards Department will be reviewing your product labeling and marketing as we do at all Natural Products Expo events. Please contact Standards@newhope.com if you have any questions regarding the Expo Standards.
Click on 'Add an Ad' to upload an image to your sidebar banner. You must include a URL redirect to an outside webpage or one of your product pages. We recommend using a 1080x1920px (9:16 RATIO) image, no larger than 1 MB.
Updating Your Company Profile Sidebar Banner
Tip: Find more potential connections by interacting during sessions and visiting Products & Services.
Tip: Swapcard is the NPEV platform!
Please note: product images work best with 1:1 ratio, height and width. If the photo you upload is not square, we suggest adding your image to a white square background to ensure your full image is displayed.
How to Enhance Your Virtual Booth
How to Network
in NPE Virtual
If this is your first virtual booth, where do you start?
What content should you add?
Think of your profile video as your booth build. This is your theme, your design...make it inspire others!
If your video is your booth design, your sidebar banner is your flashing neon sign!
Focus on your Top Products or Services that you want to highlight for this audience.
Tip: Feature a looped product demo here!
Tip: A lead is someone who has demonstrated interest in your company or product! Follow-up with leads 24-hours after initial contact to demonstrate optimal responsiveness.
More Opportunities
When you have finished making changes to your Exhibitor Center, you must click “Switch to the Event” to return to Natural Products Expo Virtual.
How to Switch to the Event View
How to Add Your Show Specials
Add a Show Special to highlight promotions,
deals, discounts and giveaways. First select a Promotion from the drop down. Then create a name, add a category, description and image. You can also select a time frame in which this special is available.
Tip: My Event is your personal hub to manage your schedule, meetings, contact and favorite listings.
Tip: My Event is your personal hub to manage your schedule, meetings, contact and favorite listings.