embedded world: Exhibitors' frequently asked questions

This year a considerable number of major industry events, trade shows and conferences have had to be cancelled because of the Covid-19 pandemic. Personal contact with clients was also greatly restricted in many areas during the first half of the year. It is amid this setting that we are offering the virtual embedded world DIGITAL event as a meeting point for the leading international embedded experts. Take advantage of embedded world's breadth as one of the world's leading trade fairs in its field – present your company and new products, share knowledge, arrange for your staff to take part in high-level presentations, and enable your sales team to make new contacts and acquire contracts.

The embedded world DIGITAL is based on two main components: presentations of products and companies, and a programme of high-level presentations. As usual, the accompanying conferences – the embedded world Conference and electronic displays Conference – will also take place at embedded world DIGITAL. As an exhibitor, you can present your company and its achievements on an individual company profile page which will serve as the first point of contact for any potential customer – you might think of it as a combined calling card and substitute exhibition booth. You can associate your profile with an unlimited number of employees, at no charge. They then become event participants who can attend presentations on the virtual platform, view participants' and companies' profiles, and make contact with potential customers or partners using a variety of communication tools. As a first step, they'll have support from an integrated matchmaking tool that will suggest interesting contacts for them.

It goes without saying that a virtual event can't completely replace personal contact. embedded world DIGITAL is intended to meet our clients' desire for an option where they can conduct personal exchanges. That's why we've incorporated a wide range of available communication tools as core components of the event platform, along with a comprehensive matchmaking tool that includes all participants. Lay down a precise definition of what you want to offer and what your search criteria are, find just the right partners for you, and make contact directly – in a chat, a video call, or a one-to-one meeting (the communication tools on offer will depend on the exhibitor package you book).

Are you interested? Then please send us an e-mail:

embedded world DIGITAL is not a virtual exhibition in the strict sense; it's a virtual platform for presenting your company and products, for communicating with potential customers and partners, and for knowledge transfers. As an exhibitor, you'll be presenting your company not in a virtual (graphical) booth, but on an individualised company profile page.

No. As an exhibitor at embedded world DIGITAL, you'll present your company on a custom company profile page that you can fill up with your own content in advance of the event.

Yes. You need no special knowledge of conducting virtual events, and can participate in the event as an exhibitor even with little or no experience. In advance of the event, we'll support all registered exhibitors with instructions and video tutorials. Of course you can also include your colleagues from digital marketing or social media marketing in the preparations.

Yes. embedded world 2022 will again be held as usual, as an on-site event in Nuremberg from 15 - 17 March 2022.

The onboarding process enables all exhibitors, participants, journalists and speakers to set up their personal user profile so as to get the greatest possible advantage from the matchmaking tool, and at the same time, to associate themselves with their company profile as contact people (if exhibitor). The matchmaking tool will support employees during the event by suggesting the most interesting contacts for them from among the full list of users. All registered users will receive the invitation link to the onbaording by e-mail at least 7 days before the event.

Further information on the onboarding process can be found in our explain video.

Preferably, use Microsoft Edge, Safari and Google Chrome, as other browsers may not fully support the platform. The use of Firefox is possible, but not recommended.

The platform will be accessible and available to all users until 30.06.2021. During this time, you will still be able to view exhibitor and participant profiles and contact users via the chat tool.

As an exhibitor you'll present your company on an individual company profile page. It will serve as the first contact point for any potential customer – you might think of it as a combined calling card and substitute exhibition booth. So you should pay special attention to fill out your company profile with impactful information that will arouse participants' interest and encourage them to make contact.

As an exhibitor, you will receive access to the Ticket Center with your confirmation of participation, where you can create an exhibitor pass for your employees as you would do on site. Afterwards, your employees will receive an invitation to the onboarding process via e-mail with a LIVE connection to the event (at least 7 days before the event begins). Please note that an exhibitor pass must be filled out for each contact person, as this is personalized. As part of the onboarding process, your employees will create their personal profile on the platform in order to benefit as much as possible from the matchmaking process. At the same time, they can assign themselves to your company profile as contact persons.

Even more than at an on-site event, it's important in a virtual event for your employees to move proactively and make active contact with other participants on the platform. Encourage your sales team not only to take active advantage of the matchmaking tool and make arrangements prior to the event for virtual meetings, but also to do things like checking the lists of participants at relevant presentations to find promising contacts. The virtual event will depend on active involvement from all participating.

You can advertise it in just the same way as you advertise your attendance in person at an exhibition. When you send your official application, we'll send back an online banner that you can use for your email signature, your website, and your social media advertising. In addition, use your infinitely redeemable company e-code and our samples for cover letters in TicketCenter and invite your customers to the digital event! You will receive access to the TicketCenter with your confirmation of participation.

The first contact point for any potential customer will be your personal company profile page – you might think of it as a combined calling card and substitute exhibition booth. So you should give special attention to filling out your company profile with effective information that arouses participants' interest and invites them to make contact. Depending on the exhibitor package you've booked, you can also incorporate photos, videos or pdf files into your company profile, to make it even more appealing.
But please also note – just like an on-site event, but possibly even more so, a virtual event depends on active communication among everyone participating. So active involvement by your sales team is at least as important as an effective profile. It's only by targeting and proactively addressing potential customers or partners that you'll be able to achieve the successful acquisitions you want. Even more than at a real-life booth, it's important for your sales team to proactively seek out contact with other participants so as to make the trade show experience pay off. The integrated matchmaking tool will help you take the first step.

The matchmaking tool will suggest the participants whose profile information matches your criteria most clearly, so that they're people you should contact. Your team will also have the full list of participants available, and they're invited to network with anybody they think looks like an interesting partner for discussions, or to communicate with them directly via chat, video call or a scheduled meeting. The list of participants for the presentations in the professionals' programme will also give you an overview of who else is interested in the topics that are relevant for you, and you can use that as an opportunity for a conversation. After the event, your employees will all receive a lead list of all contacts with whom they were in contact, which will make follow-up easier.

As a user on the platform, you can contact any other user at any time. There are a variety of embedded communication tools for the purpose – you can choose to send a chat message, set up a date for a video call using the integrated appointment tool, or make a direct video call. As a team member of an exhibiting company, you'll be visible as a contact on the company's profile page, and anyone interested can reach you. You can also set up appointments online even before the event starts, once the platform goes live. Of course the appointments tool also offers a way for you to define in advance the schedule of hours when you'll be available.

No, there is no deadline. Just note that the EXCLUSIVE exhibitor package is limited to 20 exhibitors and that the principle of first come, first served applies here.

The profiles of all registered users will be visible on the platform in good time before the virtual event. At that point, you can already set up dates for virtual meetings during the event itself with other participants and exhibitors. On top of that, all exhibitors, depending on the exhibitor package they have booked, will receive a lead list of their contacts after the event.

No later than 7 days before the event, all users get an email with a link for participant onboarding. The platform will be available from that point onwards, and you can set up your personal profile, define your matching criteria, compile a personal alerts list from the programme of presentations, and start setting up appointments for the event days. Appointments can also be transferred to your Outlook calendar with one click.

This depends on your booked exhibitor package. By booking the package with the "Lecture Service" (exhibitor package EXCLUSIVE) you have the possibility to submit a lecture for the Exhibitor Forum.

Yes. Unlike an on-site event, the virtual platform lets you see who attended your presentation, enabling you to make selective contact with anyone you find relevant.

Employees from exhibitor firms will have free access to all presentations in the regular supporting programme. They'll need a separate ticket only to attend the presentations at the embedded world Conferences.

In advance of the event, we'll support all registered exhibitors with instructions and video tutorials. If you have additional questions, the embedded world team will be available as usual. During the event itself, you'll also be able to reach a contact partner for technical issues anytime by way of the Help function on the platform.

A presentation in the Exhibitor Forum costs 990 EUR. You can book a presentation as an additional service in the online exhibitor shop.

Roundtables are not automatically recorded (recording is not possible with Jitsi, the tool integrated on the platform.) If you use an external tool such as Zoom or MS Teams, it is your responsibility to record the roundtable and ensure compliance with data protection guidelines. Presentations in the Exhibitor Forum are recorded and available on-demand.

No, roundtable sessions are not available on demand.

Anyone (exhibitors, attendees, speakers) can initiate a jump-in discussion.

Yes, in the participant area you can see all participants of the event - visitors, exhibitors, partners, speakers, journalists, etc.

If you save the speakers as employees in your company profile, they are also visible as employees of the respective company.

You can view your company profile after the onboarding for exhibitors has started. You will receive the invitation email for onboarding on February 17th, 2021.

Prior to the event, you will receive an e-mail from us with a link to your company profile. This e-mail will be sent to the contact person (admin) specified in the registration. After receiving the link, the admin can share the link with colleagues. Everyone who has the link has access to the company profile and can edit it.

When you receive your confirmation of participation you will also receive access to the Ticket Center. Here you can create exhibitor passes for your employees, just like at the in-person event. Your employees will then receive an email invitation to the onboarding process (no later than 7 days before the start of the event). Please note that an exhibitor pass must be filled out for each contact person, as this is personalised. As part of the onboarding process, your employees create their personal profile and assign themselves to your company profile as a contact person.

The product directory is extracted from the company profile and is thus filled at the same time.

When it comes to video meetings between participants, it is the platform-integrated tool Jitsi. Participants can of course also send each other links via chat and join a video call outside the platform. When it comes to the roundtable session, the standard tool is Jitsi. You can also use your own tool for this, such as Zoom. This can be implemented in consultation with the technical support of PIRATEx.

The online meeting tool is used by participants to schedule meetings with your employees. This is done on your company profile. Meetings can be scheduled 24 hours a day and are carried out on the platform with the integrated 1:1 video tool. From February 23rd, participants will have access to the platform. From this day on you can schedule meetings with participants.

Booth staff does not have to be available all the time. You can configure your talque settings so that you are informed by e-mail when someone sends you a chat message or a meeting request / video meeting. Booth staff can view chat messages at any time when they log onto the platform. Of course, it makes sense to take the time on the five days of the event to actively contact participants via the platform and to make new contacts.

Visitors can contact employees directly or via the company profile page. Other employees cannot see who has come into contact with their colleagues. Following the event, lead lists will be available to the respective contact persons for download on the platform. The standard lead list contains the contact details of those people with whom the employees of an exhibiting company have interacted with on the digital platform. The lead list is generated individually for each employee of the exhibitor and thus represents leads made per employee. With the Premium and Exclusive package, the company profile has a "Request more information" button. Visitors can use this button to express their interest in a company. In addition to the standard lead list, the admin of the company profile receives another list, the Extended lead list (only included in the Premium and Exclusive package). The Extended lead list contains the contacts who have explicitly asked the exhibitor to contact them using the “Request more information” button in the company profile.

Following the event, lead lists will be available to the respective contact persons for download on the platform. The standard lead list contains the contact details of those people with whom the employees of an exhibiting company have interacted with on the digital platform. The lead list is generated individually for each employee of the exhibitor and thus represents leads made per employee. With the Premium and Exclusive package, the company profile has a "Request more information" button. Visitors can use this button to express their interest in a company. In addition to the standard lead list, the admin of the company profile receives another list, the Extended lead list (only included in the Premium and Exclusive package). The Extended lead list contains the contacts who have explicitly asked the exhibitor to contact them using the “Request more information” button in the company profile.

The system detects which time zone you are in and adjusts the times on the platform accordingly.