BUILDING YOUR BOOTH
BUILDING YOUR BOOTH
Steps to Booth Setup
Receive your invitation via email (subject line: Online Event Invitation- Girls Who Code Hiring Summit September 2022” Click the blue “Set up your booth” button.
You will see an “Edit booth” page that looks like this. Note the “Save & Preview” section, where you will be able to view any edits you make to your booth image.
Fill out the fields for your organization. Details on each field are below:
Vendor Name: Your organization’s name
Vendor Email: Your email (You could also put a team email, such as Hiring@XYZ.org)
Vendor Headline: This will be visible on your banner. Could be a company slogan, or a headline about your hiring needs (i.e. “Summer internships application is open now!” or “Hiring in Data Science, UX, and Business Analytics.”)
Booth Size (Assigned by Girls Who Code): Not editable.
Logo File: Upload a square logo (1:1 ratio), recommended size is 1080x1080
Background Image: Upload a background image (2:1), recommended size is 1500x750, max file size is 2MB.
About: A short description of your organization.
Tags (Optional): You will work with your event manager (Adrianna) 2 weeks prior to the event to add the appropriate tags. Tags help attendees get to the booths that are appropriate for them (i.e. by interest “AI”, “Data Science”, “HTML/CSS”,) or by role type (i.e. “Summer Internship” or “Entry Level Engineer”).
Content Provider: To start, we’ve selected “Sessions.” This means that at your Booth, you will have live presenters or panelists. Don’t worry, this is not final, you can add slides, a pre-recorded video, or other content later.
Session Moderator (Optional) (this tab will show up when you set Content Provider to “Sessions”): If you already know who will be representing you at your booth, add their email here. Note: If they haven’t registered for the event yet, their name will not be available. Please direct them to register HERE first:
Fallback Provider (Optional): This will be addressed later in your Preview meeting with the Girls Who Code team, but the Fallback Option is the content you would want visible if your moderator or panelists are not available live (i.e. a YouTube video about your company, or a slide-deck about your hiring practices, etc).
Video ID (Optional): Only relevant if you know what video you would like to play in absence of a presenter.
Website Link: Your web address. You can use your home page, or direct to your Jobs page, your Summer Internship application page, etc. Where would you like visitors to go for more information?
Twitter, Facebook, Instagram and LinkedIn Links (Optional): Include relevant social media links.
Other (Optional): Any additional single line content you want to share. There is more space below in Additional Information below for more details.
Button Text: What action would you like visitors to your Booth to take? For example: “Apply to our Summer Internship” or “Visit Our Careers Page”? You can change the text of the button based on what you choose for the action (below), and add a correlating link if you want (next field, Button Action).
Button Action: Your button can either a) “Register Interest”, which will email your point of contact (the email address listed at the top of the form) with the interested party’s contact info. Or, b) “Link to a webpage” (for example, your career application page). If you choose “Link to a Webpage” make sure the URL is provided in “Website Link” above in the Social section.
Additional Information (Optional): What else would you like visitors to know? You can include links here to one-pagers, job postings, application pages, etc, or other background information about your organization.
4. Hit “Save”. Please note, when you hit “Save”, your logo, background image, name, and headline will be visible on the event home page. The rest of your inputs will not be visible until event day. You can re-enter this portal and update this content at any time.
5. If you visit our event homepage, you will see your Booth. You can return to the editing page via the email link to update if necessary.
We ask that the majority of speakers are young professionals (women or gender non-conforming) who are Black, Latinx, Indigenous, or first in their families to go to college. If you’re interested in featuring senior or executive leadership, we certainly encourage this as long as those speakers can relate to our attendees backgrounds and lived experience. Last year all attendees at the GWC hiring summit were women or gender non-conforming individuals. Additionally, last year 50% of our attendees were from underrepresented groups (Black, Latinx, Indigenous) or first in their families to go to college. When identifying speakers, please select individuals who share the identities of our attendees as much as possible.
Like an in-person event, imagine attendees stopping by your booth to listen in for a while before moving on.
Our best suggestion is to break programming up into half hour blocks so as to not cause webinar fatigue. The type of content you cover in your booth is up to you, but this should help alleviate some of the weight of the 4 hours.
Our suggestion is to mix your panels up and break down the different programming.
Booth Spotlight
To give each partner more visibility and encourage job seekers to attend specific booth presentations, GWC will be spotlighting your booth during specific 30 minute time slots. This will include an event wide announcement encouraging folks to go to your booth at those times.
We strongly recommend that you have live content available during your spotlighted time.
Topics of discussion that our attendees would be interested in hearing about (this does not mean you need to create a presentation, these are simply just suggestions for people to discuss who are on camera in your booth):
How Your Company is Handling DEI Initiatives
Facing Impostor Syndrome as a Young Woman in Tech Choosing the Right Company for You
The Hiring Process at Your Company
The Interviewing Process at Your Company
Tips to Stand Out as a New Hire
Career Trajectory Within Your Organization
A Sample Day-in-the-Life of an Intern or Associate Engineer
Departments and Roles at Your Organization
Formats For Non-Live Content
In your booth, you are limited to only one fallback provider. The fallback provider is what will appear within the booth when you and your team are not live. This non-live content could be a pre-recorded presentation, slide deck, promo video of your company, etc. If it is a Youtube video or a presentation, when attendees join they will have the option to hit the play button until it is over and then start over again.
5 minute video overview of your recruiting process
Slide deck on loop of info session cards
Pre-recorded info sessions you’ve given in the past
Pre-recorded interviews with interns who became employees
The best way to think about structuring your programming is to consider what you might do at a live, in-person recruiting event. Things you may include are live Q&A, lightning talks, panels, etc.
You can also have periods where your team is not live (for example during the keynotes, or when your team needs a break.) During this time, you’ll set your “fallback content” in Hopin to slides, a video, or a one-pager that you would like to appear on your booth when there are no live speakers.
It’s a good idea to have someone on the line capturing the questions that come through in the chat. It may be helpful to put these on a separate doc so that you can feed these to the speakers throughout live programming.
Use your Booth Chat (on the right side of your Booth). This is a place you can share updates, schedules, and directions with booth visitors. You could share that your Booth team is taking a 5 minute break, or that your next info session will start in 10 minutes, or remind people of key links and applications.
You may receive redundant questions throughout the event as attendees will be joining and leaving booths at different times throughout the day, the best way to avoid getting stuck answering the same questions is to include an FAQ section within your general information part of your booth.
Leverage the general information section of your booth to highlight your agenda for the day. This is a great way to let attendees know what they can expect from your booth and when would be the most appropriate time to listen in.
We most recommend breaking down your programming into 30 minute segments.
If you have questions or need support, please contact Adrianna Nunez adrianna.nunez@girlswhocode.com .
Office Hours:
Thursday, August 11 9am PST/12pm EST : Join HERE