Pathable Virtual Conference Platform - Sponsor and Exhibitor Preparation

All Companies

Deliverables to be submitted through Sponsor/Exhibitor Portal:
Deadline: All portal information must be submitted via exhibitorportal.healthtech.com no later than 2 weeks before the start of the event.

• Upload Company Logo in .eps format or Approve Logo on file
• Fill out and save all fields under “Company Description for Program Guide Section”
• Click the “Add Session Attendee” and “Add Booth Only Attendee” buttons to register your attendees
• Select product categories that apply to your company

Deliverables to be submitted through Pathable- Promotional Content for Company Profile:
Deadline: The following may be updated at any time up until and during the event, however it is recommended that this information complete no later than 2 weeks before the start of the event.

Virtual booth (company profile) tutorial can be viewed here.
*See last page of this document for example layout of company profile

You will receive Pathable Log-In credentials approximately 3-4 weeks before the start of the event. 

1. Files-2 GB maximum e.g. whitepapers, marketing materials, etc.
2. Videos- YouTube video or another video platform (embedded link recommended)
3. Polls
4. Photos for all company attendees
   

Virtual Meetings
Ability to request/accept meetings with attendees

• Virtual Meetings Tutorial can be viewed here.
• Recommendation: Prepare templates for both requesting and accepting meetings
• You may start requesting meetings with attendees approximately 2 weeks before the event. Meetings can only be pre-scheduled to occur during the week of the event.
• Attendees may also request meetings with you approximately 2 weeks before the event. Meetings can only be pre-scheduled to occur during the week of the event.

Other Important Information:

• Companies whose contracts include a virtual exhibit booth space: “company profile” refers to your virtual exhibit booth space
• Sponsoring companies whose contracts do not include a virtual exhibit booth space: you will still have a “company profile” however it will only be accessible via the “Sponsors” page and not through the virtual exhibit hall
• Please note attendees are granted access to Pathable 2 weeks prior to the beginning of the event and will have access to your company profiles at that time.

Presenting Sponsor Companies
Sponsoring Companies whose contracts include a sponsored podium presentation

Deliverables to be submitted through Sponsor/Exhibitor Portal:
Deadline: All portal information must be submitted via exhibitorportal.healthtech.com no later than 2 weeks before the start of the event.

• Scroll to the “Presentation” section of the portal homepage. Click edit next to each individual presentation, fill out all requested fields, and click save.
• NOTE: added benefit of the virtual event is a post- presentation Live Q&A panel session with other industry experts presenting in your agenda section. If you are set to conduct a 15-30-minute podium presentation, you should see a new entry under the portal’s “Presentation Section” titled “Panelist Role”. We encourage proofing all entries to ensure accuracy. I will reach out in a separate email with details on the Live Q&A panel sessions for your speaker to review.

1. If you have already submitted your presenter, we have added your speaker details into the Panelist Role.
2. If you haven’t submitted your presentation/speaker information yet, the Panelist Role will be updated once you submit your speaker for the main presentation.

Deliverables to be submitted through Pathable- Promotional Content for Company Profile:
Deadline: You will be able to update this information at any time up until and during the event, however we recommend having this information complete no later than 2 weeks before the start of the event.

Presentation Recording & Submission:
Deadline: All presentation recordings must be submitted to Julie Kostas at jkostas@cambridgeinnovationinstitute.com no later than 2 weeks before the start of the event.  

• Download Zoom self-recording instructions here.
• Watch presentation tutorial here.
• View virtual presentation tips here.

• If you need technical assistance with your recording, please contact Shara McAlister at smcalister@cambridgeinnovationinstitute.com
• You may use any recording platform you please. All submissions must be in .mp4 format.
• If you do choose to use a recording platform outside of Zoom, please submit using the instructions under the “SENDING YOUR FINISHED RECORDING” section of the Zoom self-recording instructions PDF.
• Please note we cannot provide technical assistance on recordings done outside of Zoom.

Text Chats

• The chat is an open text forum that will show on the session page.  The chat is open to all; it is not linked to an individual presenter. This means everyone can see questions and answers, so multiple people representing the sponsor company can be on hand and interacting in the chat.
• During all 20-minute presentations a text chat forum will be available for attendees to interact with speakers/company representatives.
• During all Live Q&A panels a text chat forum will be available for attendees to interact with all panelists/company representatives.

Day-Of the Event

• Speakers must be available while their talk plays to answer questions in the text chat.
• Speakers must be present for their Live Q&A panels.
• Further guidance for Day-Of preparation will be sent to speakers from our Conference Production Team 2 weeks before the start of the event.

Exhibiting Companies
Companies whose contract includes a virtual exhibit booth space

Important information:

• Virtual booth (company profile) tutorial can be viewed here.
• Companies will receive access via email to the Pathable platform 3-4 weeks before the event, at which point virtual exhibit booth spaces (company profiles) can be updated
• Attendees will gain access to the Pathable platform approximately 2 weeks before the event. They will be able to access your virtual exhibit booth spaces at that time.
• Booth staff are only expected to be in their booth space during dedicated exhibit viewing hour, however attendees can visit booth spaces and request meetings at any time throughout the event.
• Each exhibit booth space has an “ENTER VIRTUAL TRADESHOW BOOTH” button. This opens up a Zoom video chat where attendees can converse with booth staff face to face during dedicated exhibit times.
• Dedicated viewing schedules can be viewed under the “Exhibitor Services (Ordering & Logistics)” tab within your portal account on exhibitorportal.healthtech.com approximately 3 weeks before the event.

Registration

• Sponsor & Exhibitor registrations must be submitted through exhibitorportal.healthtech.com
• Speakers are registered upon submitting their information within the “Presentation” section in the portal. They receive a complimentary pass.

Non-speaker complimentary registrations must be registered by clicking the “Add Session Attendee” and “Add Booth Staff Only” Attendee buttons within the portal. The number of complimentary registrations you are allocated is located within your signed event contract. You may also review how many complimentary passes you have by reviewing the numbers highlighted below within the portal:

• If you would like additional passes after utilizing all complimentary passes, please contact Elaine Eskedal at eeskedal@cambridgeinnovationinstitute.com

Posters

PRESENT A VIRTUAL POSTER

Virtual scientific poster presentation materials will include:

• Poster title
• Text-only abstract.  It can be an in-depth, one-page abstract, or just a short description.
• 3-5-minute voice-over PowerPoint presentation.  You may substitute the PowerPoint with a one-page, static PDF of your poster

Discuss your research and collaborate with other attendees during designated chat times.

Please contact Jamie Ring at jring@healthtech.com for poster submission deadlines and support.

Company Profile Example