Hamburg
VRtual X GmbH
Hegestraße 40,
20251 Hamburg
Bielefeld
VRtual X GmbH
im Pioneers Space
Ritterstraße 8
33602 Bielefeld
Can the exhibition be accessed after the event?
We normally close the exhibition according to the official opening hours and the contents can then no longer be accessed. If an organiser has booked an extension we can leave the exhibition open. Please note, however, that all communication channels such as chat and video conferences should be removed and livestream players should not display any programs. For a fee, it is possible for these contents to be removed or replaced after the exhibition to turn it from a live exhibition into an on-demand exhibition.
Do the stands differ in terms of functionality?
The stands within the same price category are identical in terms of functionality.
Employee photo
An exhibition stand is far more personal when you are present in person. We can therefore use your photo at the stand. The photo must meet certain criteria in order to be optimally integrated into the stand. Please note the following tips when taking your photograph:
The photo must be cropped (i.e. a cut-out of the person) and presented on a transparent background.
Can the stands ordered be reviewed again before the event?
Once we have created the 3D rendering of the exhibition stand, we provide a preview to look at. The timing depends on the respective project schedule. Ideally, feedback is given two weeks before the event. We process the exhibition stands in order of receipt: the first to book a stand is the first to receive a preview.
Can I directly contact an exhibition stand?
Yes, each exhibition stand has its own website address. When you send your customers or colleagues the direct link, they’ll first see a registration page where they need to enter their login details. Upon successful login they will be taken directly to the exhibition stand.
Will there be visitor data available afterwards?
You will receive anonym statistics, so that you know, how many visitors have been at your booth and what they have downloaded, watched, clicked, etc.
What tools/sites must be in use during the event?
During the event you have to be prepared to answer all incoming messages. When you have a tawk.to-code embedded in your booth then you should have the tawk.to-backend open. When your booth provides a video chat, you should be in that chat. [Please check your microphone and speakers before event].
Tutorial video
What to do, if the video conference shows no video?
In some companies all video connections are blocked by a firewall. You can also use a private device and internet access point to checkt, if a firewall is blocking the connection. In that case, please contact your IT and ask to white lable the domain xtructor.com, which hosts our video conference tool. The port are
80 TCP HTTP/BOSH/Websocket 443 TCP HTTP/BOSH/Websocket 4443 TCP jitsi-meet videostream for very restrictive environments 5222 TCP XMPP client to server connections 5269 TCP XMPP server to server connections 5280 TCP HTTP and SecureWebSocket connection (SSL) 5281 TCP HTTP and WebSocket connection 3478 UDP/TCP STUN/TURN Port forwarding to turnserver 5349 UDP/TCP SSTUN/STURN Port forwarding to turnserver 10000-20000 UDP/TCP jitsi-meet videostream RTP (This port range may vary, depending on videobridge config!) 10000-20000 UDP/TCP TURN server media (This port range may vary, depending on TURN server config!)
Our video conference tool is based on the open source project Jitsi. We host all services of the video conference tool on self managed servers on data centres in Germany.
Introductory video
Tawk.to is a free text-based chat service. You can integrate a so-called widget into your exhibition stand and easily get in touch with your visitors. Tawk.to also offers real-time tracking of visitors to your stand. You’ll be able to see how many people are currently attending your stand. You can find all of the information about the tool in the Tawk.to documentation. Here is an introductory video from the producers:
Set-up - frequently asked questions
What do I enter for the “Site URL”?
If you already have the link to your exhibition stand, enter this here. Alternatively, we recommend simply entering the event homepage. This link is not essential for set-up. It simply helps you quickly access the website (in this case, the exhibition stand) from the Tawk.to backend. You can change the link later on.
How many employees can respond to chat queries at the same time?
As many as you like. Each employee creates their own Tawk.to account and connects to the exhibition stand. Click on the small gear at the bottom left of the Tawk.to backend, then select “Property Members”. You can invite additional employees from there.
How many chats can be ongoing at the same time?
As many as you like until the monitor is full. This therefore depends on the monitor. Connected employees can divide and swap the chats among themselves.
Can you see when a visitor arrives at the stand?
Yes. Each visitor is visible with a unique number in the Tawk.to backend. Visitors are anonymous. You can actively contact visitors by starting a chat with them. Visitors will then receive a notification at the stand.
Can I recognise who is visiting the stand?
No, each visitor has a unique, but anonymous, number. If you ask a visitor for their name, the anonymous number can be changed into the visitor’s name. This links the chat history with their name.
What happens to the chat history when the visitor leaves the stand?
All interactions are stored in the Tawk.to account and remain there permanently. They can be retrieved later on as needed. To our knowledge, we are unable to prevent messages from being stored, and can only delete them manually afterwards.
Does Tawk.to also offer public chats or group chats?
No. But alternative options are available. https://now4real.com is a group chat but users must register with Google/Facebook/Linkedin/Xing to use it.
Can files be exchanged?
Yes, files can be exchanged in both directions.
Can anyone other than the Admin manage the widget (if they are off sick, for example).
An “Agent” is unable to make any changes or invite other employees. The best solution is to have at least two Admins. After setting up, the Admin should immediately change another employees’ status from “Agent” to “Admin”. This should only take a minute. If the sole Admin is unavailable and cannot be contacted, a whole new account must be created — therefore always create several Admins.
Delivery of individual 3D exhibition stands
By when must an individual stand design be supplied?
Individual stand designs must be supplied as early as possible as technical issues can occur during handover. The absolute deadline is 3 weeks before the event and, only in special cases and upon agreement with VRtual-X, up to 2 weeks before the event.
Is it possible that content has already been opened when visiting the stand?
It is possible that certain elements are displayed directly without clicking on the button. The first video or rollup contents are incorporated into the stand setting as standard. We can also automatically open popup windows when someone visits the stand. Generally speaking, the content would have to be part of the stand setting for it to work. Since the majority of content is stored as a window above the stand, only one window can be opened at a time as otherwise it overlaps. Ideally, let me know the content that you would like to keep open and we will see if that is possible.
Can you incorporate animations into a stand?
Technically yes, but it is not a standard feature. Please contact us to discuss the options and potential additional costs. Please note that these animations may not work in certain browsers.
Videos
We do not host videos and therefore do not accept video files. To incorporate videos, we recommend using YouTube or Vimeo. Create an account with one of these sites and upload your videos there. Send us the links to the videos and we’ll ensure that they work in your exhibition stand.
No video publishing on the platforms
If you don’t want your videos to be publicly available on the platforms but just want to show them at the exhibition, you can set this option on the video platform. With YouTube, you’ll be asked to choose a publication method after uploading. Select “unlisted”. With Vimeo, this feature is called “Who can watch?” – select “People with the private link”. In both cases the video cannot be found, even if it is specifically searched for. Only those with the exact link can view the video. Send us this link so that people can view the video via the exhibition stand only. If you do not pass on this link then the video cannot be retrieved online.
Other hosting
If you want to use other platforms to host and stream your videos (some companies have their own online player for their websites), this is also possible. It’s important that the player supports the option to incorporate it into a website and is compatible with our system. Please let us know as soon as possible so that we can check it. Incorporating an additional player is subject to charge.
Graphics
Often, only the minimum graphic size is specified. Since the graphics will be inserted in the corresponding place, there is no upper limit. You should therefore upload graphics with enough pixels to be viewed in clear detail. Graphics generally require between 1,000 and 2,000 px on the long side.
Video chat
You can provide the link to a particular video chat. The majority of established video conferencing programs allow you to access a meeting via a link (Zoom, GoToMeeting, Microsoft Teams, Webex, Skype, BigBlueButton…). Here are a few tips to remember:
Rollups and graphics with text
Design your rollups and posters so that the text is as large and sparingly used as possible. The smaller the visitor’s monitor, the harder it is to read small text. When a visitor clicks on your rollup or poster, it will show them a larger view.