Set up, test, and staff your AI Builders Global Conference booth, moderate visitors safely, and follow up with consented leads.
Last reviewed: 2026-10-07
Every sponsor booth team member needs attendee registration and an exhibitor invitation under the same email address. Booth moderators also need the moderator role for their assigned booth. Accept each invitation, test the exact account and device before October 14, and use the organizer-provided booth link rather than forwarding another person's access link.
Use one email everywhere: An exhibitor invitation does not register someone for the conference. Every booth team member needs attendee registration and exhibitor access under the same email. A moderator also needs the moderator role for the assigned booth. Different emails can let someone enter the event while still blocking the booth or moderation controls.
Confirm access before event day: Accept the attendee pass or registration invitation sent to your work email.
Confirm access before event day: Accept the personal exhibitor invitation sent to that same email. Do not forward it to a colleague.
Confirm access before event day: Ask Sponsor Operations to confirm the moderator role for the primary and backup moderators.
Confirm access before event day: Sign in to RingCentral Events with that email and open AI Builders Global Conference 2026 from the profile dashboard.
Confirm access before event day: Open Expo, select your company booth, and confirm the logo, description, video, website, and call to action.
Confirm access before event day: For a live booth, test Join Stage, screen sharing, chat, polls, questions, and the participant request controls.
Priority booth staffing windows: October 14, 12:30-1:30 PM Eastern Time: Executive and AI Leader Meet and Greet.
Priority booth staffing windows: October 14, 3:30-4:10 PM Eastern Time: Enterprise AI Peer Networking.
Priority booth staffing windows: October 14, 6:30-7:10 PM Eastern Time: Open 1:1 Networking for leaders, builders, and partners.
Priority booth staffing windows: October 15, 12:30-1:30 PM Eastern Time: Community Meet and Greet plus Founder and Investor Matching.
Priority booth staffing windows: October 15, 3:10-3:50 PM Eastern Time: Networking Break / 1:1 Founder and Investor Networking from 3:10-3:20, followed by Founders, Investors and Ecosystem Networking from 3:20-3:50.
Priority booth staffing windows: October 16, 8:30-9:10 AM Eastern Time: AI Builders Meet and Greet.
Priority booth staffing windows: October 16, 12:30-1:30 PM Eastern Time: Technical Interest Networking for agents, RAG, and infrastructure.
Priority booth staffing windows: October 16, 3:10-3:50 PM Eastern Time: Career and Hiring Partner Networking.
Plan booth coverage: The Expo can attract visitors throughout the live event, but the networking and meet-and-greet blocks are the highest-priority coverage windows. The times above matched the EventHash-synced conference schedule when this guide was reviewed. The live schedule is the final source if a session changes.
Plan booth coverage: Assign two people whenever possible: one person on camera or presenting and one person watching chat, questions, participant requests, and follow-up. Join at least 15 minutes before each staffed window and keep one named backup available if the primary moderator loses connection.
Prepare a useful booth: Use the approved company logo and a clear 50 to 80 word description.
Prepare a useful booth: Lead with one message connected to the audience your team wants to meet.
Prepare a useful booth: Use an approved short video or live booth session, with fallback content when available.
Prepare a useful booth: Test the website or campaign URL in a private browser window so visitors do not hit a login barrier.
Prepare a useful booth: Use one specific call to action, such as Request a demo, View roles, or Explore the product.
Prepare a useful booth: Prepare two or three questions that help a visitor explain what they are trying to solve.
Prepare a useful booth: Name the person who owns consented follow-up and agree on a response time before the event.
Run the live booth: Welcome each visitor and ask one useful question before presenting a product, role, or resource.
Run the live booth: Use an up-to-date Chrome or Edge browser, a headset, and only the camera, microphone, tab, or application needed for the booth.
Run the live booth: When you want a visitor on screen, ask them to select Join Stage. Their request does not put them on screen yet.
Run the live booth: Watch the moderation control at the bottom left for a red request badge. Open the Moderation Panel, review the request, and select the blue checkmark to approve it or the red X to decline it.
Run the live booth: Confirm the approved visitor appears on screen before starting the conversation. Mute or remove a participant when necessary for safety or event flow.
Run the live booth: Monitor chat, questions, polls, and the People tab without copying attendee details into another system.
Run the live booth: Use only organizer-approved descriptions, links, offers, videos, and calls to action.
Run the live booth: If the live demonstration fails, switch to the approved fallback content and keep chat staffed while the issue is reported.
Do not miss the approval step: Tell the visitor to select Join Stage, then watch for the red badge in the moderator controls. The visitor stays waiting until a moderator approves the request. After approval, confirm that the visitor is visible on screen.
Handle attendee data safely: Record a follow-up request only when the visitor clearly asks for it or uses the approved booth call to action.
Handle attendee data safely: Explain what the visitor is submitting and use the information only for the stated purpose.
Handle attendee data safely: Do not scrape, copy, photograph, or export the attendee directory or People tab.
Handle attendee data safely: Do not add attendees to marketing lists merely because they entered the booth.
Handle attendee data safely: Do not record a visitor's screen, voice, or video without explicit permission and organizer approval.
Handle attendee data safely: Respect unsubscribe, suppression, and data-rights requests, and keep a record of the permission and follow-up outcome.
Complete one rehearsal: Have the primary and backup moderators sign in from separate devices using their actual assigned emails.
Complete one rehearsal: Confirm that both people can enter the event, open Expo, and reach the correct booth.
Complete one rehearsal: Test audio, video, screen sharing, chat, polls, questions, People, and the approved call to action.
Complete one rehearsal: Use a test attendee to request screen access and confirm that the moderator can approve, mute, and remove them.
Complete one rehearsal: Stop the live session and confirm that the fallback experience behaves as expected.
Complete one rehearsal: Practice a shift handoff that covers open questions, pinned links, technical issues, and follow-up owners without sharing personal access links.
Close the booth after the event: Stop screen, camera, and microphone sharing before leaving.
Close the booth after the event: Consolidate consented follow-up requests and assign each one to an owner.
Close the booth after the event: Report technical incidents, unanswered questions, and broken links to Sponsor Operations.
Close the booth after the event: Preserve only the attendee data your team is authorized to use and delete temporary copies under your policies.
Close the booth after the event: Join the sponsor debrief with booth activity, conversation themes, call-to-action performance, consented leads, and recommended next steps.
An exhibitor invitation does not create attendee registration. The person needs both attendee registration and the exhibitor invitation under the same email. Do not buy another pass before Sponsor Operations checks the existing registration.
Their attendee registration is working, but the exhibitor or moderator role may be missing or attached to a different email. Send Sponsor Operations the sponsor name, booth name, and exact registration email.
No. Exhibitor invitations, moderator access, and personal event links are tied to the assigned person's email and should not be forwarded. Ask Sponsor Operations to invite the replacement directly.
Prioritize the networking and meet-and-greet windows listed in this guide, while checking the live conference schedule each morning. Join at least 15 minutes early and keep a backup moderator available.
No. Use only data the attendee intentionally shares, submits through the approved call to action, or that the organizer provides under the sponsorship terms. Entering a booth is not marketing consent.
Switch to the approved fallback content or direct visitors to the approved call to action, keep chat staffed, and report the incident with the booth name, time, browser, and error text.
Reply to the existing sponsor onboarding thread first. For a missing role or access issue, include the sponsor name, booth name, affected person's exact registration email, local time, browser, and error text. Do not send a password or personal access link.
