Create Sponsor or Custom booths for a Bevy Virtual Conference, choose booth content (video or image), add sidebar promotion, reorder the booths list, and fix common playback and image upload issues.

Booths give sponsors, partners, and other groups a dedicated space that attendees can visit throughout a Bevy Virtual Conference. A booth works like an in-person sponsor booth: it stays open for the whole conference, so attendees can visit it at any time rather than only during a session.

In a standard booth, attendees watch the booth content and use chat. They do not get the same microphone, camera, and screen-share tray as a Stage or live Session. For interactive audio and video among attendees, use a networking table or a many-to-many session instead.

• Booth — a space in a Bevy Virtual Conference that a sponsor, partner, or other group uses to share content with attendees for the whole event.
• Sponsor booth (or Partner booth) — a booth linked to a sponsor or partner profile. It also appears on the Event page.
• Custom booth — a booth that is not linked to a sponsor or partner profile.
• Booth content — the video or image that fills the main area of the booth.
• Promotion — the message, button, and link that appear in the booth sidebar.

Create a booth

Booths do not use separate start and end times. They stay available for the whole conference once you save them.

1. Open the conference event in the Legacy Dashboard.
2. Select Agenda, then open the Booths tab.
3. Select Add booth.
4. Enter a Title (up to 120 characters).
5. Complete the booth details in the sections below.
6. Select Save.

Choose a booth type

When sponsors or partners are enabled for your community, set Booth type:

If your community has partners turned on and sponsors turned off, the first option reads Partner instead of Sponsor. It behaves the same way.

Add the booth image and description

These settings control how the booth looks on the booth card and in the booth sidebar.

The image comes from a different place depending on the booth type:

• Sponsor or Partner booth — uses the logo from the linked profile. There is no separate image upload.
• Custom booth — uses the image you upload in Image (displayed on booth cards and booth sidebar). The minimum size is 480 by 240 pixels, in JPG or PNG format.

You can also set the following:

• Description (displayed on booth cards and booth sidebar) — a short summary of the booth, up to 500 characters.
• Background color (displayed on the listing tile) — an optional color for the booth tile in the booths list. Leave it unset to keep the default white tile. Text and buttons switch to a light style automatically on dark colors. Select Clear or No color set to remove a color you already chose.

Add booth content

Booth content fills the main area of the booth. Set Booth content to Video or Image. A booth uses one or the other, not both — choosing one clears the other.

Use a video

You have two ways to add a video:

• Video URL — paste a link from YouTube, Vimeo, Vidyard, or Twitch. A Twitch link can point to a live channel. YouTube watch links, /live/ links, and Shorts links are supported when embedding is allowed on the video.
• Upload file — upload an MP4 file. This is the only accepted file type for upload.

Use one method or the other. When you add a video URL, the upload option is unavailable, and when you upload a file, the URL field is unavailable.

Use an image

Upload a Content Image. The minimum size is 1920 by 1080 pixels, in JPG or PNG format. Larger images are fine as long as the file stays under the platform upload limit (about 16 MB).

Add a promotion in the booth sidebar

Promotion fields appear in the booth sidebar for attendees (they can open the booth promotion panel from the tray).

1. Enter a Promotion message (displayed in booth sidebar) — up to 250 characters.
2. Optionally enter Promotion button text — up to 30 characters (placeholder example: Go to promo!).
3. Optionally enter a Promotion URL — the full URL, including https://.
4. Select Save.

Attendees see the message and, when both button text and URL are set, a button that opens the link. You can use the message alone, or the button and URL together with the message.

Reorder booths

Booths appear to attendees in the order you set. To change the order:

1. Select and drag the handle on the left of a booth to move it.
2. Select Save.

Where booths appear to attendees

Attendees reach booths from the conference navigation, not from the Agenda. Where the option appears depends on their screen:

Booths stay available for the whole conference. Attendees can also search the booths list by name. From a booth card, they select Join to open that booth.

Why does my YouTube video say “Video unavailable” in a booth?

If the video plays on YouTube but shows Video unavailable in the booth, the booth is working as expected. YouTube is blocking playback on other websites because embedding is turned off for that video.

Booths show YouTube videos in an embedded player. If the video owner has turned embedding off, YouTube shows Video unavailable instead of the stream. This is common with live streams, because YouTube often turns embedding off when a stream goes live, even if it was on during setup.

The video owner should do the following:

1. Open YouTube Studio.
2. Go to Content, then open the Live tab.
3. Find the stream and select the pencil icon to edit its details.
4. Select Show more, then go to License and distribution.
5. Select Allow embedding.
6. Select Save.

After they save, refresh the booth. The video plays without any other change in Bevy.

• Repeat this for each live stream. The setting applies to that broadcast, not to every video on the channel.
• Public and unlisted videos can play in a booth if embedding is allowed. Private videos cannot.
• Use a standard YouTube watch link, such as https://www.youtube.com/watch?v=VIDEO_ID or https://youtu.be/VIDEO_ID. /live/ and Shorts links also work when embedding is allowed.

Why isn’t my booth image showing?

The file name may be too long, or the file may be too large. The platform stores the image using its original file name, and names from design tools can be too long to save. Files larger than about 16 MB are also not accepted. In either case, the image can look correct in the editor but not appear in the live booth.

To fix it:

• Rename the file to something short, such as booth-hero.jpg or acme-logo.png.
• Export the image as a JPG or PNG under 16 MB. Under 5 MB works best.
• Upload the new file to the booth, then select Save.

What image size should I use for a booth?

Use JPG or PNG. The minimum sizes are:

Larger pixel dimensions are fine as long as the file stays under about 16 MB. If a 1920 by 1080 export is still too large, save it as a JPG instead of a PNG.

I uploaded an image but attendees do not see it. What should I check?

Confirm you saved the booth after uploading, then open the live booths page rather than only the editor. If the image is still missing, rename the file, reduce it below 16 MB, and upload it again. Avoid spaces and special characters such as ?, &, #, and % in the file name.