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Walnut for Events: Resource Pack & Playbook

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Overview

This resource pack brings together Walnut’s core tools for demos, playlists, and offline experiences, along with power features like QR-based access, personalization, lead capture, and attribution, to support event experiences at conferences, roadshows, user groups, field events, and on-site customer workshops.

What you’ll walk away with: a clear, repeatable way to launch experiences that are easy to access, deliver, and follow up on, while capturing meaningful engagement across every interaction.

It also serves as a practical event playbook, guiding you through planning, building, enabling your team, and optimizing performance across the full event lifecycle—from pre-event setup to on-site execution and post-event follow-up.

Event experiences need to balance speed, clarity, flexibility, team readiness, and offline resilience. Use the sections below as both a reference and a step-by-step playbook to build experiences that are easy to launch, easy to explore, easy for your team to deliver, easy to follow up on after the event, and resilient when connectivity is unpredictable.

In This Playbook:

Make It Easy to Start Exploring and Keep Exploring

Events move quickly, so the first priority is making your content easy to access. QR codes and short links help attendees launch a demo instantly on their own device, explore at their own pace, and return to the experience later.

This approach works especially well for booths, breakout sessions, printed leave-behinds, event signage, and follow-up materials where you want to remove friction and let visitors jump directly into an interactive product experience.

QR Codes, Scanning, and Instant-Launch Links

QR-based access is one of the simplest ways to extend an event conversation beyond the booth. Attendees can scan once and immediately begin exploring on their phone, without needing to wait for a live walkthrough or download additional software.

Example Event Setup

Below is an example event QR code that launches a mobile optimized Walnut demo. When scanned, the code opens the demo directly on the attendee’s phone so they can explore immediately.

QR code that launches a mobile-optimized Walnut demo

In this example, the QR code points to the following demo link:

https://wlnt.io/s/JQDn_g

Because the demo is mobile optimized, attendees can comfortably navigate the experience directly on their device while standing at the booth, attending a session, or reviewing materials later after the event.

Use QR Experiences to Capture Follow-Up Interest

QR-based demos can also be paired with embedded lead forms to capture follow-up interest directly within the experience. This allows teams to gather contact details while the attendee is actively exploring the product.

One effective pattern is to use a lightweight form before unlocking additional content, such as:

  • A deeper product walkthrough playlist
  • A technical architecture demo
  • A full feature deep-dive experience
  • Downloadable resources or documentation

This works especially well for event take-with assets such as printed cards, booth handouts, or follow-up slides. Attendees can scan the QR code, explore a quick product overview, and optionally submit their information to unlock a deeper guided experience.

This approach helps teams:

  • Capture high-intent leads during the event
  • Offer richer follow-up content without overwhelming booth conversations
  • Route engagement data more cleanly into follow-up workflows

QR Best Practices

Use a dedicated event URL
Create a short, clean link specifically for event traffic. Short links are easier to scan, easier to display on signage and slides, and easier to reuse across event materials.

Use one QR code per use case
Create separate QR codes for different placements, such as booth signage, breakout session slides, printed cards, or swag inserts. This helps you understand which touchpoints are generating engagement.

Design for mobile-first viewing
Since most event scans happen on phones, make sure the destination demo is optimized for smaller screens and quick interaction.

Pass event context through URL parameters
Add parameters such as event, region, persona, or campaign to better understand where engagement originated and improve post-event follow-up workflows.

https://wlnt.io/s/JQDn_g?event=tradeshow&persona=technical_buyer&region=NA
  • Smart Personalization – Learn how to personalize demos using text, image, and variable-based content.
  • Using URL Parameters in Walnut – Understand how URL parameters support personalization, attribution, and follow-up workflows.
  • Quick Mobile Optimization – Review best practices for preparing Walnut demos for mobile viewers.
  • Embedded Lead Forms – Capture contact details directly within a demo or playlist to unlock deeper content and support event follow-up workflows.

Build Booth, Kiosk, and Offline-Ready Flows

Event environments are rarely perfect. Between inconsistent WiFi, shared devices, and high visitor turnover, it is important to design experiences that are easy to launch, easy to navigate, and easy to reset.

Walnut supports this in several ways, including guided self-serve booth flows, mobile follow-up experiences, Offline Demos, and Offline Playlists for environments where internet connectivity may be unreliable.

Offline readiness matters for events:
Walnut supports both Offline Demos and Offline Playlists to help teams deliver reliable experiences when WiFi may be slow, unstable, or unavailable. These are paid features. For access or enablement details, please reach out to your CSM or Walnut Support.

Booth and Kiosk Best Practices

Use a playlist as your booth home screen
Playlists work especially well for self-serve event stations because they give attendees a clear starting point and let them choose a path based on role, industry, product area, or use case.

Design for quick resets between visitors
Keep the experience easy to restart with a clear entry point, a short hero flow, and predictable navigation. This helps each new visitor begin from the intended starting point without requiring manual cleanup between sessions.

Use a guided demo to balance clarity and exploration
A guided demo works best in booth settings, creating a clear, structured path for attendees while still allowing flexibility to explore. Layer in Video Overlay to add rich commentary, context, and storytelling directly within the experience.

Consider a hybrid demo for maximum flexibility
A hybrid demo is ideal when event reps need to balance structure with adaptability. Start with a guided flow to anchor the story, then allow reps to dismiss the guides and go off-road for more flexible, responsive exploration based on attendee questions and interests.

Plan for weak or inconsistent connectivity
Conference WiFi is unpredictable. Prepare a lighter-weight fallback experience for peak traffic moments, and make sure your team has a reliable version ready to launch if connectivity drops. For multi-asset event experiences, Offline Playlists are often the strongest option because they let you keep the broader event flow intact even when connectivity fails.

Use one central follow-up destination
It helps to have one return-later hub that attendees can revisit after the event to continue exploring demos, videos, PDFs, and other supporting assets.

Pair booth experiences with QR-based follow-up
A booth demo can drive the initial conversation, while a second QR code or take-with asset can direct attendees to a deeper post-event experience they can explore on their own time.

Offline Readiness for Events

Offline capabilities are essential for events where WiFi may be slow, unstable, or unavailable. Walnut supports both Offline Playlists and Offline Demos, allowing teams to prepare reliable, event-ready experiences ahead of time.

When to Use Each

Use Offline Playlists for multi-asset experiences
Offline Playlists are best when your event flow includes multiple assets, such as demos, videos, PDFs, and supporting resources. They allow you to package everything into a single downloadable experience, making them especially useful for booth journeys, event take-with assets, and field-ready sales flows where maintaining a complete narrative matters.

Use Offline Demos for single-flow experiences
Offline Demos are best for more focused workflows, such as kiosk stations or demo devices centered around one core experience. They provide a lightweight, reliable way to deliver a single demo without relying on connectivity.

How Offline Experiences Work

Download and run locally
Both Offline Playlists and Offline Demos are downloaded ahead of time and stored locally, allowing them to run without an internet connection during the event.

Engagement data still syncs
Engagement data collected while offline is stored locally and syncs back once the device reconnects to the internet, so you do not lose visibility into event performance.

Key Considerations

No automatic updates
Offline experiences do not update automatically. If changes are made, the experience must be re-downloaded. It is best to finalize your content before preparing offline versions.

Device-specific setup
Offline demos and playlists are tied to the browser and device where they were downloaded and are not transferable.

Video format requirements
For Offline Playlists, videos must be uploaded as MP4 files. Embedded video links (such as YouTube or Vimeo) will not work offline since they require an internet connection.

Quick access matters
Bookmark your demo or playlist URL in Chrome so it can be quickly launched during the event.

Best practice:
Use Offline Playlists when your event experience depends on multiple assets working together. Use Offline Demos when the workflow centers around a single demo.

Collect Leads in Offline Booth Experiences with Kiosk Mode

Offline demos can also be configured to better support shared booth and kiosk environments where multiple attendees may use the same device throughout the day.

Add the following URL parameter to your offline demo link:

kiosk=true

This setup can help support booth-style lead capture by:

  • Prompting new viewers to enter their email address at the start of a session, if demo gating is enabled
  • Restarting the demo after 10 seconds of inactivity so the experience is ready for the next visitor

This is especially useful for event kiosks, booth demo stations, and shared devices where you want to capture follow-up details without requiring manual resets between visitors.

Organize Assets for the Show and Enable Your Team

Events rarely rely on just one asset. Most teams need a mix of booth demos, deeper follow-up experiences, videos, leave-behinds, competitive positioning, talk tracks, and internal reference material to support the full event motion.

Advanced Playlists are a strong way to organize that content before the show so internal teams have one clean place to access the right assets, in the right order, without needing to hunt across folders, links, or disconnected systems.

Why this matters:
Events move fast, and teams often need to switch between content types quickly. Advanced Playlists help you package your event story into one organized experience that can support live conversations, internal enablement, and post-event follow-up without creating unnecessary friction.

How Teams Can Use Advanced Playlists for Events

Use Advanced Playlists as an internal event hub
Build one central playlist for the team that includes the assets they need for the show, such as booth demos, mobile-friendly follow-up demos, key videos, product one-pagers, decks, and supporting documentation.

Organize assets by use case, persona, or team motion
Structure the playlist in a way that matches how your team works during the event. For example, you might group content by product line, buyer type, technical vs. business audience, or pre-booth vs. post-booth follow-up.

Support internal handoff between team members
Advanced Playlists make it easier for AEs, SEs, marketers, field teams, and leaders to stay aligned around the same content set. Instead of sending multiple links in Slack or email, you can share one organized experience with the full team.

Use them for lightweight internal enablement before the show
Share the playlist ahead of the event so team members can review the event narrative, understand which assets are available, and get familiar with the recommended flows before they are live on the floor.

Create role-specific versions when needed
You may want one internal playlist for booth staff, one for leadership or field marketing, and one follow-up playlist for post-event outreach. Advanced Playlists make it easier to tailor the content package without rebuilding the full experience from scratch.

Example Ways to Structure an Event Playlist

  • Booth flow → Hero demo, supporting demo paths, quick explainer video, and QR follow-up destination
  • Internal enablement flow → Messaging overview, talk track deck, top demos, product differentiators, and event FAQs
  • Field team flow → Mobile-friendly demos, offline-ready assets, supporting PDFs, and customer story content
  • Post-event follow-up flow → Playlist for attendees that includes deeper demos, videos, documentation, and next-step resources

Advanced Playlist Best Practices

Create one source of truth for the event
Use a central Advanced Playlist as the main asset hub so your internal team always knows where to go for the latest event-ready content.

Keep the internal experience organized and scannable
Events are busy, so structure content with clear naming, predictable ordering, and obvious groupings so teammates can find what they need quickly.

Separate internal and external experiences when needed
Some playlists are best used as internal enablement hubs, while others are better suited for attendee-facing follow-up. Keeping those purposes distinct usually creates a cleaner experience for both audiences.

Include a mix of asset types
Advanced Playlists are especially helpful because they can bring together demos, videos, images, documents, and supporting materials into one event-ready flow.

Prepare the playlist before the event, then lock the path
Finalize structure, naming, and asset order ahead of time so the team can rely on a stable event-ready experience during the show.

Great fit for:

  • Internal event prep and team onboarding
  • Booth staff alignment across roles
  • Field marketing and sales coordination
  • Packaging multi-asset experiences for post-event follow-up
  • Playlists – Learn how to organize demos and supporting assets into a guided, shareable experience.
  • Advanced Playlists – Use more flexible playlist structures to support richer multi-asset event and enablement experiences.
  • Offline Playlists – Prepare multi-asset experiences for events where connectivity may be unreliable.

Create Video-Like and Self-Serve Experiences

Make Walnut feel as easy to consume as video, while preserving interactive exploration and richer analytics than a static recording.

  • Autoplaying Demos
    Configure autoplay at the demo, guide, or screen level to create a video-like, low-friction viewing experience.

Best practices:

  • Loop a short hero flow for booth screens and keep deeper exploration one click away.
  • Keep the first 20–30 seconds highly scannable: value first, details later.

Support Accessibility and Global Audiences

Events include noisy environments, different learning styles, and a wide range of accessibility needs. These tools help more attendees engage successfully.

Best practices:

  • Pair audio + short on-screen copy so attendees can consume content in noisy environments.
  • Use translations for global events and set a predictable default language for shared QR links.
  • Design guides to be scannable and avoid dense paragraphs inside steps.

Optimize the Experience

Event experiences need to be easy to access, easy to understand quickly, and easy to keep exploring in fast-paced, high-distraction environments.

While some of the resources below are framed around embedded demos, the guidance applies more broadly to guided demos and event experiences in general, especially when you are optimizing for clarity, mobile viewing, discoverability, and engagement.

Best practices:

  • Keep the first screen tight with a short headline, one clear CTA, and fast time-to-value.
  • Design for mobile-first traffic when QR codes are part of the event motion.
  • Use playlists to reduce scrolling and help viewers choose their path quickly.
  • Avoid early friction. Let value land first, then introduce deeper actions.

Personalize, Attribute, and Follow Up

Events do not end at the booth. Walnut helps you connect engagement back to campaigns, personalize experiences by audience, and improve follow-up precision after the event.

Visual example: event attribution URL

https://app.teamwalnut.com/player/?demoId=YOUR_DEMO_ID
&campaign=RSAC_2026
&source=booth_qr
&persona=security_leader
&region=NA

Tip: Keep parameter names consistent with your CRM and marketing conventions so reporting and follow-up workflows stay clean.

Best practices:

  • Create a dedicated event campaign parameter, for example campaign=RSAC_2026, for cleaner reporting.
  • Use Smart Personalization to dynamically adjust messaging by persona or region without cloning demos.
  • Include parameterized demo links in post-event emails so follow-up engagement remains attributable.
  • Use separate QR links for different booths or sessions, for example source=booth_qr vs source=breakout_qr.

Lead Capture Workflows

Events are not just about booth traffic. They are about what happens after. These workflows help you identify visitors when it makes sense, capture follow-up context, and support cleaner handoff after the event.

Embed Lead Forms
Add a lead form inside a demo or playlist when you want to capture information without sending attendees away from the experience.

Walnut Email Gate
Use Walnut’s built-in email gate to require or optionally collect an email before or during the experience. This is a lightweight way to identify viewers without needing an external form and works especially well for quick event interactions or follow-up flows. Learn more about Email Gate.

Passing Data from External Lead Forms into Demo URLs
Use your event landing page form, such as HubSpot or Marketo, and pass values into the Walnut experience for personalization and attribution.

Kiosk Mode and Offline Lead Capture
For shared booth devices or offline environments, use kiosk mode (for example, kiosk=true) to support continuous lead capture. This setup can prompt new visitors to enter their email at the start of each session and automatically reset the experience after inactivity, making it ideal for high-traffic booth stations and offline demo workflows.

Nurture Interest with Take-With Assets
Give attendees a simple way to continue exploring after the event. QR codes, short links, or follow-up emails can direct visitors to a playlist or demo designed for post-event engagement, such as deeper product walkthroughs, technical content, or supporting resources. You can also embed a lead form directly within these take-with assets to capture follow-up interest while attendees are actively exploring.

This approach helps extend the conversation beyond the booth, reinforce key messaging, capture high-intent engagement, and create a natural path from initial interest to follow-up.

Lead Capture Best Practices

  • Delay friction – Let attendees explore first, then introduce identification later in the flow.
  • Keep forms short – Name, email, and company is often enough for event scenarios.
  • Choose the right capture method – Use Email Gate for lightweight identification, embedded forms for richer data capture, and external forms when integrating with marketing workflows.
  • Design for shared devices – Use kiosk mode for booth setups so each new visitor can start fresh without manual resets.
  • Extend the experience – Always pair booth interactions with a take-with asset so attendees can revisit and continue exploring after the event.
  • Use separate QR links – Create different links for booth, sessions, and follow-up so post-event reporting stays clean.

Measure and Improve Performance

Use benchmarks and optimization guidance to understand engagement patterns, spot drop-off points, and improve your event flows over time.

Events Fast Track ⚡

A quick, practical path to launching an event-ready Walnut experience that is easy to scan, easy to consume, and easy to follow up on.

1) Build a booth hub → Use a playlist as your event home screen
Organize content by persona, industry, or topic so attendees can quickly self-select what matters most.

2) Make it frictionless → Autoplay + short first-screen messaging
Create a video-like experience that works well in busy, noisy event environments and encourages quick exploration.

3) Make it inclusive → Text-to-Speech + Translations + Video Overlay
Support more attendees, more learning styles, and more languages across global events.

4) Prepare for unreliable connectivity → Use Offline Playlists or Offline Demos
Download your experience ahead of time so your team can present confidently even if venue WiFi is slow, unstable, or unavailable. For multi-asset event experiences, start with Offline Playlists.

5) Create an event take-with asset → Share a QR code, short link, or follow-up experience
Give attendees an easy way to revisit the experience after the event and continue exploring on their own time.

6) Strengthen brand and trust → Share experiences through your custom domain
Event links that use your company’s branded domain feel more polished, more trustworthy, and easier to reuse across booth signage, slides, and follow-up materials.

7) Capture and follow up → Use Email Gate, Embedded Lead Forms, kiosk mode, or URL parameters
Connect engagement to cleaner attribution, stronger follow-up, and more personalized outreach after the event.

  • Getting Started with Walnut: Core Resource Pack
    Foundational guides for capturing, organizing, editing, and sharing product experiences.
  • Walnut ROI & Analytics Resource Pack
    Extend your knowledge with ROI and engagement playbooks, including how to measure demo and embedded experience impact across funnel and pipeline.
  • Embedded Demos Resource Pack
    A curated set of resources for building and optimizing guided embedded demos, including setup guidance, feature configuration, accessibility considerations, and performance optimization.
  • Deal Rooms Resource Pack
    Explore how embedded demos and playlists fit into broader Deal Room strategies for sales, success, and account-based workflows.
Event Coming Up? We’ve Got You Covered.
For conferences, kiosks, offline-ready planning, QR experiences, attribution strategy, and booth flow design, Walnut Professional Services can help you move fast and launch a polished experience.

Contact Team Walnut 💜

If you want a second set of eyes on your event experience, QR flow, kiosk setup, offline playlist strategy, or attribution plan, Team Walnut is ready to jump in and help you move fast. 💜

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