Today, virtual events and meetings are becoming extremely popular and have become an integral part of every business worldwide. Organisations that never imagined organising virtual events and meetings are transforming their live physical events into a virtual environment. With the impact of the COVID-19 global pandemic, events planned up for the rest of 2020 have come to a stop. Restrictions were imposed on public gatherings and travelling to prevent the nation from the wrath of coronavirus. Large and small-scale organisations & businesses were waffling during these uncertain times waiting for the next verdict by the government. Here, virtual events came as an aid and prevented many businesses from dipping down. Leveraging virtual event technology is the only option left with organisers to move ahead in these unforeseen challenging times.

Virtual Event Technology to Convert Physical Event into Virtual

Right from organising virtual meetings, virtual conferences to virtual exhibitions, virtual expos, and shows, a virtual event platform serves all. Nowadays, the internet is stocked up with a wide range of platforms that offer engaging virtual event services. Hosting virtual exhibitions on a comprehensive virtual exhibition platform is the most difficult one in line. Converting the entire event into a digital format seems skeptical to exhibitors at first. The newness of the technology left them in flux thinking about whether to move ahead with virtual exhibitions or not. The merits served by virtual expos and shows are far beyond the reach of physical events. Today, industry exhibitors are willing to participate in virtual exhibitions to showcase their offerings to ample global audiences. To ensure successful virtual expos and shows leveraging the right virtual expo platform is a must.

Today, marketers and event planners are brainstorming and looking out innovative ways to engage attendees in the virtual world. More and more virtual event engaging features are coming up on a daily basis that helps in engaging global delegates seamlessly. It enables exhibitors to connect and network with global attendees remotely in real-time.

What is a Virtual Exhibition?

A virtual exhibition is an online event that is organised on a web-based comprehensive virtual exhibition platform. It enables exhibitors to showcase their unique latest product offerings to a wide spectrum of audiences globally. Attendees are enabled to interact in real-time via live audio, video, and text chat functionalities. A virtual exhibition enables exhibitors to connect with attendees from all over the world. A comprehensive virtual exhibition platform enables exhibitors to organise customisable virtual booths that engage attendees from the comfort of their homes. Whether you are organising a virtual exhibition or a virtual expo and shows considering few essential tips is a must. To ensure a successful virtual exhibition, making the right planning, strategy, and leveraging the right virtual technology is a must.

Steps to Host a Successful Virtual Exhibition & Expo

1. Determine the Goals of Hosting a Virtual Exhibition

Firstly, outline the goal of hosting a virtual exhibition and what you want to achieve out of the same. Whether you are planning to organise a virtual exhibition to generate better revenues? Or to generate business leads? Are you planning to showcase the latest unique product offerings to new customers or existing customers? Or you want to engage your attendees while imparting important messages? Whatever is the purpose of organising a virtual exhibition, it should be clear in the mind of the presenter. Moreover, it helps in making accurate and effective virtual event planning and strategy to ensure a successful virtual exhibition.

2. Create an Effective Plan

Once the goal of organising a virtual expo is clear in the mind, move ahead to virtual event planning and strategy. Create an effective game plan to make your event successful. Answer the following questions to yourself:

  • Will your virtual exhibition be live, on-demand, or both?
  • Will your virtual exhibition be gated or free?
  • What is the registration process?
  • How attendees will interact at your virtual exhibition?
  • What engaging features would you like to introduce in your virtual exhibition?
  • How would your attendees access the virtual exhibition?
  • Would you like to have a payment gateway option? And so on.

After considering all the relevant questions, create effective planning and strategy to host a successful virtual exhibition.

3. Leverage Right Technology

Leveraging the right virtual expo platform is a must to host a successful virtual expo and shows. The massive competition is going on between virtual exhibition platforms service providers that offer engaging and customisable virtual event services.

Selecting the best platform depends on the needs and requirements of the business. Look for a platform that enables you to organise customisable 3d virtual booths, offer live chat functionality and engaging features. Live chat facilitates attendees to have 1:1 or group chats via live audio, video, and text chats. Whereas engaging features such as live polls, surveys, Q&A, gamification, contests, etc helps in keeping virtual attendees engaged throughout.

The robust data tracking feature helps in gathering all the attendee data from the start till the event ends. It later helps in offering detailed analytics reports and measure performance metrics. Moreover, ask a virtual exhibition service provider to show a demo to understand the features of the platform in depth. It will give you a rough idea about how it will benefit your virtual expos and shows.

4. Enable Attendees to Access the Content Easily

Once you have selected a virtual exhibition platform to organise a virtual exhibition and reach global delegates seamlessly, engagement comes next. Virtual event engagement is the major criterion to ensure the success of the event. Enable global delegates to access the content and information at virtual exhibitions easily. Facilitate them to book a live virtual appointment and have 1:1 chats at virtual booths. Engaging hotspots should be clearly defined at your virtual exhibitions. It helps attendees to have easy access to the information that is most relevant to them. Enable attendees to share, download & review files, PDFs, videos, audio, content at virtual exhibitions.

5. Create Interactive & Easy to Navigate Virtual Exhibition Halls

Creating an interactive floor design in a visually rich virtual environment helps global delegates to engage and navigate around the virtual exhibition hall seamlessly. With an interactive floor design, attendees can click at the branded logo stands to visit an exhibitors booth. Interactive floor plans enable attendees to access all the exhibitors’ stands and decide where they like to invest their time.

Here is an example of a virtual wedding expo solution offered by Dreamcast.

6. Create Brilliant Stand Designs for Attendees

Create brilliant stand designs to attract and impress virtual attendees. Decide in the beginning while creating a virtual exhibition planning whether your stand design should be in 2D or 3D. Decide it according to your budget, audience segment, timeline, and deliver immersive virtual event experiences to attendees.

7. Engage the Attendees at the Virtual Gallery

Organise live polls, games, Q&A, contests, etc. at virtual exhibitions to keep the interest of attendees alive. It helps in keeping attendees engaged with the event throughout. However, it results in generating better leads and revenues for the business.

8. Track Every Digital Attendee Footprints

Digital footprinting enables you to keep a record of every attendee move. Right from how they registered? No. of attendees? How they navigated throughout the event? Whom they interacted with? What are the engagement hotspots? What information did they exchange and what they liked, shared, downloaded, and commented? A comprehensive virtual exhibition platform keeps a record of every minute detail. Additionally, it helps in creating an analytics report that later helps in measuring the success of the virtual exhibition.

9. Follow-Up

Sending a follow-up survey via email is a necessary step to convert the fresh qualified leads. Ask attendees to share their valuable feedback and what they liked at the event and whatnot. It helps you in knowing the areas which need improvement for future events.

The perks served by virtual exhibitions are many when compared to in-person exhibitions. Wider reach, increased attendance, better participation & engagement, maximised ROI, more leads, revenues, and data trackability tops the chart. To ensure a successful online expo the right planning, strategy and technology are a must. In short, if you are new to the virtual world and organising virtual expo and shows for the first time, the above-mentioned step will help you to host a successful virtual exhibition seamlessly.