How to host virtual exhibitions

Virtual Exhibitions are simply defined as exhibitions that take place online. While the physical exhibitions require a full-fledged venue, physical booths, and plenty of other requirements, their virtual counterparts demand an efficient virtual exhibition platform and a stable internet connection.

The demand for hosting a virtual exhibition has grown exponentially since the outbreak of the pandemic. The reason is pretty simple; ever since we have shifted our lives online, virtual events have got the spotlight. Along with it, since virtual exhibitions come easy on a lot of factors, they have emerged as a better alternative to their physical counterparts.

How to host virtual exhibitions?

Here is a step-by-step guide to help you know how to host a virtual exhibition.

Set Goals and Objectives

The first and foremost step that you need to follow to host an engaging virtual exhibition is to set goals for your upcoming event. Having a well-defined objective will help you gain a direction to work towards. Be always clear with what you want to achieve with the exhibition. Is it to expand your brand reach? Or do you want people to know about any product or service for your customers? Not only this, but you can also host the exhibition to generate more revenue. The point is, no matter what your objective is, be very clear with them. It will help you host efficient exhibitions.

Outline Your Event

After defining your objectives, move ahead with the next step. Here are a few things that you need to be clear with:

  • Format of the Event
  • Registration fee for the event
  • Networking Features
  • Audience Engagement Tools and activities
  • The number of booths and exhibitors in your virtual expo.

Once you get clear with all the requirements, start executing them one by one.

Pick a Suitable Virtual Event Platform

After having decided on the planning, it is time for you to pick the most suitable platform. Always keep a window of a few days and be patient while making a choice; Hurry might spoil your game. Look for a few options, compare them, and then select one. Go for the option that goes well with your brand’s needs, demands, and budget, of course.

Promote Your Upcoming Event

What if we tell you the complete success of your exhibition depends on the marketing you do. Hence, while promoting your upcoming expo, make use of every strategy you can and leave no stone unturned. You can use traditional media, paid media specialists, social media marketing, and several other methods to ensure the maximum number of people know about your event.

Engage the Audience

People think that virtual events are boring, and they are right to an extent. The reason is, several organizers use platforms with less or no audience engagement tools. It leaves the attendees with no medium to interact with their fellow attendees and engage during the event. It reduces the audience engagement rate on the platform and leaves a bad impression on the audience. Hence, ensure your platform comes with tools and options like live chats, live polls, surveys, and more, enabling the attendees to interact with others.

Create Interactive Booths

Design engaging and impressive virtual booths for your virtual exhibition. Include several engaging features such as 3D product demonstration, downloadable videos and brochures, and more. These features will help the exhibitors attract more attendees.

Keep Track of the Attendees’ Data

After the event, ensure you send a follow-up mail to the attendees. You can also attach a feedback form with the mail. It won’t only help you know their reviews but also analyze and measure the success of your strategies.

What are the benefits of hosting virtual exhibitions?

The reason why the concept of the virtual exhibition is gaining popularity these days is the numerous advantages it comes with. Here we have described a few of the significant benefits of hosting virtual expos.

Let us have a look:

Virtual Exhibitions are Cost-Efficient

One of the most prominent advantages of hosting virtual expos is they allow the hosts to save money. With virtual events, the hosts can save hefty sums of money they would be otherwise spending on logistics, venue, stationery, and another ā€™ Nā€™ number of things. Not only this, since web expos don’t require the attendees to travel, the attendees get to save money they would have spent on flight tickets, hotels, and more. The cost-efficiency allows more exhibitors and attendees to participate in the exhibition, increasing the audience reach and brand awareness rates.

Online Exhibitions Allow More number of Attendees

Since online exhibitions don’t require the attendees to travel, they witness a higher number of attendees. Not only this, the attendees get to save money in case of online events. Due to this reason, the virtual equivalents of events have more attendees as compared to physical events. Also, online expos don’t have any minimum requirement when it comes to the space required to carry out the plannings and host the event. This advantage enables the attendees to invite as many attendees as they want.

They allow the hosts to track event analytics

Next prominent advantage of hosting virtual exhibitions, or any other virtual event, for that matter, is that they enable the organizers to keep track of the in-event audience engagement activities. This feature of the virtual exhibition platforms comes as a great advantage for the organizers. The efficient use of this feature can help them analyze their strategies properly and plan their upcoming events accordingly.

They are Flexible

Where the physical events demand the attendees to be present at the venue, but this is not the case with their online equivalents. One can be a part of online events from any part of the world. Not only this, but virtual exhibitions don’t also require the attendees to have a fixed set of equipment.

They are a sustainable option

Virtual exhibitions don’t have any negative impact on the environment. Since the mode of hosting online exhibitions is the internet, they don’t lead to the wastage of food, energy, and plastic. Not only this, they reduce the carbon footprint and are a sustainable option.

The above-mentioned points and strategies are sufficient to host an engaging and enthralling online exhibition. Take them into consideration, and host a successful event experience.