Best Practices for Running a Virtual Trade Show

  • featured image - Best Practices for Running a Virtual Trade Show

Recent global happenings have turned the event industry on its head and event organizers have been scrambling to save their events and deliver a valuable experience to event attendees, exhibitors, and sponsors alike.

The accessibility of video conferencing tools has made attending a meeting through a video conference app like Zoom the standard fare for professional and personal connections.

But the virtual space is not just limited to virtual staff meetings or social gatherings. Virtual conferences and trade shows are becoming the new industry standard.

Best Practices for Running a Virtual Trade Show

In many ways, the aims and motivations of virtual trade shows are the same as those held in-person and the primary difference will be in how you plan the event.

If you are new to creating virtual trade shows, there are a few things you should keep in mind. The following tips will help steer you in the right direction so you can create the best trade show for you, your attendees, and your exhibitors.

Enable Live Chat

featured image - Enable Live Chat

The success of any event hinges on audience engagement. When it comes to virtual events, extra steps need to be taken to foster communication and interaction between participants.

Live chat tools at virtual booths allow attendees to ask questions related to products or services and have those questions answered in real-time. Consider real-time text chat as well as audio and video chat.

A live chat option not only helps attendees get the information they need, but it also helps vendors and exhibitors gain and qualify leads, which increases the potential for more sales.

Facilitate Networking

featured image - Facilitate Networking

One of the biggest benefits of attending a physical trade show is the opportunity to connect and network with other industry professionals. That opportunity does not need to be lost at a virtual trade show.

When planning your trade show, be careful to include events and sessions that will actively facilitate networking.

Consider running specific networking sessions or social events. A virtual cocktail hour, for example, can go a long way to connecting attendees and vendors outside of the show floor.

Some event platforms, like Accelevents, use artificial intelligence to match attendees, creating more dynamic and meaningful personal and professional connections.

Create Educational Opportunities

featured image - Create Educational Opportunities

When trying to impress virtual attendees, it is not enough to just set up a bunch of virtual booths and hope for the best. When attending online, and from home, you will have to compete with many readily available distractions. Offer your attendees something more.

Add keynote speakers, product demonstrations, and education sessions to your event agenda. This will not only break up the monotony of visiting virtual booth after virtual booth, but it will also provide more value to your target audience.

The opportunity to learn new and interesting things can be what sets your trade show apart from the rest. Plan to include webinars, live demos, and Q&As.

Offer Customizable Exhibitor Booths

featured image - Offer Customizable Exhibitor Booths

At a physical event, exhibitors and sponsors can brand their exhibitor booth any way they see fit. It is easy for them to create a space all their own. Offer them the same opportunity at your virtual expo or trade show.

Exhibitors and sponsors should be able to design and build their virtual booths to include brand logos, messaging, product demos, and digital handouts or brochures.

These features can be used to generate and capture leads and connect with event attendees. Including live text or video chat can further these opportunities.

Create an Experience

featured image - Create an Experience

A virtual trade show may not be able to fully replicate the experience of a physical event, but it doesn’t have to. The virtual experience can be every bit as interesting, informative, and engaging, if not more.

Some things you should consider when elevating your virtual trade show experience:

  • Custom Avatars: Allow attendees to build their own avatar that can be used to navigate the virtual environment. This allows greater personalization for event attendees and can make networking sessions and social exchanges feel more interactive.
  • Personalization: Beyond the avatar, the virtual trade show experience should be personalized as much as possible. Use registration data to offer more personalized suggestions to attendees and connect them with the content and programming that will interest them the most.
  • Clear Communication: Email campaigns and social media posts can help you keep in touch with registered attendees. It is a good idea to allow for easy communication during the event as well. Even in the virtual event space, things can change rapidly. Event organizers should be able to use pop-up text or videos to deliver vital information to attendees.
  • 3D Visuals: If possible, create a 3D environment for your trade show. Doing so will create a visually stunning space that will impress attendees. Not only will this layout look impressive, but it can also help attendees to easily navigate the space, which is a must.

Consider using augmented or virtual reality to push this digital environment event further.

  • Use Gamification: Gamification can be used to create a fun and interactive experience for your attendees. A little competition can improve attendee engagement and overall experience. If you build in this fun element and reward participants with appropriate prizes, you can all but guarantee that attendees will remember and talk about their experience for a long time after the event has wrapped.

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