How to exhibit at a virtual conference

How to exhibit at a virtual event

1. Visibility in a time of crisis is crucial. Having a presence at a virtual conference will show you’re still there for…
2. Reduced cost, so fairly low risk. No need to send your staff, marketing materials or printed literature to the far…
3. More environmentally friendly – less travel and waste reducing your carbon footprint.

Full
Answer

What are virtual conference ideas?

Virtual conference ideas are suggestions for creating engaging and memorable online events that attract significant audiences. Because virtual events are different experiences than in person events, you need to approach your seminar from a new angle.

How to host a virtual exhibition?

Before you decide to host a virtual exhibition, have a clear vision of what you want to achieve. You may want to introduce new items, give a presentation on the company’s product line, generate sales, and so on. Your team, especially event organizers and staff manning the booth, must clearly understand your goals. Step 1. Start planning early

How can I promote my Virtual Conference on social media?

Virtual conference social media ideas: Host a contest, such as a raffle or a user-generated-photo contest Create a hashtag for your event. This helpful guide from Whova can show you how. Use interactive elements to engage your audience, such as Instagram story polls or augmented reality filters

What are the best virtual conference best practices?

You can build hype for your event by running special campaigns on your social platforms. Though online symposiums are still a relatively new concept, social media promotion is sure to become one of the key virtual conference best practices. Virtual conference social media ideas: Host a contest, such as a raffle or a user-generated-photo contest

How do you make a virtual exhibit?

How to Host a Successful Virtual ExhibitionOutline your Goals. Much like a live event, you should outline the goals of your virtual exhibition. … Make it Easy for Delegates to Access Information. … Interactive Floor Plans. … Impress your Attendees with Stand Design. … Benefits of a Virtual Exhibition.Analytics. … Cost.

How do you stand out at a virtual conference?

How to Stand Out as a Virtual Conference AttendeeUpdate Your Profile. … Edit Your Visible Name. … Use a Meaningful Profile Picture. … Utilize Custom Virtual Backgrounds. … Follow Relevant Keywords in the Chat. … Dress to Impress. … Take Advantage of Any Conference Social Media Groups. … Show Up to Your Virtual Conference Prepared.

How do I make a virtual conference interactive?

Virtual conference engagement ideasOffer a free ebook or several free ebooks. … Offer slide decks and replays to attendees. … Offer online coupons – especially from sponsors and exhibitors. … Use polls before, during, and after the event. … Offer an immersive agenda. … Create a social media hype ahead and during your conference.More items…•

How do I make a virtual exhibit booth?

0:032:14eZ-XPO 3.0 Tutorial – How to Create Virtual Booth – YouTubeYouTubeStart of suggested clipEnd of suggested clipAfter you login to the virtual Expo Network you will see a dashboard for organizing your virtualMoreAfter you login to the virtual Expo Network you will see a dashboard for organizing your virtual Expo manage booths is where you can set up your virtual booths.

How do you hold a successful virtual event?

10 tips for hosting virtual eventsSet clear goals from the start. … Choose the right platform to host your virtual event. … Choose the right time for your event. … Promote your virtual event. … Develop a clear agenda that includes speakers and timeframes. … Include moderators at your event. … Engage your audience. … Prepare to troubleshoot.More items…

How do you be a good participant in a virtual meeting?

Participate During Time:Introduce yourself before the meeting gets going, if allowed.Use “mute” when not talking to prevent noises from entering session.State name before speaking so everyone knows who is talking.Stay focused on the meeting topic and agenda times.More items…

How do you make a virtual event more fun?

37 Virtual Event Ideas for Your Next Online EventPersonal Trivia Turned Into a Virtual Game. … Real-Time Illustrations During Sessions. … Live Games or Competitions. … Virtual Concert. … Health and Wellbeing Activities. … Build Unique Immersive Environments. … Attract Star Talent. … Cooking or Cocktail Class.More items…•

How do you make a virtual exhibition hall?

0:144:51Create and Share Your Virtual Exhibition – YouTubeYouTubeStart of suggested clipEnd of suggested clipCreate a badge fields with an asterisk are mandatory if you plan to exhibit. It would help to createMoreCreate a badge fields with an asterisk are mandatory if you plan to exhibit. It would help to create the complete profile. And click on register.

How do virtual booths work?

A virtual booth is a space within a larger virtual event. The aim is to generate meaningful conversation with attendees. A variety of assets can be displayed. These include static text, logos, banners, video and even a chatbot.

What is a virtual photo booth?

What is a Virtual Photo Booth? A virtual photo booth is an event and photo marketing solution that allows users to create custom photo content and allows brands to engage and connect with the people they want to reach.

How do you stand out on a Zoom call?

7 Essential skills to stand out in a Zoom meetingTurn on your video. Video calls attract more attention than voice-only interactions. … Know your equipment. … Get camera ready. … Make your setting complement your message. … Modulate your voice. … Organize your ideas beforehand. … Claim and manage your time.

How do I get the most out of my conference?

6 Tips to Get the Most Out of a ConferenceThink About Your Goals. Consider your priorities for a conference. … Choose the Right Conferences. There are several different types of conferences and they each have their own strengths. … Plan Your Time. … Networking. … Don’t Neglect Twitter. … Take Notes. … Follow Up.

What makes your event stand out?

An event is created to ultimately bring people together albeit to educate, motivate, exchange ideas, network or develop new strategies. Your delegates are key to an event’s success and if you exceed their needs and expectations, your event will really stand out and be successful.

What are virtual conference ideas?

Virtual conference ideas are activities and features that attract and engross telecommuting event attendees. Virtual conventions lack the tradition…

What are some good virtual conference ideas?

The best virtual conference ideas utilize the advantages of the web and meaningfully engage attendees. Some great virtual conference ideas are mult…

How does a virtual conference work?

To create a virtual event, first research and select the software and equipment you will need to execute your event. Once you choose your technolog…

What is a virtual conference?

A virtual conference is different than a simple virtual meeting. It’s an entire virtual experience. They are often multi-day, are hosted online and…

Why host a virtual conference?

A virtual conference allows organizations to reach a broad audience, as virtual conferences often result in 8x the number of registrations as tradi…

How do you create a virtual conference strategy?

A virtual conference is not like an in-person conference. It takes place solely online and requires attendees to focus on a screen for hours at a t…

What are some goals or KPIs of a virtual conference?

As with any event, you’ll need to set goals and identify key performance indicators (KPIs) before the event in order to assess event success at eve…

How do you execute a virtual conference?

Virtual conferences aren’t all that different than in-person conferences. In fact, much of the planning is the same – from website creation to regi…

How do you build cross-functional teams?

When you make the decision to go virtual, get ready for your planning team to change. To make a technically complex digital marketing program a suc…

How do you choose the right virtual event technology?

Taking your event virtual often means adding new technologies into the mix. The first question on most planners’ minds is how are attendees going t…

How do you plan the virtual conference content experience?

According to Forbes, content is still king. But, the attention span of an attendee has changed. The virtual conference needs to be structured in a…

How do you facilitate networking at virtual conferences?

After great content comes connection building. The physical proximity of in-person events allows attendees to create their own community for the du…

What does sponsorship look like for virtual conferences?

There are many types of sponsorship available at virtual conferences, including many of the same offerings used at in-person events. There are vide…

What is virtual conference?

Virtual conference ideas are suggestions for creating engaging and memorable online events that attract significant audiences. Because virtual events are different experiences than in person events, you need to approach your seminar from a new angle. These ideas also work for virtual retreats. Specifically, this list includes: …

What is a schmoozing conference?

Schmoozing is one of the main draws of conferences. Guests attend these events in part to meet other industry professionals. Though much of the networking occurs in structured environments such as luncheons, cocktail hours, meet and greets, and panels, a good deal of socializing also occurs in spaces such as hallways and lobbies.

What is a virtual swag bag?

Virtual swag bags are collections of gifts you can send via email, no need to trek to the post office! What to include in a digital swag bag: Virtual gift cards, like Amazon or Starbucks. Trials for apps like Calm or Pandora. Subscription or access to a digital industry journal.

Why are virtual daycares so popular?

Because guests will attend your conference from the comfort of home instead of the seclusion of an event center, there is a possibility that kids may crash the affair. For this reason, some organizers are advertising virtual conferences as children-friendly to encourage the attendance of busy parents. You can take this notion one step further by offering entertainment specifically for the kids.

What is hype in social media?

Social media hype. Social media is one of the most useful digital marking tools, and one of the best ideas for marketing virtual conferences. You can build hype for your event by running special campaigns on your social platforms.

Is it harder to draw attention to a virtual crowd?

Drawing interest and maintaining attention can be harder with a virtual crowd than with a physically present group. By embracing the advantages of an online platform you can attract a wider audience and achieve favorable results.

YOUR EVENT HAS BEEN CANCELED. NOW WHAT?

In-person events and conferences are a vital part of many companies’ sales and marketing efforts. They give attendees an immersive educational experience and (when well executed) help businesses tell their brand stories and create emotional connections with those attendees.

How to bring to life a virtual experience

The first step is to decide what type of virtual experience will best replace (or augment) your face-to-face event. We categorize virtual experiences into three types:

How to decide what type of virtual experience is right for you

If you’re not sure whether a virtual exhibit, virtual event, or virtual conference is right for you, consider the following questions:

What is the purpose of virtual conferences?

The purpose of virtual conferences is lead and demand generation, adoption and retention, brand awareness, and relationship building . A virtual conference is a great alternative, or companion for hybrid events, to an in-person conference.

Why are virtual conferences important?

Virtual conferences offer planners and marketers a way to connect with a broader audience, often leading to higher registration numbers than in-person events as travel and cost are no longer burdens attendees must bear. In our new normal, virtual events have taken over.

How many sessions can you have in a virtual conference?

Don’t be afraid to cut the number of sessions for a virtual conference – where you might have more than a hundred sessions at an in-person conference, it’s not unusual to cut that down to 20 when going virtual.

What is event data?

1. Event Data: This is basic data that describes the event itself. Event type, cost, date, location, registration counts, etc. are examples of event data. Capturing event data for your virtual events allows you to compare the virtual event’s performance with virtual events, as well as its in-person counterparts.

Is a virtual conference the same as an in person conference?

Virtual conferences aren’t all that different than in-person conferences. In fact, much of the planning is the same – from website creation to registration to email marketing – the basics are all in place. But, with virtual conferences, a larger emphasis must be placed on technology.

What is a virtual exhibition?

Traditionally, exhibitions are public events where you display or present products. A virtual exhibition differs from a traditional one in a few ways. It is a large-scale virtual event for community building and promoting products and public relations by highlighting a company’s narrative through various media and methods.

Benefits of virtual exhibitions

Online exhibitions allow you to demonstrate your products to potential buyers, which creates value for both the company and customers. Customers can observe the product in action and easily decide whether or not it would be beneficial to them. Also, they can inquire about the characteristics and advantages of the product.

How to host a virtual exhibition

Before you decide to host a virtual exhibition, have a clear vision of what you want to achieve. You may want to introduce new items, give a presentation on the company’s product line, generate sales, and so on. Your team, especially event organizers and staff manning the booth, must clearly understand your goals.

The bottom line

A virtual exhibition is a great way to enhance your profile and promote your brand. It enables you to network with your potential customers and suppliers while simultaneously learning more about your competition. Above all, it is convenient for your audience to attend because they do not have travel, saving money and time.

What happens during a virtual conference?

During the virtual conference, there is bound to be some technical difficulties somewhere in the connection. It’s par the course when dealing with technology. It’s a good rule of thumb to have patience while the situation is resolved either on your end or with the event organizers.

What does virtual conference mean?

The mention of a virtual conference may for some be a welcomed change because it means they can login from anywhere. However, while a virtual conference may denote a more casual atmosphere for attendees, there are a few things to be mindful of prior to logging in, during the event and once adjourned.

How long does a virtual convention last?

While in-person conventions may have lasted up to a week, a virtual event may be hosted for a couple of hours or spread out over a few days depending on the timeline. However, it’s important to select an actual date early so attendees can adjust their schedule and block out the time.

What is a testing session?

So what is a testing session? Basically it is a session where upcoming attendees and exhibitors and speakers can test out the event platform to see how everything will work. There’s nothing worse than to be ready to sign on virtually and something goes wrong and you miss the information. Or worse, you are scheduled to present and there is a glitch in the system. A testing session will give everyone time to make sure they are ready to go.

Can you sit in a virtual conference?

However, attending a virtual conference means you can sit anywhere you like with access to your device. Lounge in your man-cave or she-shed, tune in from your office or where ever you deem is a great seat.

Should I mute myself during a conference?

Be sure to mute yourself when not speaking during a session. You don’t want to be embarrassed by what others may hear in the background. Sometimes even the slightest background or environment noise is pickup by a sensitive microphone. Take a few moments before the conference begins to find a good location free of noise and interruptions.

Is virtual conference possible?

However, there may be a learning curve for attendees and exhibitors if the platform is not familiar to all. Therefore, the technology divide will have to be factored into planning an exhibition since it will greatly impact every facet of the event.

What to include in a business card for an exhibitor?

Just as you would have had company representatives with their business cards at a live event, include the contact information for at least one specific person, stating their job title, so that your company has a personal touch and is approachable.

What is breakout room in webinar?

Another feature available through many webinar software is breakout rooms, which allow people to leave the webinar to then attend smaller group chats. This has become a popular way for more intimate conversations to take place. Administrators can make it particularly helpful if they offer breakouts based on job role or location.

What is webinar software?

Webinar software comes with a variety of solutions, including a chat function, and if the webinar host has enabled this capability, it’s a great way to add your commentary and provide your contact information. Students in the Creative Writing MFA program at The New School, for example, were surprised to realize that with the chat feature their communication and social bonds actually improved beyond the capabilities of a live reading.

Can you host a conference in person?

While large group gatherings common at conferences may not be feasible, as more businesses reopen, you may want to consider hosting a smaller, socially distant in-person event. This could be anything from a meet up at an outdoor café for locals to a post-conference fireside chat, so to speak, at a park.

How to thank guests for attending a virtual conference?

To thank your guests for attending your virtual event, send them a digital swag bag, filled with goodies they can utilize in their everyday life. This simple yet thoughtful bonus will help to show guests how fun and rewarding a virtual conference can be, even if it’s not in person.

How to get people to know each other at a conference?

1. Snap a Selfie. For a fun, ice-breaker activity, have your attendees snap a silly selfie and show it to the group. This will allow everyone to get to know one another and feel welcome within the group, developing a sense of community at the conference.

What are the drawbacks of virtual events?

One of the drawbacks of a virtual event is that it is difficult to network or meet new people. To change this, you have to get creative and develop a virtual lounge for attendees to mingle in an open environment online.

How to bring in extra fun?

To bring in some extra fun, incorporate silly riddles for attendees to uncover. This will give them a break from the searching, to take a moment and think. Add a hard riddle to test their brainpower, bringing in subjects that relate to your brand.

What is a scavify banner?

With Scavify, we give you the option to include customized logos or banners on your dashboard to promote your sponsors online. You can show off a brand logo, add a clickable banner ad, or create a challenge specifically for them. This is a brilliant way to shed light on your sponsors, simply and effectively.

What is the agenda of a virtual event?

At in-person events, the agenda typically includes plenty of chances to stand up, stretch and take a quick break from learning. But at virtual events, it’s easy to feel confined to your chair.

Why do people attend conferences?

A top reason people attend conferences is to connect with other industry professionals. These conversations allow you to share ideas with others and make lasting connections that can help you throughout your career.