Virtual Events Platform FAQs | Virtual Events FAQs | Virtual Fairs FAQs

Event Management & Support:

How much time will take it to setup the platform? Will you provide live-event support?

HexaFair: The platform setup takes 4-5 business days. The event website development takes 5-10 working days depends on the client feedback and response time.

Will we be given any training?

HexaFair: Yes. HexaFair team will provide training to you & your team for one day. The training program includes the topic “how each features work, how booth contents can be managed, email reminders feature, event feedback form feature”. We have number of recorded videos that is useful to the organiser and exhibitors that explain how each features work and managed.


Can it run on my own domain name? We don’t want it to be like or

HexaFair: The platform by default runs as If you want it to run on your own domain name like, it is 100% possible. Please order ‘Custom Branding” add-on.

What are the maximum amount of users, the platform can handle?

HexaFair: There is no limitation. But discuss with your project manager/Sales team for the volume and cost associated in prior.

Does your platform support multi-language?

HexaFair: It does support English only. Additional language support can be done. It cost 1500$ per language. The possible supported languages are German, Japanese, Spanish, Korean, Arabic, French & Dutch other than English.

On the platform it appears you can walk around as an avatar, can you interact with other avatars?

HexaFair: We have avatars in each booth. The attendees can initiate chat with the exhibitors. But, we don’t maintain avatars for other attendees due to performance issues on mobile apps. However, attendees can search other users and exchange business cards and chat to each other.

We have a 3D department or Our own designers, is it possible we can provide 3D models for the exhibition hall or auditorium or lobby? If so, what format do they need to be in and what’s the cost?

HexaFair: Yes. We can do it. However, the integration requires its own timeline depending on the complexity of your designs. We can provide the estimation for exact cost and timeline after reviewing the designs.

Do you have a helpdesk within the environment where attendees can contact the event organiser if required?

HexaFair: We can have a Help menu that may have the contact information of the organiser and Contact no.

Do you have any gamification features?

HexaFair: Yes. We have Leaderboard based on attendee’s activities. You need to give us the rules. For example, give 10 points for downloading a document, give 40 points for visiting a booth. We can then get this game board report created. However, more interactions to be understood, let us know your expectations in detail.

Can you load a welcome video?

HexaFair: Yes. The welcome video is played in the lobby.

Do you offer desktop / mobile push notifications?

HexaFair: We don’t have the push notifications feature in mobile app and web. We can take up the feature request and implement it as a custom request if required.

Visuals of people that show a full conference? This refers to having 3d model people all around the exhibition/conference hall. i.e. like how each booth is manned by a 3d model person

HexaFair: Static based Avatars, we can keep in many places. However, this may definitely increase the loading time of the application at least by a minute. You need to consider the user experience. We had it earlier in the system. Due to memory & high internet connectivity required, this may take 2 minutes for loading the complete applications, the end users are losing patience, leave from the application immediately. We carefully considered & removed it. Probably, in the auditorium, we can have avatars filled up. So that it does not look empty. But, in the exhibition hall, we don’t recommend. If you still want it, we can get it done for you.

Tried out the Android & iPhone app and it looks great. Quick check on use on mobile, is it possible to do it web-based rather than app-based?

HexaFair: As an organiser, it is your decision whether you want to go with only Web based or Web and Mobile app based. But, we highly recommend you to go with Mobile app as well. Feature wise, there is no difference. But, mobile, users will have far better experience and convenience. They don’t need to log in sitting in front of their computer

How many sponsor banners allowed?

32 sponsor banners allowed. 4 in the entrance; 10 inside the lobby; 8 inside the exhibition hall. 10 inside the auditorium.

Exhibitions & Booths:

Can you also please send over the specifications that will help me to explain your Booths in more detail to colleagues internally?

Booth Specifications:
Sponsor Banner Specifications:

To what extent Booth customization is possible?

HexaFair: We can make color changes to the booths without any additional cost. Changing the booth model completely or Integrating your own booth model/your customer’s booth model designs, it will incur an additional cost of 500$ per booth model to get this done into our platform.

Can attendees chat to one-another on exhibitor booths?

HexaFair: Yes. We have this feature.

Can exhibitors call or video chat with attendees?

HexaFair: Yes. Video chat between attendee to attendee/attendee to exhibitor is possible.

Can exhibitors see attendee profiles when on their booth?

HexaFair: The exhibitors can see the details of the attendees who visited their booths under the reports section in admin.

Can attendees email all documents collected to themselves?

HexaFair: They can download documents under My Box section during the event any time. An export all documents collected feature also available at the time of leaving the event.

Event Website & Registration:

In terms of the registration form, can we fully edit the HTML/CSS so we have full control of the look and feel?

HexaFair: The registration form available in the event website (which is available in the website), yes. If you provide us the designs and form fields, we can customize and implement it.

Can we register delegates on a separate system then provide all data to yourselves? What’s the process involved?

HexaFair: We have user registration data import feature. If you have the data in other systems, we can import the registration data using CSV file format. Also, if you want to push the registration data into another system, you can export the registration data in CSV file format and import them.

Can we edit the HTML/CSS of all emails including the invite email and auto generated emails?

HexaFair: 100%. You can refer to this:


How many breakout rooms is allowed in the platform?

HexaFair: Up to 50. 20 is recommended.

How many persons allowed in a breakout room maximum?

HexaFair: Maximum 8 persons per room allowed. 6 persons are recommended.


Can we add documents / images to speakers?

HexaFair: Speakers profile, Attendees profile, exhibitor’s representative should upload their profile pictures.

Can users search for a specific speaker?

HexaFair: The attendees can search other attendees/exhibitors. We can include speakers as well if required which is a simple search functionality.

How does conference/livestreaming works?

HexaFair: Our livestreaming is integrated with Zoom. The host, speakers can join from zoom meeting. The zoom meeting will be broadcasted inside the auditorium in the background. Very importantly, the attendees need not log into zoom meeting or need not know the zoom meeting details. The system will do everything in background.

How do speakers join?

HexaFair: For every conferences (per schedule), the host/the client can create zoom meetings and share the meeting details with HexaFair team in prior. HexaFair team will configure/map each respective session and zoom meetings. That’s it. The rest the system will take care automatically.

We have pre-recorded videos. We don’t want speakers to join in live. How can we do it?

HexaFair: You can play the pre-recorded videos at the time in Zoom meetings, then the system will broadcast them into the auditorium where attendees can watch.

We have our own tool. We don’t want to use Zoom? Is it possible?

HexaFair: Microsoft Team, Google meet are supported. However, it will cost additionally. Please discuss the cost with Sales/Project team.

We have Pre-recorded videos, want to allow the delegates to watch anytime?

HexaFair: Yes. Attendees can watch pre-recorded videos On demand at any time during the event at “on-demand videos stage/area.

Any limitation on number of speakers/hosts?

HexaFair: Since we use Zoom as a tool, the number speakers are limited to the zoom tool limitation. Easily 50 hosts/speakers can join a conference. Audience/attendees – No limitation. That’s unlimited.

Can the host share the presentation/Screen share?

HexaFair: Yes. Host at a time can share their screen and presentations.

Can the users view multiple webinars at once? i.e. look at a list of current ‘live’ webinars then choose which ones to watch?

HexaFair: We can have 5screens where parallel sessions can be scheduled and conducted.

Is there an agenda builder?

HexaFair: Yes.

Videos in banner ads – is it possible?

HexaFair: Banners ads are image type only.