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 minutes for the orgnaiser to set up the event
Live event support can be arranged on-demand, provided the request is made by the event organiser 7 working days prior to the live event days.
Will we be given any training?
HexaFair: Yes. HexaFair team will provide training to organiser & your team for one day. The training program includes the topic “how each features work, how booth contents can be managed, Conferences and networking management.
At, www.hexafair.com/help, 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 myevent.hexafair.com or www.hexafair.com/myevent
HexaFair: The platform by default runs as https://event.hexafair.com, under an unique code generated by the platform for every event that is created by the organiser.
If you want it to run on your own domain name like www.myeventdomainname.com, it is 100% possible. Please order 'white labelling’ as a customisation feature.
What are the maximum amount of users, the platform can handle?
HexaFair: There is no limitation. But consult in our website www.hexafair.com/pricing or with our 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 navigate around , 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, in networking.
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 time 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: Yes, Lobby has the help desk represented by the organiser’s representative.
Do you have any gamification feature?
HexaFair: Yes. We have Leader board that displays scores for the attendees with respect to their engagement in the platform. Organiser, can set the score card or rules of the game in the admin control panel. We can then get this game board report created.
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 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. 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.
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?
For Immersive Plans : One Dynamic banner or welcome video position; 33 static sponsor banners allowed. 4 at the entrance; 10 inside the lobby; 8 inside the exhibition hall. 11 inside the auditorium.
For Lite Plans : One Dynamic banner or welcome video position; 12 static sponsor banners allowed. 4 at the entrance; 8 inside the lobby.
Exhibitions & Booths:
Can you also please send over the specifications that will help me to explain your Booths in more detail to colleagues internally?
To what extent Booth customization is possible?
HexaFair: Changing the booth model completely or integrating your own booth model/your customer’s booth model designs, will incur an additional cost per booth model to get this done into our platform. The cost and time of customisation can be decided upon reviewing the booth design.
Can attendees chat to one-another on exhibitor booths?
HexaFair: Yes. Attendees can chat with the exhibitor representative in the booths.
Can exhibitors call or video chat with attendees?
HexaFair: Yes. Video chat between attendee to exhibitor is possible.
Can exhibitors see attendee profiles who is 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: All the documents will be mailed to the attendees from the platform, regarding their activities in the platform.
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, we can integrate your event website with the platform.
Can we register delegates on a separate system then provide all data to the platform? What’s the process involved?
HexaFair: We have user registration data import feature. If you have the data, can import the registration data using CSV file format.
Can we edit the HTML/CSS of all emails including the invite email and auto generated emails?
HexaFair: 100%. You can refer to this:
For More Examples click here
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 for optimum performance of the platform.
Can we add documents / images to speakers?
HexaFair: Speakers profile, exhibitor’s representative can 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 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: No, easily 50 hosts/speakers can join a conference. Audience/attendees – No limitation, as they are to join from the platform.
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 3 screens where parallel sessions can be scheduled and conducted.
Is there an agenda builder?
Videos in banner ads – is it possible?
HexaFair: Banners ads are image type only i.e.,static in nature only.