Blog > Virtual Fair Playbook: Understanding the 3D Virtual Exhibition Software & Best Practices

Virtual Fair Playbook: Understanding the 3D Virtual Exhibition Software & Best Practices

With advanced technologies & the globalization of enterprises, the demand for 3D virtual exhibition software has increased exponentially.

Today, with a smartphone in hand, you can attend a virtual fair & exhibition from the comfort of your homes.

The 3D virtual exhibition software offers enormous scope to blend the in-person and virtual practices through augmented or mixed reality.

A virtual fair platform integrated with augmented reality tools & features – are now delivering next-level experiences to the audience with lots of exciting elements.

From hosting small fairs to large expos, here are a few reasons – Why the virtual fair will be grand in 2021?

 

 What is a Virtual Fair?

 

A virtual fair is an online event hosted on a 3D virtual platform. Audiences from various locations participate and exchange knowledge virtually.

A comprehensive 3D virtual exhibition software has all the interactive features to create life-like, immersive experiences.

And thus, the virtual fair platform is helping brands design customized virtual booths as per their demands, standards and goals.

 

4 Top Virtual Exhibition Models to Consider

 

Virtual exhibition models are diverse & can range from virtual career fairs or job fairs to virtual trade fairs, virtual education fairs and product launch fairs, etc.

Today, we have penned down the four top virtual fair models that help industries upscale their business game. Read on.

1. Virtual Job Fairs

 

Virtual job fairs act as a powerful medium to bring together corporates and potential job seekers.

From data collection to resume screening to audio/video interviews, tests, Q&A sessions and job offers. All the networking and discussions can happen under one roof seamlessly.

Leveraging the best 3D virtual exhibition software allows exhibitors to create perfect booths relevant to the brand, goals and hiring needs.

Integrating fun elements into the event like gamification, virtual swag bags, & contests helps to maintain interest and carry the best engagement throughout the fair.

 

2. Virtual Trade Fairs

Advertising exhibition stand mockup 3D composition with blank projection display cards and lamps suspended from ceiling vector illustration

 

Advertising exhibition stand mockup 3D composition with blank projection display cards and lamps suspended from ceiling vector illustration

For businesses, virtual trade fairs are a great opportunity – to promote brand outreach & generate awareness.

A comprehensive 3D virtual exhibition software with in-built tools & integrations allows exhibitors to design exclusive virtual booths for enhanced networking and seamless connectivity.

Results are, the new virtual exhibition booths are producing well-qualified contacts leading to accelerated sales funnels.

 

3.Virtual Education Fairs

 

Top and mid-tier global varsities have launched special online courses and executive programs for students living abroad.

The virtual education fairs allow students from across the globe to connect with university management and discuss coursework, fees, terms and conditions etc.

Virtual campus tours are the new feature that is giving students an experience beyond imagination.

By all means, a virtual fair platform can allow students and universities to connect beyond geographical barriers.

 

4.Virtual Product Launch Fair

New product presentation 3d realistic vector concept with empty podium or pedestal covered red silk fabric and illuminated in darkness with bright direct beams of stage searchlights illustration

New product presentation 3d realistic vector concept with empty podium or pedestal covered red silk fabric and illuminated in darkness with bright direct beams of stage searchlights illustration

Virtual product launch fair is an excellent model for businesses that want to launch new products or present innovations.

Now industry leaders can share their upcoming product releases most innovatively and effectively.

Powerful CTAs create excitement & drive the audience to take timely action & better purchase decisions.

The 3D virtual exhibition software allows open conversations, Q&As, live chats related to the new product.

Learning the Virtual Fair Best Practices

 

To create and deliver next-level virtual fair experiences – it is essential to learn the industry best practices.

Modern 3D virtual exhibition software makes it easy, possible and engaging for the audiences. They are highly affordable, adaptable and can deliver the best engagement.

There are numerous ways to host a virtual fair.

Here are the top 5 best practices to host a successful virtual exhibition.

  • Scale-up company branding to attract the best talent
  • Promote interactions via live chat & networking
  • Host dynamic webinars & conferences
  • Organize giveaways
  • Merge a real-time job board on the virtual fair platform

 

Virtual Fair Planning: The Basics

 

Be it a virtual fair or virtual exhibition! Event planning always goes back to basics.

Understanding the audience interests, brands, business goals and framing the content alike is a must.

Today, organizations are even planning to integrate virtual expos into their business models &run promotions for better reach and experience.

 

Few Tips to Virtual Exhibition Planning:

  • Exhibit good marketing strategies.
  • Be selective with the content.
  • Include interactive elements.
  • Allow data analytics & insights.

 

Virtual Exhibition Features

Software requirement description abstract concept vector illustration. Software system description, agile tool, business analysis, project development specifications, document abstract metaphor.

Software requirement description abstract concept vector illustration. Software system description, agile tool, business analysis, project development specifications, document abstract metaphor.

Online expos are all about global networking and product/service presentations. The virtual fair platform offers the best production quality, connectivity, integrations and content.

Here are a few best features not to miss on a virtual fair platform.

  • Virtual fairs website
  • Landing pages
  • Email marketing
  • Flexible online registration forms, etc.

 

3D Virtual Exhibition Software: 4 Ways to Hosting a Virtual Fair

 

Audience participation is crucial for online events. And the virtual fair platform makes it possible.

Besides the regular presentations, many other elements help promote, execute and manage your virtual exhibition online.

Here are the top four elements to cover.

  • Event Website

Give your virtual fair a professional touch with a stylish event website and personalized emails. Interactive elements that match your brand are custom-designed & promoted via social channels. Set marketing goals precisely with integrations, support and tools.

  • Virtual Fair Platform Landing Pages

Sleek and stunning landing pages are designed by embracing attractive colour patterns and exclusive content. With 3D virtual exhibition software, creating the landing pages and setting up a website is now quick & easy. Quickly selecting some designs and following the guide helps you set up your website instantly.

  • Email Marketing

For any event or fair, marketing is essential to get the word out. You can adopt diverseideas to market your fair. But one most effective strategy to consider is email marketing. The virtual fair platform can design customized templates to release to your target customers and drive registrations.

  • Flexible Online Registration Forms

Online registration forms bring some ease into the complex system. Technology streamlines the process effectively and allows faster sign-ups. Crucial data like email ids, audience names, contacts and business information help gain insights and prepare reports for analytics.

 

Virtual Fair Ideas: How to host an online fair?

 

Virtual fair planning requires knowledge of event technology tools, websites, software, integrations, apps, marketing etc. But executing the engagement strategies is considered as virtual fairs best practice. Keeping the event length confined to 3-4 hrs. is also essential.

Want to learn more? Here are a few tips for creating the most popular virtual fair experiences.

Some FAQ’s to Ask While Planning a Virtual Exhibition

  • How much time will it take to plan and set up the virtual exhibition?
  • Any live support?
  • What to expect on the event floor for audience engagement?
  • Any supporting guides explaining how to use the virtual fair platform?

 

Need more guidance on virtual fair FAQs? Here are few tips to follow.

  • Preparing your audience:

The virtual exhibition is a new model. The audience being used to realistic experiences might find it hard to get along with the technology-based model.

So, planning for small training sessions to educate your audience about the software features, tools and usage is considered – the best practice.

Pre-event email marketing is a strategy that helps in reminding your audience about the emerging event. It encourages the complete practice of sessions before the final event. So, any issues identified in practice can be resolved instantly.

  • Creating the best engagement:

With short sessions, planning engagement can be a challenge. Organizing virtual happy hours, interactive Q&As, live polling, gamification, wine tasting sessions etc., are considered as best practices.

With social media as a promotional tool, event planners are creating next-level experiences for audiences all around the globe.

  • Creating the best networking  

Handshakes and in-person meetings are not possible on the virtual floor. For better networking – virtual fair platforms have designed mobile apps to connect audiences virtually. The apps are user-friendly & have live chats and bots for instant inquiries. The audience can register, join groups, chat online, make video calls & do much more on the apps.

  • Easy data collection

On a 3D virtual exhibition software, data analytics tools carry insights about user data, activity, performance, etc. From registrations to chat history to content downloads, every action helps to note audience behaviors & engagement.

Here is some of the list you can collect at virtual fairs

  • Registration data
  • Audience demographics
  • Link clicks
  • Polls, Q&As & survey results.
  • Feedback’s & ratings, etc.

Virtual Fairs ROI & Success

Understanding and measuring your virtual fair success is crucial for any exhibitor or sponsor. Here are a few tips on how to measure the ROI?

  • Align your event goals.
  • Identify KPIs.
  • Evaluate data insights.
  • Take feedbacks for review.

Conclusion

Want to make your next virtual fair a grand success? Then, HexaFair guides can help you with the best strategies and give you powerful tips on creating a stunning virtual presence.