How to organize an online trade show?

Organize a digital fair, consists in bringing together in the same place an infinite number of exhibitors and visitors. This type of show attracts a connected audience from all over the world without any travel on their part. This is an undeniable advantage from an ecological point of view but also for your event. The Covid-19 pandemic has shaken the planet and forced all companies to review their event organization.

Digital fairs are organized like physical fairs. They bring together a certain number of exhibitors within a virtual space and visitors. They come from all over France but especially from all over the world.

Exhibitors reserve a location at the show, this location is characterized by a stand created to measure in the image of the company. The stand bears the colors of the company, and can also offer animations such as videos or photos. In addition, participants can discuss either by videoconference with an exhibitor or by chat.

Visitors move between the stands and can also attend conferences. According to a schedule, the rooms are open to welcome visitors. The speakers intervene by videoconference and the participants attend from their media with an internet connection (laptop, computer, tablet, etc.).

No need to recruit an army of service providers (security guards, hostesses, caterers, cleaners, etc.) for your big event. Organizing a virtual fair requires minimal logistics and this is one of the main advantages of this format. However, the few things to be expected must be perfectly planned! Since many items of expenditure disappear compared to the face-to-face, you will have to invest in 2 strategic poles: an irreproachable technical device and an event space with high added value.

Before organizing an online show, it is imperative to set up a retro-planning. This will guide you throughout your event. It will help you meet deadlines and have a global vision of all points. With a retro-planning you manage invitations, communication and the creation of stands. The chosen platform must be mastered at your fingertips so that exhibitors are confident.
Many online tools exist today to broadcast various digital events: Google meet, Zoom, Teamviewer, Skype…

The element that takes precedence during the digital show is interactivity! The stands must be attractive by offering news and new products (products or services). Downloading documentation (brochure, catalog, etc.), product presentation videos and also links to the merchant site.
As for conferences, they can use the same format as an in-person conference minus the physical space, travel, food, and other cost barriers and inconveniences.

The virtual trade show can include large presentations, small groups, panel discussions, networking opportunities, trainings, games, the possibilities are essentially endless depending on the platform you use. The main difference between a virtual conference and a physical conference is that participants connect through a virtual event platform on their phone, computer or tablet. This makes the event more inclusive, accessible and even more valuable.
In other words, hosting a virtual conference can expand your audience while allowing you to provide the same conference experience, just in a virtual setting.

Thank all attendees, whether or not they came to the show by sending emails and preparing social media posts. Follow up by email with visitors who have left their contact details. Also ask for feedback and offer a simple questionnaire on what was appreciated or not. This is an important element not to be overlooked when taking stock of the show.

Just like the physical exhibition, exhibitors meet visitors, they present their products or services to them via a multimedia presentation.

The first advantage is that they don't have to travel to the show venue and don't have to invest in kakemonos, brochures, etc. All elements are virtual. For an interested visitor, it will suffice to take the email address in order to send all the documentation of his company. But at the same time easily retrieve the prospect's information which is essential for the rest of the sales process. It is also possible to make appointments in physical after the show to deepen certain points or for a more in-depth presentation.

Thanks to digital exhibitions, the exhibitor makes himself known to new customers, he generates leads and can even sell his products and services directly. In addition, the public coming from all over the world, it can increase its audience without increasing the cost of its investment. Your presence is a significant marketing and communication advantage. Online fairs are a way to get a first exchange with leads in order to turn them into prospects. These virtual visits can be transformed into physical visits and finally into customers.

Costs are reduced. The organizers do not have to rent a space, everything happens on the software. Stand management is digital, customization is tailor-made for each client. All costs related to the organization of the show are halved. Thanks to the web and technological tools, online salon solutions are becoming more and more efficient. The environmental impact is less, indeed the participants do not have to travel, they reduce the CO2 emissions produced by the vehicles. The virtual fair offers a unique experience.
Thanks to a simple platform, the holding of a fair can be ensured. The conferences are transformed into a webinar that everyone can follow. Each physical living room element is transposed into the virtual.

The main differences between the face-to-face and the remote appear on the side of the organizer and the logistics to be deployed. Indeed, from a distance, the change is radical on certain points:

• potentially unlimited number of participants,
• space to be privatized much smaller, but more qualitative,
• event budget greatly reduced and therefore very competitive,
• minimal and simplified logistics, but more technical,
• very limited or even zero environmental impact,
• advanced performance monitoring and measurement capabilities.

If it is possible to organize a virtual fair attracting many more people, with a more than reasonable budget, the interest of this remote event format becomes obvious for your activity. Thanks to the power of the internet and analytics, you can reach more distant, better targeted targets, and capture good market shares that were difficult to access until now. Finally, by offering a first-class online professional meeting, you are taking care of your brand image, by demonstrating that you have fully entered the digital age.

1. Respect for the ecosystem by reducing the carbon footprint
No transport, no printing of wafers, no cups or stands to throw away! A real relief for the environment and our planet.

2. Reduction of logistics costs
Like setting up a physical trade show, a virtual trade show is a solution: flexible, inexpensive (no external suppliers, no space rental) and easily customizable.

3. 24/24 accessibility
Access to the virtual fair can be done at any time of the day with a simple internet connection.

4. Simplified and flexible organization
End of stress and last moment contingencies in the organization and management of the event, this solution is manageable from your office or home.

5. Extended Audience
The virtual fair increases the visibility of your physical event tenfold and allows you to glean visitors who would not have come to your event.

6. More interactivity
Visitors discuss with the exhibitors thanks to the chats present on the stands or all together in the lounge area. Less ambient noise of a physical living room.

7. Media coverage
The innovative concept of the virtual fair is talking about it, so you will be talking about yourself.

8. Innovative Business Status
Thanks to this tool, your company will position itself as a company that evolves with the times and technologies.

9. Profitability gain through the management of the advertising network of the virtual show
It is possible to make your virtual fair profitable by selling space to your sponsors or advertisers: banners, posters present on your web fair.