In the case of a virtual event, its success depends directly on the levels of participation just like a conventional in-person event. This aspect is particularly true while hosting a virtual expo or virtual trade shows. If you wish to reel in strong audience participation for a virtual event of that nature, you need to ensure that you incorporate the right front and back end components in terms of technology.

Here we’ll take a glance at 8-must have technological components you should look for specifically in a virtual exhibition software/platform to ensure your event runs off to success.

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1. Event Registration Automation

Between your virtual event and event marketing, event enrolment is the pathway. It is important that the event enrollment automation must be reliable, mobile-friendly, flawless, and instinctive. Use a registration platform/ mobile-first event registration application/event website design which is a perfect blend of the registration process as well as a flexible event design. You may also choose to add a registration link can that can be added to the existing website. Any avenue you choose, the payment activity and registration must oblige to be forthright and protected. Generally, there is a minimum of five pages in registration.

• Participant information
• Session enrolment
• Registration article (levels of access, VIP tickets)
• Topics and input synopsis selected by the participants
• Reimbursement page

In order to enhance your virtual event planning and marketing strategies for future prospects, include questions for your participants like where they have learned about the session, what they like about the specific event, what are their expectations, what can be improved, etc. These can help you collect useful data about your participants & to track your ROI

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2. A Dedicated Website

A virtual expo should always be aided with a dedicated event website. These websites invoke a sense of palpability in the cybersphere. Any digital event curls up individuals who keep their social media tabs closed, check emails but look over these events. Virtual event websites help everyone to stay on the same path.

Given below are the vital segments for a virtual event website:

• Title for the event: Select and name the title for the event which is simple, clear, and determines the goal of the event. Also, using a hashtag that corresponds to the event amps various aspects of the event.
• The 4W’s (when, why, where, and what): Give pellucid details about when the event will be held i.e at which time, date, day, etc. Describe the importance of the event, knowledge obtained by attending, highlights, networking scope, why should attend, etc.
• Appropriate and alluring images that befit the event: Maneuver pictures that elicit excitement for the event. The major objective of the use of an image is to mirror the goal of the event. Use images that have happy interactions between individuals etc.
• Effective CTA Prompts: The CTA you select should promote clicks and attract attention. This makes it breezier for the individuals to convert themselves into participants.

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3. Strong and Dependable Network

Considering that you are hosting a virtual event that will be hosted online, a dependable Wifi network is absolutely paramount. Since video streaming and download of materials may also be on the agenda, it is advisable to have a strong high-bandwidth network as well to let your attendees engage in seamless downloading and streaming.

Double and in-fact go ahead and triple check your network strength multiple times before the event. Hire a standalone network troubleshooting personnel team as well if necessary such that they can be available to fix any issue the moment it is identified.

4. Live-Video Sessions & Roundtables

Live-video may not be important for all forms of virtual events. In the case of a virtual expo, a lot of your exhibitors would benefit tremendously from a live video support. Live-video works very effectively when it comes to setting the hype for a product that has been awaited in the market for a significant duration of time. Another added advantage is that with the help of live video, you can keep one uniform time for a product launch that will apply to the entire world. Thus you make your product launch as impartial as possible.

But do make sure to be wary of your core audience’s geographical location to set a launch time slightly more inclined towards them. In conjunction with Live video capabilities, you should also make sure that your exhibitors have access to top notch video recording and audio hardware. While they might be inclined to bring in their own, it doesn’t hurt to have something from your side as well just in case.  

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5. Interactive Lobby Page / Pavilion

Although a virtual event is in all senses meant to be a substitute for a live event, you can do your best in trying to recreate the actual experience to the best accuracy you can. Thus, incorporating an interactive lobby page can prove especially beneficial if you are conducting a virtual expo or virtual trade shows. You can include graphically generated implementations where your attendees can pick up brochures and other marketing collaterals. They can have a look at pre-recorded videos featuring your products, previous/new campaigns or pretty much any form of content you want to showcase. You can also incorporate entry paths to different rooms or initiate conversations/video calls with a speaker or exhibitor.

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6. Set Appointments with Exhibitor

With a virtual platform, you may not be able to allow your participants and attendees to engage in the kind of conversations you could in the case of a live event. However, you can certainly compensate for that by letting them set up appointments with the exhibitor to talk or know more about the products they showcase. This appointment system comes especially handy because this allows your audience to set their interaction times which are most suitable for them based on their intricate routines and occupations.

Setting appointments is one task and making sure they’re followed up during the phase of interaction, employ a rule-based sales cadence engine like Zoe (powered by AI). Sales cadence sends trigger-based email follow-ups over the complete customer lifecycle.

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7. Feedback Mechanism

Picture this, if you’ve had a wonderful event and have been successful in attaining all the goals you targeted does that mean you’re done? Not quite. While it may have been a good event in the eyes of a majority of your audience, there is definitely a possibility that some might have had some grievances. The only way you’ll get to know about those shortcomings is by including a feedback mechanism. When you encourage your audience to actively speak up and give you honest anonymous feedback, you’ll have the clearest cut image of the aspects you will need to improve upon. Apart from just knowing about the negative points, positive feedback is also equally important as it will tell you about what you did has worked such that you keep pursuing the same.

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8. Virtual Reality Tools

The segment of VR is still growing but if incorporated effectively can make a major impact. The scope of VR can come particularly handy for a virtual event as it lets your attendees come as close as they can to attending an event in person which is what the virtual event experience strives to aim for. With the help of VR you can take your attendees to detailed tours of your virtual expo and most importantly showcase products in the most interactive way possible. One catch here is that your attendees must also have access to a VR capable viewing device for a legitimate experience.