Virtual meetings and events are increasingly becoming an essential part of business. Event planners are now looking for innovative ways to bring more live event features to the virtual world. Virtual exhibitions are an engaging way to provide content and information to your delegates. Delegates can also network and interact with exhibitors via live chat or by booking a virtual appointment. Whether you are just hosting a virtual exhibition or you’re adding one on to your virtual event, consider these four tips:

Outline your Goals

Much like a live event, you should outline the goals of your virtual exhibition. Is it to generate new business leads? Showcase a new product to new or existing clients? Or do you want a great way to engage your delegates while conveying key messages? Either way, you should know exactly what you want to achieve.

Make it Easy for Delegates to Access Information

It needs to be easy for your attendees to access your content.  Engagement points should be well defined and clearly labelled. Content that can be accessed includes:

• Zoom and scan – enlarging content on the stand, delegates can examine the content in detail.
• Website or other external content – delegates can visit linked content
• Downloads – PDFs or other files can be downloaded, reviewed and saved by attendees.
• Video – a pop-out video player that enables the user to play the video content as required.

Interactive Floor Plans

Delegates can tour around a bespoke exhibition hall environment with individual stand locations indicated by the footprint of the stand. Branded engagement points are then added allowing the visitor to click on the branded logo to take them to the individual exhibitor’s page. Interactive floor plans make it easy for attendees to view all the stands and see where they would like to spend their time.

 

Impress your Attendees with Stand Design

At the beginning of the event planning process, decide what type of stand will deliver the best results for your audience, budget and timeline. You can choose from 2D, 2.5D or 3D each allowing for branded, bespoke exhibition stands.

Benefits of a Virtual Exhibition

Analytics

Measure the success of your virtual exhibition with detailed reports.  This enables you to monitor, both real-time and legacy data, to understand how your attendees are interacting with the stands. Outputs include:

• User journey – we can collate what users experienced and when they left the stand
• Active and legacy user numbers
• What content was accessed
• Locations visited (3D stands)
• Location of user

Cost

Virtual exhibitions are more budget-friendly than a traditional exhibition as a way of getting key messages across to your target audience. Without the cost of logistics, materials and rental fees you can create a more eco-friendly online version.

Our innovative exhibitions platform enables organisers to provide content and information to delegates in an engaging way.

venuesworld.com has worked with global event planners for the past three years to integrate hybrid solutions into their live events. With many events now pivoting to virtual, we can ensure that your virtual exhibitions remain an impactful experience for your sponsors and attendees. We are ready and waiting to become your trusted virtual events partner.

Interested in learning more about our Virtual Exhibition Solution?

As most corporate events become digital, it is important not to forget about the aspects of live events that our delegates loved. The success of a virtual event comes down to the level of delegate engagement. The best virtual conferences are as close as possible to live event experiences so don’t forget to include some virtual alternatives to live event features at your next virtual meeting, conference, or event.

Gala Dinner

Gala Dinners are usually held to celebrate, reward and engage conference and event delegates. Mass gathering restrictions around the world have meant, for now, large Gala Dinners can’t take place. Our event operations team have created a unique gala dinner experience for delegates where the ingredients are shared 24 hours in advance and delegates join a live stream and cook together. This is a great way to allow your delegates to have some fun during your virtual conference as well as providing them with a meal for the evening.

One-to-One Meetings

At live events, delegates get the opportunity to pencil in time with other attendees. Virtual events should always facilitate one-to-one meeting so delegates can meet with particular speakers or other colleagues. Our virtual meetings platform features a  ‘My Meetings’ tab where 1-1 meetings or smaller meetings can be booked in attendees diaries. When attendees log into the platform, they can see who they’ve got a 1-1 meeting with and click-through into a private meeting room.

Team Building

Every great corporate event should have an amazing team activity scheduled. Online team building needs to be fun, engaging and creative to strengthen relationships amongst colleagues, especially while we continue to work remotely. Learn more about our virtual team-building options here.

Exhibitors

If you had exhibitors at your live event you should consider bringing them to your virtual event. Virtual exhibitions are an interactive way of giving important information to your delegates. Attendees can access content by clicking on well-defined engagement points where they can:

• Zoom and scan – enlarging content on the stand, the user can examine the content in detail
• Website or other external content – allows users to visit linked content
• Downloads – PDFs or other files can be downloaded
• Chat room function – enables users to connect through to the stand’s host and interact
• Video – a pop-out video player that enables the user to play the video content as required

Event Swag

A lot of thought goes into choosing swag for events. You need to consider your audience, budget and timeline. You can either keep your event swag completely digital with gift cards and food delivery vouchers or you can go traditional with event swag packages sent to your delegates address. Branded swag that conveys the essence of your brand will give delegates that ‘live event feeling’. You can send branded swag as standard or as prizes for engagement.

Interested in learning more about our Virtual Meetings and Events Solution?

Virtual conferences, meetings and events require planning, just like you would with a live event. Our expert virtual event managers have put together a useful checklist so you consider exactly what you need from your virtual event platform.

What are the Goals of Event?

Before planning your event you should have clear objectives and outcomes that you want to achieve. These objectives should underpin the entire event planning process.

 

What is your Conference Format?

☐ Will you hold a main plenary session? (one speaker)

☐ Do you want to have breakout/group sessions? (multiple attendees)

☐  Do you need virtual booths for sponsors & exhibitors?

What Planning Supports do you Need?

☐  Pre-event project management and support

☐ Compiling required stream assets, & pre-records etc.

☐ Design, build and maintenance of the platform

☐ Event Running Order check and show day preparations

☐ Live Stream Management and outputs

☐  Abstract Management

☐  Branded background images for the platform

☐  iFrame including video content

What engagement features would you like?

☐ Attendee Q&A

☐ Live Polling

☐ Activity Feed

☐  Live Feedback on sessions (How would you rate…)

☐  Moderation functionality: Q&A, Activity Feed & Polls

☐  Virtual Note Taking for each session

☐  2D or 3D Exhibition booth build

You can learn more about virtual audience engagement here.

How Would you Like to Communicate with your Delegates?

☐  Event Information

☐  Attendee and Speaker Bio’s

☐  Platform available as a Conference App in the Apple Store and Google Play Store

☐  Documents for each session (eg Brochures, Worksheets, Factsheets etc)

☐  Detailed Agenda

☐  Individual Agenda (pre-loaded sessions)

☐  Activity Feed (social wall for attendees to post pictures and comments and likes)

☐  Social Media Integration (eg Facebook, Twitter)

☐  Registration Portal and Event Website

How will your Attendees Network?

☐  Pre-arranged meetings (one to one or group drop-in chats)

☐  Gamification – adding quizzes, challenges or games to the platform

☐  Video Chat between participants

☐  Team Building

☐  Pre-event Networking module for attendees to pre-select meetings with directory functionality

What Support do your Virtual Delegates Need?

☐  Attendee Live Video Chat

☐  Attendee Live Instant Chat (Messenger-style)

☐  Multi-Lingual Platform

☐  Simultaneous Translation

☐  Managed Help Desk

☐  Push Notifications

What Support do your Virtual Speakers Need?

☐ Professional Speaker or External Moderator to support the event

☐  Rehearsal Sessions & Training pre-event

Hosting a virtual event is easier than you think, especially when you get the right provider to help plan and execute it.

Interested in learning more about our Virtual Meetings and Events Solution?

The event industry is one of the hardest hit by the Coronavirus crisis, but as restrictions are being lifted in some destinations, larger gatherings are now being permitted. So, how will corporate events look in a post-lock-down world? With Covid-19 still being a risk, many venues will have COVID-19 policies and procedures when we return to face-to-face meetings.

Additional Cleaning

Hotels and venues around the world are developing new cleaning protocols for the cleaning of their properties. The cleaning of shared items such as door handles, restrooms and so on, will be increased in hotels and venues with the removal of some items that were cleaned less frequently such as scatter pillows.

Communications

There will be additional information provided to delegates before attending events. Communicating key messages that remind delegates of COVID-19 prevention measures such as washing their hands regularly, wearing a mask, social distancing, and avoiding handshaking. Event organisers will also provide additional venue information prior to the event. This will include the venue layout, hand sanitisation point locations, and even what time delegates can use different common spaces to avoid overcrowding.

Food and Beverage

Some venues and hotels have already announced that mini-bars will be locked, room service will be delivered to the room door only and buffets will be a thing of the past. Lunch and tea & coffee breaks may become staggered with push notifications on event apps to notify attendees of their allocated time slot.

COVID-19 Risk Reduction Plan

Each event’s risk assessment plan will now include a COVID-19 section. The World Health Organisation has published its key planning recommendations for event organisers when organising an event. The plan will generally assess:

1. The host country’s existing regulations on mass gatherings.
2. Consideration for the likelihood of the event contributing to the spread of COVID-19
3. The ability to implement actions that can reduce the spread of COVID-19 at the event.

This will include input from other relevant authorities and public health bodies. in the event management process with an event safety manager being appointed in some cases.

Face-to-face meetings are an important aspect of business and when we can meet again we will need to take precautions. More than ever, using an experienced venue sourcing and event management team can help you ensure COVID-19 measures are included in the management of your event.

Are you attending a virtual meeting or conference soon? Do you want to get the absolute most from the virtual event? Then read on, because today, we are going to share five tips to ensure you are prepared and ready for your next virtual meeting or event.

The events industry is constantly evolving and changing to keep up with current trends and demands. This can be seen now more than ever due to the current COVID 19 crisis which has rapidly led to a new trend within the sector: virtual events. Virtual events can come in many forms such as team building activities, meetings, conferences, networking events and so much more. These events are more important now than ever before because they allow a group of people to come together virtually rather than physically.

Event organizers have performed countless hours researching and preparing for these virtual events. However, delegates may be left wondering how to prepare or what to expect. Let’s find out what you can do to make it as enjoyable as possible.

1. Stable Internet Connection

We all know how devastating it can be when your internet connection drops right in the middle of the most important message of the entire virtual meeting. One of the best ways to ensure your connection will be stable is to use an ethernet cable. Ethernet cables allow you to have a stable high-speed connection. They can be easily connected to your router. These cords are an inexpensive way to ensure your internet connection is stable throughout the event and you don’t miss anything important or thought-provoking!

2. Download and Read Pre-Event Materials

Similar to live events you may be asked to read documents, download slide presentations, or decide which seminars you wish to attend. Nothing gets you more prepared for a virtual event than planning our your schedule and knowing what the event organisers are offering. It’s very important to do this beforehand to ensure you make the most of their event. Also make sure to have a pen/paper, laptop, workspace, and other essential materials ready to go!

3. Contact Information

When attending events, conferences, and meetings it’s important to have business cards when meeting new connections for them to easily contact you afterwards. This is still important even when attending events virtually. More recently online business cards have become a popular option. This allows people to easily pass their information onto others in a virtual manner. These can come in many forms such as QR code cards, thumbnail cards or even scanned business cards. Ensuring your LinkedIn is up to date is also a great idea as the professional network is commonly used to connect with peers or other event attendees. If you have a QR code scanner on your phone, why not scan our QR code below to see what your virtual business card could look like.

4. Networking

Events are great because they allow you to network and meet many different people. This is still possible during virtual events. A new concept is virtual coffee breaks, happy hours, and water-cooler chats. If your event has these breakout rooms be sure to join them. You can also easily create a video chat yourself using popular platforms such as Zoom, Microsoft Teams, and Skype. Create a link or two beforehand and send them to people you want to connect in more detail with after the virtual event. There are numerous ways to ensure you can still meet and connect with people. Virtual conferences are great because they allow you to meet people from the comfort of your home!

5. Have fun!

It’s important not to worry because everyone is new to online communication and connecting virtually. You may experience some bumps in the road while figuring out virtual events but be open-minded and have some fun. These are a great way to see familiar faces, create new connections, and learn new information.

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