What is a virtual exhibition and how do you host one?

Hazel Siu Jun 15, 2022

Virtual exhibitions are a fantastic way to show off what you have got. Here, you will learn more about what a virtual exhibition is, the benefits of having one, and how to create one.

What is a virtual exhibition?

Traditionally, exhibitions are public events where you display or present products. Compared to conventional exhibitions, virtual exhibitions are more affordable and efficient for both customers and brands. Virtual exhibitions are gaining popularity because they provide a convenient way for attendees to participate without the need to travel. Virtual exhibitions allow businesses and artists to enhance their brands and connect with potential customers and suppliers while also providing an opportunity to learn more about their competition. Virtual exhibitions are a great way to community building, promoting products, and public relations by highlighting a company’s narrative through various media.

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Benefits of virtual exhibitionsproduct demonstration in virtual exhibitions

Product demonstration

Online exhibitions allow you and your company to demonstrate your products to potential buyers. On the other hand, customers can also observe the product and directly inquire about its characteristics, enabling them to decide whether the product is suitable for them. Furthermore, virtual exhibitions enable businesses to showcase their products, services, and ideas creatively, with the use of digital materials like videos, animations, and 3D models. This level of flexibility provides a unique experience for attendees and fosters innovation.

Enhance company image

Virtual exhibitions are not only an opportunity to showcase your company's products but also a chance to demonstrate your company's core values and personality. Make your virtual exhibition on point with ample event preparation and professional setups, so that you can improve lead generation and enhance the company image successfully. 

Wider Reach

Virtual exhibitions allow you to reach a global audience without the limitations of physical events, expanding your reach and increasing your exposure. With virtual exhibitions, attendees can participate from anywhere, anytime, using any device with an internet connection, which leads to a more significant number of participants and higher attendance rates.

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Sell products to the right customers

Virtual exhibitions are helpful if you want to attract the right people at an international level. Create specific segments on different days of the event and make the virtual display visually attractive. This way, you will capture filtered customers and close deals more easily, and even encourage target visitors to return.

How to host a virtual exhibition

Before you decide to host a virtual exhibition, have a clear vision of what you want to achieve. You may want to introduce new items, give a presentation on the company's product line, generate sales, and so on. Your team, especially event organizers and staff manning the booth, must clearly understand your goals.

Step 1. Start planning early

planning before the virtual exhibition

Plan at least a few months ahead. Start by researching the topic and inviting speakers. Having a clear roadmap will help you to organize an exhibition more successfully. For the content, planning the content that will be featured in your virtual exhibition. This includes videos, images, presentations, and interactive elements such as chat rooms, Q&A sessions, and polls.

Step 2. Make a budget breakdown

Doing a budget breakdown before you start spending on your exhibition to stay on top of your expenses and keep costs down in the long run. You can think about how much you would spend on your display space, i.e. the virtual platform for the exhibition.

Step 3. Choose an online platform for your exhibition

There are various virtual event platforms available that offer different features and functionalities. Research and choose the one that best suits your needs. We recommend EventX: it has an easy-to-understand interface that anyone can operate; and you can use it to create different virtual events, from exhibitions to trade shows, conferences, and career fairs, to business matching event solutions, online event registration platforms, and more.

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Step 4. Promote and open up registrations for the event

virtual exhibition registration

Promote your event on your social media platforms or by directly contacting potential participants. Event management platform can help you auto-generate an attendee list and allows auto-emailing with our customizable email templates.

To spark excitement, open up registrations for your online event before the start date. Get your potential visitors to fill out a registration form. Once you have their contact information, update them via text message or email and start a countdown clock. Preparing a teaser for your exhibition can also be a great idea to attract your target audience.

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Step 5. Create a welcoming virtual exhibition lobby

When your audience joins the virtual exhibition, make them feel welcome and in the right place with a dynamic and realistic virtual lobby. Explore different options online, and try getting feedback from guests. To generate more publicity and thank your sponsors, you can also set up banner displays and video screens.

If you do not want to use templates, you can customize one that suits your needs.

Step 6. Design the perfect exhibition by categorizing and sorting

Your brand or exhibitors can display their products in customizable booths. In a virtual exhibition, products are displayed in the form of e-brochures, videos, and graphics.

To make your virtual exhibition successful, give your visitors access to a trade show floor and as much coverage as possible for your companies. Also, categorize and sort products to make your exhibition more organized.

If you are using EventX, its multimedia feature can be helpful, and filters allow visitors to access virtual booths directly without wasting time.

Step 7. Allow interaction

Virtual booths also create opportunities to facilitate interactions between participants and brand representatives. Exhibition attendees can browse information, attend presentations, and even speak with brands directly. Exhibitors can also improve their products by interacting with visitors.

Participants can communicate directly with brands in private or public chatrooms. Direct messaging and video conferencing are also possible with top-of-the-range software. To improve the experience for brands, include marketing collateral from companies.

Some of the event cases of EventX

1. ACPE 2022- the 14th Asian Conference on Pharmacoepidemiology

2. 2022 Ameba E Series New Generation Online Launch Event

3. Virtual Career Fair 2022-23

4. Asian Logistics, Maritime and Aviation Conference 2022

5. 2022 PDA Asia Pacific Regulatory Conference



A virtual exhibition is a great way to enhance your profile and promote your brand. It enables you to network with your potential customers and suppliers while simultaneously learning more about your competition. Above all, it is convenient for your audience to attend because they do not have to travel, saving money and time.

Interested in our solution?

Are you looking for a great one stop hybrid event solution for your virtual, physical or hybrid events?
You may want to have a chat with our event consultant.


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