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Virtual fair: how to organize an event

Trade fairs are a fabulous mechanism for advertising services and products.

Especially if it is a guild that joins together to group customers from various segments that have the possibility of visiting many suppliers in a short period of time.

On the other hand, all the logistics of renting a large space and organizing the large sessions common to the guild must be done,

with separate sessions on topics related to certain groups.

Attendees must travel, often to a destination far from home,

They spend three or four days between airports, hotels, transfers.

Both advertisers and visitors will be aware of their customers,

of conference calls or face-to-face meetings that are unavoidable.

This keeps them away from the stand halls and conferences, which means that the objective of visiting the fair is lost.

Learn more about virtual reality trade shows for companies.

The virtual reality fairs made with Virtual Reality allow to bring buyers and sellers together in an immersive scenario.

This allows them to experience products far beyond a catalog, a photo or seeing them on a computer screen.

Suppliers of large machinery cannot afford to relocate their equipment and if possible,

the available space does not allow its installation either.

However, thanks to Virtual Reality, it is possible for people to drive a mining vehicle themselves,

operate a machine or come in to see what goes on in a large manufacturing machine.

It is a novel mechanism that will allow your customers to experience the products in a fun way,

that will leave a much higher recall than a talk and a catalog.

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Virtual trade fair: better than renting a conference room?

When the event takes place in a salon, at most we can have the list of customers who registered, because Habeas Data and GDPR restrictions prevent personal information from being shared.

On the other hand, attendees wander around the halls and stands, many of them without a defined objective, without a specific route and almost always miss the most interesting suppliers because their spaces are always full.

The second place to approach customers happens to be the conferences, which are usually full of curious people who want to know about something new and those potential buyers are left without getting in.

Thanks to virtual reality, these same meetings can be held, with a huge number of visitors;

everyone can listen and watch the speaker exclusively through the web, on their computer or cell phone, as a spectator in the conference room.

To access the material, view products and contact advertisers, it is necessary to register in the conference tool or in an application.

This way we always have control of the attendees, we know who entered and who left without having to use WiFi or RFID technology that only serves for one use.

The advertiser will have control of who has registered to the virtual fair, who is going to enter the separate sessions and who has visited each booth.

Whenever we do an event, we must invite 1000 people, of which 500 RSVP and of those 250 attend with the 4:1 rule.

In the virtual fair, we can save the step of telephone confirmation and reconfirmation through a CallCenter and we can operate the logistics from our computer to improve attendance.

It has a return on investment and return on

positive marketing?

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In the organization of a fair it is desirable to have a return of at least 25% in profits and for them we must guarantee that we will have at least fifteen orders.

If we think about the sales funnel, to have this amount of revenue, we should have found at the fair about 150 prospects that are going to mature in the following weeks.

This means we must work hard to talk to many attendees who will lead us to those prospects.

When we do a virtual trade show, we know that those who enter the conferences and those who use the applications are people interested in our services and products rather than all the curious people who pass by the booth.

The investment in VR can be the same or much less than in a fair.

The advantage is that we have full control of the list of attendees, the glasses, the application and the experience will continue to be used without limits.

We can improve the Forecast/Pipeline in an incremental way compared to the traditional use of CRM and consultative selling methods in a classic sales funnel.

How is virtual reality incorporated in trade fairs and with which devices?

A virtual fair can be held on any computer that has broadband Internet access and on which high-definition movies can be easily viewed.

Smartphones, tablets and virtual reality glasses are also used to present the content.

This way we can have an almost infinite amount of experiences, content and videos in an immersive experience without the assistant leaving their home or office.

360 videos, an application development component and a construction guide or booklet are required for content production.

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What can be done in a virtual event or business round?

It is possible to find everything from live conferences to networking tools.

Most commonly used is the transmission of live sessions with one or more presenters.

Questions can be received in real time and the presenter or his assistant can select the most interesting ones and answer them in real time.

Another option is to prepare specific trainings with the possibility of certifying what has been learned through a series of questions that allow each person to qualify.

As all these sessions can be recorded, it is possible to present them to the public at a later date, adding material that may be of interest to certain attendees.

For the networking process between guests and exhibitors it is possible to design round tables, presenter panels and interaction tools for the guests.

With regard to the presentation of products, it is possible to design virtual stands that can be visited as a spectator;

or present the material in such a way that the attendee can experience its use as if he/she were holding it in his/her hands.

Virtual Reality Congresses

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It is common to gather certain professionals to present novelties, share findings, launch the latest technology products.

Through virtual reality, the same result can be achieved with a much lower investment.

It is reusable and can be given to the assistant or sales force for use in personalized visits.

In this way, attendees from anywhere in the world can access the knowledge simultaneously saving time, money and keeping the complete information of the visitors.

Virtual Fair: Why is virtual better than physical?

Improve the attendance indicator since a large number of interested parties are left out of the event due to tight schedules or because the capacity of the site is exhausted.

The event can be presented to anyone who speaks the language, but can even be translated into another language.

Thanks to these tools, we can reach distant geographies, deliver the knowledge already recorded or broadcast live via streaming on Facebook, Instagram, Zoom, etc.

In this way we can reach a larger number of people, at any distance and without professional distinctions.

Another advantage is that the presenters also have a busy schedule and it is not easy to book their time even if we do it well in advance.

With virtual dissemination it is possible for them to take a couple of hours out of their schedule compared to the two or three days required for their physical presence.

The brand improves its image, is perceived as accessible and leaves the feeling of caring for many more customers than in the traditional way.

Will it be more memorable virtually than live?

This is a unique experience.

Being able to interact in a new way with the material, products and situations we present makes these events unforgettable.

Being able to have the attendee experience the product, knowledge or training material through their VR goggles or computer enhances:

concentration, adherence to the knowledge transmitted and brand recall.

Undoubtedly, a virtual event will bring better results, better business and much more useful information for the guests.

Education or technology events with virtual reality.

These two sectors have markets without age ranges.

In this way we can access our potential customers directly, expanding the reach that is sometimes limited when we do a face-to-face event.

Generally, technology events serve as a conduit to present new material and doing so virtually is part of the same demonstration of our technology.

Serious game

It is much more effective to learn by doing than to learn by listening.

Playing with knowledge is even more effective since fun is a key component that reinforces interest and enhances recall of what is taught.

It is not the same to tell the story of sea creatures as it is to make the student feel at the bottom of the sea by seeing them directly without going there.

Not only is it fun, but the experience is totally immersive and unforgettable.

In short, Virtual or Augmented Reality applied to events is not only novel but has an almost infinite use.

For the purchaser, it is an investment since he receives commercial benefits from it and can subsequently use it in his sales activities.

For those who experience it, it is an approach to their suppliers, knowledge and products.

From TwoReality we continue to create the best content and applications for different devices. Tell us about your project.

Contact us at

Contact us: info@tworeality.com

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