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Event Management Tips

How to Organize a Hybrid Trade Show?


May 10, 20236 min read

Are you ready to take your trade show to the next level? If you're looking for a way to reach more people, engage with your audience both online and in person, and ultimately generate more leads and sales, a hybrid trade show might be just what you need.

Combining the best of both worlds, a hybrid trade show allows you to host a traditional trade show while also broadcasting it to an online audience. But with great power comes great responsibility, and organizing a hybrid trade show can be a daunting task. Don't worry though, we've got you covered. In this article, we'll walk you through everything you need to know to organize a successful and unforgettable hybrid trade show. So, let's get started!

Determine your target audience and goals

The first step in organizing a virtual trading show is to identify your target audience and what you want to achieve with the event. Understanding your audience is crucial because it helps you tailor the content, format, and promotion strategy to their needs and preferences.

For example, if your target audience is small business owners, you might want to focus on topics such as marketing, finance, and productivity. If your goal is to generate leads and increase brand awareness, you might want to invite vendors and exhibitors to showcase their products or services.

Choose a virtual platform

Once you've identified your target audience and goals, the next step is to choose a virtual platform that can accommodate your needs. While there are several simple solutions such as Zoom, Google Meet, Microsoft Teams, and others, it's important to prioritize the needs and preferences of your attendees when selecting a platform. Consider opting for a hybrid event networking platform that can provide a superior user experience tailored to your attendees' requirements. Before making a decision, research what features, functionalities, and pricing each platform offers.

Networking platforms are the best way to host your hybrid trade shows because they allow you to integrate and use multiple features that will bring your event planning skills to another level. For example, if you want to host live webinars, you'll need a platform that supports video conferencing and screen sharing. If you want to host pre-recorded videos, you'll need a platform that allows you to upload and stream videos.

The b2match B2B matchmaking platform offers both of these features, as well as a range of features to help you maximize ROI for exhibitors and sponsors. Its marketplace enables exhibitors to showcase their latest innovative products and services, while AI-powered matchmaking enhances the value of trade show interactions. With private meetings available before and during the show, exhibitors can pitch directly to prospects. The platform also fosters innovative product discussions with specialized hosted sessions and workshops. These sessions provide a marketing boost as they appear on the main event agenda, visible to all participants, and can drive more traffic to your event. With its hundreds of features and user-friendly interface, b2match ensures that hybrid trade shows are an amazing experience for both in-person and virtual audiences alike.

Decide on the format

The format of your hybrid trade show will depend on your goals and target audience. Some popular formats include live webinars, pre-recorded videos, panel discussions, and Q&A sessions. Consider what will work best for your audience and event goals.

For example, if your goal is to educate your audience, you might want to host live webinars featuring industry experts. If your goal is to showcase products or services, you might want to host pre-recorded videos featuring vendors and exhibitors. All of these session formats are easily accessible in the b2match event networking software. Simply create a new session and choose the one that is perfect for your exhibitors and audience.

Recruit presenters and exhibitors

Identify industry experts, vendors, and other relevant presenters to participate in your hybrid trade show. They can provide valuable insights and showcase their products or services to your audience. Reach out to potential presenters and exhibitors early and provide them with a clear understanding of what you're looking for.

If you're looking for industry experts to participate in a panel discussion, provide them with a clear topic and agenda. If you're looking for vendors and exhibitors, provide them with guidelines for showcasing their products or services.

Put your exhibitors and presenters in the spotlight! With the help of the business matchmaking tool provided by b2match you can attract a bigger audience by displaying which sessions are being hosted by a company or which speakers will deliver their speeches during the session. This will ultimately increase the visibility of your speakers and exhibitors, generating greater interest in your event.

Develop the content

Create an agenda or schedule for the hybrid trading show, including topics, speakers, and timeslots. Make sure the content is engaging and relevant to your target audience.

b2match has an amazing agenda builder that will help you keep up with all of your sessions, and navigate your participants more easily.

Don't forget, when organizing a hybrid event, consider including interactive elements such as polls, quizzes, and Q&A sessions to keep your audience engaged. If you're hosting pre-recorded videos, create a schedule for when each video will be released and promoted so nobody misses their planned session.

Promote the event

Use social media, email marketing, and other channels to promote your virtual trading show. Make sure to highlight the benefits of attending and encourage people to register early. Consider using paid advertising to expand your reach and target specific audiences.

For example, the b2match hybrid matchmaking platform for events allows you to get creative and design the home page for your hybrid trade show that you can brand and promote on social media channels such as LinkedIn and Twitter. To get better reach and engagement, create a hashtag for your event and encourage attendees and presenters to use it when sharing about the event. Consider offering early bird discounts or other incentives to encourage people to register.

Host the event

On the day of the event, make sure everything is set up and ready to go. Arrive early to ensure that the technical equipment is working correctly and that presenters and exhibitors are ready to go. Also, try to be available to troubleshoot any issues that arise during the event. For example, set up the hybrid event networking software, ensure that all presenters and exhibitors are ready to go, and be available to address any technical issues that arise during the event.

With b2match, you can rest assured that you will have excellent support throughout the entire event planning process. Their exceptional customer service ensures that no questions will go unanswered, whether before, during, or after the event. Additionally, for your hybrid event, b2match offers support on-site, as well as via e-mail, chat, or phone.

Gather feedback

After the event, go ahead and gather the feedback from your attendees and presenters and thank them for their participation. This will help you improve future events and build relationships with your audience.

You can use your platform and send a follow-up message or email to attendees and presenters, thanking them for their participation. Use this feedback to improve future events and build relationships with your audience.

Organizing a virtual trading show may seem like a daunting task, but with careful planning and execution, it can be a fantastic opportunity to showcase your brand, network with industry professionals, and generate leads. Remember to have fun with the planning process, get creative with your content, and be prepared to adapt to any challenges that may arise.

So go ahead and take the leap into the virtual trading show world! With the right preparation and execution, your event is sure to be a hit. Who knows, it may even become an annual event that attendees look forward to attending year after year. So get started today and let your imagination run wild. We can't wait to see what you come up with!

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