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The Virtual Trade Show Playbook: The Only Guide You’ll Ever Need to Succeed

Zainab Asad

22 mins

read

Updated:

December 31, 2024

The comprehensive guide for virtual trade shows in 2025
Table of Contents

In-person trade shows may have had their time, but the digital era has ushered in a new favorite: virtual trade shows. These events provide businesses with innovative platforms to showcase offerings, foster networking, and drive lead generation—all without the constraints of physical boundaries.

But why now? Even post-pandemic, virtual trade shows remain a powerful tool for businesses looking to connect with global audiences. In fact, the virtual events market is expected to grow at a rate of 20.0% annually, reaching $398 billion by 2030, according to Grand View Research. This shows that virtual trade shows are not just a temporary trend—they're here to stay. The digital stage is ready for you so are you prepared to step in? Keep reading to discover everything you need to know about virtual trade shows, from planning to execution and beyond.

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What is a Virtual Trade Show?

Participants attending a virtual trade show booth

A virtual trade show is an online event that replicates the experience of a traditional, in-person trade show—but in a digital environment. Instead of physical booths and face-to-face conversations, attendees explore interactive virtual booths, attend live webinars, network with others via chat or video calls, and even download resources, all from the comfort of their homes or offices.

These events are typically hosted on specialized virtual trade show platforms that allow businesses to showcase their products or services to a global audience in an interactive and immersive way. Exhibitors can set up virtual booths with engaging content such as videos, brochures, product demos, and even live Q&A sessions. Meanwhile, attendees can navigate the virtual space at their own pace, interact with brands they’re interested in, and build connections.

The flexibility, accessibility, and cost-effectiveness of virtual trade shows have made them increasingly popular, particularly for companies looking to reach wider audiences without the logistical challenges of physical events.

Virtual Trade Shows vs. Virtual Exhibitions: Exploring the Differences

Although the terms "virtual trade show" and "virtual exhibition" are often used interchangeably, there are a few subtle differences between them:

Purpose and Focus:

  • A virtual trade show primarily focuses on business networking and generating leads. It’s highly interactive, with businesses actively engaging attendees to promote their products or services.
  • A virtual exhibition, on the other hand, is more about showcasing or displaying content. It could involve art, education, or ideas, with less emphasis on lead generation and more focus on sharing knowledge or experiences.

Audience Interaction:

  • In virtual trade shows, engagement is key. Attendees often participate in live chats, product demos, and one-on-one meetings.
  • Virtual exhibitions may include presentations, galleries, or pre-recorded content, with attendees exploring the material at their own pace, often with less real-time interaction.

Industries Served:

  • Virtual trade shows are popular across industries like technology, manufacturing, and retail, where companies look to sell products or build partnerships.
  • Virtual exhibitions are common in sectors like art, culture, and education, where the goal is to present or inspire rather than sell.

In essence, while both offer immersive online experiences, virtual trade shows are business-driven, while virtual exhibitions focus more on sharing content or ideas. 

Still debating between an in-person or virtual format? Try out Remo’s AI Event Assistant to evaluate your needs and determine the perfect fit for your next event. Whether physical or digital, it’s all about creating experiences that resonate.

The Benefits of Hosting a Virtual Trade Show in 2025

Futuristic digital interface with a glowing world map and virtual icons, representing the benefits of hosting a virtual trade show.

Virtual trade shows are the future. These days, where time is a premium, people prioritize convenience and affordability. That’s exactly why hosting a virtual trade show is a smart move. But it’s not just organizers and attendees who benefit, exhibitors can also reap big rewards.

For organizers, virtual trade shows are cost-effective and easier to scale. Attendees enjoy the ability to attend from anywhere, saving on travel costs and time. For exhibitors, virtual trade shows provide an opportunity to showcase products to a global audience without the limitations of physical space. They can engage with attendees through live demos, direct chat, and interactive content, while tracking detailed analytics to improve their sales strategies.

Still not convinced? Let’s break down why these events are a win-win for everyone involved.

  1. Lower Costs, Bigger Gains

Hosting a virtual trade show means you don’t have to worry about expensive venues, travel, or all the logistics that come with setting up a physical event. This not only cuts costs but also frees up resources that you can use to make your event even better. For organizers, that could mean more budget for marketing campaigns or creating more engaging booth content. For exhibitors, the lower costs let them focus on showcasing their products to a wider audience with more exciting presentations or interactive features. Attendees also benefit from the convenience of joining from anywhere, eliminating travel expenses and allowing for greater flexibility in their schedules. It’s a win-win-win for everyone involved, creating a more valuable experience all around.

  1. Extended Lifespan

Unlike physical events that wrap up in a few days, virtual trade shows can live on. On-demand access allows attendees to revisit sessions, explore booths, and download resources weeks after the event ends. This extended window increases lead generation opportunities and gives exhibitors longer-lasting exposure.

  1. A Green Choice

Virtual trade shows are the eco-friendly answer to traditional events. By eliminating travel, shipping materials, and printed brochures, they significantly reduce your carbon footprint. Plus, businesses aligning with sustainability values often resonate more with today’s environmentally-conscious audiences.

  1. Real-Time Engagement

Virtual doesn’t mean disconnected. With an advanced online trade show platform that offers features like live chat, one-on-one video calls, and interactive Q&A sessions, virtual trade shows make it easy for exhibitors and attendees to connect in real time. You can also host live product demos, allowing exhibitors to showcase their products and engage with their audience just like they would at an in-person event. This real-time engagement helps create a dynamic, interactive experience, all without the need for travel or complicated logistics.

  1. Accessibility 

Accessibility might be the biggest game-changer. Traditional trade shows are limited by location and often exclude attendees who can’t travel. Virtual events remove these barriers, inviting a global audience to participate with just a click. This opens up opportunities for diverse attendees and exhibitors to connect, boosting networking potential and reach.

Now that we know the benefits, let’s get into how to plan a virtual trade show.

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How to Plan a Virtual Trade Show

Event organizers discussing their plan for their virtual trade show.

Hosting a virtual trade show can feel overwhelming at first, but trust me, it’s worth it. The secret to success is all about putting the attendee experience front and center. Think about it—how can you create an engaging and memorable event? How do you make interactions between exhibitors and attendees smooth? How do you make sure the products and services truly shine? And the big question: where do you even begin?

It may seem like a lot to tackle, but don’t worry, you don’t have to do it all alone. By taking it one step at a time and using the right tools, you’ll find that planning and executing a virtual trade show is much more manageable than you think. Virtual trade shows have all the excitement of traditional ones but with a unique twist—new tools and strategies that make them stand out. To help you calm those nerves and get started, let’s get into the steps to plan a virtual trade show that’s a total hit.

1. Setting Clear Goals and Objectives

The first step to pulling off a killer virtual trade show is knowing exactly what you want to achieve. Are you introducing a shiny new product to the world? Showing off its coolest features? Or is your goal to turn leads into loyal customers and maximize ROI? Whatever it is, having a clear plan in mind will help you design an event that hits the mark. Once you’ve nailed down your goals, everything else will start falling into place.

2. Building Your Event Team and Distributing Responsibilities

Behind the scenes is where all the magic happens! Every successful trade show has a well-organized team working on it. Start by identifying the key roles you’ll need to fill, such as event manager, marketing lead, tech support, exhibitor liaison, and content creator. Each role should have a clear set of responsibilities to ensure nothing falls through the cracks.

Divide your event timeline into three phases: pre-event, live event, and post-event. Assign teams to handle specific tasks in each phase. For example, your pre-event team might focus on marketing, onboarding speakers, and setting up the platform, while your live-event team ensures smooth execution and addresses real-time issues.

Make communication a priority. Use project management tools like Trello or Asana to keep everyone on the same page and schedule regular check-ins to review progress. Share a master checklist that outlines all tasks, deadlines, and team responsibilities.

The most important thing –- Once you’ve chosen a virtul exhibition software, don’t forget to train your team on it. Everyone should know how to troubleshoot common technical issues and assist attendees, exhibitors, or speakers as needed. A well-prepared team is the backbone of a stress-free and successful event.

3. Defining Your Target Audience

With your goal in place, it’s time to figure out who your event is really for. If your event has multiple exhibitors, you’ll want to define a broader theme or industry for the trade show. Is it an education-based event? A tech trade show? Or maybe something else entirely? But if you’re a tech company unveiling the latest gaming phone, then start connecting with gaming influencers and enthusiasts who’ll truly appreciate it.

Once you have that overall direction, start reaching out to the relevant audience. Send out personalized email invites and make use of platforms like LinkedIn, Instagram, and other social media hotspots to connect with attendees and exhibitors who’ll benefit the most from the event.

4. Budgeting for Your Virtual Trade Show

Budgeting might not be the most exciting part, but it’s important to know how much you have to avoid pitfalls. Start by outlining your must-haves—like the virtual trade show platform, marketing, and exhibitor tools. Then, add in the extras, such as guest speakers, giveaways, or post-event resources, that will make your event stand out.

Here’s how you can do it step by step:

  • Set a Total Budget: Know exactly how much you’re working with so you can allocate funds wisely.
  • Prioritize Expenses: Break your budget into essential categories: platform costs, promotional activities, content creation, and technical support.
  • Research Costs: Compare prices of virtual event platforms, marketing tools, and any add-ons you need. Get quotes to avoid surprises.
  • Plan for Unexpected Costs: Always set aside 10-15% of your budget for unexpected expenses like last-minute tech fixes or added marketing.
  • Track Your Spending: Use budgeting tools or spreadsheets to keep an eye on where your money is going and make adjustments as needed.

You don't need fancy budgeting software to manage a budget, all you need is to be proactive and organized. 

5. Identifying and Securing Trade Show Partners

When it comes to hosting a virtual trade show, your partners, exhibitors, and sponsors are the backbone of your event. They help make it successful, so finding the right ones is key. Start by thinking about who aligns with your event’s goals and what your audience is interested in. Are there brands your attendees already love? Or companies that offer products or services that complement yours? These are great places to begin.

Once you’ve identified potential partners, it’s important to show them why joining your event will be beneficial. Let them know how they’ll have the chance to connect with a targeted audience, showcase their products or services in a virtual booth, and engage with attendees through live demos and interactive chats. Highlighting the valuable analytics they’ll receive to track leads and measure ROI will also help them see the value in participating.

When it comes to sponsors, offer flexible packages that cater to different budgets and needs. For example, you could offer visibility through their logo on the main page or even let them sponsor a session that fits their brand. Offering options will show you’re invested in their success.

After securing your partners, it’s important to keep the communication flowing. Use personalized emails, quick video calls, and clear agreements to show that you’re organized and dedicated to making the event a success for everyone involved. With the right approach, you’ll build lasting relationships that benefit all parties.

6. Scheduling the Event for a Global Audience

Timing can make or break your virtual trade show, especially if your audience is spread across different time zones. So, start by understanding where your target attendees and exhibitors are located.

Once you have that information, plan your event schedule around the most common time zones. For example, if your audience is spread across North America and Europe, aim for mid-morning sessions in Eastern Standard Time to accommodate both regions.

For exhibitors, it’s important to consider their availability too. If they’re in different time zones, make sure to offer flexible hours for their live demos or one-on-one sessions. You can coordinate with them to find times that work across time zones or even allow them to schedule their own sessions throughout the event.

If you have a keynote speech, consider hosting it live and then replaying it at a later time for attendees and exhibitors in other regions. On-demand content is also a lifesaver. Record all live sessions and make them available for attendees and exhibitors to watch at their convenience.

Finally, communicate your schedule clearly. Use countdown timers, time zone converters, and calendar invites to help attendees and exhibitors stay on track no matter where they’re joining from. The easier you make it for everyone to participate, the more successful your event will be.

7. Designing Interactive Virtual Booths and Exhibitor Spaces

Let’s face it: nobody wants to visit a dull virtual booth. You need to create virtual booths and exhibitor spaces that are exciting, engaging, and easy to explore. Think of a booth as an exhibitor's online storefront - it must represent their brand well and provide enough information about what they offer to visitors.

Start by using your platform’s customization features to let exhibitors put their personal stamp on their booths. Think logos, colors, branding elements—remember if this is their online storefront, it should feel like a natural extension of their brand. Make it visually appealing and easy to navigate, so attendees are drawn in right away.

Next, focus on creating opportunities for interaction. Tools like live chat, video calls, and real-time Q&A sessions make it easy for attendees to connect directly with exhibitors. Whether it’s hosting one-on-one consultations, live demos, or even product walkthroughs, the goal is to keep the experience as dynamic and personal as possible. Don’t forget to include downloadable resources—brochures, guides, or case studies—that attendees can take with them for later.

Adding multimedia is a game-changer. Short videos, eye-catching infographics, and slideshows can breathe life into the booth while keeping visitors engaged and informed. Think of it as giving exhibitors more ways to showcase their products creatively.

Want to take it up a notch? Add a little gamification. Virtual scavenger hunts, quizzes, or raffles are fantastic ways to encourage attendees to visit specific booths. Not only does this make the experience more fun, but it also helps exhibitors generate more traffic and meaningful interactions.

Finally, keep the design simple and user-friendly. Exhibitor spaces should invite attendees in and make it easy for them to find what they need, whether it’s a resource, a demo, or a live conversation.

When you combine creative design with interactive tools and a bit of gamified fun, you’ll create virtual booths that are lively, engaging, and memorable for both attendees and exhibitors.

8. Curating Compelling Content for Attendees

Your attendees are the heart of your event, and they’re there to learn, discover, and connect. It’s your job to give them something worth their time. Work with exhibitors and sponsors to curate content that attendees will find valuable. Think beyond simple product descriptions and focus on what will excite or educate your audience.

Help exhibitors design exclusive experiences like product launches, live Q&A sessions, or behind-the-scenes walkthroughs. For sponsors, suggest sponsored content opportunities like downloadable guides, case studies, or even fun giveaways. Make sure that all content aligns with your event’s theme and feels authentic rather than overly promotional.

To take the attendee experience to the next level, create event-wide content like keynote sessions, panel discussions with industry leaders, or workshops. Make sure your event agenda is clear, easy to follow, and filled with sessions that offer actionable takeaways.

9. Finding and Onboarding Keynote Speakers and Industry Leaders

Your keynote speakers and industry leaders are the faces of your virtual trade show, so choosing the right ones is of immense importance. Begin by identifying speakers whose expertise aligns with your event’s theme and appeals to your target audience. For example, if your trade show is about emerging tech, look for innovators or thought leaders in the field, or if it’s a sustainability-focused event, invite environmental advocates or researchers.

Once you’ve shortlisted potential speakers, reach out with a clear and personalized pitch. Highlight the value of participating in your event like exposure to a wide audience, networking opportunities, or the chance to showcase their expertise. Provide them with all the relevant details, like the expected audience demographics, session format, and time commitment.

Onboarding your speakers is just as important as securing them. Offer a smooth onboarding experience by sharing a detailed briefing document. This should include technical requirements, guidelines for preparing their presentations, and any key points they need to cover. Don't forget to also schedule a walkthrough of your chosen virtual platform to familiarize them with the technology and address any concerns.

10. Developing an Event Timeline and Checklist

Planning a virtual trade show requires a detailed timeline and checklist to keep everything on track. Start by outlining the major phases of the event: pre-event planning, the live event, and post-event follow-up. Break these into smaller tasks.

For pre-event planning, focus on finalizing your goals, selecting a platform, securing speakers and exhibitors, and marketing the event. Set deadlines for each milestone. For example, “Confirm keynote speakers by January 16th” or “Launch email marketing campaign by March 2nd.”

For the live event, your event agenda should include a detailed schedule of sessions, networking activities, and exhibitor presentations. Assign team members to monitor each activity, ensuring everything runs smoothly. To make this easier, consider using tools like Remo’s AI Run of Show & Event Agenda Generator to quickly create a clear and organized plan for your event.

For the post-event phase, include tasks like sending thank-you emails, sharing recorded sessions, analyzing attendee data, and gathering feedback. Use a digital checklist to track progress and make adjustments as needed. Keeping everything organized ensures your event stays on track from start to finish.

11. Testing and Preparing for Technical Challenges

Technical hiccups can disrupt the flow of your event, so preparation is key. Start by testing your virtual platform thoroughly. Set up mock sessions with your team, speakers, and exhibitors to ensure everyone is comfortable using the platform.

Have a pilot trade show and test all interactive features, including live chat, video streaming, breakout rooms, and polls. Check for compatibility across devices and browsers to avoid accessibility issues.

It's also helpful to create a contingency plan for common problems like connectivity issues or platform crashes. For instance, having a backup communication channel like Slack or email to quickly inform attendees of any changes or assigning a tech support team that’s ready to troubleshoot issues in real time. Being proactive minimizes disruptions and ensures a seamless experience for attendees.

12. Promoting Your Event Across Multiple Channels

Promotion is everything when it comes to making your virtual trade show a success. Remember, it’s not just about attracting attendees—it’s about bringing in the right crowd who’ll get the most value from your event.

So, how can you promote your virtual trade show?

Understanding your audience is step one. You need to know – what are their needs, goals, and challenges? Then you can tailor your messaging to resonate with that. This way, you can ensure you're attracting attendees who are genuinely interested in your event.

When it comes to spreading the word, don’t limit yourself to just one channel. Use a mix of strategies:

  • Email Marketing: Send personalized email invitations that are tailored to the attendee's interests and clearly demonstrate how they will get value by joining. With email marketing, invitations are just the first step, you can also keep the excitement going with updates, speaker spotlights, and countdowns.
  • Social Media: Social media is your best friend when it comes to creating hype. Share sneak peeks, countdowns, and behind-the-scenes clips to build excitement on platforms like LinkedIn, Twitter, and Instagram (whichever channels your target audience is most active on).
  • Content Marketing: Write blog posts, articles, or press releases about the event, highlighting key themes, speakers, or exhibitors.
  • Partner Promotion: Ask your partners, exhibitors, and sponsors to promote the event on their social media, email newsletters, or webistes to further amplify your event's reach. Provide them with ready-to-use materials like banners, social media templates, or short blurbs they can share with their networks easily. More people talking about the event means more attendees!
  • Influencer Collaboration: Work with relevant influencers or industry leaders to promote your event to their followers.
  • Paid Advertising: Consider running targeted ads on platforms like Google, LinkedIn, or Facebook to reach the right audience.

And to make sure your strategy works, track which channels perform well using analytics tools and adjust as you go.

Before you bein promotion, you'll also want to ensure you've created an engaging event landing page. One that highlights all the essentials like the lineup of speakers, key sessions, and what makes your event stand out. Your landing page should be visually appealing, easy to navigate, and provide all the info attendees need to decide whether to register or not.

Speaking of registration, you should also keep the registration process simple and user-friendly so attendees can sign up without any hassle. A tip for you – it’s better to have a custom registration form rather than a generic one. Why? Because it helps you learn more about your attendees—like what they’re interested in, their roles, or what they’re hoping to get out of the trade show. That way, you can make their experience more personal, connect them with the right exhibitors, and ensure they leave feeling like the event was worth their time.

Choosing the Right Virtual Trade Show Software

Event organizer trying to pick a virtual trade show platform.

The success of your virtual trade show hinges on the platform you choose. You need software that can handle your expected capacity performantly, meet your needs, and deliver a seamless experience for attendees, exhibitors, and sponsors alike. Speaking of requirements, we've broken down the must-have features that all the best virtual trade show platforms have:

1. Virtual Booths

Virtual booths are a key part of any virtual trade show, giving exhibitors a space to showcase their products or services. But here’s the thing—just setting up a booth with a website and a button to book a meeting isn’t enough to create real engagement. Some platforms only offer that basic setup, which can feel a little impersonal and disconnected.

What really makes a virtual booth stand out is the ability for exhibitors to engage with attendees in real time. Remember a virtual booth is not just a place to display content, but a space where real conversations happen and relationships are built. Whether it’s through live video calls, chat, or scheduled demos, having those interactive features is essential to creating a meaningful connection. For example, Remo takes it a step further by allowing exhibitors and attendees to hop into live conversations directly at a booth. No waiting around for an appointment, people can drop in, ask questions, and get immediate answers, just like they would at an in-person booth.

2. Immersive Floor Plans

First impressions are everything. When attendees enter your virtual event, you want them to think, "Wow, this is impressive." A platform like Remo helps you create fully branded spaces—custom lobbies, virtual floors, and even exhibit booths. It’s all about creating an environment that feels personal, professional, and engaging right from the start.

2. Converting Interactions into Sales (Lead Capture)

At the end of the day, your exhibitors are here to drive sales and generate leads. Remo makes this easy with features like live demos, embedded stores, and in-app CTAs that nudge attendees toward action. It’s like having a personal sales assistant running quietly in the background, helping you close deals faster.

3. Networking Made Easy

Networking is the magic of any trade show, and the virtual world is no exception. The right platform should make connecting effortless and natural, without the awkwardness that can come with online events. Many virtual platforms offer tools like live chat, video, and audio features, making it easy for attendees and exhibitors to interact. Instead of waiting in long booth lines, participants can pop into 1:1 chats, join breakout room discussions, or seamlessly connect with others through waiting rooms.

Some platforms, like Remo, take it a step further by offering features that replicate the in-person experience. For instance, attendees can schedule meetings with exhibitors using integrated meeting links, ensuring no connection gets missed. Remo also provides interactive tools like group video chats, quick networking sessions, and structured breakout rooms—making conversations feel smooth, natural, and engaging.

The key is to choose a solution that makes networking easy and enjoyable. After all, those meaningful conversations are where the real value lies.

4. Keeping Everyone in the Loop

Ever been to an event where you had no idea what was happening next? Frustrating, right? It’s easy to feel lost when communication is missing. That’s why event announcements are so important. Your platform should let you send live updates to everyone—whether it’s a reminder about the keynote speaker or a heads-up about an exciting booth. With event broadcasts, everyone stays in the know.

5. Hosting Keynotes and Webinars

Every great virtual trade show needs a stage for those big, spotlight moments, whether it’s a keynote session, a panel discussion, or a special guest speaker. The right platform should make it easy to set up and manage these events. For example, platforms like Airmeet and Remo have a "virtual stage" feature. As an organizer, you can choose when to bring attendees onstage. It’s a great way to ensure everyone’s on the same page, feeling like they’re part of a live, interactive experience. Plus, it helps create that sense of excitement and engagement you’d typically get at in-person events.

6. Insights That Drive ROI

Finally, let’s talk about data. You need to know what’s working, what’s not, and most importantly, who’s interested. Most good virtual trade show platforms give you detailed analytics on attendee behavior, engagement, and preferences, helping you see what content resonates most.

But it doesn’t stop there. Leads are one of the most valuable outcomes of any trade show, and virtual platforms should help you track high-intent leads based on attendee interactions. Whether it’s booth visits, content downloads, or scheduled meetings, these insights allow you to share actionable, qualified leads with exhibitors.

You can also gather feedback through surveys and polls to better understand attendee needs and preferences. At the end of the day, it’s all about turning those insights into real results and making your event even more impactful.

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Top 3 Virtual Trade Show Platforms

Now that you know what features to look for, let’s talk about the best platforms to bring your trade show to life. We’ve narrowed it down to three standout options, each with its strengths and a few considerations to keep in mind.

1. Remo

Remo is all about creating an interactive, immersive experience that feels as close to an in-person trade show as possible. With realistic, virtual environments, attendees can move freely through the exhibitor hall, visiting multiple booths just like they would at a physical event. This gives them the ability to explore and engage at their own pace, which helps recreate the natural flow of a live trade show.

From branded floor plans and interactive booths to networking opportunities, Remo is designed to impress both attendees and exhibitors. Whether you’re hosting keynote sessions or helping exhibitors showcase their products, the platform’s flexibility and ease of use makes it a top choice. Plus, it’s loaded with features like interactive chats and detailed analytics to track attendee behavior and maximize ROI.

If networking and engagement are priorities for your event, Remo makes it easy to connect people through one-on-one video chats, breakout rooms, and even virtual lounges. With its ability to effortlessly switch between presentation mode and conversation mode, it’s like having two event spaces in one. This makes it perfect for mixing formal sessions with casual discussions.

That said, Remo, like all virtual platforms, relies on stable internet connections. Attendees in areas with spotty Wi-Fi may occasionally face disruptions. However, with the right setup, Remo offers a smooth and engaging experience that brings people together seamlessly.

2. Brella

If your focus is on building strong, personal connections with potential customers, Brella is a platform worth considering. It’s built with networking in mind, offering tools that help attendees and exhibitors connect with ease. Sponsorship features are also a big plus, helping you attract businesses eager to make an impact at your event.

That said, there are a few things to watch out for. Some users find Brella less intuitive than they’d like, and the lack of a free trial means you’ll need to commit before knowing if it’s the right fit for you. 

3. 6Connex

For a straightforward, no-frills option, 6Connex is a solid choice. This platform works for virtual, hybrid, and in-person events, making it versatile. It’s simple to set up and covers all the basics you need to host a virtual trade show without getting bogged down by technical details.

However, simplicity can sometimes mean limitations. While it’s easy to use, some customers feel it lacks advanced features and customizability. 

Want to learn more about 6Connex? Check out our detailed 6Connex review

Which One is Right for You?

Choosing the best platform depends on your event’s specific goals. If you’re looking for a feature-packed, immersive experience, Remo stands out. Take some time to weigh the options and think about what matters most for your trade show. With the right platform, you’re already halfway to success!

With your platform picked, there are a few things you need to keep in mind while planning your event. 

Virtual Trade Show Best Practices and Ideas for Boosting Engagement

Best practices for virtual trade shows are what set your event apart.

Creating a memorable virtual trade show experience goes beyond just setting up a platform. It's all about connecting people and making the event feel real, dynamic, and valuable. Let’s break down some tips for how to keep both your attendees and exhibitors engaged throughout the event:

For Attendees:

Attendees come to your event for more than just learning—they’re there to discover new products, meet potential partners, and maybe even make a purchase. To keep them hooked, here’s what you can do:

  • Offer Insightful Sessions: Bring in speakers or panels that dive into the latest industry trends and challenges. People love relevant, engaging content!
  • Incorporate Interactive Content: Keep the energy up with live polls, Q&As, and real-time engagement. The more they interact, the more involved they feel.
  • Facilitate Easy Networking: Make it super simple for attendees to connect with each other or exhibitors. Whether through chat, video calls, or networking lounges, give them opportunities to network effortlessly.
  • Highlight Solutions: Attendees are looking for answers to their problems, so ensure they can easily find exhibitors offering products and services that actually address these challenges.

For Exhibitors:

Exhibitors want to showcase their products, make connections, and, of course, generate leads. Here’s how you can help them shine:

  • Customizable Booths: Let exhibitors personalize their booths with their branding, videos, and downloadable materials. This helps their booth stand out and feel more engaging.
  • Real-Time Engagement: Give exhibitors the tools to chat or video call with visitors on the spot. Instant communication makes the experience feel much more personal.
  • Live Demos: Let exhibitors showcase their products in action with live demos. This adds a personal touch and helps attendees make quicker, informed decisions.

Need some interactive ideas for keeping the energy high during your virtual trade show? Check out these 3 ideas:

1. Polls and Surveys:

Start each session with a poll to get people involved right from the start. Keep it light and relevant—something like “What are you most excited about today?” It’s an easy way to break the ice and get people thinking.

2. Virtual Games and Trivia:

How about a virtual scavenger hunt or trivia contest? These can be themed around your event, and they’re a fun way to get attendees exploring the event and booths. A little friendly competition never hurts!

3. Giveaways and Incentives:

Who doesn’t love a good prize? Offer giveaways for attendees who stay active—think gift cards, discounts, or exclusive content. It’s a great way to keep people engaged and motivate them to participate.

To sum it up: engaging your audience—both attendees and exhibitors—is the key to making your virtual trade show a success. With thoughtful marketing, interactive features, and strategies to encourage participation, you can create an event that’s lively, exciting, and valuable. Keep these tips in mind, and your virtual trade show will stand out, leaving everyone with lasting impressions.

With some tips on how to boost engagement at your virtual trade shows, let's also explore some ways in which you can encourage networking amongst attendees and exhibitors.

Tips for Organizers on How to Promote Networking at Virtual Trade Shows

Attendees mingling and video chatting at a virtual trade show.

Networking is the heartbeat of any trade show, whether it's in-person or virtual. The great news is that virtual events offer even more creative ways to help people connect, collaborate, and create real value. By mixing structured networking opportunities with fun, dynamic activities, you can make the experience just as, if not more, rewarding than in-person events. Here's how you can encourage meaningful networking at your virtual trade show:

For Attendees:

  • Encourage a Complete Profile: Remind attendees to fill out their profiles with all the details they can. The more information they provide, the easier it is for them to find the right connections and sessions they want to explore.
  • Promote Planning Ahead: Let attendees know the importance of planning before the event starts. They should check out the list of exhibitors and speakers to decide who they want to meet and prepare some great questions or talking points in advance.
  • Stay Open-Minded: Encourage attendees to be open to conversations that might not be on their radar. Sometimes, the best opportunities come from unexpected chats, so remind them to follow those interesting conversations—they might lead to something great!

For Exhibitors:

  • Help Them Prepare Their Booths: Make sure exhibitors know how important it is to get their virtual booths ready with easy-to-find materials—videos, brochures, and contact info should be readily available.
  • Refine Their Pitch: Encourage exhibitors to have a clear and engaging pitch ready. They should aim to explain their value quickly and in a way that resonates with attendees.
  • Encourage Active Listening: Remind exhibitors that networking is a two-way street. Instead of just selling, they should use the opportunity to learn more about attendees' challenges and needs. Listening can lead to more valuable connections than a hard sell ever will.
  • Follow Up: Suggest that exhibitors take notes during conversations and follow up with personalized messages after the event. A quick, thoughtful follow-up can really help turn those initial interactions into lasting relationships that eventually drive revenue.

For Organizers:

  • Create Structured Networking Opportunities: Set up specific times or areas for networking. You can use breakout rooms, one-on-one chat rooms, or themed discussion spaces to help people connect in focused ways.
  • Add Some Fun with Gamified Networking: Bring some fun into the mix with networking activities like virtual scavenger hunts or speed networking sessions. It’ll keep the energy high and encourage attendees to meet new people in a playful way.
  • Offer Incentives: Give attendees something to look forward to by offering incentives. For example, encourage them to connect with a certain number of exhibitors or have a goal to meet new people during the event. A little motivation can go a long way.

By blending creativity with solid planning, networking at virtual trade shows can be just as impactful as face-to-face events. Whether you’re an organizer, exhibitor, or attendee, using the right strategies will help you forge valuable connections, learn from others, and create lasting value.

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5 Virtual Trade Shows Ideas to Try 

An exhibitor presenting to attendees at a virtual trade show

Virtual trade shows aren’t limited to any one industry or format, which means you can get as creative as you want. Whether your goal is to educate, connect, or showcase, these ideas offer a roadmap to hosting an engaging and impactful trade show.

1. Industry-Specific Product Launches

One of the best ways to attract an audience is to center your trade show around groundbreaking product launches in your industry. Create an event that feels exclusive by offering exhibitors the chance to unveil their latest innovations with live demos, immersive videos, or AR/VR experiences.

How to Make it Work:

  • Schedule dedicated time slots for product unveilings, with countdowns to build anticipation.
  • Offer interactive features like live Q&A sessions where attendees can ask questions directly to exhibitors.
  • Include audience participation by letting attendees vote for awards like "Most Innovative Product" or "Best in Show."
  • Promote your event with teasers on social media or through email campaigns featuring sneak peeks of what’s coming.

This format works wonders for industries like tech, fashion, and consumer goods where audiences love to see the “next big thing.”

2. Expert-Led Trade Show with Workshops

Why stop at showcasing products when you can educate your audience too? Pair your trade show with interactive workshops led by industry experts, influencers, or even your exhibitors. This gives exhibitors the chance to dive deeper into their products or services while offering valuable insights to attendees, showcasing their expertise and the real-world applications of what they offer. It’s a win-win for both the audience and the brands involved!

How to Make It Work:

  • Dedicate breakout rooms for workshops where attendees can engage directly with speakers.
  • Provide downloadable resources like worksheets or guides that complement the session.
  • Create a trackable schedule so attendees can plan their day and never miss a workshop.
  • Record the sessions and make them available post-event for additional value.

For example, if you’re in the marketing space, workshops could focus on mastering tools like SEO platforms or learning the latest strategies for social media growth.

3. Global Networking Hub

Trade shows are prime opportunities for networking, so why not focus your entire event on making valuable connections? Build a networking-centered trade show that fosters interactions not only between attendees and exhibitors but also encourages networking among industry professionals from around the world, allowing everyone to collaborate, share ideas, and grow.

How to Make It Work:

  • Use matchmaking algorithms to pair attendees based on shared goals, industries, or interests (bonus: Remo's got a powerful new AI Matchmaking feature - Networking Recommendations).
  • Host speed networking sessions with rotating virtual tables, giving everyone a chance to meet.
  • Create themed breakout rooms for niche discussions, such as startups, sustainability, or tech innovation.
  • Add gamification, like awarding points for each connection made, to encourage participation.

4. Niche Community Trade Shows

A community-focused trade show tailored to a specific interest or niche can make a big impact. By zeroing in on a particular audience, you’ll foster an environment where attendees feel seen, heard, and deeply engaged. Exhibitors, on the other hand, can directly connect with a highly targeted group, increasing their chances of building strong, long-lasting relationships with the right customers.

How to Make It Work:

  • Design your exhibitor booths to reflect the niche, with plenty of customization options for branding.
  • Host themed sessions like panel discussions or live demonstrations relevant to the community.
  • Include interactive features like quizzes, trivia games, or contests to create a fun and memorable experience.
  • Offer networking opportunities with dedicated spaces for discussions and collaborations.

For example, a trade show focused on sustainable living could feature eco-friendly brands, workshops on reducing waste, and speakers who are environmental thought leaders. This approach helps exhibitors showcase their expertise to an engaged audience that’s passionate about the cause.

5. Virtual Shopping Experience Trade Shows

Why stop at showcasing products when you can create a fun, interactive shopping experience? Virtual trade shows provide a unique opportunity to engage with a large audience and boost product sales in real time.

How to Make It Work:

  • Set up virtual booths where brands can showcase their products with videos, demos, and live presentations.
  • Encourage exhibitors to offer exclusive discounts, flash sales, or product bundles to encourage real-time purchases.
  • Let consumers and product reps directly interact, so attendees can ask their questions while making the experience more personal.
  • Enable real-time transactions so attendees can buy on spot and exhibitors can see tangible ROI

To make it even more exciting, consider offering giveaways, product trials, or special deals to keep people coming back and drive those sales.

Now, we've covered all the best practices for planning your virtual trade show, let's move on to how you should run your virtual trade show.

How to Ensure Your Virtual Trade Show Runs Smoothly 

Event organizers talking strategy for their virtual trade show.

Let’s talk about running your virtual trade show like a pro. From prepping ahead of time to managing any hiccups during the event, smooth execution relies on solid preparation, quick thinking, and keeping everyone happy. Here are a few key things to keep in mind to ensure everything runs smoothly. 

Check All the Tech

First things first. Test, test, and test again. Before the event, make sure the platform works like a charm. Test every feature, from virtual booths and breakout rooms to live webinars, on different devices like laptops, smartphones, and tablets. Involve your speakers and exhibitors in these checks to ensure they’re comfortable with the platform too.

Have a checklist handy:

  • Is the internet connection stable?
  • Are all permissions set up correctly?
  • Do you have backups, like prerecorded presentations, just in case?

Once the event starts, keep a small team on standby to monitor the backend. They’ll be your heroes if anything technical crops up.

Keep Help Just a Click Away

Live support is a must to keep attendees and exhibitors happy. Set up a virtual help desk staffed by people who know the platform inside out. You’ll also want to prepare an FAQ section with answers to common questions, like “How do I join a session?” or “Where’s my booth?” to ensure support is given quickly.

Live chat is a lifesaver during events—it’s quick, personal, and super convenient. And for those times when someone needs a bit more assistance, platforms like Remo go beyond basic support. They provide real-time, in-event support with an actual person on hand to help with any tech issues or offer personalized assistance, ensuring that both attendees and exhibitors get the help they need without any hassle.

Roll With the Punches

Let’s face it, unexpected issues can arise during any event. A speaker might get delayed, or an exhibitor might have trouble uploading content. That’s okay. Have backups ready, like prerecorded keynotes or preloaded materials for exhibitors.

If your schedule hits a snag, communicate immediately. Send updates through emails or notifications so attendees know what’s happening. And don’t forget to assign moderators for live sessions to handle attendee questions and keep things running smoothly.

It’s All in the Details

At the end of the day, a smooth event is about being prepared and adaptable. Plan ahead, but stay flexible for those last-minute challenges. And when it’s all over, take a moment to gather feedback from attendees, your team, and exhibitors. That’s how you’ll learn what worked—and what to make even better next time.

While planning for your virtual trade show is important, your post-event strategy is equally crucial. So, let's discuss what you should do after your virtual trade show to guarantee continued success.

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Post-Event Strategies for Your Virtual Trade Show 

Remo's post-event analytics dashboard featuring key metrics like attendance rate, number of connections, and CTA clicks

After your virtual trade show wraps up, it's essential to stay focused on maximizing the value of your event. The work doesn’t end with the last session—in fact after your trade show is when you can truly start capitalizing on the connections made and the insights gained. Here's how you can keep the momentum going and ensure that the impact of your event lasts long after the final session ends.

Virtual Trade Show Metrics to Measure Success

To get the most out of your post-event strategies, it’s important to measure the success of your event first. Key metrics to track include:

  • Attendee Engagement: How active were attendees in sessions, networking, and exhibits?
  • Lead Generation: How many leads were generated and what was their level of interest?
  • Exhibitor Satisfaction: How well did exhibitors engage with attendees, and how satisfied were they with the leads they received?
  • Content Engagement: Which sessions and materials received the most attention?
  • Social Media Buzz: How much engagement did your event receive on social platforms before, during, and after the event?

These metrics help guide your post-event strategy, ensuring you focus on areas that have the most impact. Want some more information on analytics? Check out our top virtual event metrics to measure.

Post Virtual Trade Show Strategies

Now, let’s look at the best strategies for keeping the event’s energy alive and driving long-term results:

Send Personalized Follow-Ups

Begin by thanking your attendees with personalized emails. A simple note of appreciation can go a long way. Share event highlights, recorded sessions, and additional resources tailored to their interests. You can even include links to virtual booths or product demos they were particularly interested in to keep the event fresh in their minds and encourage continued interaction.

Segment and Qualify Leads

Not all leads are ready to make a purchase immediately. Using the data from the event, segment your leads based on their engagement levels. For example, identify those who were highly active and those who showed interest but didn’t interact as much. This allows you to tailor your follow-up strategy to the varying levels of interest.

Also, share this valuable lead data with exhibitors, giving them insights into which attendees interacted with their booths or viewed their demos. This helps exhibitors prioritize their follow-ups, increasing the chances of conversion.

Ask for Feedback

Once the event concludes, send out a feedback survey to your attendees, exhibitors, and sponsors. Ask questions like:

  • What did you love most about the event?
  • How could the experience be improved for the next event?
  • What did you think about the platform and lead quality?

Remember though, you must tailor your survey for each group to get specific, actionable feedback. For exhibitors and sponsors, the focus should be on understanding how valuable they found the event to help them get leads or increase brand awareness. Whereas, for attendees, you would likely focus on how enjoyable they found the event or how easy it was to find what they were looking for. All this feedback ultimately helps you refine future events while showing that you care about their experience.

Need some inspiration for questions to ask? Explore our 10 must-ask questions for your post virtual event survey.

Repurpose Event Content

Don’t let all your great content fade away. Share recordings, presentations, and key takeaways on your website and social media to extend the life of the event. This gives your audience another chance to engage with the content they missed or want to revisit.

Encourage exhibitors to share their demos and product details as well, keeping the engagement going beyond the event.

Keep the Social Media Buzz Going

Social media is a powerful tool to maintain excitement post-event. Share highlights, behind-the-scenes footage, or attendee posts to keep the conversation going. The more you engage on social platforms, the more you’ll keep your event in the spotlight.

Give exhibitors shout-outs on your event’s social media too—tag their accounts, share their posts, and promote any post-event offers. This helps keep their brand in front of your audience.

Start Planning for the Next One

Now that you’ve gathered valuable insights from this event, it’s time to start planning the next one. Whether it’s a webinar, a new trade show, or another type of event, showing your audience that you’re committed to providing value consistently will keep them excited for what’s next.

This time, you can even involve your exhibitors in the planning process—ask for their feedback on what worked and what could be improved. Their input ensures you provide even more value next time.

6 Virtual Trade Show Challenges + How to Solve Them

A virtual booth at a virtual trade show.

Let’s be honest—hosting a virtual trade show can come with its fair share of hiccups. But don’t worry, most of these challenges have simple solutions if you plan ahead. Here are some common issues and how you can tackle them like a pro:

1. Tech Troubles

We’ve all been there: someone’s mic doesn’t work, a connection drops, or the platform lags right in the middle of a demo. Tech issues can be frustrating, but they’re manageable.

How to Fix It:

  • Run Pre-Event Tests: Do a dry run with your team, speakers, and exhibitors to iron out any platform issues in advance.
  • Share Tech Tips: Provide attendees and exhibitors with easy setup guides on browser compatibility, internet speeds, and troubleshooting steps.
  • Offer Live Tech Support: Keep a dedicated support team on standby during the event to quickly resolve issues. A simple live chat can make a world of difference.

2. Keeping People Engaged

Virtual events can sometimes feel, well… flat. Without in-person energy, you might notice attendees getting distracted or dropping off.

How to Fix It:

  • Make It Interactive: Incorporate live polls, Q&A sessions, and interactive elements like virtual scavenger hunts to keep things lively.
  • Break It Up: Long sessions can lead to “Zoom fatigue.” Schedule breaks, shorter presentations, and even fun moments like trivia games or giveaways.
  • Focus on Networking: Use breakout rooms, virtual lounges, and speed networking sessions to keep attendees and exhibitors connecting.

3. Networking Feels Forced or Awkward

At physical trade shows, it’s easy to bump into someone and strike up a conversation. In virtual events, networking can feel less organic if it’s not planned well.

How to Fix It:

  • Facilitate Targeted Connections: Use AI or B2B matchmaking tools that pair attendees and exhibitors based on their interests or business needs.
  • Create Networking Spaces: Offer themed virtual lounges, small group chats, and one-on-one meeting options to make connections feel natural.
  • Try Speed Networking: Structured, time-based networking sessions give people a chance to meet new contacts without the pressure of awkward small talk.

4. Low Attendance and Drop-Off Rates

Getting people to register for a virtual trade show is one thing. Ensuring they actually show up and stay engaged is another.

How to Fix It:

  • Market Smartly: Build excitement leading up to the event with teasers, sneak peeks, and engaging content. Highlight the value attendees will get by showing up live, like demos, exclusive deals, or insights from industry experts.
  • Send Reminders: Automate reminder emails leading up to the event with clear instructions for joining.

5. Proving Value to Exhibitors and Sponsors

Exhibitors and sponsors participate for one key reason: results. If they don’t see the ROI, they might not return for your next event.

How to Fix It:

  • Offer Customizable Booths: Let exhibitors create branded, interactive booths with videos, downloadable resources, and live chat options.
  • Track Performance: Provide detailed analytics like booth traffic, attendee engagement, and lead generation reports.
  • Spotlight Sponsors: Feature sponsors during sessions, offer banner ads, or create exclusive sponsored content like keynote presentations or product demos.

6. Attendee Fatigue

Staring at a screen for hours on end can drain even the most enthusiastic attendee.

How to Fix It:

  • Mix Up the Format: Combine live sessions with short breaks, quick interactive games, and networking opportunities to keep the energy up.
  • Keep It Concise: Schedule shorter sessions packed with value. Break long topics into bite-sized segments instead of marathon talks.

Challenges are part of the game, but with thoughtful planning and the right tools, you can turn these hurdles into opportunities for an even better experience. When you focus on engagement, strong tech support, and clear value for your exhibitors and attendees, you’re setting your virtual trade show up for success. Curious about what the future holds for virtual trade shows? Take a look at the next section!

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The Future of Virtual Trade Shows

Attendee using a screen to better understand the product at a virtual booth

Virtual trade shows are evolving rapidly, constantly driven by new technology and changing audience expectations. Here's a look at what's ahead:

1. Immersive and Interactive Technologies

Virtual trade shows are about to get a whole lot more engaging. With technologies like augmented reality (AR) and virtual reality (VR), attendees can explore 3D booths, experience live product demos, and interact with products as if they were in-person. These tools will not only make events more memorable but also help exhibitors showcase their offerings in unique, interactive ways, enhancing audience engagement. 

2. AI-Powered Personalization

Artificial intelligence is set to play a major role in the future of virtual trade shows. AI-driven matchmaking tools will connect attendees and exhibitors based on shared interests and needs, ensuring more meaningful interactions. Exhibitors will also be able to analyze attendee behavior and preferences to provide personalized follow-ups and content, making the event experience more tailored and impactful. 

3. Hybrid Trade Shows as the New Norm

While virtual events have clear benefits, in-person connections are still invaluable. This is why the future lies in hybrid trade shows—a mix of virtual and physical elements. Hybrid models allow attendees to participate from anywhere while still providing on-site engagement opportunities for those who prefer face-to-face interactions. This combination ensures greater accessibility, reduced costs, and a broader audience reach.

With advanced technologies and smarter approaches, virtual trade shows are here to stay. They are becoming more interactive, data driven, and adaptable than ever before.

Let’s Start Planning!
Planning a successful virtual trade show is all about having a clear strategy and the right tools in place. By defining your goals, understanding your audience, and offering interactive features like engaging booths and networking opportunities, you’ll create an event that stands out.

Ready to get started? Book a demo with the Remo team. Find out more about our versatile virtual event platform and learn how we can help you host your first virtual trade show. 

Frequently Asked Questions about Virtual Trade Shows

  1. How do virtual trade shows work?

Virtual trade shows are hosted online, where exhibitors showcase their products through digital booths, webinars, and live interactions. Attendees can explore exhibits, attend sessions, and network with others, all from the comfort of their own location. These events are designed to be interactive and provide real-time engagement.

  1. What is the difference between virtual and in-person trade shows?

In-person trade shows require physical presence, including travel, logistics, and set-up costs, while virtual trade shows happen entirely online, making them more cost-effective and accessible. Virtual events offer flexibility, allowing attendees and exhibitors to interact via digital platforms with features like live chats and video calls, all without the need for travel.

  1. What is a virtual trade show booth?

A virtual trade show booth is a digital representation of a company’s exhibit space at a virtual trade show. It typically includes multimedia elements like videos, product demos, downloadable brochures, and live chat features for attendees to learn more and engage with exhibitors in real time.

  1. What do you do in a virtual booth?

In a virtual booth, exhibitors can showcase their products, hold live demos, answer questions via chat or video, and share valuable content like brochures or presentations. It’s an interactive space designed to engage attendees and help them understand the brand or product being promoted.

  1. What are some of the virtual trade show trends for 2025?

In 2025, we’re likely to see more immersive virtual trade shows with AI-driven matchmaking, virtual reality (VR) booths, and gamified experiences to boost engagement. Personalized event experiences will also be a key trend, as well as advanced data analytics tools to track attendee behavior and improve future events.

Zainab Asad

Zainab Asad is a Content Writer at Remo, contributing to the platform's mission of fostering authentic virtual connections. With a keen eye for detail and a passion for effective communication, she crafts engaging content that empowers event professionals to create memorable virtual experiences.

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