Frequently Asked Questions FAQ2022-04-11T12:49:23+02:00

Your questions answered!

Our website has a whole host of information for you to browse, but the best way to learn more is with a live demo of the platform!

The answers your looking for may be here:

The features
Why should run a virtual event rather than an in-person event?2022-04-14T16:15:22+02:00

Whatever the sector, a virtual event means that everyone can meet up online, rather than congregating in one location.

AppyFair’s features mean that interactions at your virtual event aren’t so different to in-person events:

  • Exhibitor spaces
  • Meeting rooms
  • Public forums for chatting and sharing content
  • Conferences rooms

What’s more, virtual events boast a number of benefits, not least:

  • Low carbon footprint
  • Less waste
  • Reduced costs (no expensive logistics, transportation, accommodation or food)
  • Save Time (organising a virtual event requires less time and less hands on deck)
  • Opportunities to learn (complete, reliable statistics on the event’s activity)
Who organises the event?2022-04-14T16:16:33+02:00

You will!

Thanks to AppyFair’s user-friendly back office, you are in complete control of your event! Our team will help you with the initial set up, then the floor is yours.

Of course, your project manager will always be available for questions you may have along the way.

How long does it take to organise a virtual event?2022-04-14T16:25:41+02:00

Just like a face-to-face event, the preparation time depends on a lot of variables: the topic, the contents, your communications plan and sales strategy, to name a few.

We recommend that you schedule your first meeting with our team 90 to 60 days before the date of your event.

As we want to provide exceptional support and quality to our clients, we will run a maximum of 5 events on one day, so if you have a specific date in mind, it’s best to let us know as soon as possible so that we can ensure availability.

Some events need to be planned up to 6 months in advance (if they have a big communications strategy, a longer sales funnel for exhibitors, multiple conferences, etc.). Others only take 3-4 weeks to prepare!

Our advice? Don’t underestimate this preparation phase. Just because it’s virtual doesn’t mean that you shouldn’t take your time! Make the most of having a fantastic tool to optimise your communications and sales, and create a buzz around the event.

How many people does it take to organise a virtual event?2022-04-14T16:27:40+02:00

Well, again, it depends on your event!

Some can be prepared by one person part-time, in 3 or 4 weeks, whereas others will need more people involved to work on the communications tools, to create exhibitor content, support the exhibitors and plan the conferences.

Generally, our clients have one person working full-time over a few weeks on their events.

Do I need special skills to organise a virtual fair?2022-04-14T16:29:27+02:00

Above all, like any face-to-face event, organising a virtual fair requires organisation!

Other than that, you don’t need any technical skills. Anyone who is at ease on a computer and the internet will be an AppyFair pro in no time!

How long should my event last?2022-04-14T16:35:28+02:00

This can be a tough decision, as you want to find the right balance to keep your visitors engaged, your exhibitors happy whilst making the most of the platform.

As a rule of thumb, we recommend 1 day for every 5000 sign-ups. If you have a lot of exhibitors, or a full conference programme, then this can be adapted to suit your event.

Our top tip: organiser often plan for a longer event because they think their exhibitors will be happier, but it could have the opposite effect if there are fewer visitors than expected. It is better to have 1 intense day, than 5 quiet days!

What exactly is included in AppyFair?2022-04-14T17:04:40+02:00

AppyFair comes with 3 spaces for you to prepare a great virtual event:

  • the event’s website: an invaluable communications tool, and also where your visitors can register for the event and book meetings
  • the fair itself: a space where visitos can interact and access your content libraries during the event
  • the back-office: this organisers-only space gives you the all the behind the scenes power to edit and run the event, just the way you want it!

But above all, AppyFair is a passionate team who can’t wait to help you prepare an amazing event!

Where is the data hosted?2022-04-14T16:46:18+02:00

All personal data is hosted in France, through the hosting company OVH.

As you may know, in 2020 OVH’s Strasbourg data center caught fire, so since then we have also set up internal procedures for backing up data on remote sites.

How many participants can join my AppyFair event?2022-04-14T17:03:40+02:00

Today, an AppyFair event can welcome up to 1000 active users at any one time.

That said, we’re constantly upgrading our platform so we will soon be able to extend this capacity. Watch this space!

Can I set up an entrance fee for my event?2022-04-14T17:01:04+02:00

AppyFair doesn’t currently offer an integrated online payment solution to accept ticket fees.

However, you can redirect visitors to an online ticketing solution (like zendesk, weezevent, etc.), then register the sign-ups yourself, and use our import tool to automatically create their accounts on the AppyFair platform.

If you take this approach, then event sign ups on the event website will automaticaly redirect to the ticketing solution of your choice.

Is AppyFair multilingual?2022-04-14T17:01:46+02:00

Yes, AppyFair is it completely international. We even adapt to all the different time zones that event participants are in!

From the back office, you can choose to offer only one or several languages. The exhibitors will then also be able to post their content in several languages. The display language for visitors will depend on their browser settings.

We also adjust schedules according to time zones. An appointment made at 1pm for a British user will be displayed at 8am in the schedule of a visitor based in Montreal!

How long before the event should I open public registrations?2022-04-29T11:28:55+02:00

In our experience, registrations shouldn’t be opened too early, as it can lead to a high drop-out rate. That said, don’t leave it too late either!

What really makes the difference is your communications strategy: effective communications will lead to quality user sign ups. You can do much better than a keyword campaign 1 week before the event!

Build a multi-channel communications plan which targets visitors who will hold a genuine interest in your content. With that in mind, we recommend you to open registrations about 3-4 weeks before your event.

What information do users need to provide when signing up?2022-04-29T11:31:04+02:00

It’s up to you! AppyFair provides a tool to create and customise a form so that you can select the information you want to receive from your attendees when they register.

You can choose which fields should be mandatory and which should be optional, and whether the information provided should be private or public (visible to other event guests).

You can also request further information post-registration from difference audience segments (i.e. just visitors or just exhibitors).

Please note: you, the organiser, are the person responsible for processing personal data and so must apply your confidentiality policy and comply with the regulations (the information shared across attendees, the length of time the data is kept etc).

Is AppyFair GDPR compliant?2022-04-29T11:32:45+02:00

Absolutely! Legally, as the organiser you are responsible for the control of the data you collect. AppyFair makes it easy for you to inform your events attendees of this process, just like you would on your own website.

If you want consent for specifics from the participants upon registration, you can customise the phrasing of consent agreement in the back office.

For our part, we systematically ask participants to accept the AppyFair terms of use.

Finally, you can make any data anonymous thanks directly from the AppyFair back office. This tool gives you the power to delete all personal data when you deem it appropriate in accordance with your privacy policy.

How do I keep track of event sign ups?2022-04-29T11:33:42+02:00

From your back office, you have access to information about how many users have registered for your event and who is connected to the platform.

You can also export a CSV file with all the information about your attendees, their assigned role and their activity at the event.

How many sign ups usually follow through and attend the actual event?2022-04-29T11:35:24+02:00

Say you’ve implemented a successful communications strategy which has resulted in 1000 sign-ups… Congratulations! But how many will actually come on the D-day?

Quite simply, it all depends on the ‘quality’ of these registrations. As a general rule, we see a return rate (real visits) of about 40%, or in the scenario of 1000 registrations, 400 real visitors.

You can improve on this stat by being proactive! On the day of the event you export a list of users who have registered but not yet accessed the event from the AppyFair back-office and send them a follow up reminder to connect to your event. If done right, these reminders can see an uplift to a return rate between 50 and 60%!

What do attendees see before the event goes live?2022-04-29T11:37:02+02:00

As soon as the event is set up, with the rooms created and the contents uploaded, anyone who has registered for the event can see a teaser of the information on the event’s website, with the rest of the content revealed when the event opens its virtual doors.

Once logged in on the website, visitors can also pre-register for the conferences and book meetings with exhibitors.

Finally, they will be able to (and should be encouraged too!) complete their profile with a photo, and, if applicable, other information such as their CV or full contact details. This will help attendees to maximise the potential of their visit.

How do exhibitors and speakers register?2022-04-29T11:38:33+02:00

Like everyone else via the event’s website!

Once registered, you – the organiser – will be able to assign them to their stand or their conference from the event’s back office.

Will exhibitors be able to access the event before it opens?2022-04-29T11:39:25+02:00

As the organiser, that’s up to you! Just check the relevant box in your back office to give exhibitors early access (or not) to their stand before the event opens.

You can also decide if they will be able to upload content, or if this feature is exclusively for organisers.

The same goes for the creation of the 3D model of the stand: you can either let your exhibitors play with our online modelling tool, or manage everything yourself!

How can I create my 3D stand?2022-04-29T11:41:26+02:00

Depending on the options selected in the back office, exhibitors can create their own stands, or else this job remains the remit of the organisers. Either way, we’ve built an interactive editing tool has been created especially for this, so stand can be built in just a few clicks!

For more information on editing your stand and premium rendering, visit this page.

How do I book a meeting?2022-04-29T11:43:21+02:00

You can book a meeting by following 4 simple steps:

  1. From the back office, select window of time when meetings can take place, and customise the booking confirmation emails for visitors and exhibitors
  2. Exhibitors can then log in and enter their availability for meetings within the allocated timeframe
  3. Visitors can book meetings via the event website with the exhibitors of their choice
  4. Visitors and exhibitors each receive a confirmation email with the option to add the meeting to their personal calendar (and it is automatically added to their AppyFair calendar)

Both parties will also receive a reminder notification 5 minutes before the meeting is scheduled to start.

Can I schedule notifications before the event?2022-04-29T12:36:21+02:00


You can programme messages that will be pushed to users at the time of your choice. These can be used to signal the start of a talk, or to highlight a particular sponsor, for example. These messages can include links directly to an exhibitor’s stand or to a conference room.

These messages can be viewed once, or remain in the users’ notification history: it’s up to you.

Finally, you can filter these messages according to the users’ roles (organisers only, exhibitors, speakers, visitors, moderators).

If you’ve forgotten to schedule a notification, there’s no problem, you can also send an instant public message whenever you want during the event!

How do visitors access the event?2022-04-29T11:49:01+02:00

As soon as the event is live, visitors who are logged into the event’s website will see a button inviting them to connect to the event.

Can exhibitor’s connect before the event begins?2022-04-29T11:50:18+02:00

Yes, just like at an in-person tradeshow, exhibitors enjoy early access to the event! This gives them time to familiarise themselves with the platform, double check the content available on their stand and get ready to meet the attendees!

As the organiser, can I track who is connected to the event in real time?2022-04-29T11:51:22+02:00

Yes, the back office includes a live tracking tool which means that the organiser can see who is connected, and when (as well as who isn’t connected!).

You can also take a snapshot at any given time to chow who is present and their status: busy, available, on a video call.

How can I follow up with visitors who haven’t logged in yet to remind them to connect to the event?2022-04-29T11:55:21+02:00

From the AppyFair back office, you can export a CSV file which includes the contact information of users who have signed up but not yet connected to the event.

This CSV file can easily be integrated into a template for email or SMS reminders, via your preferred tool, and can be used to send a reminder at lunchtime, for example.

Can I send a push message to all the attendees?2022-04-29T11:57:53+02:00

Yes, in your back office you will see a tool for sending public messages, either as instant notifications, or messages that have been scheduled in advance.

You can also send group messages to a segment of your users (i.e. just exhibitors, speakers, moderators, visitors, or organisers). What’s more, your message can include links to encourage people to directly navigate to other areas of the event.

These messages can be viewed once, or remain in the notification history of each user: it’s up to you, the organiser!

An attendee can’t log in to the event, what can I do?2022-04-29T11:59:46+02:00

Log in problems do happen, but they can be easily resolved! The 2 most common reasons for users being unable to connect are:

  • They’ve forgotten or misspelt their password, and have an email firewall or other anti-spam filter which means they aren’t receiving the email to reset their password
  • When they first created their account, they should have received an email with a link to activate the account. It could be that they didn’t follow this link – either because they never received the email or simply forgot.

Either way, the organiser can save the day! From the back office you’ll be able to set up a temporary password for the user to be able to log in, and then change to the password of their choice. You also have the option to manually activate an account, if needed.

Can I ban an unwanted visitor?2022-04-29T12:02:38+02:00

Under French law, it is illegal to ban a visitor without a justified reason. That said, the T&Cs include a description of behaviour that can lead to an attendee being excluded from an event, such as the use of abusive or discriminatory language.

If a user doesn’t comply with these terms, the organiser has the responsibility and the means to ban a user from their event.

In a public chat forum, the moderators can also hide unwanted or inappropriate messages, or ban a user from a particular room if his messages do not comply with the terms of use.

Can I access statistics during the event?2022-04-29T12:03:53+02:00

Yes, you can access a complete statistics tracking tool in the back office, including tables and graphs, whenever you wish to do so, over the time period of your choice.

Is technical support available during the event?2022-04-29T12:04:42+02:00

Yes, technical support is included as a standard with AppyFair during French office hours (that’s Monday to Friday from 9am to 5pm – GMT+2).

Outside of these hours, you can add the presence of a certified developer (billed service).

What happens if the platform is overloaded?2022-04-29T12:05:30+02:00

One of the first steps when organising the fair is to estimate the maximum number of possible visitors at your event, and we adjust our hardware architecture accordingly.

For whatever reason, if the platform is lagging, our team can set up a waiting room to limit connections for a given period to help regulate the flow of visitors to the number originally expected.

What happens if I exceed my agreed visitor limit?2022-04-29T12:32:13+02:00

Your visitor limit was established with your AppyFair account manager to ensure that you weren’t paying over the odds for your project.

If ever the number of visitors surpasses this limit, the higher gauge will automatically kick in, and the billing would be adjusted accordingly with a flat fee of £185 excluding VAT.

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