The steps to launching your virtual fairadminAppy2021-08-30T15:26:08+02:00
Follow the steps to launching your virtual event
You will be supported by your dedicated project manager throughout the preparation of your virtual fair. Here’s what’s in store for you in the coming weeks…
1. Commercial steps
First phone conversation
Recommended timeframe : D-60 / D-90
Once you have made your request for a demo on our website, you will be assigned a sales representative that will quickly call you to study your specific needs and plan with you your demo of AppyFair. He or she will also check that your desired dates are available (we organize up to 5 fairs on the same day to ensure quality support to each of our customers) : it is therefore important to anticipate your dates as much as possible.
At the end of this first phone conversation, your salesperson will send you a series of presentation documents customized to respond to the needs of your project.
Your salesperson will present you our plateforme in the context of your project and answer your first questions, He or she will then take the opportunity to gather the essential information concerning your project and present the various options available.
After analyzing your project, your salesperson will be able to send you a business proposal, as well as all contractual documents related to the processing of personal data, and the definitions of eveyone’s responsibilities.
When we receive the signed quote along with the deposit payment, everything is in order. You will then receive a confirmation email containing the contact information for your dedicated project manager.
2. Initial set up of the fair
A first contact with your project manager
Recommended timeframe : D-60
After sending a complete brief of you needs to your project manager, you will be directly contacted to initiate further preparations and ensure that your specific needs are taken into account.
Setting up of the fair
The setting up of your fair will take place within 48 hours maximum after your first exchange with your project manager. As soon as your platform is installed, you will receive an confirmation email, inviting you to create a user account via a temporary registration form.
Back office training
Recommended timeframe : D-50
As soon as your account has been verified and converted to the privileges of the “organizer” role, you can schedule a training to learn how the platform and its back-office works along with your project manager.
Managing the fair
Once you are trained, you will be able to set up your fair, and configure the multiple available options. The first steps will be to chose the URL of the event, write the email templates sent from the platform, and prepare the registration form for future users. For this, you can be helped by other “organizer” profiles, to whom you can grant this privilege yourself from the back office.
Publish your event's website
Recommended timeframe : D-40
You can now begin to create your first environnements (rooms, conferences, booths) and make them visible on your event’s presentation website. Once you have finished customizing this website and prepared the various features you want to offer, you can invite the exhibitors (booth advisors, moderators, or speakers) to create an account on this same website. Be sure to check that the e-mails confirming the registration have been personalized beforehand! ;)
Assignment of user roles
Once the exhibitors have created their accounts, you will be able to assign them roles by associating them with the various existing spaces. For example, you could assign the role of exhibitor to their booth, or to a moderator role in a chat room. All these roles can summed up if needed!
Exhibitor Training Webinar
Recommended timeframe : D-35
Once all exhibitors have created their profiles and if you have signed up for this option, then it’s a good time to schedule them an webinar training of the platform, so that your project manager can show them all the booth customization possibilities offered by AppyFair.
Edit the exhibitors' agendas
Once the exhibitors have been associated with their booth, they will be able to enter their attendance slots from their personal calendars then visible on the event’s website, so that – if they wish – future visitors can already take appointments with them when they are free.
Communicating on your event
Recommended timeframe : D-30
Your event’s website is ready to welcome potential visitors. It’s time for you to start communicating to your future guests to begin spreading the word about your event, and track registrations. Remember, no matter how good your content and partners are, a good and consistent communication to the targeted and interested audience will ensure the success for your virtual fair.
Entry of content
Depending on the options you choose, you will then be able to publish all sorts of content online in the previously created spaces, with or without the direct intervention of the exhibitors on their booth(s). You will then be able to customize your 3D booth visualsdirectly online.
Preparation of public announcements
During the fair, you will be able to send public announcements (in the form of notifications) to your visitors. Feel free to prepare these announcements in advance, and schedule their release time!
Exhibitors' webinar presentation
Recommended timeframe : D-5
If exhibitors have not yet had the opportunity to experience the platform, then an introductory webinar can be offered to them to give them a preview of the features of the fair.
4. Launching your event
Last check ups
Recommended timeframe : D-2
Your event is ready to open its doors! Your project manager will do some final check-ups, and off you go !
Opening of the fair
It’s the big day!
Your fair is now accessible, and welcomes it’s first visitors. They are welcomed by the exhibitors and speakers and can directly interact and access all forms of content. From the back office, you can track all statistics in real time.
It's the day of your fair !
The designated organizers will ensure the smooth running of the conferences, moderating the public discussions, and the satisfaction of the exhibitors on their booth(s). If a pre-registered visitor doesn’t make it to the fair: don’t panic! You can export lists to follow up by email or text each person’s activity!
After your fair
Recommended Timeframe: D+15
Once your fair is over and the stats have been analyzed, your salesperson will get back in touch with you to do a more detailed review of your event, and plan – we hope – for the next fair together!
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