The steps to launching your virtual fairadminAppy2022-08-23T16:26:43+02:00
The essentials for organizing your virtual event
You will be supported by your dedicated project manager throughout the life of your event. Here’s what’s in store for you in the coming weeks…
1. Choosing AppyFair
All it takes is a phone call!
Recommended timing: 60 to 90 days pre-event
Once you’ve requested a demo on our website, one of the AppyFair team will give you a quick call to learn exactly what you’re looking for so we can cater the demo to you! We’ll make sure that your event dates are available (we organize a maximum of 5 events on 1 day so that we can guarantee excellent quality support). This is why we recommend that you contact us as far in advance as possible!
After your call, your AppyFair contact will send you a series of documents which present the platform, customized to your project.
Your AppyFair contact will give you a demo of the platform, adapted to your event project, and answer all your questions. We’ll use this as the opportunity to gather all the essential information about your project, and show you all the options available to you.
Receive our proposal
Based on your project, we’ll put together a bespoke proposal for you, which we’ll send across alongside contractual documents, data protection information and individual role responsibilities.
Make it official!
Once we receive your signed contract and your deposit, it’s time to get started! We’ll send you a confirmation email with your dedicated project manager’s contact details and it’s time for the fun part to begin.
2. Setting up your event
Meet your project manager!
Recommended timing : 60 days pre-event
You’ll send your project manager a complete brief detailing your every need. They’ll then get in contact with you to make further preparations and to make sure that every need is met!
Setting up your event
In under 48 hours from your first chat with your project manager, we’ll set up your event. You’ll receive a confirmation email when it’s ready inviting you to create a user account via a temporary registration form.
Back office training
Recommended timing: 50 days pre-event
As soon as your account has been verified, you’ll be assigned as an ‘organizer’. You can then schedule a training session with your project manager who will teach you how the platform and its back-office work.
Managing your event
Once your training is complete, you will be able to set up your event, 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 attendees to fill out. 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 timing: 40 days pre-event
Create your different event spaces – rooms, conferences, exhibitor booths – and make them public on your event showcase website. Customize this website, add the features of your choice and invite your exhibitors, moderators and speakers to create their accounts. Before you do so, remember to personalize the registration confirmation emails!
When your exhibitors and partners have created their accounts, you can assign them specific roles by allocating them to existing spaces. An exhibitor would be assigned a booth, for example, or a moderator a chatroom role. You can allocate a user as many roles as they need.
Exhibitor Training Webinar
Recommended timing: 35 days pre-event
If you’ve chosen this option, once all the exhibitors have created their profiles it’s time to schedule a training webinar. Your project manager will show them the platform and it’s many features, including all the possibilities for booth customization.
Edit the exhibitors' agendas
Once the exhibitors have assigned their booths, they can edit their attendance schedule from their AppyFair calendars so that they’re publicly viewable on the event’s website. This means future attendees can book appointments with them.
Spread the word about your event
Recommended timing: 30 days pre-event
Your event’s website is ready to welcome potential attendees. Share details about your event, ramp up your communications and marketing and track registrations. Remember, no matter how good your content and partners are, targeting your audience with regular communications is key to a successful event!
Upload you content
Depending on your AppyFair package, you can share all sorts of content in your event spaces. You can also customize your 3D booth’s visuals directly online.
Prepare your public broadcasts
During the event, you will be able to send public announcements to your attendees via notifications. To make your life easier, you can prepare these announcements in advance, and schedule sending!
Recommended timing: 5 days pre-event
For any exhibitors who haven’t had a chance to get to grips with the platform, we can offer an introductory webinar to present the platform and the features available to them.
4. Launching your event
Recommended timing: 2 days pre-event
Your event is ready to open it’s digital doors! Your AppyFair project manager will check that everything is perfect before handing it over to you!
Opening the event
It’s the big day!
Your event is now open! Exhibitors and speakers welcome the attendees who can access and engage all the event content. From the back office, you can track statistics in real time!
The organizers are on hand to ensure that conferences run smoothly and to moderate the public discussion forums, as well as making sure the exhibitors are happy with their booths. If any attendees are no shows, don’t panic, you can export a list to follow up by email or text.
Recommended timing: 15 days post-event
Once your event is over and the stats have been analysed, the AppyFair team will get back in touch with you for a detailed review of your event, and plan – we hope – for the next one!