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Category: Events

Orange County Convention Center

About Orange County Convention Center and What They Can Accommodate

When it comes to hosting events, Orange County Convention Center is one of the best venues in the country. Located in Orlando, FL, it is the second-largest event center in the United States and can handle any event you need with its 7 million square feet of space.

The Orange County Convention Center routinely holds regional, national, and international events, including conventions, trade shows, and meetings for various organizations and event planners. On average, the Convention Center hosts over 1.5 million attendees and 200 events per year. 

With three separate buildings, the Convention Center offers a lot of variety for any type of event.

The West building of the Convention Center boasts 4 million square feet of space with over 1.1 million square feet of exhibition space, 45 meeting rooms with a total of 305,069 square feet, 132 breakout rooms, 1,450 parking spaces, a ballroom of over 62,000 square feet, a theatre with 2,643 seats, a 160 seat lecture hall, and four food courts.

Together, the North and South buildings both feature 3 million total square feet with 950,282 square feet of exhibition space, 25 meeting rooms with over 166,000 square feet of space, 94 breakout rooms, and 4,777 parking spaces both paved and unpaved, as well as four food courts.

The Convention Center also has an aeroponic garden with 81 towers and over 3,500 plants. 

Whichever building you want to reserve for your event, making your reservation is easy through the Convention Center’s online event booker. You can also find floor plans available so that you can customize the facility for your event and get a clear idea of what space you have at your disposal.

History of Orange County Convention Center

The Orange County Convention Center has a fairly recent history. Built as a response to a new tax law in 1977, the Convention Center is a relatively new addition to the city. The Convention Center was completed in several different stages, with the first stage being finished in 1983. The subsequent three phases brought the West building to life.

The fifth phase built the North-South building. Started in 2000, the North-South building is the newest feature of the Convention Center and was finished in 2003. Although the two buildings are separated, they can be joined together to create one larger space which is why they are often referred to as the North-South building instead of the North building and the South building.

A few hotels have since partnered with the Convention Center, creating pedestrian walkways to make arriving at the Convention Center easier than ever. In 2009, Hilton built a 1400-room hotel that connects to the North-South building. The Hyatt Regency has also constructed a hotel and pedestrian walkway to connect with the Convention Center.

Geographic location and Things to do

The Orange County Convention Center is conveniently located only 11 miles away from Orlando International Airport. With multiple hotels nearby and four of them connecting directly to the Convention Center, there’s always a place to stay nearby to make attending an event easy and worry-free.

When you aren’t attending an event at the Convention Center, there is plenty to do nearby. As the Center is located on International Drive, you’re at the right tourist destination. International Drive is full of shopping, dining, entertainment, and family attractions that are perfect for any day out.

Several resorts and attractions are located nearby as well. Visit WonderWorks for an interactive science museum that doubles as an entertainment center. Another awe-inspiring place to visit is Sea Life Aquarium, where you can watch a live tank feeding every hour and wander down an underwater tunnel.

Visit Arcade City for a large collection of arcade games or America’s Escape Game for a top-rated escape game. For something a little further away but still accessible from the Convention Center, check out Universal Orlando Resort, SeaWorld Orlando, or ICON Park for an exciting day out.

Orange County Convention Center

P.O. Box 691509

Orlando, FL 32869-1509

Phone: (407) 685-9800

Toll Free: (800) 345-9845

Rosen Shingle Creek Meeting and Events Information

About Rosen Shingle Creek and What They Can Accommodate

As a nationally celebrated and independent venue in Orlando, Rosen Shingle Creek offers phenomenal event and meeting venue services. Located conveniently near the airport, they offer full spa services, 15 different dining and event room venues, an Arnold Palmer Design Company golf course, and complimentary WiFi.

With 1,501 freshly renovated guest rooms, they can accommodate large parties and meetings for any type of event. They have all the space you can expect from a top 20 Cvent Meeting hotel: 4 ballrooms varying from 40,000 square feet up to 90,000 square feet, a 136,000 square foot outdoor space, a 410,000 square foot indoor space, and a 144,000 square foot pre-event space for all your event needs.

When it comes to outdoor activities, Rosen Shingle Creek isn’t lacking. They exceed all expected standards with a sand volleyball court, tennis court, fishing, and a golf course. They offer top-quality service, exquisite cuisine, impressive event rooms, and breathtaking landscapes. All of their ballrooms are column-free to ensure hindrance-free photography.

History of Rosen Shingle Creek

The area received the name “Shingle Creek” in the early 1800s when English settlers first moved into the area. The neighboring cypress trees were cut down just behind the creek where the hotel is now located, and the wood was used for roofing shingles, hence the name “Shingle Creek.” 

Even back then, Shingle Creek was an important part of the area. The creek was used to transport logs from the mill upstream down to settlements. These days, the creek is the headwaters for the Florida Everglades and is a vital body of freshwater for residents and wildlife. 

While the area of Shingle Creek is almost as old as the United States itself, Rosen Shingle Creek was only recently established in 2006. With 255 acres and 1,501 guest rooms, Rosen Shingle Creek hotel is one of the biggest event centers in Central Florida. Since 2007, the hotel has been awarded the AAA Four Diamond designation every year.

Designed and modeled after 1900s Spanish Revival architecture, the hotel boasts several beautiful high arches and is painted in warm earthy tones. With elegant architecture and warm, southern decorating, Rosen Shingle Creek is one of the most impressive and awe-inspiring event venues. 

Geographic Location and Things to do

Located only 10 minutes away from the Orlando airport, Rosen Shingle Creek is in a prime location for any event, no matter how short or long. Whether you’re coming for a week-long event or need to book a ballroom for a few hours, accessing the hotel is easy from the airport.

Once you arrive at the hotel, you won’t be lacking in things to do.

Spend an afternoon on the Arnold Palmer Design Company golf course located within walking distance of the hotel and featuring 17 holes and a 70,000 square foot driving range to practice on. They promise stellar service and offer additional benefits such as GPS-equipped golf carts, five sets of tee boxes for any level, free valet parking, and food and drink options. 

If you want to get out on the water and try your hand at saltwater fishing, booking an excursion through the hotel is made easy and possible during your stay. With the guidance of two full-time coast guard licensed captains, you can plan the perfect fishing trip on a 24-foot Skeeter boat. Don’t worry about bringing your own fishing gear; it’s all included!

Have young kids with you? Enjoy theme parks? As a Universal Orlando partner resort, Rosen Shingle Creek offers free shuttle transfer to and from the Universal theme parks. Spend some time exploring the Wizarding World of Harry Potter or get an adrenaline rush from roller coasters on the Island of Adventure. While tickets aren’t included in your stay, you won’t have to worry about transit or parking when you plan your trip to the parks. They have it covered!

Rosen Shingle Creek
9939 Universal Blvd.
Orlando, Florida 32819

Toll Free: 1 (866) 996-9939
Local: (407) 996-9939


Going Green. Our Tips for Creating a More Sustainable Event

Traditionally, big events haven’t been very eco-friendly. When you’re trying to figure out travel or venue options, or event schedules, you might not be thinking about the environment after all.

In recent years, eco-friendly events have started to become the norm. Keep reading to learn some tips for creating your own sustainable event — because even just a few small steps in the right direction can go a long way.

Find out more about Orlando AV Rentals for your event

Our Tips for Creating a More Sustainable Event

Sustainability is all about making changes to your event to preserve the environment—that’s it. You might be apprehensive about switching vendors or about challenging previous approaches, but you can actually save money by making some minor changes.

Coffee Cups

This is a small thing to do, but it makes a considerable impact: using recyclable or compostable coffee cups. Buy cups that are completely recyclable or recycle them using a service.

You might even give out branded reusable cups, which will reduce the cups that people are using while acting as a branded souvenir too.

Ask your venue what recycling capabilities they have to figure out what might work best for you.

Eco-Friendly Venues

If you have some flexibility in your venue, consider choosing one that’s eco-friendly. This means having recycling sorting stations in meeting spaces, filtered water dispensers, smart temperature controls, and eco-friendly toiletries. These are all relatively simple things that any venue nowadays should have. 

Eco Planners

It’s all about who you hire. Your vendors are the ones who will be using various materials or going through sustainability practices, so ask them about what they do. For example, ask them if they recycle or what type of materials they use.

Go Digital

Many events work by handing out papers of all kinds—schedules, event flyers, programs. Work instead to eliminate all of this paper waste by posting signs with the schedules or sending out digital options that people can access via email. You can even send invitations online and advertise the event through social media.

You might even replace all papers with an app. Allow people to access information in the app so that they can switch between schedules, messages, and business cards with just a few taps.

Water Usage

There are a few simple things you can do to reduce how much water you use. Start with venues and hotels that use water-efficient choices. Continue by allowing guests to pour their own water at dinner so that no pre-poured water ends up going to waste.

You can even avoid waste just by offering tea bags and instant coffee rather than having a post-dinner coffee or flavored water station. All of that unused water will just end up going to waste, after all.


Think about how far away things are. For example, is the airport extremely far away from the venue and the hotel? The closer everything is, the more you can reduce your carbon footprints.

You might even encourage guests to use eco-friendly travel options if they’re available in your area. For example, a metro rail is a great option, or buses if they’re nearby. You might even organize some communal transport to save guests the trouble and to save a little gas too.

And if everything around your venue is close too, people also might have the option to walk around the city.


Sustainability doesn’t have to be difficult. Ultimately, making your event more sustainable is something you can do with steps as simple as replacing coffee cups and reducing water usage. No matter what you do, even small steps matter. Your guests will certainly notice and appreciate your eco-friendly efforts too!

event lighting

Event Lighting – Tips on Creating the Right Atmosphere

Event lighting is crucial for creating the right atmosphere and ensuring that your event goes smoothly. A disorganized, poorly lit event will not be enjoyable, and the role of lighting in an event cannot be understated. This is why event planners and Orlando audio visual companies take great pain to plan out lighting arrangements. 

Proper lighting can draw focus to the most vital sections of the event, set the right atmosphere, and create the desired mood.

The following tips will help you create the right atmosphere for your event: 

Tips on Creating the Right Atmosphere

Lighting Basics

Lighting is vital in creating the perfect event atmosphere, so do not skimp on this element during your planning. It’s crucial to avoid white fluorescent lights that are overly bright and harsh. Instead, go for warm and more gentle lighting effects.

You might even want to consider using remote lights that you can dim and brighten accordingly. Controlling the lights this way is excellent for getting people to focus and drawing their attention.

If you have a stage at the venue, arrange for theatrical lights for your stage to direct people’s focus, especially when you have a speech or presentation going on.

When it comes to lighting, nothing beats natural lighting if you can get it at your venue. Natural lighting is bright, cheery, and uplifting without being too harsh.

Lighting for Trade Shows

Don’t feel like you have to resort to harsh fluorescent lights for your trade show. While that is the traditional practice, you should avoid it as it is unpleasant and can cause discomfort to your attendees. If your aim is for people to stay longer to engage with the various trade booths, go for warmer ambient lights, which will make people feel more at ease.

Also, ensure that each trade booth has adequate lighting of its own. Play with warm lights or theatrical lights for the various booths to draw people’s attention towards those areas.

Adequate Lighting

This may seem obvious, but many event organizers tend to forget about lighting, resulting in a poorly lit event. Many times, organizers then try to compensate with additional light sources or music unsuccessfully.

To avoid this issue, always remember to organize enough lighting for your venue and event. For small events or venues, you may only need some uplighting, but larger corporate events will require more building lights and brighter lights that can cover the whole area. 

Complement Existing Lighting

When planning your event, ensure that you take into account any existing lighting in the venue. For example, you do not want to choose bright colors or party lights if there is already bright light from windows and building lights, as this will create a clash of color and style with your chosen decorating scheme. 

Consider asking the venue for some advice, as they will likely know what lighting would be best suited to the area. Or they could give you some sound advice on choosing lighting that does not clash with existing light sources.

Highlight High Traffic Areas

Make sure you know where the expected high traffic areas will be at your event so you can arrange for those areas to be well lit. The atmosphere can be affected if these popular, high-traffic areas are not lit well or positioned to obstruct movement around the entire venue. 

If people cannot move around easily, they will not have a good time, which can lead to them leaving the event early. To avoid this issue, make sure that any high traffic areas are lit well enough for people to move around freely without bumping into obstacles or tripping over cables.


Event planning is all about creating the right atmosphere for your guests, and lighting is vital. No matter what your lighting arrangements are, don’t forget to do a test run. Test your lighting to get the exact effect you want, and be sure to work closely with photographers or videographers so they’ll get to have a site visit and know how to work with the lighting you’ve arranged.

necessary precautions

Necessary Safety Precautions for Your Events in 2021

Getting back into the groove of things and planning events for 2021 can seem a bit daunting. After all, the ongoing pandemic makes some event-goers wary and can greatly reduce their interest. By following all the necessary safety precautions and going to great lengths just to ensure your event is safe, you can improve attendance and help visitors feel more assured.

But what are these necessary precautions? Is it just about social distancing and wearing masks? Not quite. In fact, there are quite a few other precautions you should take. 

In order to safely plan an event in 2021, follow the guidelines here and incorporate as many safety habits into your routine as possible. 

  1. Limited Attendance

When it comes to your attendance numbers this year, they’ll have to be lower. By lowering the number of allowed attendees, you lower the risks and are able to account for social distancing easier.

With this lowered attendance, you’ll also have to provide a wider distance between seats and groups. If you can’t physically remove chairs to allow for distancing, then tape them off to prevent people from crowding around each other.

  1. COVID Compliance Officers

Some venues may have their own COVID compliance officers on site. These officers are in charge of making sure everyone is following COVID safety regulations. There may even be other employees around to ensure social distancing rules are being followed and face coverings remain in place.

Some venues may provide hand sanitizer, but expect to bring some yourself just in case.

  1. Limited Food and Beverages

It’s understandable that you’ll want to provide refreshments for your guests, but it may not be possible. Self-serve buffets are an absolute no-go, but you may be limited even further. Depending on your state regulations, you may not be able to provide more than pre-packaged meals.

If you still want to provide refreshments or full meals at your event, talk to your venue and see what’s possible. With that in mind, try thinking of creative ways of presenting the food so that guests don’t feel like they’re getting ripped off. 

  1. Post Signs and Messages

You’ll probably need to post signs throughout the event hall that remind your guests to follow COVID safety regulations. Rather than plain text on paper though, try to design fun graphics with the same message. If it’s possible, create these graphics to follow your event theme. 

In addition to posting signs at the event, send out messages well beforehand that remind attendees of the restrictions. Let them know ahead of time if masks will be required and how you are meeting safety requirements. 

Is hand sanitizer readily available? Let your attendees know. Will a negative COVID test be required to enter the venue? Make sure they know several weeks beforehand.

  1. Touchless Set-Up

As much as possible, allow for contact-free options. Instead of requiring guests to check-in at the front doors, make arrangements for some guests to check-in at side doors or even earlier. You may want to assign check-in times for each group to prevent them from mixing.

Additionally, provide touchless payment options and mobile apps. If it’s possible to participate in an aspect of the event virtually, encourage your attendees to choose that option rather than following in person. This could be anything from a survey to a Q&A.

  1. Thermal Scanning

At the front of your venue, consider setting up a thermal scanning device. Most devices don’t require someone to run them, so it’s possible to set one up and let it work on its own. Thermal scanning devices can warn you ahead of time if someone has a fever or could be a potential risk, but you should let your guests know about them ahead of time.

  1. Larger Venue

Even though your attendance numbers will likely be lower, you should look into using a larger venue. With the extra space, you’re better capable of social distancing and providing ample space for separate groups. 


Events in 2021 are going to look different than before, but it’s important to follow specific event guidelines. By planning ahead of time and letting your attendees know what will be expected of them, you can run a COVID safe event without problems.  

*GSE AV is not recommending what you should, and should not do.  It is recommended that you should always follow the CDC, OSHA & the Venue guidelines to keep yourself and your guests as safe as possible during your event.

hybrid events

The Future of Hybrid Events in 2021: The New Tech You Will Need

With a global pandemic, it’s no wonder that many live events have become virtual and more people are having to convert to online discussions. When it became clear that having events 100% online wasn’t always constructive, businesses and event managers started leaning towards a hybrid approach that seems to be growing in popularity.

Going on into 2021, it looks like we’ll have to continue with hybrid events. Here are a few things you should know about the future of hybrid events and Orlando AV rental.

What Type of Event Should You Host?

In some cases, a hybrid event may not be necessary or possible. Sometimes, events are better entirely in person or completely virtual. But there are a few ways to figure this out. Of course, it’s entirely possible that all event types would work in which case you should consult the attendees or your company.

If your company has a limited travel or event budget, then offering a hybrid event would be a great solution. This also works for other attending organizations that have budget limits and can make the event more accessible.

Many venues still have occupation limits in place because of the pandemic. If you end up choosing a venue that greatly limits the amount of attendees you can have, then opting for a hybrid event can ensure that all who are invited can attend. 

If you have the option available to you, consider asking your attendees if they would prefer the event in person, virtually, or in a hybrid. This can help you better accommodate your attendees and give you a better understanding of what event type you should consider.

Tech Needed For Your Set Up

Just like any event, you still need to plan out all the equipment and tech needed for your hybrid event.


A high quality camera has never been more important, especially when you need to stream your event or record it. Your hybrid event will very likely involve a mixture of recorded and live streams. Ensure that your camera equipment is well positioned to capture the event, attendees, stage and any other important focal points.

If you’re having a live discussion, get ready to do movement and close up shots. For the best quality, be sure to record in HD and check that your equipment allows for this.


With live streaming comes the need for fast and stable WiFi connection. Make sure that you’ll have access to this for your hybrid event.


When it comes to a hybrid event, you can be sure that your speaker will have to multitask a lot more with a live audience as well as virtual attendees. Sound quality is not to be compromised as it can distract your audience and cause them to lose interest.

Get access to a microphone that produces clear audio that’s also loud enough. Always keep in mind that you’ll have to cater to both your live and virtual audience.


Hybrid events can make lighting more tricky. When it’s a completely virtual event, you merely have to focus on lighting up your immediate surroundings. Since it’s a hybrid event, you’d have to arrange for your stage and attendees to have adequate lighting as well, especially if you are utilizing a green screen background..


Hybrid events are attractive and can increase the number of attendees, but you’ll have to put in the work. Ensuring you have a quality event and are still adhering to local social distance rules can be challenging, but not impossible. Remember not to overlook the minute details and put the work into planning and your hybrid event will run just as smoothly as any other event before.

How Long Should a Virtual Event Last

How Long Should a Virtual Event Last?

Virtual events like a virtual trade show are becoming the new popular mode of interaction, efficiently saving time while allowing proper social distancing. However, it can be difficult to hold the attention of others if the virtual event goes on for too long. Virtual events should be engaging enough to keep the audience interested, but that can be difficult if you try to pack everything into one event.

The most important part of doing virtual events is that you should always get your point across while keeping your audience’s attention. There are certain run times that are recommended for different virtual events. This article will act as a guide to help you learn how long virtual events should last.

How Long Should a Virtual Event Last?

Virtual events work much differently than in-person events. Sometimes, it can be much more difficult to engage with people online than in person. This is why shorter virtual events get more attention than ones that are dragged out.

If you feel like your runtime will be too high, try to split things up into two or more separate events. Make your events more interactive to keep the attention of the audience if you feel like the event alone will be a bit too long.

Many studies have shown that people prefer shorter virtual events. The most common idea is that events should not last for more than two hours a day. One of the most useful things you could do for virtual events is to break them up into 15-20 minute sessions. This will give the audience plenty of time to take a break and recharge mentally before the next session.

The length of standard virtual events has been steadily decreasing over time, thanks to how common they have become. Shorter and more engaging event sessions is the key to gaining success in virtual events.

It can definitely be helpful to have a moderator for your virtual event to make sure everything runs smoothly within the time frame you set. A moderator will help bring everything in the session together while providing some engagement for the audience.

Overall, there are not really any established rules or time constraints set in stone for virtual events. The most important thing to keep in mind is that you have to get the point of the session across in a timely and interesting manner.

Types of Virtual Events

Educational Webinars

Educational webinars are becoming more and more common. They can involve anything from informational purposes and training courses, and much more. Typically, the audience may lose interest if this type of virtual event goes over 60 minutes so it’s best to keep educational webinars to a limit of 45 minutes.

Full-Day Conferences

It is likely that no one will actively want to sit at their computer all day for full-day conferences. For a full-day virtual event, it is important to spread out your content between pre-recorded sessions and livestreams in order to keep the audience’s interest engaged.

Since this type of virtual event lasts all day, you will want to make things more interesting for your audience. Exciting events such as giveaways or competitions can help increase the engagement between you and the audience as well. They will be more encouraged to participate if there is a chance they can achieve something great by doing so.

Complex Events

It may take longer to get more complex topics across. You will need to let your audience know how long this event may last so they will know what to expect. It is also good to have at least one moderator in this event to keep things running smoothly.


While there are no strict rules or time constraints for virtual events, understanding your audience and how these events work will make it more successful. In general, anywhere between 15-45 minutes would be the ideal time limit to set for your virtual events. Focus on getting your point across clearly and succinctly and always keep your audience engaged.

Ideas to Help Exhibitors Get Great ROI at Your Virtual Events

Ideas to Help Exhibitors Get Great ROI at Your Virtual Events

With virtual events like a virtual trade show, it can be hard to drum up interest in both businesses and products. However, there are plenty of great ideas to help you leverage the full potential of virtual events. Rather than be restricted by space and location, the digital realm is full of possibilities, limited only by your imagination and execution.

Virtual events may be a new idea to some, but it is fast becoming the norm. Instead of jumping in blindly, here are some ideas to help exhibitors get great ROI at your virtual events.

Ideas to Help Exhibitors Get Great ROI at Your Virtual Events

Info Dump

Sometimes, having too much information can be a bad thing. However, for virtual events, knowing exactly where to find what you need is invaluable. With the likelihood of events jam-packed with exhibitors and competing brands, giving attendees the critical information they need will help them navigate to where they want in an instant.

Event information is vital to the process. Consider informing visitors beforehand via email marketing or through social media.

Social Game

Social media has never been a more vital tool in garnering virtual attention. An event without any attention will just be a failure.

Go big and creative, put the spotlight on special guests and products and promote special offers. The more your audience knows, the more their interests will grow.

Attractive Visuals

Virtual events can be like the wild west. With the ability to navigate to just about anywhere you like, it can be daunting for both attendees as well as exhibitors looking to get the right attention. Providing a focal point where visitors can access all the information they need is just the first step.

Just like in real life, eye-catching designs can easily capture the attention of the audience, even those in the digital space. Exhibitors should try to dress up their stations, think bright logos, branding, and posters. Having a consistent and visually attractive theme will go a long way in establishing the brand in the mind of consumers.

Side Attractions

A virtual show is also more than just the booths themselves. There is a whole circus of activities that one can consider when trying to value add to the experience.

Use live streams and chat functions to enhance engagement. The same goes for educational webinars and workshops. Exclusivity can count for a lot, and special deals and offers found only at the show will drive interest and conversions through the roof.

You can even consider gamifying the entire event, sending visitors to all the booths on show. Rather than depending on passing interest, this provides more of an incentive to attendees to explore and can lead to unexpected conversions.

Data Extraction

When the event is said and done, it is not the end. Dissecting and analysing collected data will help everyone understand what works and what does not. Engagement data, leads generated, and reach of your event can set a benchmark.

The data compiled can also help with ad retargeting, while interest for the next event can be gauged via newsletters or email marketing signups. Exhibitor profiles can also remain live to help catch more leads, and keep the interest going till the next show.


Knowing is half the battle, and in helping exhibitors understand the merits of a virtual show, you are also paving the way for future partnerships.

A virtual show is nothing without your partners. By providing the right platforms, tools, and putting on a show perfect for the digital consumer, success is undoubtedly within grasp.

What to Know Before Hosting a Virtual Trade Show

What to Know Before Hosting a Virtual Trade Show

As technology continues to advance, companies have more and more effective ways to sell products and services. Virtual trade shows are a perfect example of an incredible opportunity that technology provides to introduce your company to a wider range of possible consumers. To ensure you can leverage the advantages that a virtual trade show offers over a traditional show, it is important you plan ahead and keep the following tips in mind.

What to Know Before Hosting a Virtual Trade Show

Know Your Product and Your Audience

Consider your online presence and the products you are presenting, in a similar way that you would for a booth at a fair. While you may offer many products, a consumer walking by briefly will only retain interest if their first glance has products or services that suit their wants and needs.

Before hosting a virtual trade show, it is important to know what products/services tend to be more used by customers. If you are trying to use a virtual trade show to bring in new customers, then it is crucial to understand who your target audience is, so you can display the products that will interest them.

Once you have an understanding of your current audience and/or your target audience, you can begin to map out the order at which other products will be presented.

Create a Marketing Plan

Unless you are presenting your company on a larger platform that will help advertise your products for you, you will need a marketing plan to bring in potential consumers. Unlike an in-person trade show, people aren’t just going to randomly end up on your website or the virtual trade show’s website. You will need to put in the work to direct them there.

To create a marketing plan, it is once again important to know your target audience. Do you provide an online product that everyone could purchase, or an in person service that only applies to a small region of the world? What is the age range of your target audience, what platforms do they use the most?

Once you have figured out your target demographic, create clear advertisements that will drive your target audience to your website at the time of the trade show.

Make it Simple and Offer Guidance

Virtual trade shows, as well as your website, need to be organized in a concise way so consumers can find the information, products and services they are looking for within a few clicks. Prepare a schedule with all of the events, and have that schedule visible as soon as people enter your website.

When creating your landing page, try to look at it from an outside perspective (even better, get someone not involved to try and figure out your website.) All of this testing should be done before the date of the virtual trade show, so you can be sure there will be minimal confusion the day of.

Overall, it is best to assume people are unfamiliar with virtual trade shows, your company and the products you offer. Offer clear guidance so their viewing can be as simple as possible.

Create Opportunities for Engagement

A traditional trade show is usually all about contact, conversation and engaging with people. A virtual trade show does not need to be any different. Offer every chance for engaging with your audience, including a live chat function and up to date, active contact information.

Another great way to drive engagement is to create some sort of a raffle or contest (just like you would find at a normal convention or trade show.) Ensure that engagement is useful and drives customers to your products and services.

Just like at a normal trade show, people will remember engaging with you. Creating opportunities for engagement will not only ensure your audience is not confused, but also keep your company at the forefront of their minds.

Keep Track of Data

The only way to know if your pre planning was all worth it, is to ensure you have ways to track data. Be sure to set this up prior to the virtual trade show. For example, putting up signs in your community will offer no data, but advertising on Facebook (or any other social media network) will provide you with exact numbers of how many people saw your page and what group of people was most interested.

The ability to collect data is one of the best features of an online trade show as you can learn who clicked on a page, visited a booth and was interested in a product. Collecting data during this trade show will allow you to understand how to make your next virtual trade show more effective.


Virtual trade shows are an excellent way to offer information about your product/service to a wider range of people. That being said, planning for a virtual trade show is different from a traditional one.

To take advantage of the full potential that a virtual trade show has to offer, it is important to keep certain factors in mind. If you follow the advice above and most of all, collect data that will allow you to adjust your virtual trade show to improve every time, you may actually stick to virtual over traditional trade shows permanently.

How Does A Virtual Trade Show Work

How Does A Virtual Trade Show Work?

Just imagine the hustle and bustle of people milling about, learning more about the things they were interested in, and speaking to the important people that were responsible for them.

Such a sight is not uncommon at a trade show, but with the current situation the world is in right now, that would not be possible. Instead, we now have the power of technology, and virtual trade shows are the places to be these days.

What is a Virtual Trade Show?

A virtual trade show is basically the online equivalent of a traditional trade show or exhibition. But rather than connect physically and in person, everything is done through the convenience of the Internet.

Attendees, exhibitors, sponsors, planners, and everyone else involved need to change up their usual strategy. From designing and branding virtual booths, catching the consumers’ attention, to conversing with interested leads via video chat, it is a whole new world.

It comes with its own set of challenges. Technology may not apply to every type of business, and not everything can take the place of being face-to-face with someone or a product.

However, you are also looking at a potential reduction of costs, maximizing your reach, and having the ability to measure performance beyond sales numbers accurately. Prepare yourself to enter the new world of virtual trade shows.

How Does a Virtual Trade Show Work?

Building Hype

A virtual trade show without visitors will be pointless. Attention needs to be drawn to your event to have a foundation for success.

Consider building a website for branding and act as an informational hub. Giving interested consumers all the details can be the boost they need to attend. Ticket sales and registrations can also be easily integrated.

Promoting the trade show via social media is a must, considering that is where most of your audience is. It is also a prime venue to showcase the exhibitors, key events, and the rest of the exciting show.

Having A Focus

Instead of being a mishmash of ideas and themes, virtual trade shows are more likely to be very focused events. This way, it can reach the right demographics for brands taking part in the show. In turn, you will be able to cater to the consumers that have a present need, rather than just passing interest.

Attendees will naturally expect more from such targeted affairs. The lineup of guest speakers, webinars, product offerings, and even services will need to be adjusted to meet these expectations, especially in the digital space.

That said, success can be more clearly defined for the type of event. You can look at the number of registrations, or conversions as your main objective. Having a clear result will help drive the show in its intended direction.

Content Is King

Content makes a virtual trade show worthy of attending. While your exhibitors will promote their offerings in different ways, such as distinct visuals, there can be more done to help enhance their efforts.

Draw attention to specific products with special guest speakers. Such keynote addresses not only lend legitimacy to your show, but also give consumers a chance to know more about particular products and services from an expert.

A live webinar can be both educational and interactive, allowing attendees to address their concerns. This applies to any live Q&A sessions as well, without the limitation of physical space. Of course, there is a need to maintain a level of civility and appropriate behavior, even for online events, thus why it is important to have a moderator in place while your event is live.

E-commerce can also help push things along, which may even score you some points with exhibitors. Having a robust online shopping experience can help complete conversions, and also encourage visitors to give more thought to the offerings on show.


In this new normal, a virtual trade show is no longer as daunting or foreign as before. Instead, it is a perfect opportunity for brands to enter into an age of unparalleled interactivity with consumers. Do not get left behind, it’s time to think digital.

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