Important Points to Consider for Organizing Hybrid Fairs

All the details to be considered while organizing hybrid fairs that enable both traditional and virtual fairs to be maintained simultaneously are in our blog post.

All the details to be considered while organizing hybrid fairs that enable both traditional and virtual fairs to be maintained simultaneously are in our blog post.

With the introduction of virtual fairs in our lives, brand new concepts and terms started to take place in the fair industry. Hybrid fairs are one of these concepts. Accompanying traditional/physical fairs, hybrid fairs, which mean that a virtual version of the fair is opened to visitors who cannot physically participate in the fair and that they continue simultaneously through these two channels, represent a brand new era in the fair industry.

In these next few sections, we will walk through some common challenges faced and how to solve them, as well as how to create the perfect agenda and keep your attendees engaged.

One Event, Two Experiences

Hybrid Fairs  need balancing. They balance between in-person and virtual attendees, and therefore, you must balance these two experiences. Naturally, you will have to deliver your content differently to both groups. You will have to make sure that your video streaming platform works flawlessly and that your speakers are ready to be recorded. However, you do not want your hybrid fair to feel like two different events, it should be two different experiences of the same event. Make sure that your content is relevant to both physical and virtual attendees, and don’t have activities that isolate one group from participation.

Time Zones

One of the benefits of hosting a hybrid Fair is that participants can join virtually from all over the world. However, it can be difficult for your virtual visitors to be in different time zones. It will be difficult for an attendee based in China to attend a webinar live at 8:30. Make sure your virtual visitors can access the webinars you offer on demand. If possible, present the same webinar live multiple times so people can attend and experience the live experience at a time convenient for them.


If you are going to use both physical and virtual stands and hall areas, it is important that your exhibitors show the same importance to these stands on both sides and that these stands follow the same design language. This integrity that you can realize thanks to the customizability feature of online fairs emphasizes the fact that the fair is a single event. It provides a more holistic and easy experience for visitors who want to participate in the fair physically one day and virtual the next.


Content is one of the most important points in hybrid fairs. You would like to be sure that physical and virtual attendees are engaged equally. This is where the “one event, two experiences” comes through. You can’t feed the same content the same way for both types of attendees. Here are some ideas for how to cater your content differently for your virtual and in-person attendees.

Keep the Content Interesting

Your content is more important during a hybrid fair than during a physical fair. It is harder to keep virtual attendees engaged in front of a computer screen. Make sure that it will deliver well over video to keep content engaging. To keep  virtual attendees involved,  incorporate live polls or Q&A. And make sure that the sessions are a reasonable length. Lengthy webinars are rough to stay engaged.

Have an representative dedicated just for your virtual attendees

Your physical attendees will most likely have someone on a stand or podium interacting with them directly all day. This can make virtual attendees feel left out from the fair. You can fix this problem by having one of your event coordinators interact with just your virtual attendees. They can talk to visitors about their virtual experience and only offer  webinars  or networking opportunities.

Create content just for your virtual attendees

Some of your larger sessions, like your opening webinar, will be viewed by both your physical and virtual attendees. But don’t make your virtual attendees watch your physical attendees interact at a networking session. Offer your virtual attendees virtual-only interviews with industry experts, or discussions with thought leaders. With your customized registration paths, make sure that no attendees register for the incorrect sessions.

Offer on-demand content

Keeping an attendee’s attention in front of a computer screen is much more difficult than keeping the attention of a physical one. Your virtual attendees may take more breaks, or they may join the event for an hour or so at a time. Make sure that on-demand content is offered so virtual attendees can access it at a better time.

Organize Hybrid Fairs with the Power of Technology

Contact us now  to take advantage of the power of virtual fairs that offer a digital and modern experience that will increase the access and impact of your physical fairs and to strengthen your organizations with a hybrid fair experience.

Stay tuned to Endless Fairs

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