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How to Run a Digital Exhibition

How to Run a Digital Exhibition

Stay on top of the latest and discover how to successfully run an online digital exhibition with everything you need to know about the best tools and tips in 2020. You can find that many libraries, art galleries, and even museums are digitalizing and making available online their collections that you could, have otherwise only seen in person if you were to visit. However, with new online exhibition software emerging every day, more and more exhibitions are going digital, offering more people access to their holdings.

Digital Exhibitions Going Online

Virtual exhibition software makes the possibility of digital exhibitions to go online real. With more advanced and affordable technology, more event planners are choosing to take their exhibitions online. The technology to digitize and stream an online virtual exhibition also makes it easier for more people to attend from anywhere in the world with practically any device.       

Who is Going to Visit an Exhibition?

Before you even plan your event online, the first thing you should think about is deciding who is going to visit your exhibition, and what you aspire to get out of it. Consider the needs and wants of your target audience. And align your goals with the audience you want to see at your exhibition. Play to their interests. 

Know the Logistical Differences Between Creating a Digital Exhibition and a Physical Exhibition

To create a digital exhibition or a physical exhibition, the expected audience, the design of the place, the content, and the presentation concept are all equally important. Nonetheless, you should note the significant differences. For example, when creating a digital exhibition, think about how the attendees will choose to navigate through the virtual gallery, how long they will spend in each exhibit, and how audiovisual details will affect their engagement. Put yourself in the shoes of the attendees.

How to Run a Virtual Exhibition

Across the world, virtual exhibitions are flourishing. If you want to host a successful virtual exhibition, learn from the following exemplary tips on how to run a digital exhibition

The Main Idea

Knowing how to create a virtual exhibition requires coming up with and determining your exhibition’s main idea. Set your goals, draw up your expectations, and make a list of the things you need and want to accomplish. Put your ideas into a structured step-by-step model to grasp the central concept of your exhibition.  

Attract More Attendees to Your Event

The success of how to make an exhibition that attracts more attendees depends on the tools you choose to use to reach possible attendees, and how you go about turning prospects into attendees. Use your existing social media accounts. Try a mass email campaign, deliver website content, or consider sharing hashtags and online content to promote your event and create a sensation. Go after your audience to make them feel like they would miss out if they don’t attend.

Getting the Right Tools

To make sure you have the right tools, especially technological tools, try them out. If possible, before purchasing any tools, ask the vendors if you could sample a demo to experience and feel if it’s the right tool for you and your digital exhibition.  

The Design

A digital exhibition design requires the integration of user navigation with the concept and narrative of the exhibition and its contents. The general structure of the exhibition should complement the topic and the wonders of the audience. Design with the purpose to entertain your audience.  

Entertainment During the Expo

To run a digital expo successfully, make sure its environment is entertaining. The entertainment during the expo means a vibrant atmosphere and a fun interface. Your attendees should feel the vibe of being there virtually. So pay attention to how the expo looks and feels and ensure that everything is up to date. Remember, the devil is in the details.  

Prepare a List of the Exhibitors

Make it easier for yourself by preparing a list of the exhibitors. Know the exhibitors and what to expect from them. They are responsible for sharing information about the products, interacting with attendees, generating leads, and much more.

Prepare a Schedule

An essential task in how to plan an expo is preparing a thorough schedule. The schedule should cover everything from the difference in time zones to the timing of sessions. The schedule should be straightforward, clear, and well-organized. Ensure that everyone follows the schedule from beginning to end and leave no room for misunderstandings. 

Manage Your Attendees

Any software for an online exhibition, such as a virtual trade show platform, might be complicated for attendees. And some attendees might even run into problems while attempting to navigate through the interactive virtual exhibition. Whether it’s the functionalities or tools, they will need guidance. Whatever it is, manage your attendees every step of the way if necessary.

Prepare Content

When it comes to preparing content, it should be unique, engaging, and diverse. Let’s say you are going to create a virtual trade show. Consider inviting sponsors, exhibitors, and others who have a stake in the trade show to contribute to the content. Their contributions will add information to the content that you probably did have access to in the first place, making the content more relevant to the audience.

Attendees Engagement

Capture the attention of the attendees with exciting features, virtual games, and special presentations. If you have to curate an exhibition because you think it will create more engagement, then so be it. Whatever it takes. Engaging your attendees is crucial in running a digital exhibition successfully. 

Go for Secure Payment Options

One of the things you don’t want is having payment options that are not secured. To avoid any problems, ensure that the payment options are protected and safe for everyone involved in making transactions.  

Give Offers and Discounts

Know how to host a virtual expo successfully by giving offers and discounts. Make nice offers and propose enticing discounts to exhibitors and clients. Bring them in with this clever marketing tactic, and make the best of it.   

Create Real-time Online Interactions

As a host, always keep the interactions going. Talk to your attendees often and keep your exhibitors updated to maintain a flow of communication. Platforms for digital exhibitions usually allow attendees to message each other and network in real-time.  

Launch the Exhibition

Suppose you want to know how to host a virtual trade show and ultimately launch it. To do it effectively, note the next steps carefully, and extend upon each one before moving on to the next one.  

  1. Create a unique and dynamic theme for your virtual trade show.
  2. Recruit exhibitors, a team, and determine your target audience.
  3. Pitch a narrative, a story that makes your event relevant to the interests of your attendees.
  4. Prepare a schedule, and write the content with your team and exhibitors. If possible, make a press release.
  5. Promote your event on social media.
  6. Find, install, and get familiar with the software you will use. Make sure everyone knows how to use it as well.
  7. Final review and launch.

Measure the Success of Your Event

Use performance indicators (KPIs) to measure the success of your event. The data you collect from your attendees via surveys, questionnaires, or other forms of metrics, can help you evaluate how successful your event was.

Post-Event Activities

As for post-event activities, you can have breakout sessions, Q&As, and even after party games and competitions. If this is something you want to do post-event, make sure to choose a platform with available features that can enable you to do so.

Platforms to stream your virtual event | Gevme Live

Prepare for Possible Technical Difficulties During the Expo

Never assume that nothing will go wrong. With technology, there is always a possibility of technical difficulties. Therefore, prepare for any possible technical problems. Create contingency plans, and don’t let your guard down.

The Best Virtual Exhibition Platforms and Software

The best platforms and software for digital exhibitions are plenty and offer a variety of services and features. Many institutions use some of the best tools out there to create digital exhibits. 

Here are some of the best software options in 2020:

  1. CONTENTdm
  2. vFairs
  3. INXPO
  4. Hexafair
  5. Communiqué
  6. Accelevents

Website Tools

However, if you are looking for something more basic, try some of the following free and website tools to create online interactive digital exhibitions.

  • Omeka
  • Collective Access
  • CollectionSpace
  • Open Exhibits
  • Pachyderm

Gevme Virtual Exhibition Management Platform

Run your digital exhibition with GEVME Live, an all in one seamless interactive platform. Get access to essential features, such as registration, access control, live streaming, analytics, and management tools. With Gevme Live, you can adapt your digital exhibition and fully customize it to create exceptional interactive experiences for your attendees.  


Now you have an idea of running a digital exhibition. However, keep an open mind to learn more. The popularity of digital exhibitions will continue to grow, and the technology that comes along with it will continue to develop and offer more specialized features to manage virtual exhibitions. If you are serious about hosting virtual exhibitions, stay on top of the latest. With so much happening in the industry, it is better to research as much as you can before running a digital event. Learn from others and give it a shot when you’re ready. 


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