What is a virtual fair?
A virtual expo is just like any other expo in which you may have participated— the big difference here is that neither the exhibitor nor the visitor would need to travel to a convention center. In-stead they would attend the expo using their laptop/mobile phone, on a virtual, web-based platform. The virtual platform gives the visitor access to conference rooms, exhibit booths and video presentations from the comfort of their home. The visitor can interact with the representatives of exhibitors through web chats, messaging, and even view webcasts.
What type of virtual environment will I see?
The virtual environment is built on 3D building designs which replicate the actual fair. This contains 3D images of entrance, show floor, booth, lobby, auditorium, and promotion room.
Who can host a virtual fair?
The process of conducting a virtual fair is straightforward, and almost anyone can do it, be it a college wanting to conduct a campus interview or a real-estate company wanting to promote their projects. We have listed below a few categories of organizations/individuals who would most benefit from conducting a virtual fair:
Event management companies looking to supplement their existing expos with an online exhibition
Colleges and universities wanting to hold a career fair or recruitment fair online
Real estate companies wanting to showcase their projects to a wider audience
Career portals looking to add real-time interaction to their services
Conference organizers who would like to host their exhibitions online
This is just a small sampling of who would benefit from conducting a virtual expo. If you would like to know more about what we can do for your particular organization, please get in touch with us, using the Contact Us form, and we'd be happy to discuss the possibilities.
Can a virtual fair be hosted along with a real-world fair?
Yes, as long as all the participants in the fair booths have someone who is dedicated to monitoring the virtual booths as well. We in fact recommend all real-world fairs to have a virtual event simultaneously or as a pre-event, so that it increases the reach.
What location will the virtual fair be hosted from?
The virtual fair is hosted on a cloud/server which can be accessed using the Internet, and runs on a web browser. There is no physical location that someone needs to go to.
How will the audience know about the fair?
Like any other fair, virtual fairs need to be promoted, either using the Internet, or conventional media. HostMyExpo will advise you on strategies to maximize your reach, but cannot guarantee traffic. We will also provide a microsite which can be used to promote the event. You can link to this microsite from your website as well.
Are virtual fairs expensive?
Virtual fairs are reasonably cost-effective, as they bring in a host of benefits, like breaking geographic barriers, and eliminating travel costs, logistics costs, etc. The actual cost of the fair will depend on the number of booths, size of fair, number of days, features required, and so on. We have some great packages. Get in touch with us by using the Request a Quote form, and we'd be happy to get back to you.
How do I communicate with booth representatives?
Using the text chat is our recommended means of communication. You may at times use the video chat. However, please note that video chat is an evolving technology, and still can't be relied upon completely. Unless you have a very high speed internet connection, we don't recommend that you use the video chat. The good news is that there are other means of communication in the virtual expo.
Apart from the text chat, you may also send a private message to the booth representative using the Mailbox. We also highly recommend that you exchange your VCard with booth representatives. A VCard is like a business card or contact form.
You may submit a resume or important documents through the submission tab.
How do I use the text chat?
First, you will need to enter the booth of an exhibitor to start chatting with the representatives. Each exhibitor will have its own booth and chat. You cannot chat at the same time with many exhibitors. Once you enter a booth, on the top right hand side, you will see a tab for the text chat. You need to click on that, and your chat window will load. Kindly note that is a group chat, so other participants can see your questions. It might be possible that the question you are about to ask has been answered by previous participants. Kindly scroll the chat window and see the previous chat history. You are free to ask your own question. Kindly note that a question that is very specific to your case might not be answered in the group chat. We recommend that you use the messaging system to ask these kinds of specific questions. Please note that you need to be patient as the representative might take time answering your question.
How do I use the video chat?
Before you request a video chat, please make sure that you have the following:
High speed internet
Microphone with headphone/speakers
After you enter the booth, you will see the Video Chat tab on the top right hand side. Once you click on this, it will display a window with a button that says "Enter Room". Click on this button and it will ask for permission to use the webcam and microphone. You need to allow this to start the chat session. You will then be taken to a page that requests you to click on a button that says "Knock". Once you click on this, you will have to wait for someone to let you in. Kindly note that at this stage, the exhibitor will be able to see you, so please ensure that you are dressed appropriately! Currently there is a limitation of 8 users, including representative, in the video chat.
As mentioned above, please note that video chat is an evolving technology, and still can't be relied upon completely. Unless you have a very high speed internet connection, we don't recommend that you use the video chat.
How do I exchange a VCard?
Before you exchange your VCard, make sure that you have accurately filled in your contact details in your profile. Once you enter the booth, there are two ways of exchanging your VCard. (1) Next to a picture of a lady at the reception, you will see an "Exchange vCard" button. You simply have to click on this, and that's it. (2) You will find a list of representative names. Next to these, you have the option of either sending them a private message or exchanging a VCard with them. Using the second option, the VCard will be sent to that particular person.
How do I submit a document?
Once you enter the booth, you will see a Submission tab at the top. You can click on this, and it will bring up the Submissions window. Your name and email will be auto-filled in. You can upload the document and press Submit. Kindly note that it will take some time to upload the document depending on the size of the file you have chosen, so you need to be patient.
Please note that exhibitors may not accept a complete application form through this avenue. Use the text chat to check with the representative before using this feature.
How do I send a private message?
To send a private message, you need to first enter the booth of the particular exhibitor.
Against the name of the booth representative in the Welcome Message dialog box inside the booth, you will see an icon that says "Send Private Message" when you mouse over it. You can click on this icon and it will bring up a popup window with your name and email filled in, as well as the name of the booth representative. All you have to do is type a message in the appropriate field and click "Send".
How do I check my Mailbox?
From anywhere within the expo environment, you can check your Mailbox by clicking on the envelope icon on the top right corner of your screen. This will open up the Mailbox, where you can see your sent and received messages.
Briefcase and documents
What is a briefcase?
A briefcase is a private folder where you can store items like contact information of booth representatives (through exchanging VCards) and brochures that you download from the booth.
How do I download items to the briefcase?
Once you go to the brochures section of the booth, you can download these items to your briefcase with a single click of your mouse button.
How do I download my briefcase to my laptop or pen-drive?
Once you view your briefcase, you can download the VCards as a CSV file and the brochures as PDF files to a folder on your desktop by clicking on the download button.
How do I update my profile? Some of this content may change
For this, you will have to log in to www.virtualeducationexpo.com and mouse-over your name on the top right-hand corner. There will be a drop down, which says "My Account". Click on this, and you will be taken to the My Account page. Simply click on Edit to edit your details.
How long will my briefcase be available after the fair?
Make sure that you download your briefcase at the end of the fair. We cannot guarantee that your briefcase will be available after the fair, so make sure that you have downloaded all the documents that you need to your pen-drive or laptop.
Collecting information about exhibitors
Using the auditorium
You can enter the auditorium using the following ways.
From the Lobby, by clicking on the Auditorium link on the top bar
From Lobby, by clicking on the Auditorium entrance link
From the booth, by clicking on the Event Navigator dropdown and clicking on Auditorium.
You will see a list of videos when you enter the Auditorium. You can click on one of them to play it in the Auditorium. The Auditorium will be like a movie theatre. Enjoy the video.
What is a virtual booth?
A virtual booth is a private area of a university or company. The university/company will put up information pertaining to their courses or job vacancies in their booth. It will also have useful information like links, brochures, and videos in this area. It is also a place where you can communicate with representatives with the university/company using the following communication tools:
How do I enter a virtual booth?
There are a couple of ways how you can enter a virtual booth. From the lobby, click on the Exhibition Hall door, and it will show you an Expo show floor, which consists of a number of booths, with the logo of the exhibitor. You need to click on the logo of a particular exhibitor to enter its virtual booth. You may also enter a virtual booth by searching for the particular exhibitor from the lobby itself. This is available on the top right corner of the screen.
What is an Exhibition/Expo Hall?
An exhibition expo hall is a place where all exhibitors participating in a particular fair is listed. There are two views through which you can see the expo hall. One is a 3D show floor image of the expo hall with each exhibitor having their own booth and logo. The second option is to click on the list view, which will list all exhibitors. You can enter by clicking on the university/company you'd like to visit. The recommended way to enter the Show Floor is to click on the Exhibition Hall link above the door. This is on the first floor, next to the escalator in the Lobby image.
What is a Promo Room?
A promotion room is a place from where you can check any particular promotions that are going on during the fair. You may enter the promo room from the lobby area.
What is a Lounge?
The lounge is a chat room where you may communicate with other participants who are at the fair. It will not have anybody to answer questions, but only other visitors to the expo. Kindly make sure that you do not use any inappropriate language in this room as it will still be moderated. You may get thrown out of the fair, and your login deactivated if you do so.
What is Info Stand?
Info stand is a chat room, where you can ask any questions related to the fair. It is not an exhibitors stall, but for general information only.
Access to Internet using high speed connections (Network, cable, DSL, WiFi) is recommended. If you are 2G or 3G connection the internet speed will vary depending on your location.
For accessing the fair area
If you are using a slow internet connection, it will take time to download the 3D images. We urge you to be patient. A moderately fast internet connection will allow you to view the fair area in reasonable time. We recommend a minimum internet connection of 450Kbps
For playing streaming videos in auditorium/booth
You will need a moderate to high-speed internet connection to make the best use of the videos, and to view them comfortably. This will be the same speed that is required to watch a video on YouTube and other streaming websites. We recommend a minimum internet connection of 750Kbps or higher
For text chat
The text chat will work on even a slow connection, on the condition that you have already entered the booth. The text chat runs a separate server. We recommend a minimum internet connection of 450Kbps
For video chat
You need a very high speed internet connection for this as it involves live connectivity and contains audio and video. You do not recommend usage of the video chat if you are on a slow speed internet connection. We recommend a minimum internet connection of 1 Mbps or higher
For using other areas of the expo
You need a moderate speed internet connection to use other areas of the expo. This would still have 3-D images so you might have to be patient if you are on a slow speed internet connection. We recommend a minimum internet connection of 450Kbps
You need to make sure that your browser is compatible with HTML5. The browser should be configured to stream media. The expo platform will run in a range of browsers, but for optimum utility we recommend Google Chrome or Mozilla Firefox. Kindly make sure you update your browser for optimum usage.
Kindly download the latest version of Google Chrome at www.google.com/chrome/
Kindly download the latest version of Firefox at www.mozilla.org/en-US/firefox/new/
Kindly download the latest version of Interner Explorer at
We recommend a laptop, desktop or Mac for the virtual ambience. With a decent internet speed and the right browser you should have a good experience.
The platform should work well on a tablet or iPad with a good browser and internet speed. If you're using a mobile phone, kindly note that you will not get the best experience.
Headphone and microphone
For the video chat, or for playing videos, you need a good pair of headphones/microphone. Make sure you check the audio and microphone inputs before you start the video chat.
I just got logged out of the text chat. What do I do? This content may change.
You may on occasion get accidentally disconnected from the chat room. You will then see the message shown above. When you try to reconnect, it may say "This chat room is for private users only". In case you get the message shown above, you will have to return to the Booth Reception by clicking on "Go Back". You can then re-enter the chat room by clicking on the Text Chat tab, and it will log you in again.
Video chat got disconnected.
You need to refresh the page to re-login the video chat. The current session might be terminated and hence you need to 'knock" and reenter the session. As mentioned above, please note that video chat is an evolving technology, and still can't be relied upon completely. Unless you have a very high speed internet connection, we don't recommend that you use the video chat.
Can't hear volume in video chat
You need to follow the steps here
- Kindly check your system to see if you have not muted your system first.
- Then check headphone/microphone connection and the volume. Please change the microphone if there are problems with it
- Also check if the connection to the microphone is inserted properly to your system.
- Log –in after this and this should probably fix this issue.
Videos are not playing.
This should be most probably related to your internet speed. Wait for a few minutes and check if the video has streamed. If you still face problems, we recommend to update your browser.
Can't open a brochure
Please update the Adobe reader for this.
I got logged out of the fair. (disconnected)
This should not normally happen, but if you use inappropriate language, we reserve the right to deactivate your account.