The international exhibitor journey begins long before they land at the event venue. Providing timely and effective virtual support before arrival ensures smoother planning, builds trust, and sets the tone for a successful on-site experience. By offering assistance remotely, you help exhibitors feel prepared, welcomed, and confident about participating in your event.

Pre-Event Webinars and Onboarding Sessions

Conducting virtual orientation webinars or onboarding sessions is an excellent way to walk exhibitors through the event layout, guidelines, and processes. These sessions can cover booth setup instructions, logistics deadlines, visa and travel tips, and cultural pointers for the host country. Recorded versions can be shared for easy access in different time zones.

Dedicated Online Help Desk and Live Chat

Set up a virtual help desk or live chat feature on your website or exhibitor portal. This allows international participants to ask questions, request documents, or get real-time updates. A multilingual support team, along with email and WhatsApp response options, further improves accessibility and responsiveness.

Digital Resource Center and Personalized Communication

Offer a centralized digital hub containing downloadable guides, floor plans, shipping instructions, accommodation links, and FAQs. At the same time, sending personalized emails with tailored checklists, reminders, and contacts for support representatives makes the experience feel more human and less transactional.

Conclusion

Providing virtual support before international exhibitors arrive is not just a service — it’s a strategic investment in creating a positive, stress-free experience. Early assistance builds confidence, reduces errors, and ensures your exhibitors are well-prepared for on-ground success. The more clarity and care you offer remotely, the more engaged and satisfied your global participants will be onsite.