How to Host an Employee Virtual Benefits Fair

We’ve put together all of the starting steps - from choosing the right virtual events platform to virtual event evaluation - in order for you to host a successful virtual benefits fair for your employees.

Five steps to jumpstart your virtual benefits fair

Congratulations on deciding that you want to host a virtual employee benefits fair for your employees! But how do you get started with an event like this? We’ve got it all mapped out so you can get started right away.

1. Choose the platform that’s right for your virtual benefits fair needs

A platform is going to do all of the hard work for you when it comes to any virtual event. This way, you can focus on areas of your expertise and leave the rest up to the platform. If you’ve already got an idea of what you want your virtual benefits fair to look like, make sure you approach different platforms with that in mind. You’ll want to make sure the platform is capable of doing anything and everything that you’ve dreamed up! It’s also a great idea to look for a platform that offers quality customer support.


2. Decide what elements you’ll include in your virtual benefits fair

Once you’ve chosen your platform and you know what it’s capable of doing, you can start to make a list of the elements you’d like to see in your virtual benefits fair. This could be anything from 1:1 chats, booths for the different benefits providers and representatives, live webinars, pre-recorded videos, downloadable collateral, or even an auditorium. It all depends on what type of experience you want your employees to have.

3. Schedule a date and time for your virtual benefits fair

Choosing the right date and time to host your virtual benefits fair is important. Will you host it during open enrollment? Will it be an all-day event? Part of the great thing about offering a virtual event is that it can cater to more people’s schedules, especially those working and living in different timezones. Make sure you schedule your benefits fair far enough in advance that you can market it internally and give your employees enough time to plan to attend.


4. Internally market your virtual benefits fair

After you’ve picked a date and time, you can start telling your employees about it. Provide them with initial information so they know what to expect and possibly start to prepare some questions they need answered. Use your internal marketing campaign to get employees excited about attending and getting the information they need.


5. Evaluate how things went

Once you’ve held your event, it’s not entire over. Use this time to take a look at the data you were provided from your platform. This way, you can see what parts of the virtual benefits fair were most beneficial — which booths were visited the most? Were there lots of questions in the chats? What presentations were well-attended? What downloads were the most popular? All of this information can help you guide year-long communications within the company and they can help you plan next year’s virtual benefits fair.


Hosting a virtual benefits fair is easy with the right platform, and the pros of hosting this kind of event will measure well-beyond the event itself.