What is a Virtual Benefits Fair? Everything You Need to Know
If you’re an HR professional, you’ve probably experienced the challenge of ensuring employees fully understand their benefits. Employees are busy and spread out. They often feel overwhelmed by the huge amount of information they receive. That’s why many companies, including some I’ve worked with, now use virtual benefits fairs. These fairs make learning about benefits more engaging, accessible, and effective.
A virtual benefits fair is an online event. Employees can check out their benefits, talk to providers, and ask questions from their computer or mobile device. Imagine a benefits fair, but online. You’ll enjoy more flexibility, better insights, and a more engaging experience.
Why Virtual Benefits Fairs Matter
I once spoke with an HR manager who was frustrated because half of her employees skipped the in-person benefits fair every year. Why? They couldn’t find the time or didn’t see the value. When she moved to a virtual benefits fair, participation soared. Employees liked it because they could join at their own pace and in their own way.
Virtual benefits fairs offer key info, vendors, and fun activities, just like traditional fairs, but online. With live Q&A sessions, webinars, on-demand resources, and interactive booths, employees get the information they need without logistical headaches.
How Does a Virtual Benefits Fair Work?
Instead of wandering through booths in a conference room, employees log into a virtual event platform where they can:
- Visit virtual booths to learn about health insurance, retirement plans, wellness programs, and more.
- Watch live or on-demand webinars from benefits providers.
- Chat with HR or vendors via text, audio, or video calls.
- Download important documents like plan comparisons and FAQs.
Biggest perk? Employees don’t have to take time off or rearrange their schedules. They can access the fair from their laptops, tablets, or even smartphone—anytime, anywhere.
The Key Benefits of a Virtual Benefits Fair
1. Accessibility for Everyone
Ever heard employees say, “I didn’t have time to attend the benefits fair”? With a virtual fair, that excuse disappears. Employees can join from home, the office, or even while traveling. Remote and hybrid teams benefit the most, as they often miss out on in-person events.
2. Cost Savings
In-person benefits fairs can be costly. You have to pay for venue rental, printed materials, catering, and vendor travel expenses. A virtual benefits fair eliminates most of these costs, making it a budget-friendly alternative.
3. Higher Employee Engagement
Let’s be honest. At in-person fairs, employees often grab some free swag and leave. In a virtual setting, engagement is intentional. Employees can attend live Q&A sessions, interact with providers, and watch videos at their own pace.
One company I worked with saw a 40% increase in participation after switching to a virtual fair. Why? Employees felt more comfortable exploring benefits in a low-pressure, convenient environment.
4. On-Demand Access to Information
A virtual fair doesn’t just last a day. It can stay live for weeks or even months. Employees who missed the live sessions can check out booths and watch recorded presentations whenever they want.
5. Data & Insights for HR Teams
One of the biggest challenges of in-person fairs? You never really know what’s working. With a virtual fair, you can track:
- Attendance numbers (Who logged in? For how long?)
- Booth interactions (Which benefits were most popular?)
- Live session engagement (Which topics sparked the most questions?)
This data helps HR teams tailor benefits communication to employees’ actual interests.
6. Involving Spouses & Family Members
Benefits decisions aren’t just made by employees—they’re often made with spouses or partners. Unlike in-person events, where bringing a spouse is inconvenient, virtual benefits fairs make it easy for family members to join, attend live sessions, and ask questions directly.
One company I worked with saw a massive drop in post-enrollment confusion when they allowed spouses to attend. Employees felt more confident in their choices, and HR teams received fewer follow-up questions.
How Do You Host a Virtual Benefits Fair
1. Choose a User-Friendly Platform
Not all virtual benefits fair platforms provide the same features. Look for one that offers:
- Interactive booths
- Live and on-demand webinars
- Chat functionality (text, audio, video)
- Analytics and reporting
- Mobile friendly
- ADA compliance
2. Create Engaging Content
Forget long PDFs. Employees prefer short videos, infographics, and live demos. Partner with vendors to create engaging content that simplifies complex benefits information.
3. Promote the Event Early & Often
If you just send one email invite, don’t be surprised if participation is low. Start promoting at least a month in advance using:
- Email campaigns
- Intranet announcements
- Slack or Teams reminders
- Calendar invites
4. Make Participation Fun
Add excitement with:
- Gamification with a live leaderboard – Employees earn points for visiting booths and attending sessions.
- Live Polls & Surveys – Get real-time employee feedback.
- Prizes & Giveaways – Encourage participation with raffles or swag.
5. Gather Feedback & Improve
After the benefits fair, send a post-event survey to understand what employees found valuable and what could be improved next time.
For a deeper dive, view our related article for a Step-to-Step Guide to Host a Virtual Benefits Fair.
Virtual Benefits Fair vs. In-Person Benefits Fair
| Feature | Virtual Benefits Fair | In-Person Benefits Fair |
|---|---|---|
| Accessibility | Employees can join from anywhere | Limited to those who can attend in person |
| Cost | Lower (no venue, travel, or catering) | High costs for venue, materials, travel |
| Engagement | Interactive tools, on-demand access | Often passive participation |
| Data & Insights | Detailed analytics available | Hard to track engagement |
| Spouse/Family Involvement | Easy participation from home | Logistically difficult |
Final Thoughts: The Future of Benefits Education
Virtual benefits fairs aren’t just a temporary trend. They’re the future of employee benefits education. They remove barriers, increase engagement, and provide valuable insights for HR teams.
If you haven’t hosted one yet, now’s the time to start planning. Your employees (and your budget) will thank you.
Ready to take your benefits fair virtual? Start exploring platforms and vendors today!