This is where virtual onboarding fairs come into play, as they make for an engaging way to welcome, as well as train the new employees within an organization.      

And in this article, we will explore how you can host an effective virtual onboarding fair, the tools you need to reinforce your efforts, and the role of webinar platforms to help you organize it.

What Are Virtual Onboarding Fairs?

A virtual onboarding fair is a digital event crafted for welcoming the new hires in a company as well as to train and integrate with their roles in the respective departments, regardless of where they are physically.

Rather than sitting through a long video call or flipping through static documents, virtual onboarding fairs allow new hires to:

• Attend live welcome keynotes from company leaders
• Participate in department-specific sessions or breakout rooms
• Visit virtual booths to explore tools, benefits, or training resources
• Network with fellow new hires and current employees in informal lounges
• Ask questions via live chat or Q&A panels

Pre-Fair Foundations: Set the Stage for Success

The most effective onboarding fairs begin long before the event goes live. Planning and preparation are crucial.

Pre-boarding Setup

Start the employee experience before Day 1:

• Send a welcome email with a clear agenda and links to essential tools.
• Deliver a digital or physical welcome kit with branded swag and essential information.
• Share access to platforms they’ll be using, such as Slack, Google Workspace, or your LMS.

Structured Timeline

Develop a roadmap that outlines:

• Milestones for the first 30, 60, and 90 days.
• Check-in dates with managers and team members.
• Skill-development expectations and growth benchmarks.

This timeline should be communicated clearly during the fair.

Choosing the Right Technology

The platform you use for your virtual onboarding fair is the foundation on which the entire experience is built. It shapes how intuitive, engaging, and inclusive the event will be—not just for new hires, but for HR teams, trainers, and leadership. The right technology should make participation effortless, content delivery seamless, and communication impactful.

Browser-based Access

A smooth user experience begins with accessibility. Employees shouldn’t have to download extra software or deal with complicated logins. A browser-based platform removes these hurdles, allowing participants to join from any device, with just a stable internet connection. 

This ease of access is critical for remote employees who may be using different operating systems or working from shared networks. Airmeet, for example, provides a seamless, one-click entry into the onboarding fair right from the browser, which significantly reduces drop-off and tech issues.

Integrated Communication

Virtual onboarding thrives on interaction. Look for platforms that combine multiple channels of communication—such as live chat, video, emoji reactions, and real-time polls. These tools help replicate the spontaneity of in-person engagement. 

Whether it’s asking a question during a keynote, chatting with peers in a breakout room, or participating in a group poll, the ability to connect instantly keeps participants involved and energized.

Event Customization

Every company has a unique culture and brand, and your onboarding fair should reflect that. Customization options allow you to brand the environment—from the welcome screen to session rooms, booth layouts, and even the networking lounge. 

Consistent visual branding reinforces company identity and creates a cohesive, professional atmosphere. It also adds polish and pride to the experience, which makes a strong first impression on new hires.

Resource Sharing

One of the key benefits of virtual onboarding is the ability to provide access to content that can be revisited anytime. A strong platform should allow hosts to upload and organize various resources—videos, onboarding guides, policy documents, team charts, and more. These materials should be easy to access during and after the event. 

By creating a digital library or content hub, you empower employees to learn at their own pace and return to important information when they need it. This also reduces repetitive questions and improves long-term retention of key material.

Designing the Experience: Sessions, Tracks & Interactions

Build a Dynamic Agenda

Instead of a long Zoom call, think of the fair as a mix of sessions:

• Live Webinars: Which can be used for introductions, and summarizing the company’s vision, mission and values.
• Breakout Tracks: Then comes distributing the responsibilities to respective new hires as per their designation and department.
• Interactive Q&As: And then comes the part where the new hires speak and ask questions to the HR in case they have doubts.
• On-Demand Content: Pre-recorded training sessions as well as welcome videos should also be available for the new hires in case they are unable to come for obvious reasons.

Use Multiple Learning Formats

To cater to different learning styles:

• Provide text-based guides and visuals.
• Use quizzes or polls for feedback and interaction.
• Host “Ask Me Anything” (AMA) sessions to boost transparency.

Driving Engagement & Connection

Virtual onboarding doesn’t limit anyone from making personal interactions; rather, not being in the in-person environment, it intentionally puts efforts into creating spaces where the new hires feel heard and valued. An effective onboarding fair should not be limited to just showcasing presentations and training the freshers of the company; rather, the motive should be building a connection among the teams, encouraging informal conversations, and fostering a sense of belonging.

Virtual Networking Lounges

In physical mode, employees meet with their colleagues organically during coffee breaks or lunch time. These moments have to be deliberately crafted when it comes to virtual onboarding, with the help of virtual networking lounges which are informal spaces that encourage conversations among employees. 

To make the most of these spaces:

• Create themed discussion tables (e.g., “Meet the Marketing Team”, “Your First Week Survival Tips”, “Remote Work Best Practices”).

• Designate “hosts” at each table to welcome participants and facilitate conversation.

• Schedule lounge time between formal sessions to balance learning with social connection.

Gamification

Gamification adds a layer of excitement, energy, and competition that drives participation without feeling forced. It transforms the onboarding process from passive viewing to active engagement.

Examples of gamified elements include:

• Scavenger hunts, where new hires look for hidden keywords in each session or visit specific booths to collect clues.

• Point-based systems that reward actions like attending a full session, answering polls, or asking thoughtful questions.

• Leaderboards that recognize top participants, with rewards like company swag, gift cards, or shoutouts in closing ceremonies.

Gamification is particularly effective with Gen Z and millennial employees who often respond positively to interactive, experience-driven learning. It also encourages exploration—ensuring new hires engage with all parts of the fair, not just the sessions specific to their role.

Buddy System

A buddy system bridges the gap between formal onboarding and everyday workplace culture. Assigning each new hire a peer buddy provides a go-to person for questions, support, and social integration. 

This personal connection helps new employees feel more confident, supported, and less isolated in the early days.

The buddy’s role includes:

• Being available for informal check-ins before, during, and after the fair.

• Providing cultural context, such as unwritten norms, team traditions, or communication styles.

• Encouraging active participation by reminding new hires about sessions or helping them navigate the virtual platform.

It’s best to match buddies based on department or role when possible, though even cross-functional pairings can work well for broader exposure. Buddy programs have been shown to significantly improve new hire satisfaction, engagement, and time-to-productivity.

Providing Onboarding Content & Materials

A great onboarding fair provides both live interaction and accessible resources.

Create a Resource Vault

Think of it as a digital library. Include:

• Training manuals
• Employee handbooks
• Team structure charts
• Company policies and values

Personalize Content by Role or Team

Use segmented sessions and tracks to offer relevant onboarding for:

• Sales vs. Engineering
• Managers vs. Individual Contributors
• Corporate vs. Remote Employees

Team Introductions & Human Touchpoints

Your onboarding fair should foster familiarity between new hires and the broader team.

Department Booths

Create virtual “departments” or booths where leaders:

• Give short intros
• Present team goals
• Share details on whom to contact for what

Executive Access

Offer sessions with top leadership to:

• Build trust
• Communicate vision and mission
• Create a sense of inclusion

Icebreakers & Social Sessions

Examples:

• Virtual coffee breaks with random team members
• Team trivia games
• “Two truths and a lie” breakout sessions

These create relaxed settings for forming relationships.

Collecting Feedback & Improving Continuously

You can’t improve what you don’t measure. Collecting feedback during and after the fair helps you refine the process.

Use In-Event Surveys

Poll attendees during sessions:

• “Was this session useful?”
• “What’s one thing you still need help with?”

Post-Fair Feedback Form

Send out a form after the event to ask:

• What did you enjoy the most?
• What could be better?
• How confident do you feel about your first 30 days?

Analyze Engagement Metrics

Track:

• Session attendance
• Click-throughs on resources
• Lounge participation
• Chat & poll activity

These metrics help you identify gaps and successes.

Post-Fair Support & Follow-Up

Onboarding doesn’t end with the fair. The next 90 days are crucial.

30/60/90-Day Check-Ins

Encourage managers to:

• Set bi-weekly check-ins for feedback and clarity
• Offer mentorship and development paths
• Reinforce core values and behaviors

Access to Recordings

Keep the content available:

• Upload recordings for new hires who missed sessions
• Let current employees revisit sessions for context

Continuous Feedback Loop

Keep the loop going by:

• Monthly engagement surveys
• HR pulse checks
• Peer reviews and self-assessments

How Airmeet Helps Power Virtual Onboarding Fairs

Creating a meaningful onboarding experience for remote employees demands more than just Zoom links and welcome decks. It requires a virtual platform that is purpose-built for engagement, connection, and content delivery. Airmeet checks all these boxes—and then some—by offering an interactive, scalable, and beautifully designed environment for hosting onboarding fairs that feel genuinely welcoming and impactful.

Seamless Browser-Based Access

One of Airmeet’s standout strengths is its simplicity. New hires don’t need to download apps or navigate complex setup steps. They can simply click a link and join from any device, right in their browser. This reduces the friction that often comes with unfamiliar tech and ensures everyone—regardless of their technical skill level—can participate fully from day one.

Flexible Multi-Session Agendas

A great onboarding fair isn’t one-size-fits-all. Airmeet enables organizers to structure the event with a detailed, multi-track agenda that can be tailored to different departments, regions, or experience levels. You can schedule:

• Live keynotes and company culture sessions
• Department-specific breakout rooms
• HR-led Q&A forums
• Pre-recorded videos with live chat for asynchronous flexibility

Each session is clearly laid out in the agenda, making it easy for attendees to plan their experience and move between sessions without missing key content.

Natural, Human Networking Spaces

One of the most challenging aspects of virtual onboarding is recreating those informal human moments that build trust and camaraderie. Airmeet solves this with its Social Lounge—a virtual space where attendees can join tables based on interest, topic, or department. These lounges simulate the feeling of walking into a room and choosing where to sit.

Organizers can use this space to host:

• Icebreaker games for first-day connections
• Team meet-and-greets
• Cross-functional interest groups like “Remote Life Hacks” or “New to Tech”
• New hires leave with real conversations, not just information overload.

Built-In Engagement Features

Airmeet doesn’t just stream content—it encourages genuine interaction, leading to greater engagement. Features like real-time polls, moderated Q&A, emoji reactions, and chat windows make every session feel alive. Participants can engage with presenters without interrupting the flow of the event, and moderators can spotlight questions to foster deeper discussion.

These tools aren’t just cosmetic—they boost attention and create two-way communication, which is crucial for onboarding success.

Rich Content Sharing and On-Demand Access

A powerful onboarding fair includes more than just live interaction—it offers long-term value through access to essential resources. Airmeet allows you to set up dedicated booths where attendees can download documents, watch welcome videos, browse team directories, or revisit recorded sessions.

This feature turns the onboarding fair into a living resource hub. Whether a new hire joins the company late or simply wants to review a session, the content is available long after the event ends.

Enterprise-Ready Scalability and Support

Whether you’re onboarding a small group of interns or hundreds of remote hires across North America, Airmeet’s infrastructure is built to scale. It supports thousands of concurrent users without compromising quality, ensuring a smooth experience for every participant.

What truly sets Airmeet apart is its commitment to customer success. Organizations receive:

• 24/7 technical support
• A dedicated customer success team
• Step-by-step assistance with event setup, agenda design, and dry runs

Integration with HR platforms and CRMs further simplifies attendee management and analytics tracking, making it easy to measure the success of your onboarding program.

Bottom Line

Virtual onboarding fairs aren’t just a mere alternative to be organized when onboarding can’t be done in person.Rather, it has so much to offer the new employees starting from speed networking, social lounges, branded booths, and more which can further inspire the new employees. And to help you with all that, you can count on Airmeet, which reinforces your efforts to deliver an effective onboarding fair that not only delights your new hires but also boosts your organizational efficiency and credibility.