As we step into the new year, we’re excited to build on last year’s achievements and bring you even more innovative product updates and features. Last year, we focused on enhancing event experiences across the board from creating more interactive and immersive environments for trade shows to elevating networking and engagement tools for career fairs.

We’ve listened to your feedback and responded with features that make events smoother, smarter, and more impactful. Whether it’s introducing tools to simplify event management or rolling out creative ways to keep attendees engaged, our updates are designed to make your events truly unforgettable.

Let’s take a closer look at the final wave of updates for 2024 and see how we’re setting the stage for an even better 2025!

Venue Builder

Design and Customize Your Event Space with Ease

Planning your event layout and seating has never been more efficient or interactive. The Venue Builder combines two powerful tools. Floor Plan Designer and Seat Planner to help you create visually stunning and functional spaces while giving attendees the freedom to choose their preferred seating.

This feature empowers event organizers to create immersive event experiences that enhance attendees’ satisfaction and optimize space management. Here’s how it makes your event planning better:

Key Benefits:

• Customize your event layout and seating arrangements to meet specific requirements.
• Enable attendees to choose their preferred seats and improve their experience and satisfaction.
• Gather valuable data on seating preferences and booth usage to improve event planning.
• Gain insights into seating preferences and booth allocations for better planning.

Feature Highlights:

Floor Plan Designer:

• Use an intuitive visual tool to design your event layout from scratch.
• Add, remove, and rearrange booths for a polished and functional setup.
• Incorporate branding for a professional look and link areas to sessions for easy navigation.
• Monetize booth spaces by charging exhibitors for premium spots.

Seat Planner:

• Enable attendees to self-select and reserve their seats during registration.
• Accelerate seat bookings with an interactive and user-friendly interface.
• Gather insights into attendee seating preferences to refine future layouts.

E-Commerce Platform

Simplify Product Sales and Enhance Engagement with the vFairs E-Commerce Platform

As trade shows become more dynamic, managing product sales and engaging attendees effectively is key to a successful event experience. The vFairs E-Commerce Platform empowers exhibitors with tools to systemize product sales, manage inventory, and enhance customer interactions. This feature enables exhibitors to list and categorize products, offer customizable options, track orders, and negotiate allowances all within one platform.

Benefits of the vFairs E-Commerce Platform

• List products, manage categories, and offer variants to create a seamless shopping experience for attendees.
• Real-time sales tracking and promotional messaging help exhibitors maximize revenue during events.
• Features like allowance negotiations and discounts enable personalized interactions and satisfy both parties i.e. sellers and buyers.
• Track order history and statuses in real time to ensure smooth fulfillment and post-purchase experiences.
• Simplified sales and inventory management allow exhibitors to focus on maximizing their returns at trade shows.

Allowance Negotiation Updates

A Smarter Way to Manage Booth-Specific Items

With our latest update to the Allowance Negotiation flow, you can directly access booth-specific items by selecting a relevant booth first. Users must select a booth before accessing the product dashboard to manage booth-specific items. This approach improves navigation, enhances items organization, and saves time.

Here’s what to expect with this update:

• Booth Display in Allowance Negotiation
  • All booths are displayed as individual boxes within the Allowance Negotiation sub-tab.
  • Each booth box includes key details such as Booth Name, Booth ID, and any other critical information.

• Improved User Flow
  • Users start by selecting a booth from the displayed boxes.
  • Once a booth is selected, they are directed to the items dashboard specific to that booth.
  • Items are organized booth-by-booth for a streamlined workflow and simplified item-specific negotiations.

Simplify Booth Management with Worksheet-Level Allowance Negotiation Status

Tracking booth item negotiation progress has become easier with worksheet-level allowance negotiation status. You can quickly see the overall status of all items under a booth. This helps monitoring and simplifying workflows with these features:

• Centralized Status: A status dropdown at the top of each booth’s items dashboard shows if items are Pending or Approved.
• Independent Functionality: Operates separately from individual item statuses for better clarity.
• Completion Indicator: Setting the status to “Approved” confirms all items under the booth are finalized.

Abstract Management Updates

Introducing Restricted Submission Editing

Admins can now control abstract submissions by limiting editing access to specific submitters. This is achieved through the use of unique access codes for restricted and secure submission management.

Here’s how this feature simplifies submission management:

• Controlled Editing Access: Only submitters with assigned access codes can edit their submissions.
• Easy Admin Management: Generate and assign access codes directly in the backend.
• Secure Editing Process: Submitters must enter their unique code to make edits.

Here’s how the feature works:

• Enable the Feature:

• • • Turn on “Enable Editing of Submission after Confirmed Submission” in Abstract Management settings.
    • Activate the sub-toggle “Restrict Submission Editing to Access Code Holders.”

• Assign Access Codes:

• • Go to “Abstract Access Codes,” click Add Code, and save your entries.

Download Submissions for Large File Management

Now admins can handle large-scale downloads of submissions through emails. Instead of downloading large submission files directly, admins now receive their generated files in CSV or Zip format via email, eliminating delays and errors.

Key Features:

• Download Prompt: When selecting “All” or “Selected” submissions, admins receive a prompt explaining the process.
• Email Delivery: Generated CSV/Zip files are sent directly to the admin’s registered email address for convenient access.

Flexible Email Template Selection for Abstract Management

We’ve updated how abstract management email templates are handled to give event organizers more flexibility. Instead of auto-populating all module-specific emails, organizers can now choose which templates they want to add to their event. 

This update will help in:

• Manual selection of email templates organizers want for abstract management.
• Avoiding unnecessary auto-population and customizing emails as needed.
• Easier management and control of event-specific communication.

Session Updates

Centralized Speaker Hub Settings for Better Management

To make managing speaker hub configurations more efficient, we’ve created a dedicated “Speaker Hub Settings” section in the backend. This ensures more organized and customizable speaker information.

Here’s how the feature works: 

• Access the Settings
  Navigate to Backend > Sessions > Settings > Speaker Hub Settings.
  Find the new “Speaker Hub Settings” header in the left sub-menu.
• Centralized Management
  All speaker hub configurations are now organized in one place for quicker adjustments and improved navigation.

Flexible Speaker Hub Designs for Tailored Experiences

Event organizers now have the option to choose between two speaker hub templates. These templates allow for better alignment with the event’s branding and audience preferences.

Here’s how the feature works:

• Select Speaker Hub Design
  Use the “Select Design” dropdown field in the Speaker Hub Settings area to choose a template:
  • Design 1: The existing default design featuring a familiar layout.
  • Design 2: A fresh template with enhanced features:
    • A prominent “Speakers” heading.
    • Speaker profiles are displayed in rows of four per column.
    • Speaker cards showcasing headshots, names, employers, and a “See Bio” button that links to a pop-up with more details.

• Automatic Application
  Once a design is selected, it is automatically applied to the event’s web platform, ensuring consistency and ease of use.

Start the year with tools designed to make your events more engaging, organized, and efficient. Want to experience these features firsthand? Schedule a demo today and see how our platform transforms event planning into a seamless experience.

This new tool is designed to disrupt the way you approach event layout. With its drag-and-drop functionality and interactive features, you can create stunning and informative floor plans.

Why Interactive Floor Plans Matter for Event Success

Interactive floor maps offer you an engaging way to visualize your event space. This also enhances attendees’ overall experience. They can easily navigate, discover exhibitors, and find specific sessions, leading to increased chances of engagement.

Event planners, on the other hand, can also benefit from these interactive floor maps in the design process enabling them to create multiple layouts and experiment with different configurations. 

Introducing vFairs Floor Plan Tool

vFairs interactive floor plan tool is a new way to create stunning and informative floor plans that are not only a layout but a map that can easily be designed, integrated, and delivered.

Key Features of the vFairs Floor Plan:

• Drag-and-drop functionality for easy placement of elements
• Customizable design options to match your event’s branding
• Integration with booth assignments for efficient management
• Easy navigation for attendees on both web and mobile platforms

How to Create Your Event Floor Plan?

You can create your own first event floor plan with the vFairs Floor Plan tool.

1. To get started, navigate to your event backend and activate the “Enable Venue Builder” toggle. This will unlock the floorplan creation feature.

2. Once enabled, refresh your page to see the “Venue Builder” option appear in the left-hand menu. Click on it to proceed.

3. You’ll see a list of existing floorplans. You also have an option to create a new one. Click on “Add Floor Plan” to start from scratch or select an existing floorplan to edit.

4. Use the drag-and-drop interface to add elements, adjust sizes, and customize your floorplan’s appearance. Explore the various options available to create a unique and engaging design.

Benefits of Using the Floor Plan Tool

The floor map of any event is about more than aesthetics. By creating a floor plan, you are giving your attendees a clear and interactive overview of the event space. Not only that but event planners can simplify their future processes, enhance collaboration, and optimize space utilization.

Following are some of the benefits your floor plan helps you with:

• Make navigation and engagement easier for attendees
• Help you with different configurations to maximize space utilization
• Help your team to always stay on track for the next steps
• Increase booth visibility with highlighted key exhibitors and sponsors

Start Designing Your Floor Plan

Don’t let outdated floor plan methods limit your event’s success. Be sure to have your floor plan ready before starting the event planning for your next event.

Experience the difference it can make in creating a captivating and engaging event experience for your attendees. To explore this tool yourself, contact sales by booking a demo.

Let’s dive into the details!

Chat Updates

At events, secure communication is one of the crucial aspects. Your audience wants to connect with others at the event without worrying about data breaches and foul language usage.

Introducing a content masking filter, media tab, chat queue personalization, and ad-hoc calls to make connectivity and communication better and more secure at your event.

Here’s a breakdown of all these updates:

Filter Sensitive Information in Chats

Now you can filter sensitive information from the chats with our new content masking feature. Simply block information like social security numbers, health card numbers, and other information if shared in the chats. You can also restrict accounts and texts where you see inappropriate language being used in the chat space. 

Here are the key benefits of the filter:

• Ensures the chat environment remains respectful and professional, aligning with the event’s tone and purpose.

• Makes all participants feel safe and welcomed by preventing offensive language and behavior.
• Reduces the need for constant manual monitoring, allowing you to focus on higher-value tasks.

There are two ways to block or restrict the messages

• Direct Message Prevention: The feature automatically blocks users from sending messages that contain sensitive information.
• Default Library Filtering: By enabling the default library, inappropriate words listed within it are automatically restricted.

Instantly Add Live Users to Group Calls

Now, you can invite users who are currently live on the platform to join a group call. Bring everyone together instantly and enhance collaboration or discussions with just a few clicks.

Find All Important Attachments in the Media Tab

Now you don’t have to scroll through the bottom of your chat to find any file. The media tab provides an organized hub for all files, images, and links shared in a specific chat. You can see everything neatly stored in a profile for quick and easy access.

Personalized Chat Queue Control for Better Conversations

Exhibitors now have the flexibility to set user limits for efficient conversation management, customize chat durations and extension times, and create custom automated messages for their audience. This will save time for everyone involved in the conversation and make the audience feel valued by the dedicated time slot.

AI-Powered Chatbot: Instant Answers for Attendees

Attendees often get frustrated searching for schedules, booth locations, or speaker details during events. That’s where our AI-powered chatbot steps in! It instantly answers attendees’ questions about schedules, booths, speakers, etc. The chatbot syncs with your event data or uploaded files to provide accurate, personalized, and real-time responses. This means less waiting and more engagement, making the event experience smoother and more enjoyable for everyone.

Here’s how the feature works: 

• Navigate to the Event Assistant under the Mobile App module on the backend of the event.
• Add your questions with specific keywords and provide corresponding answers.
• The chatbot will use this information to respond to attendees’ questions.
• Alternatively, bulk import questions using a CSV file for added convenience.

Offer Personalized Registration Option With Upgrade/Downgrade Packages

Oftentimes, attendees register for an event and realize halfway through that their package doesn’t give them access to everything they need. Or worse, they paid for features they didn’t use. To save them from frustration and wasted money, you can add more value to your event with flexible registration options designed to suit an audience of any kind. 

With the Upgrade/Downgrade Package, attendees have the freedom to personalize their access and explore more of what the event has to offer. This feature allows users to adjust their participation based on their preferences.

Here’s what you can do with the Upgrade/Downgrade Package:

• Upgrade & Downgrade – Attendees can modify their package freely by upgrading to access additional event features or downgrading if fewer options are needed.

• Upgrade-Only Option – They can expand their experience by upgrading to specialized modules or additional features. For instance, in a health-related event, they can get access to specific departments or premium content.

• Add-Ons – They can stick to their existing package while unlocking extra features or modules as needed. Perfect for attendees who want more without altering their core registration.

Abstract Management Updates

Managing abstract submissions, reviewing them without any hurdles, and converting them into sessions, all with a structured process gives you an extra edge over the other event organizers who are stuck in the middle of the process while fixing tiny details and keeping track of all submissions. 

We have brought some amazing updates in abstract management to get your work done in minutes. Here’s what you will have for your future events: 

Convert Abstract Submissions into Sessions

The Abstract Migration Flow is a simple and easy-to-use structured process that turns accepted abstracts into fully organized sessions. With tools for filtering, field mapping, time setup, and speaker role assignment, you can manage everything in a single workflow.

Here are the steps for converting abstracts into sessions:

1. Confirm Selection: Review and confirm the submissions you want to convert.
2. Field Mapping: Map abstract form fields to session details and upload handouts if needed.
3. Optional Time Setup: Add specific time slots or durations for scheduling.
4. Speaker Roles: Assign and customize speaker roles with simple toggles.
5. Review & Finalize: Confirm all details to complete the migration process.
6. Session Listing: View and manage newly created sessions, including speaker roles.

Custom Limits for Authors and Submissions in Abstract Management

Managing submission and author overload is now easier with the new Abstract Submission Limit feature. Event organizers can set specific limits for different abstract types including Poster, Podium, or All-Type categories. 

The Abstract Management module now offers powerful new tools to help event organizers manage both submission volumes and author limits. These limits are customized for different abstract types, such as “All,” “Poster,” and “Podium,” organizers can ensure and maintain a balanced flow of submissions, authors, and co-authors.

Here’s how to set author and submission limits by abstract type:

• Navigate to the Abstract Management module and open General Settings.

• Toggle on the following options:
  • Limit Number of Co-Authors: Define maximum author and co-author limits for each abstract type.
  • Abstract Submission Limit: Set specific submission limits for different types.

• Set caps for both authors and submissions for:
  • Type All
  • Type Poster
  • Type Podium

• If a submission exceeds either the author or submission limit, a pop-up will notify users, ensuring adherence to the rules.

Session Updates

Seamless Semi-Live Sessions Without Distractions

The semi-live session experience is now more streamlined and aligned with its purpose. Users will no longer see play, pause, rewind, or forward controls. Instead, participants can focus on the content without distractions, with only the full-screen option available for better viewing.

The removal of these controls prevents any unintended interruptions or content manipulation to maintain the flow and timing intended by the event organizers. This update not only preserves the semi-live concept but also delivers a more professional and immersive experience for attendees.

Manage Session Locations with Enhanced CRUD Features

Managing session locations has never been easier with the new Location CRUD (Create, Read, Update, Delete) functionality. This feature allows admins to add, view, modify, and delete location data associated with different sessions, ensuring accuracy and efficiency. It simplifies the management of venue details, ultimately improving the overall session planning experience for event organizers.

• Go to the Sessions module and select the Session Location tab.
• Click the Add Location button at the top right corner to add a new location.
• When creating a new session, you’ll see a Location Name field with a dropdown of all added locations.

E-commerce Updates

Add Currency Field in Settings Tab for Global Application

At tradeshows, where your audience is international, inconsistent pricing formats can create confusion for buyers and inefficiencies for sellers. The new currency selection and display feature lets you set a default currency across your platform. This ensures consistency and clarity in your product listings. 

Make Funding Type Global in Allowance Negotiation

When funding types are event-specific, setting them up repeatedly for each event can lead to inconsistencies. To solve this, the Allowance Negotiation Module now features a global Funding Type configuration. This update allows you to define funding types once and apply them across all events for a consistent and efficient negotiation process.

These features are here to help you plan events that are engaging, well-organized, and seamlessly efficient. Ready to see them in action? Book a demo now and discover how our platform simplifies event planning.

Let’s take a closer look at each of these and other exciting updates!

Virtual Event Management Platform

Maximize Attendance with Registration Waitlist Management

With the new waitlist management feature, you can fill every seat at your next event. Once registration reaches capacity, additional sign-ups are placed on a waitlist. Organizers can manually approve who moves from the waitlist to the confirmed list to ensure high attendance rates.

Let’s break it down: If you’re organizing a large seminar and it fills up quickly, any additional sign-ups are automatically added to the waitlist. You can review the waitlist and approve attendees manually so that the most interested attendees in the session will get a fair chance to join. This way, every seat will be filled making the sessions more engaging.

Instant Payment Collection through Stripe on Floorplan Reservations

Booth reservations are now faster with the new Stripe integration on the floorplan module. Event organizers can collect payments instantly from booth representatives, who can pay directly during the registration process through the booth creation form. 

Imagine an exhibitor booking a booth for an upcoming trade show. As they fill out the booth creation form, they can make the required payment instantly via Stripe. This quick and easy process reduces time spent on manual payment confirmations, creating a more efficient booth reservation experience.

Organize Communications with Email Categorization

Now you can sort email templates into categories to locate specific messages when needed. Also, you can send a test email to ensure the content and formatting look perfect before sending out the final email.

Let’s say you’re preparing emails for different groups, such as VIPs, speakers, and general attendees, you can categorize these templates separately. Then, by sending yourself test emails, you can verify that each template looks right before reaching its intended recipients.

Make Engagement Easier for Attendees with A Single QR Scanner

Imagine attendees accessing various event activities like exchanging contacts, participating in scavenger hunts, and checking in to sessions, all with a single scan. Now it is possible! Instead of switching between multiple scanners, attendees can now perform any scanning function directly from the main scanner on their home screen.

Let’s say an attendee at your event wants to join a session and then participate in a scavenger hunt. Now, they need to open the main scanner on their device and scan the respective QR codes. The scanner will automatically recognize the type of activity. With each scan, the system knows exactly what action to perform, enhancing convenience and saving time for attendees.

Abstract Management Updates

Add Internal Notes for Admins and Reviewers

Admins and reviewers can now add internal notes directly in their respective dashboards, associating comments with specific submitters, submissions, or review observations. This allows both admins and reviewers to store important insights and revisit notes for each submission which helps in decision-making.

For example: An admin tracking a high volume of submissions can record relevant details or action items for follow-up, while a reviewer can note initial impressions on a submission to revisit before making a final evaluation. This enables more organized, informed, and consistent decision-making across the review process.

Admin Review of Sessions Before Creation

Admins can now preview a summary of sessions, including details like session title, track, date, time, duration, and assigned speakers, before finalizing them. Once confirmed, a success message appears. This allows admins to catch any errors and verify details before sessions are finalized for accuracy in event scheduling.

Session Updates

Chat Button Redirection Adjustment within Speaker Hub

Now, when users click the “Chat” button on the Speaker Hub, the chat opens directly within the page without the need for a new tab. This feature activates when the embedding chat toggle is enabled in settings.

This improves user experience by keeping attendees on the Speaker Hub page, allowing for smooth interaction within the same interface.

Quick Link to Create New Tracks in Session Setup

Eliminate extra steps and make it faster for admins to create and assign new tracks in the session setup. When adding a session in the backend, users will now see an “+ Add New Track” option next to the Session Tracks field. Clicking this link takes them directly to the track creation page within the same tab to add a new track without leaving the session creation drawer.

Let’s say an event coordinator starts setting up a session but realizes a specific track isn’t listed. Instead of navigating away from the drawer, they can quickly add the new track, and continue with session creation uninterrupted, saving time and effort.

E-commerce Updates

All Your Booth Data in One Place with E-commerce Dashboard Export

For booth admins who need a complete view of their e-commerce performance, we’ve introduced an export feature on the e-commerce dashboard. This feature allows admins to export all relevant data in one go to provide a centralized look at sales, allowances, and item performance. Access to every field makes it easier to analyze trends, measure sales impact, and optimize inventory for future events.

Here’s how it works: After a successful event, a booth admin can export data showing item sales, allowances used, and popular items. With this data, they can determine what worked best. This helps them improve product placement and restocking strategies for upcoming events.

Check Boxes for Item Selection in E-commerce Listings

Simplify bulk actions to save time on item selection. Simply tick the checkboxes next to each item and perform the required action.

Thumbnail Display for Product Images

Make the visitor the ultimate buyer with a thumbnail display. Now thumbnails appear in the item image field to make visual product identification faster.

Drag-and-Drop Sequencing

Now you can rearrange product orders by drag-and-drop functionality on items on the front end as well as in the backend of the product listing table.

Column Filtering in the Product Listing Table

Get a customizable list of products according to your interests. Use the filter labeled with the caret icon to filter out columns in the product listing table. 

Search with Precision

Find relevant data from any field. Type in the search bar to find records from any column, not just the primary field.

With these new features, we’re excited to help you create more engaging, organized, and efficient events. Want to see these updates in action? Book a demo today to explore how our platform can help you in your event planning.

Let’s explore these exciting features in more detail.

Mobile App Updates

Inform Attendees with Live Event Updates via Push Notifications 

Need support with the limitations of traditional event communication? 

Our mobile app now has push notifications, an instant tool for event organizers and event owners that allows them to connect with attendees directly through the mobile app. Now organizing large events and sending last-minute updates is not a problem.

What makes it beneficial for you?

• It provides important announcements, changes, or reminders instantly to all attendees which means no more information lag.
• Send a message directly to attendees’ mobile devices, eliminating the need for multiple communication channels (e.g., email, social media).
• Skip the backend login! Create and send push notifications directly within the mobile app, saving valuable time during hectic event periods.

Watch this demo video to see how the feature works.

Motivate Attendee Participation in Polls with Leaderboard Points 

Introducing leaderboard points for completing polls! This exciting new feature helps attendees engage and compete in your events. Attendees will receive points for completing each unique poll within your event and you will be able to track attendee progress on the leaderboard and celebrate top performers. This feature:

• Encourages active participation.
• Adds an element of fun and competition to your event.
• Allows you to analyze poll responses to gain insights into attendee preferences and interests.

Scan All QR Codes with A Single Scanner

Having separate scanners for each event feature makes it difficult for your audience to understand. Let’s make it easier with a single scanner. Now users no longer need access to multiple screens to scan for each type of engagement feature. Whether they need to exchange contact, participate in a scavenger hunt, attend a session, or go to any booth, they can scan every QR code with a single scanner. The scanner will recognize the type of QR code it is scanning and perform the relevant activity.

Add Breakout Sessions Associated with Each Parent Webinar

Is it difficult for your attendees to find the desired webinar and associated sessions? We have introduced breakout sessions to solve this problem for everyone. These sessions are directly linked to their parent webinar to show attendees which breakout sessions are part of the sessions they are attending. This will:

• Help attendees easily identify and navigate between sessions.
• Create more dynamic and interactive events with breakout sessions.

Badge Printing App Updates

Experience A New Dashboard for Event Analytics

Understanding event analytics and extracting insights that help make future events better is crucial for event organizers. The new badge printing event analytics dashboard will make it easier for you by providing a clear and organized view of all the data including information about attendees, speakers, booths, event admins, and every event detail. This will help you track key metrics and gain insights with enhanced visualizations of your badge printing operations.

Virtual Event Platform Updates

Make Attendees the Owners in Self-Selecting Their Seats

Give attendees the ability to self-select their seats at your event!

Now your attendees have the freedom to choose and reserve their preferred seating arrangements. This interactive registration will help you fill the seats faster than a traditional registration. 

Why do we make that happen?

• A seat planner is a DIY feature that naturally makes your audience happy and satisfied.
• It helps you gain a better understanding of seating preferences and optimize event layout.
• It simplifies the registration process by allowing attendees to select their seats during registration.

Build Your Event Landing Page & Create AI-Powered Content

Creating a landing page for your event requires coding knowledge, time, and a lot of money. So, why not delegate this task to a professional, save money, and have time to focus on the other aspects of your event? 

Now you can create a professionally designed landing page for your event in no time with built-in templates and customize it with the self-serve landing page builder. This is not it. The AI content assistant enables you to write content with expert-level suggestions and inspiration for your landing page. 

This feature will help you:

• Choose from our library of pre-designed templates. No need to start from scratch.
• Customize the landing page the way you want and match your brand and event theme.
• Get a content with consistent tone and messaging that aligns with your brand voice.

Connect, Collaborate, and Discover with A New Chat Platform

Whether it’s providing engaging ways for your attendees to feel more connected through chats or helping them find out which speaker will have which session, everything will now be available in a chat platform. The new chat platform not only comes with 1:1 and group chats but now you can also view attendee profiles, exchange contacts, find out speaker information, join different rooms, and find out new people to connect with. 

Session Updates

Navigate Sessions with List or Grid Format

Oftentimes, attendees miss out on important sessions due to difficulties in navigating complex event agendas. The revamped sessions provide a clearer agenda format with a list and grid view to let attendees navigate through your event’s agenda. With customizable viewing options and clear session details, attendees can easily find and engage with the sessions that interest them.

This feature will help:

• Choose between a list view or grid view for a preferred layout.
• Identify titles, times, durations, speakers, and associated tracks.
• Filter sessions by assigned tracks to find relevant content quickly.

More on Sessions

Countdown Timer

In the new UI, a countdown timer is added for embedded videos and sessions within the webinar detail view. This feature provides a clear and concise way for attendees to track the remaining time of a session.

Session Duration

Now you can display the duration of each session in the agenda listing view, below the session’s date & time.

Handout in Session Details

Attendees can now access session handouts directly from the session details section. These handouts are associated with each session and prominently displayed within the session details area.

Stay tuned for more exciting updates as we continue to innovate and improve vFairs. Book a demo today to see how our platform can make your events exciting, engaging, and unforgettable.

Mobile App Updates

Discover Key Event Info Much Faster with the New Home Screen

Scrolling through endless menus of the event app must be tiring. Now navigating and finding everything you need at your events doesn’t hassle you. Now your attendees see all the information on speakers, sponsors, exhibitors, and sessions in one go. 

Not only that, but you can have a whole new experience while using the mobile app’s home screen. Simply open your event app and experience the transformation! The new home screen puts all the essential information at your fingertips.

What makes it beneficial for you?

• Improved User Experience: Enjoy a more intuitive and enjoyable app experience.
• Increased Engagement: Keep attendees informed, engaged, and entertained with easy access to key information.
• Enhanced Event Navigation: Find what you need quickly and easily, reducing confusion and frustration.

Virtual Event Platform Updates

Easy Management of Abstracts From Submission to Approval

Managing abstract submissions and reviews is quite a struggle in the events. The upgraded Abstract Management system is here to simplify the process for you and provide a seamless experience for everyone involved.

What makes it beneficial for you?

• Management made easy: Organized abstract submission, review, and evaluation processes.
• Provision of admin roles: Empower admins with specified access to manage the workflow better.
• Less time consumption: Save time and reduce administrative burden.

How it works:

1. Provide submitters with a user-friendly platform to submit and manage their abstracts.
2. Equip reviewers with the tools they need to evaluate abstracts effectively.
3. Customize the abstract management process to meet your specific event requirements.

Event Management Platform Updates

Manage Speaker Web-Based Listings with Precision

Managing multiple settings to control speaker visibility on a mobile app and a web-based event management system is a tiresome project. Now you can hide and show speakers in the session listing area on both web-based and mobile app separately.

What makes it beneficial for you?

• Precise control: Decide exactly where your speakers appear – on the web, mobile app, or both.
• Flexibility: Customize your speaker listings to match your event’s requirements.
• Improved attendee experience: Provide more focused and relevant information to your audience.

How it works:

1. Find the “Hide in Web-based Listing” toggle when creating or editing speakers.
2. Enable this toggle to hide speakers from the speaker hub, landing page agenda, or webinars.
3. Speakers will remain visible on the mobile app unless you use the existing “Hide in Mobile App Speaker Listing” toggle.

Add Booking Fee to the Ticket Price

Recover additional costs associated per ticket sold with a new booking fee feature. Charge an additional fee for your event tickets when configuring the client’s required payment gateways. 

What makes it beneficial for you?

• Increase revenue: Generate additional income without raising ticket prices.
• Manage costs: Offset expenses associated with processing payments.
• Flexible option: Choose to charge a fixed fee or a percentage based on ticket price.

How it works:

1. Navigate to your event’s payment gateway settings.
2. Locate the new field for adding a booking fee.
3. Set a fixed amount or percentage based on your preferences.

Display Custom Fields in the Attendee List

Facilitate connections between attendees with similar interests. The custom field addition option in the attendee list gives you the ability to display the fields that matter most to you.

How it works:

1. Navigate to the “QR Code, Check-in, and Contact Exchange Settings” section in your event backend.
2. Activate the “Show Custom Field Under Name in Attendee List” toggle.
3. Choose the registration form field you want to display.

That concludes our product updates from August. We hope these updates will make your experience with vFairs more engaging and you will be able to scale with your events. 

Get in touch with us today to start using these features and stay tuned as we come back with a lot more excitement next month!

The Problem: Fragmented Payment Systems

Let’s face it: managing payments for events, especially on a global scale, has been a headache. Event organizers often find themselves juggling multiple payment gateways, each with its own setup process and user interface. This fragmentation not only complicates the organizer’s job but also creates inconsistent experiences for attendees, potentially leading to abandoned registrations and lost revenue.

The Solution: vFairs Payment Marketplace

Our new Payment Marketplace feature is designed to simplify this complex landscape. Here’s why:

1. One-Click Activation: Access over 30 payment gateways with a single toggle in your vFairs event dashboard.
2. Global Reach: Offer localized payment options to attract and accommodate attendees worldwide.
3. Uniform Checkout Experience: Provide a consistent, user-friendly payment process regardless of the chosen gateway.
4. Real-Time Tracking: Monitor payment statuses and attendee activations instantly.

The Impact: Beyond Convenience

While the immediate benefits of streamlined payments are clear, the implications of this feature go much deeper. By consolidating payment options, we’re not just cutting costs – we’re transforming how events operate globally.

1. Enhanced Security: With fewer systems to manage, event organizers can better control and oversee security aspects, reducing potential vulnerabilities.
2. Improved Attendee Satisfaction: A smooth, familiar payment process increases trust and reduces friction, potentially boosting registration completion rates.
3. Data-Driven Insights: Centralized payment data allows for more comprehensive analytics, helping organizers make informed decisions about future events.

The Bigger Picture: Tech Stack Optimization

The Payment Marketplace is part of a larger trend I’m seeing in the industry: the optimization of tech stacks. In today’s economic climate, businesses are reevaluating their tools, looking for solutions that offer cost savings, operational efficiency, and strategic value.

By integrating multiple payment options into a single, user-friendly interface, we’re helping event organizers streamline their tech stack. This not only simplifies operations but also aligns with the growing demand for consolidated, efficient technology solutions.

Looking Ahead: The Future of Event Payments

As we roll out the Payment Marketplace, we’re already thinking about what’s next. We’re exploring possibilities like:

1. AI-driven payment recommendation systems
2. Enhanced fraud detection capabilities
3. Integration with emerging payment technologies like cryptocurrencies

The vFairs Payment Marketplace is more than just a feature – it’s a step towards reimagining how we approach event technology. By simplifying payments, we’re not just solving a logistical problem; we’re opening up new possibilities for global engagement and event growth.

As always, we’re eager to hear your feedback and insights as we continue to evolve and improve our platform. Experience the ease of payments first-hand, book a demo.

Mobile App Updates

New In-App Chatbot: Your Virtual Assistant

Introducing our new conversational chatbot on the vFairs mobile app! Designed to enhance your user experience, the chatbot offers instant support and guidance.

Our chatbot is your virtual assistant, ready to assist you with navigating the app, answering frequently asked questions, and providing helpful information. It uses keyword-based technology to deliver quick and relevant responses.

Improved Badge Design and Printing Flexibility

Create professional badges that perfectly showcase your brand and suit your event’s needs. This will be the first impression for your event audience. This new improved functionality will help you do the following:

• Create bold specific fields on your badges to draw attention to crucial details.
• Switch between 203 DPI and 300 DPI printers without compromising badge quality. 

Virtual Event Platform Updates

Design Your Ideal Event Space with Stunning Floor Plans

Bring your vision to life while setting up your event floor plan. The vfairs floor plan builder helps you easily customize your event layout to create easy accessibility for attendees.

Now you can create stunning as well as functional floor plans by adding, removing, and rearranging booths on your own, customizing with your branding for a professional look, and linking specific areas to sessions for easy navigation. You can also monetize your space by charging exhibitors for booth rentals.

This feature includes:

• Creation Tools: Easy-to-use drawing tools for designing floorplans from scratch.
• Editing Capabilities: Options to modify existing floorplans.
• Integration: Seamless integration of the floorplan with booth creation form to allow booth representatives to reserve spots for the event.
• Attendee Capabilities: Ability to integrate floorplan with web and mobile app events to allow attendees to navigate different session and exhibitor-specific spots on the venue.

Replicate Your Event Success with Clone Event Feature

Save time and resources to build your next successful event with our vFairs clone event feature. Duplicate your most successful events, including design elements, configurations, and personnel. You can now focus on creating new experiences while maintaining consistency.

Add Location Data In Your CSV Uploads for Sessions & Webinars

Provide greater information control when importing session data. To better accommodate your specific requirements, we’ve added new fields to the CSV template: “Location Name” and “Location Link” for you to specify more details in sessions and webinars.

A Self-serve Setup To Manage Tradeshows

Setting up a tradeshow with all of its elements involves a detailed planning process. The new self-serve tradeshow setup is here to sort out all of your worries from setting up booths to showcasing your products and engaging with attendees.

With dedicated tradeshow menus, easy product filtering, and bulk import options, you can spend less time on administrative tasks and more time focusing on what truly matters – driving results.

Event Management Platform Updates

Convert Attendees into Leads with Zapier Integration

Capturing attendee information and nurturing leads was not that easy. Our Lead Capture App is now synced with your CRM through Zapier to ensure no lead goes to waste.

This automated data transfer and efficient follow-up will give you multiple benefits including:

• Real-time lead synchronization
• Improved lead quality and conversion rates
• Increased sales and marketing efficiency

Streamline Your Review Process with Abstract Management Reviewer Flow

Gain complete visibility into abstract evaluations with our new reviewer flow. Now you have access to detailed feedback and insights provided by reviewers. By centralizing evaluation data, you can make informed decisions about submissions and identify top contenders.

This feature provides a comprehensive overview of each submission, including reviewer ratings, comments, and acceptance status. With this centralized access, you can simplify the abstract selection process and improve overall efficiency.

Manage Users Directly From Search Resume

Now you no longer need to navigate multiple screens or menus to change attendee statuses. With this new update, you can quickly activate and deactivate attendees directly from the search resume feature. This powerful addition offers several benefits:

• Quick selection: Easily choose specific attendees for management.
• Clear status visibility: Instantly see if an attendee is active or inactive.
• Efficient filtering: Filter attendees based on their status (active or inactive) for targeted actions.
• Bulk actions: Activate or deactivate multiple attendees simultaneously.
• Individual control: Maintain granular control by activating or deactivating specific attendees as needed.

See the full update here.

Import Group Registrants in Seconds with Import Mapper

Avoid manual data entry and improve your registration process with the new import mapper. This functionality allows you to upload both individual and group registrants using a single CSV file. This means no more tackling multiple spreadsheets or spending countless hours inputting data.

Here’s what this means for you..

• Import all your registrants, including group members, in one simple step.
• Use the same CSV template for both individual and group registrations.
• The system intelligently assigns group members to the correct parent registration.

That concludes our product updates from July. We hope these updates will make your experience with vFairs more engaging and you will able to scale with your events. 

Get in touch with us today to start using these features and stay tuned as we come back with a lot more excitement next month!

Event Reporting

Introducing the New Teacher Dashboard Reporting

In this update, we’ve introduced a new reporting dashboard that allows teachers to extract detailed reports on their students’ activities and progress. By implementing Single Sign-On (SSO) and creating a user association table, teachers can now log in and view the activity and journey of their associated students, greatly enhancing their ability to track student progress effectively. Teachers can access this feature by enabling the “Teacher Dashboard” option in the Event Settings.

Enhanced Session Visibility: Mode of Attendance Tags for vFairs Web Events

Add tags to your session agenda on the web platform to define the mode of the session. You can add tags such as virtual, onsite or hybrid to provide attendees more context and help them decide if they can attend it or not. Such clarity not only improves attendee planning but also ensures seamless participation in sessions tailored to their preferred attendance mode, thereby enhancing overall event engagement and satisfaction.

The session tagging functionality is implemented based on the “Mode of Attendance” selected within the backend webinar listing section. For each session, organizers can designate tags such as “Virtual” in green, “Hybrid” in blue, or “On-Site” in orange. 

These tags are prominently displayed alongside session details in the new UI, ensuring visibility and accessibility for attendees. This feature operates independently of the chosen “Webinar Type,” providing consistent and intuitive session classification that aligns with both organizational and attendee needs.

Exhibit Booth and Chats

Profile Switcher Feature

Enhance the user experience for event admins, booth reps, and speakers with the new profile switcher. This feature allows booth reps to seamlessly switch to the speaker role, with future enhancements planned to enable conversion to attendee roles as well. By offering the flexibility to switch between different user roles, this feature streamlines role management reduces administrative overhead and ensures users can access the appropriate capabilities needed for their specific roles within the event.

To enable the Profile Switcher, go to the event backend. Select Event Setup> Advanced Settings > Webinar. Turn on the toggle button labeled “Switch Booth Rep to Speaker”. When this toggle is activated, it allows users to switch roles post-authentication without encountering errors due to email duplication. Upon logging into the platform, users will see a “Profile Switcher” CMS page, dynamically displaying their available roles. They can select the desired role, confirm their choice, and gain access to the specific capabilities associated with that role. Additionally, a “Switch Profile” option is available in the profile dropdown menu, enabling users to switch roles anytime within the platform, ensuring they always have the right tools for their responsibilities.

Multi-Booth Association for Booth Representatives

Link booth representatives to multiple booths allowing them to manage and interact with all these booth with a single account. This feature helps booth reps improve productivity and ensure a seamless representation across different booths.

To use this feature, event admins can add additional booths to a booth rep’s profile through the Secondary Booths dropdown. When booth reps log in to the backend portal and access the e-commerce tab, they will see all their assigned booths, allowing them to manage their responsibilities across multiple booths effortlessly.

Booth Allowance Negotiation

Finding a booth in a tradeshow with a good price and preferred location requires a lot of time which eventually makes the process inefficient. By identifying the gap, we have launched booth allowance negotiation that comes with fair and open negotiations between event admins and exhibitors. Now exhibitors can select their preferred booth, pay for it on the spot, and negotiate the pricing. 

To enable booth negotiation, go to “Event Setup,” click “Booth Settings,” and activate the “Enable Booth Negotiation” toggle. In the “Booth Management” menu, admins can review negotiation requests, negotiate terms, and assign booths. Exhibitors who opt to negotiate will be added to the negotiation workflow and will receive email notifications at each step.

Create a CMS Page For Chat Bookings

This feature enhances accessibility and convenience for event attendees through a dedicated CMS page for chat bookings. This new access point complements the existing chat bookings widget, allowing participants to easily manage their bookings through a centralized page. By automatically generating this page for both new and existing events, we aim to make the booking management process seamless and hassle-free, transforming the overall event experience.

Simplified Chat Slot Import Feature

The new feature aims to streamline the chat slot import process in the backend, transforming the event experience by making it easier and more user-friendly. Previously, importing chat slots required cumbersome inputs like user IDs and booth IDs, which were difficult to fetch and manage, leading to a poor user experience. The updated process allows users to import chats between any two participants, such as attendees, speakers, and booth reps, using a simplified file format that only requires participant emails and chat times. This change will significantly reduce the complexity and enhance the efficiency of setting up meetings.

The feature works by updating the import file format to include columns for chat time, user1 email, user2 email, and status. Users can now specify participant emails instead of user IDs, and the system will automatically retrieve booth IDs if participants are associated with a booth rep. This new process supports a wide range of participant combinations, enabling more flexible scheduling. The status column allows for importing chats as pending, accepted, or rejected, ensuring clarity and organization in the scheduling process.

Event Registration & Ticketing Updates

Payment Marketplace

Innovating further, we’ve launched vfairs payment marketplace, allowing event organizers to choose from various payment gateways for a seamless setup and uniform checkout process. A master toggle named “Enable Payment Marketplace” has been added to event settings to activate this feature. 

To enable the Payment Marketplace, organizers need to adjust settings in the event setup, integrate the payment component into the registration form, and manage payment status through webhooks and user activation. This integration simplifies payment management and improves the overall event experience.

Tap Payment Gateway Integration

The Tap payment gateway integration is designed to revolutionize the event payment experience. This integration seamlessly integrates on our backend portal as a standard payment option. On the frontend, it facilitates a smooth checkout process by redirecting attendees to a secure payment gateway. This advancement not only enhances convenience but also ensures secure and efficient transactions, thereby transforming how attendees engage and interact during registration and payment processes.

The Tap payment gateway integration operates through a straightforward process to ensure a streamlined payment experience:

1. Administrators configure Tap integration settings within our backend portal, establishing it as a selectable payment option.
2. During registration, attendees initiate payments through a checkout redirect, where they securely enter payment details on Tap’s platform.
3. We manage all payment scenarios, handling authorization, capture, and payment logs akin to our existing gateway processes.
4. A unique webhook is set up to receive transaction messages, ensuring real-time updates and handling of various payment statuses.

This integration not only facilitates secure transactions but also enhances administrative oversight and attendee trust, making it a pivotal addition to our event management capabilities.

Seamless Integration of Form Builder Fields with E-commerce Product Table

This feature automatically syncs custom fields created in the form builder with the E-commerce tab’s product table. This enhancement ensures that any new fields added via the form builder are consistently and accurately reflected in the product table, streamlining the event management process and enhancing data consistency. By automating this synchronization, event organizers can enjoy a more efficient and error-free setup, ultimately transforming the event experience by reducing administrative burden and improving data accuracy.

Check-in & Badge Printing

Group Badge Printing

Group badge printing allows event organizers to effortlessly print badges for multiple attendees, simultaneously, saving valuable time and reducing the hassle of individual badge printing.

With Group Badge Printing, each badge is customized with accurate and personalized information, ensuring attendees have a seamless and professional check-in experience. The badges include essential details such as attendee names, titles, and company logos, which aids with identification and adds a touch of branding to your event.

Whether attendees arrive at the event with family, friends, or colleagues, they can all be checked in together, simultaneously, through group badge printing and check-in, elevating the event experience. 

As vFairs continues to innovate, we remain committed to empowering organizers with powerful tools that elevate event experiences and deliver lasting impact. Stay tuned for more updates as we continue to evolve and enhance our platform for the future of events.

Excited to see how these features work? Get in touch with us today to get started!

This month’s product updates are designed to give your events a power boost. We’ve got features to enhance attendee engagement through interactive tools, simplify event management with helpful solutions, and inject some fun with a playful update.

Get ready to dive deeper into these updates and see how they can help you optimize your events!

Mobile App Updates

Keep Attendees Informed in Real-Time with Push Notifications

Imagine needing to update a massive audience about a last-minute schedule change or exciting new announcement. Now you can broadcast critical updates directly on the vFairs mobile app during your live event, ensuring everyone stays informed in a minute! Forget about backend logins or relying on emails with low visibility. Push notifications offer an easy communication channel for keeping everyone engaged and on the same page.

Capture Attendee Attention and Drive Interaction

Keeping your audience engaged and energized throughout your event is quite a task. Now you can create a cohesive experience for your attendees by launching interactive polls directly within the vFairs mobile app. 

Our polling module offers a range of functionalities to suit your event needs:

• Create Engaging Polls: Design polls with or without images, allowing you to tailor them to your content.
• Real-Time Feedback: Control when poll results are displayed, fostering anticipation and excitement.
• Multilingual Support: Cater to a global audience by offering translations for your polls.
• Targeted Engagement: Link polls to specific menu items or schedule them for designated times and locations within your virtual event.

See the complete update here.

Virtual Event Platform Updates

Incentivize Engagement with Photo Booth Points

Turn photo sharing in a photo booth into a fun competition to boost event engagement!

Our newest update lets attendees earn points for using the vFairs photo booth. This adds a layer of friendly competition and motivates active participation, making your event even more fun and memorable.

Here’s what attendees will get:

• Easy Point-Scoring: Every photo or GIF uploaded to the photo booth gallery earns attendees points. This incentivizes participation and encourages attendees to capture those unforgettable moments.
• Live Leaderboard: Watch excitement soar as attendees see their points displayed on the leaderboard. This friendly competition motivates creativity and ensures everyone has a blast using the photo booth.

To enable photo booth points, head to the “Engagement” section in your backend settings and select “Photobooth Uploads” from the leaderboard settings dropdown menu.

Event Management Platform Updates

Empower Attendees with a Multi-Package Selection

Increase registrations at your events and make your attendees satisfied with their purchases. Our registration system now allows attendees to choose multiple ticket packages at once. This simplifies the selection process and allows attendees to tailor their event experience to their interests. Offer a wider range of options to your attendees to choose multiple events and check out at once.

Stay on Top of Booking Changes with New Change Log Reports

Track recent booking activity with our new “Export Change Logs” feature. This feature eliminates the need to sift through extensive historical data. Now, you can download reports that only include the latest changes made to your bookings, saving you time and keeping you informed about the most recent updates.

Here’s how it works:

Simply head to the bookings module and select “Export Change Logs (Latest)” to download a report. This functionality applies to all sections of the change log report, including confirmed bookings, changes, and cancellations.

Simplify Registration Submission and Reduce Drop-Off

Long and tedious registration forms are overwhelming and hard to follow so many potential attendees leave the middle instead of completing them. We’ve introduced the page break feature that allows you to break down lengthy forms into manageable pages. 

This will create a user-friendly experience and significantly increase the registration completion rate. Attendees can easily navigate through the registration process, avoiding information overload and staying focused on completing their registration.

Effortless Attendee Management with Auto-Generated QR Codes

Save time and eliminate the hassle of separate QR code creation. No more creating QR codes one by one or sending separate emails for distribution. Our latest feature automatically generates unique QR codes within the system for each attendee when you import your list.

Here’s how you can use this functionality:

• Simply import your attendee list as usual. 
• The system will automatically generate unique QR codes for each attendee included in the data. 
• These QR codes can then be accessed and downloaded within the platform at any time.

Stay tuned for more innovative features coming soon, and book a demo today to see how vFairs can help you stand out as an event planner.