March Product Updates: Track Every Interaction Onsite, Assign Seats in Seconds & Sync Data Seamlessly

March was all about giving you more control over the logistics that make or break events and capturing data you’ve been missing. This month brought features that streamline seating arrangements, automatically track every booth visit and session without manual scanning, create valuable small-group networking opportunities, let you personalize attendee experiences at scale, and eliminate manual data entry.

Whether you’re managing trade shows, career fairs, conferences, or campus events, these updates save you time and help you deliver more professional, data-driven experiences.

Let’s get into what’s new.

Capture Every Interaction With RFID & BLE Smart Event Badges

Traditional badge scanning only captures a fraction of what happens at your event. Exhibitors get busy, booth reps are in conversations, and attendees walk past unscanned. By the end of the event, your data tells an incomplete story.

vFairs Smart Event Badges solve this by tracking booth visits, session attendance, and attendee movement automatically. No scanning required.

Attendees wear them like regular badges. Behind the scenes, beacon receivers throughout your venue pick up signals and feed real-time data into your vFairs dashboard. You get live heatmaps showing traffic patterns, automatic lead capture for exhibitors ranked by dwell time, and session attendance without manual check-ins.

For organizers, this means walking into post-event debriefs with complete data. You’ll see which sessions had the highest engagement, where bottlenecks formed, and which booth locations drove the most traffic.

For exhibitors, it means never missing a lead because someone was too busy to scan. Every meaningful interaction gets captured automatically.
One badge handles everything: access control, session verification, movement tracking, and lead capture.

The technology works with both RFID for checkpoint-based tracking and BLE for continuous indoor positioning across your entire floor. Choose what fits your venue size, accuracy needs, and budget.

Assign & Manage Seating With Real Flexibility

Creating seating arrangements for large events has always been tedious. You’re juggling spreadsheets, trying to group people strategically, making last-minute changes when someone cancels, and hoping you didn’t accidentally double-book a seat.

Our updated Seat Planner makes this process dramatically faster and more flexible.

Start with pre-defined templates that fit common venue layouts, or upload your own seating chart as a JPEG or PDF and map seats directly onto it. This means you can work with your actual venue layout rather than adapting to generic templates.

Once you’ve placed seats on the canvas, you can assign them in bulk by selecting multiple seats at once. No more clicking through individual seats one by one. Add seats against user segments you’ve created, registration form categories, or even group registrations. If you’re hosting a corporate event with multiple companies attending, you can assign a set of seats to each company’s group. For conferences with different attendee types, assign sections to speakers, VIPs, general attendees, or sponsors.

Preview your seat assignments before confirming them. This lets you catch issues—like accidentally splitting up a group or creating an awkward arrangement—before anyone arrives at the venue. Make changes as needed, reassign seats, or change categories until everything looks right.

Add labels to each seat showing attendee names and emails. Choose between compact labels for a cleaner look or detailed labels with more information.
Plans change, especially as the event date approaches. Vacate assigned seats in bulk and reassign them just as easily. Someone canceled? Their entire group’s seats can be freed up and reassigned to walk-ins or waitlist attendees in seconds.

Once you’re satisfied with your seat plan, export it as a JPEG or PDF. Share it with your venue team, print it for registration desks, or include it in pre-event communications so attendees know where they’ll be sitting.

The Seat Planner turns what used to take hours into a task you can complete in minutes, with the flexibility to adapt as circumstances change.

Create High-Value Networking With Table Talks

The best conversations at events often happen in small groups. But most events don’t give sponsors, exhibitors, or key stakeholders a structured way to host these intimate discussions with the right people.

Table Talks changes that.

This feature lets you offer sponsors and exhibitors dedicated roundtable-style sessions with curated guest lists relevant to their business. Instead of hoping the right prospects stop by their booth, exhibitors can invite specific attendees to a focused conversation.

Add location, date, and time details for each Table Talk session. Enable a waitlist so interested attendees can join if space opens up. Pre-assign seats to ensure the right people are in the room. You control who gets invited and who gets a spot at the table.

Table Talks appears as a separate menu item on your mobile app and virtual platform. This visibility makes these sessions feel premium and ensures attendees don’t miss them while browsing the event schedule.

For trade shows, this creates the kind of intimate networking that exhibitors pay premium prices for. They’re not just getting booth space—they’re getting guaranteed face time with prospects who match their target profile.

For career fairs, recruiters can host roundtable discussions with curated groups of candidates, moving beyond quick booth interactions to have deeper conversations about opportunities and fit.

For campus events and conferences, faculty, departments, or career services can host focused discussions with specific student groups, alumni cohorts, or community members.

Table Talks transforms passive networking into strategic, high-value conversations that deliver results for everyone involved.

Personalize Experiences With Advanced Segmentation

Large events serve diverse audiences with different needs, interests, and goals. But most event platforms force you to treat everyone the same—same emails, same content access, same experience.

Our User Segmentation module lets you create hyper-targeted segments and deliver personalized experiences to each one.

Build sophisticated attendee segments based on registration responses, profile updates, and in-event activities. Use AND/OR logic to combine multiple conditions for maximum precision. Go beyond basic demographic filters and segment based on session selections and attendance, activity status like active, inactive, or logged in recently, login time and frequency, ticket ID and type, and engagement level with specific content.

This depth lets you create segments like “VIP ticket holders who attended the keynote and haven’t logged in during the last two days” or “first-time attendees in the healthcare industry who registered for networking sessions.”

Track segment sizes in real time with a user count column. As users’ activity, interests, or information changes, the system automatically updates their segment membership. This real-time visibility helps you understand your audience distribution and make data-driven decisions throughout your event.

Once you’ve built your segments, the personalization possibilities are extensive.

• Send targeted emails with messaging that resonates with specific groups: VIPs get exclusive invitations, first-timers get orientation information, and returning attendees get advanced content recommendations.
• Launch tailored in-app notifications to guide different segments to relevant opportunities.
• Control access to specific sessions, content, or event areas based on ticket type or engagement level.
• Deploy targeted surveys to gather feedback from particular audiences.
• Assign specially-designed badges to different segment types to facilitate networking and identification.

This level of hyper-personalization allows you to create completely bespoke experiences for different attendee groups within a single event environment.

Sync Event Data Automatically With CRM Integrations

After every event, someone on your team has to export data, clean it up, and manually import it into your CRM. It’s time-consuming, error-prone, and delays follow-up when timing matters most.

Our CRM integrations eliminate this entire process.

Sync event data automatically with HubSpot, Salesforce, and other CRMs. Leads, registrations, session attendance, booth visits, and engagement data flow directly into your sales or recruitment pipeline in real time. No exports. No spreadsheets. No delays.

Your sales team gets the information they need to follow up with hot leads while they’re still interested. Your recruitment team can see which candidates attended which sessions and engaged with which employers. Your alumni relations team can track donor interactions and event participation without manual data entry.

The integrations also eliminate the risk of outdated or missing data. When someone registers, they’re immediately added to your CRM. When they attend a session, that activity is logged. When they visit an exhibitor’s booth, that interaction is captured. Everything happens automatically, and your teams always have accurate, up-to-date information.

This is one of the most common questions we hear in customer calls: “Do you integrate with our CRM?” The answer is yes, and the integration works seamlessly to keep your entire organization on the same page without manual work.

These updates are live now in your vFairs dashboard. We’re continuing to build features that eliminate tedious work and help you create better experiences for your attendees, with more improvements on the way.

Got questions about any of these features or want to see them in action? Book a personalized demo or reach out to us at [email protected].