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About Company
Canadian Telecom Giant
Telecommunications
Registration, Check-In & Badge Printing, Lead Capture, On-Site Support
Registration Website, Registration Form, Mobile App, Check-In App, Lead Capture App
Event Marketing Manager
Every year, a leading Canadian telecom company gathers its global B2B teams for an internal sales summit. The mission? To break silos, spark collaboration, and drive long-term customer impact.
But organizing an event of this scale, 2,000+ attendees and 70+ sponsors, comes with its challenges. Creating a smooth experience while keeping engagement high was no easy task.
To make it happen, they needed a powerful event tech solution that could streamline registrations, boost engagement, maximize sponsor visibility, and keep everything running smoothly on-site.
That’s where vFairs came in and delivered. The company tapped into a full suite of features, using the mobile app as a central hub for attendees. They turned the app into a dynamic information, networking, engagement, and gamification hub.
Beyond the mobile app, they used tech to streamline all the critical aspects, including registrations, check-in, lead capture, and on-site crisis management.
The result? A flawlessly executed event that exceeded expectations. So much so that the company immediately locked in vFairs for its next five events.
Attendees
Sponsors
Unique App Logins
Quiz Responses
For all the employees flying to Vancouver, the company had to manage their flights and accommodations.
To execute it well, a smooth registration process was needed that would help them secure everyone’s preferred dates for traveling and staying at the hotel.
Since there were multiple registration types, such as sponsors, attendees, leadership, and event managers, a dynamic registration form was required that showed only the most relevant questions based on each person’s role.
An easy communication method was required that would keep attendees updated all the time.
This included communication before the event, such as flight details, hotel accommodations, and shuttle schedules. It also covered real-time updates during the event, whether it was a last-minute session change or guiding attendees to an exclusive performance.
This was the biggest challenge of all. The success of the summit hinged on how well people connected, exchanged ideas, and worked together to find better ways to serve their customers.
They needed a way to spark real collaboration, not just among attendees but also with sponsors, to make the event truly impactful.
The event welcomed a diverse audience. English alone wasn’t enough. They needed every solution, from the registration form to the mobile app, to be available in French as well. This ensured everyone felt included at the event.
Over 70 sponsors backed the event, including big names like Samsung, Microsoft, and AWS. The company didn’t just want their logos stuck in a corner but for attendees to actually notice them and start conversations. They also needed a simple way for sponsors to collect and manage leads without any hassle.
A fast and hassle-free check-in process was needed to quickly check in over 2,000 people, print their badges, and prevent long lines and delays at the event’s start.
vFairs made registration easy with a dedicated event website and a smart, step-by-step registration form.
The website had all the key details like date, venue, and FAQs so that attendees could find everything in one place.
The registration form was designed to adapt based on who was filling it out, whether they were sponsors, attendees, or volunteers. This meant people only saw the relevant questions, making the process smooth for organizers and participants.
The entire registration experience was available in both English and French so that everyone could understand it with ease.
The mobile app was the go-to guide for attendees. Need to check your flight? It’s in the app. Not sure which shuttle to take? The app has the details. Lost at the venue? The app’s map has you covered.
It didn’t just help before the event but also kept everything organized on the big day. Attendees could check the agenda, learn about speakers, and even connect with others. Organizers also sent real-time updates through in-app notifications to keep everyone in the loop. Again, the entire mobile app was available in both French and English for easy accessibility.
As mentioned before, the purpose of this event was collaboration among the global teams. To facilitate that, two routes were adopted.
The event used a leaderboard to encourage participation throughout the event. Attendees earned points by joining sponsor quizzes, getting scanned by partners, finding QR codes during a scavenger hunt, scanning limited-time QR codes that showed when the sessions ended, and uploading selfies on the social wall.
Both sponsors and organizers gave out prizes. However, to win a sponsor’s prize, attendees had to be scanned as a lead.
This created a win-win situation. Attendees stayed engaged, and sponsors got meaningful interactions instead of just having their logos on display.
Apart from that, there was plenty to keep attendees hooked on the mobile app. They got outfit ideas for different event segments, free digital swag bags, and chances to win prizes in raffles.
The app made it easy for attendees to connect. They could search for others by role, start chats, and even swap contact details by scanning QR codes.
While the gamification features were largely centred around maximizing interactions between attendees and sponsors, there was more to it.
The company powered their partners with vFairs Lead Capture App. This allowed them to capture leads instantly, segment them into various categories, and connect them with their CRM.
To ensure attendees were familiar with event partners, the app featured a virtual exhibit hall. This allowed them to explore sponsor booths, learn key details, and have more meaningful conversations during the event.
The app also included a partner fair map, making it easy for attendees to find sponsor booths at the venue.
People were checked in through dedicated QR codes that displayed on their app. Plus, relevant badges were printed on the spot. This made the process extremely quick and saved organizers from the drag of manually scrolling through lists to verify attendees and assign them badges.
With vFairs’ detailed event reports, organizers could see who attended which sessions, who connected with whom, and which quizzes people joined. This helped them understand what worked well and what could be improved for future events.
The telecom company came to us with two big frustrations from their previous tech partner. First, getting customer support was a headache. Even for small requests, they had to spend at least 25 minutes on a call, making the process slow and unproductive.
Second, the platform was too rigid. There was no room for creativity or customization.
Then, they switched to vFairs. From day one, they had a dedicated team that made everything easy. No long calls, most tasks were handled with a simple email. The support team didn’t just execute requests but also offered creative ideas to make things even better.
They also loved vFairs’ flexibility. The team helped them customize features in new ways and provided end-to-end support. When they ran into a badge formatting issue, the on-site team support team fixed it immediately. No waiting, no hassle, just pure execution.
The mobile app was a true game changer for this event. It had everything attendees needed, but the best part? It was incredibly easy to use. People had no trouble navigating it, and the Event Marketing Manager shared that one attendee even called it the easiest app they’d ever used.
How do you keep 2,000+ people moving in sync, make sponsors feel valued, and ensure every attendee is engaged from start to finish? By giving them the right tools at their fingertips.
The event app became the go-to guide, helping attendees navigate schedules, venues, and updates. With 2,058 unique logins, nearly everyone relied on it to stay on track.
Networking wasn’t limited to coffee breaks. The app kept conversations flowing, with 243 chat interactions sparking ideas and connections. Sponsors weren’t just handing out business cards, they were capturing real leads, averaging 64 scans per partner.
Gamification turned passive attendees into active participants. With 1,521 quiz entries, engagement wasn’t an afterthought, it was a driving force that made every session, sponsor interaction, and networking moment more meaningful.
What started as a logistical challenge became a smoothly executed experience. The success spoke for itself. The company has already booked five more events and 120+ webinars with vFairs, ensuring this momentum keeps building.
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Fiza Fatima
From virtual to hybrid & in-person events, from 50 to 500 to 5,000+ attendees. vFairs makes every event an epic experience.
