Onsite Event Check-In

Set Up Fast Event Check-Ins with vFairs Onsite App & Branded Kiosks

Check attendees into your event in seconds whether they’re walk-ins or pre-registered. Scan QR code scans, manage attendee lists, and track event and session traffic - all within one app.

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Trusted By Top Organizations. Recognized by Gartner & G2.

All You Need for an Effortless Check-In Experience for Attendees & Organizers

Attendees walk in, check themselves in, and get straight to the event. No long lines, no frustration. And organizers don’t need any extra equipment or manual processes. Just the vFairs Onsite App handling it all.

Event Check-In

Shorten Event Entry Lines & Track Activity Through Digital Check-Ins.

  • Easily toggle between check-ins and badge printing modes in the onsite app to start checking attendees in.
  • Scan users’ QR codes from the mobile app for entry.
  • Easily search for users from the listing with advanced search & filters.
  • Quickly add walk-in attendees on the spot and check them in.
  • Opt to check-in attendees quickly with facial recognition
Shorten Event Entry Lines & Track Activity Through Digital Check-Ins.
Session Check-In

Track Session Attendance with QR Code Scans & Get Live Analytics

  • View a list of all sessions at the event within the app.
  • Check attendees into sessions with quick QR code scans.
  • Get real-time visibility into which sessions are full.
  • Track total check-ins, reserved, and available seats per session.
  • View session check-in stats through a live analytics dashboard.
Track Session Attendance with QR Code Scans & Get Live Analytics.
Branded Check-In Kiosk

Allow Self-Serve Check-Ins with Branded Kiosks at Reception.

  • Get custom-designed, branded packaging on check-in kiosks.
  • Create a simple check-in page for attendees to check themselves in.
  • Customize colors, fonts, icons & other brand elements with a drag-and-drop editor.
  • Set up kiosks without expensive or propietary equipment on regular phones and tablets.
Allow Self-Serve Check-Ins with Branded Kiosks at Reception.
User Management

Manage All Attendees and Check-In Statuses Easily

  • Access the user listings right from the onsite app.
  • Use predictive search and filters to find users fast.
  • View and edit each user’s profile from your organizer’s settings.
  • Check in any specific user available in the user listing.
  • Activate or deactivate any user profiles with a single click.
  • Automatically sync users between your web version & mobile app.
  • View attendees’ profiles to track event add-on usage like meal tickets and access passes.
Manage All Attendees and Check-In Statuses Easily.
Onsite Support

Manage Reception Queues Efficiently With Expert Onsite Support.

  • Bring certified vFairs technicians directly to your venue for real-time tech support.
  • Have a vFairs rep set up your check-in software onsite prior to the event.
  • Quickly resolve technical issues on the ground.
Manage Reception Queues Efficiently With Expert Onsite Support.
Check-In Analytics

Track Check-In Stats and Attendance Analytics right Through the App.

  • Monitor real-time data for total users, attendees, exhibitors, speakers, admins, event owners.
  • Manage session or event check-ins and capacity control.
  • Generate post-event PDF reports for different check-in streams.
  • Integrate with CRMs & Martech solutions for streamlined data management.
  • Compare stats from multiple events through a cross-event reporting dashboard.
Track Check-In Stats and Attendance Analytics right Through the App.

What Our Customers Are Saying

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Onsite Event Check-In
  • 11,000+

    Registrations

  • 5,800+

    Mobile App Users

  • 2,600+

    Onsite Check-Ins

  • 800+

    Job Applications

The NUL Virtual Conference Increases their Attendee Count by 4x and Generates New Revenue Streams with vFairs
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The product itself meets all of our needs for our digital events – live and recorded sessions and opportunities for our attendees to network with each other throughout the event.

Travis S.
  • Director of Government Relations

The gamification, the embedded zoom feature, the chat rooms, and the ease of engagement were all at the top of the list for our attendees and for our team.

Emily A.
  • Director Alignment

Their great customer service skills were used to assist my team when utilizing the virtual platform that vFairs provide. We have utilized the vFairs platform on countless occasions and as always, the vFairs team goes above and beyond.

Roslyn Y.
  • President and Founder

Every aspect of the vFairs platform impressed me. The sleek graphics, the simple build process and the round the clock support from a dedicated Project Manager made the entire process easy to navigate and so enjoyable.

Leeann M.
  • Training Coordinator

This is our second time using vFairs and once again it was a great experience. The attendees loved the photo booth and photo gallery features. We will be using vFairs next year for sure.

Ignacia T.
  • Digital PMO
All Customer Stories
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Virtual Event Platform

Virtual Event Platform

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Platform Backend

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Registration & Ticketing

Registration & Ticketing

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Event Mobile App

Event Mobile App

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Badge Printing App

Badge Printing App

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Lead Capture App

Lead Capture App

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Frequently Asked Questions

What are event badges made of?

Event badges are typically made of durable materials such as PVC or plastic, ensuring they withstand the rigors of event attendance.

Can event badges be customized to match branding/sponsor needs?

Yes. The platform allows you to design custom badges - choose layouts (single or double-sided), adjust colors, fonts, images (logos, sponsor logos, attendee photos), include QR codes or custom fields.

What types of badge printing options are there (bulk vs on-demand)?

Both are supported. You can pre-print badges in bulk (for example for attendees who pre-register), or print badges on demand when attendees arrive. There are also options for group printings (multiple badges in one go).

Which badge and printer types are supported / what should we pick?

vFairs supports a variety of badge and printer types, depending on what you need: PVC plastic badges, paper badges (thermal / direct thermal), sticky labels, adhesive badges, etc. They also support specific printers (e.g. Zebra, Epson, Brother printer). Guides are provided to help you choose based on durability, print quality, cost, speed.

How fast is the check-in and badge printing process?

With QR scanning or kiosks, check-in takes just seconds per attendee, minimizing wait times and keeping entry lines moving quickly.

What kind of analytics are available for check-in and badge printing?

The platform provides real-time reporting on attendee arrivals, badge issuance, and session check-ins, along with downloadable post-event reports for deeper analysis.

Does the system support reprinting or editing badges on-site?

Yes. If a badge is lost, damaged, or needs updating, staff can quickly reprint or edit attendee details from the check-in dashboard.

Can attendees edit their badge details after registration?

Organizers can allow attendees to update specific fields (such as job title or organization name), ensuring badges are accurate before printing.

Is there a limit to the number of badges I can print?

No. The system is scalable and supports unlimited badge printing, whether your event is 100 attendees or 100,000.

How does vFairs ensure the security of badge printing and attendee data?

vFairs follows strict security protocols to safeguard attendee information. QR codes and barcodes are encrypted, and consent can be collected for features like facial recognition.

How are lost or damaged badges handled?

Staff can easily search attendee details and reprint a replacement badge within seconds, ensuring minimal disruption.

Can I collect data from badge scans?

Definitely. Badges can include QR codes for lead retrieval, session tracking, or engagement metrics. This data is captured in real time and can be exported post-event.

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