Onsite Event Check-In

Run Event Check-Ins Without Lines or Long Waits

Cut down long queues at your event's reception, even at peak times. Check-in pre-registered or walk-in attendees like a breeze with QR codes, self-serve check-in kiosks or facial recognition.

Book a Demo

Trusted By Top Organizations. Recognized by Gartner & G2.

Stress-Free Attendee Check-In, Powered by Tools That Don't Ghost You on the Floor

Provide a check-in experience that lands a positive first impression and avoids the typical reception pile-up that exhausts attendees.

Speedy Event Check-In

Move Attendees From the Door to the Show Floor in Seconds.

  • 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 or third-party codes for entry.
  • Deploy self-serve kiosks alongside staffed desks.
  • Quickly add walk-in attendees on the spot and check them in.
  • Run multiple staff devices in parallel during peak arrival.
  • Pre-print badges in bulk or print on demand for walk-ups.
Move-Attendees-From-the-Door-to-the-Show-Floor-in-Seconds
Session Check-In

Track Who’s Actually in Each Session, Not Just Who Registered.

  • View a list of all sessions at the event within the app.
  • Scan QR codes at each session room entrance.
  • Get real-time visibility into which sessions are full.
  • View session check-in stats through a live analytics dashboard.
  • Share session attendance data back with sponsors and speakers.
Track Session Attendance with QR Code Scans & Get Live Analytics.
Phone-Free Check-In

Check-in Attendees Even if They Don’t Have a Device.

  • Pull up attendees by first or last name lookup.
  • Reissue the QR code by email at the desk in seconds.
  • Check in VIPs, walk-ins, and last-minute additions manually.
  • Print or reprint a badge on demand.
Check-in-attendees-even-if-they-dont-have-a-device-2
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.
Check-Ins with Smart Event Badges

Track Every Booth Visit and Session Without a Scanner.

  • vFairs RFID and BLE smart badges log attendee movement across the venue automatically.
  • No scanning gun, no app to open, no tap to register.
  • Attendees walk in wearing a badge and the platform handles the rest.
Find More About Smart Badges
header-img-1
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

why-event-1
Onsite Event Check-In
  • 11,000+

    Registrations

  • 5,800+

    Mobile App Users

  • 2,600+

    Onsite Check-Ins

  • 800+

    Job Applications

The NUL Conference Increases their Attendee Count by 4x and Generates New Revenue Streams with vFairs
Read Full Story

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
G2
vFairs is rated 4.7/5 on G2
based on 1,758 verified reviews
vFairs Product Tour

Experience Live Product Demo

A Seamless Demo of All vFairs products - Transforming Event Industry Through Intuitive Solutions

Virtual Event Platform

Virtual Event Platform

Start Product Tour
Platform Backend

Platform Backend

Start Product Tour
Registration & Ticketing

Registration & Ticketing

Start Product Tour
Event Mobile App

Event Mobile App

Start Product Tour
Badge Printing App

Badge Printing App

Start Product Tour
Lead Capture App

Lead Capture App

Start Product Tour

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.

Related Content

9 Essential Features in a Virtual Conference to Consider in 2025

9 Essential Features in a Virtual Conference to Consider in 2025

Hosting virtual conferences offer organizers a digital live event that allows participants to interact with each other in a visually rich environment.
Virtual Conference: The Ultimate Guide (2026)

Virtual Conference: The Ultimate Guide (2026)

A virtual conference offers a platform for event organizers and marketers to connect globally and share knowledge while saving bucks. The convenience

Best AI Conferences to Attend in 2026: Dates, Tickets, Why Attend

Best AI Conferences to Attend in 2026: Dates, Tickets, Why Attend

Artificial Intelligence is rewriting how the world works. McKinsey says, more than three-quarters of organizations now use AI in at least one business
See All Blogs

Ready to See What vFairs Can Do?

Book a personalized demo. Find out why thousands of organizations choose our platform to host impressive virtual conferences that engage audiences worldwide.

Book a Demo

Ready to Plan Your Next Event?