Check-In & Tracking Methods
Why Not Just Use What You Already Have?
It's a fair question. Here's how the alternatives stack up.
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Criteria
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QR Code
Scanning
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App-Based
Tracking
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Manual
Check-In
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vFairs Smart Badge
The only solution combining both technologies
= Complete coverage |
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BLE
Bluetooth Low Energy
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RFID
Radio Frequency ID
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Requires attendee action
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Yes
Badge must be presented
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Yes
App must be downloaded and open
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Yes
Attendee must approach staff
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No
Fully passive — detected automatically within range
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Minimal
Must pass within scan range of reader
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Lead capture
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Only when scanned
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Limited
App-dependent
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None
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Automatic
Continuous proximity-based capture
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On tap/scan
Captured at reader touchpoints
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Session attendance
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Manual scan at door required
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Opt-in only
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Staff-dependent, error-prone
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Passive
Automatic room detection, no staff needed
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Gate-based
Logged when badge passes fixed RFID reader
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Heatmaps & crowd flow
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Not possible
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Approximate
Phone GPS only
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Not possible
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Real-time
Venue-accurate location & density mapping
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Zone-level
Checkpoint-based flow, no continuous tracking
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Data completeness
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vFairs Smart Badges are the only option that works continuously, passively, and without asking anything of your attendees or exhibitors.
“The platform gives the ability for sponsors and delegates to interact and have a virtual intimate conversation as much as possible with the virtual event.”
Samir O
- Chief Executive Officer
“100% of the attendees reported they were able to develop new revenue opportunities because of attending our online conference which was our #1 goal.”
Sydni C
- CEO
“The ability to customize each virtual space and make it on brand really made a difference to our attendees. The design team is simply amazing at creating whatever you need.”
Hanna Lindstrom
- Director
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
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Start Product TourFrequently Asked Questions
What is an RFID Smart Badge and how does it differ from a regular event badge?
vFairs RFID Smart Badges are physical event badges embedded with an RFID chip and Bluetooth Low Energy (BLE) beacon technology. Unlike traditional paper or QR-code badges, they enable passive, real-time tracking of attendees across your event venue without requiring any action from the attendee. Every movement, booth visit, and session attendance is captured automatically.
Do attendees need to do anything to make the badge work?
Nothing at all. Attendees simply wear their badge on a lanyard as they would at any event. The badge communicates passively with beacon receivers installed throughout the venue — no scanning, no app, no tapping required.
How are exhibitor leads captured?
Every attendee who spends meaningful time at an exhibitor’s booth is automatically logged by the system. Exhibitors receive a list of qualified leads ranked by dwell time, tied directly to real, named attendees from your vFairs registration data. No scanning guns or manual badge exchanges needed.
What infrastructure is required to run RFID Smart Badges?
A network of fixed BLE beacon receivers needs to be installed at key venue touchpoints - hall entrances, session rooms, exhibitor booths, and networking zones. This infrastructure is provided and managed by vFairs’ partner VenuIQ as part of the deployment package. Our team handles the full setup.
Is attendee tracking compliant with GDPR and privacy regulations?
Yes. Attendees are informed about badge tracking at registration as part of your event’s data collection consent process. All tracking data is tied to event profiles that attendees have already created. No personally identifiable information (PII) is transmitted over the air, and data is handled in accordance with GDPR and relevant privacy regulations.
What’s the minimum event size for RFID Smart Badges?
RFID Smart Badges are designed for mid-to-large scale in-person events. Speak with your vFairs account manager to determine whether your event is a good fit based on attendee volume, venue layout, and event objectives.
Does the badge data integrate with my existing vFairs dashboard?
Yes, fully. All RFID badge data flows directly into the vFairs event intelligence dashboard, alongside your existing registration, session, and engagement data. Every signal is tied to a real named attendee, giving you one unified view of your entire event.
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