Manage Speaker Profiles, Tasks And Sessions, All in One Place
From launching your call for speakers to running sessions on the day, vFairs connects every stage so your team is never re-entering data or chasing speakers across email threads.
Launch your call for speakers
Set up a branded application portal without touching a spreadsheet.
- Customize your form with fields, deadlines, and categories specific to your event.
- Speakers save drafts and submit when ready, with co-author support for multi-presenter sessions.
- Different deadlines per submission type so nothing closes at the wrong time.
- Automatic status notifications so applicants always know where they stand.
Give speakers more control over their profiles
Accepted speakers get a dedicated portal to upload their bio, headshot, session materials, and any other details you need.
- Profile fields auto-populate from their original submission.
- Additional new speakers can complete their profile from the portal.
- Custom fields for A/V requirements, dietary needs, and accessibility information.
- Set required fields so no profile goes live until it is complete.
- Export all speaker data in one CSV whenever your production team needs it.
Automate speaker profile and session follow-ups
Assign speakers tasks to complete their booths, update profiles, and upload handouts with clear task deadlines & descriptions.
- Ensure speaker profiles and session details are complete in time with the task module.
- Assign multiple types of speaker tasks based on what you want them to do.
- Stop using spreadsheets & manual email follow-ups to track changes.
- Get a bird’s eye view of all tasks and their progress statuses.
Keep every speaker in the loop
Send updates to all speakers, a specific track, or one presenter, with every message logged to their profile automatically.
- Pre-built email templates for every stage of the speaker journey.
- Filter sends by track, category, or approval status.
- Full communication history stored per speaker so nothing gets lost.
- Deadline reminders sent automatically without manual follow-up.
Speakers arrive ready on the day
For virtual & hybrid sessions, speakers access the broadcast studio, test setup & review their schedule without needing a separate login.
- In-platform broadcast studio with camera and mic testing.
- Speakers view their full schedule and session details in one place.
- Presentation & handout uploads available before & during the event.
- Speakers access attendee Q&As through the portal & session page.
- Session attendance & engagement data delivered after each session.
“The platform is life-like and simulates an in-person event. The attendees really liked the look and the feel of the platform and how easy it was to navigate.”
Erin D
- Event Manager
“The platform is easy to navigate for visitors as it feels very “real-world”, with natural feeling environments.”
Matt B.
- Multimedia Content Development and Production Expert
“The platform is very intuitive and provides a real conference feel in a virtual environment.”
Ian F
- Director Outreach and Engagement
“The 3D platform with external entrance, lobby, avatars and exhibitor booths giving our visitors as close to a physical show experience as possible”
Michele B
- Exhibition Organizer
FAQs
What is speaker management software?
Speaker management software helps event teams collect speaker applications, review and approve submissions, onboard accepted speakers through a self-serve portal, and assign them to sessions. It replaces the combination of spreadsheets, email threads, and disconnected form tools that most conference teams use today.
Does vFairs handle the full speaker lifecycle?
Yes. vFairs covers the entire flow — launching a call for speakers, collecting and reviewing submissions, speaker profile onboarding, session assignment, communication, and in-session support on event day. Everything runs inside one platform, connected to your registration, agenda, and mobile app.
Can speakers complete their own profiles and upload materials?
Yes. Accepted speakers get a dedicated portal where they fill out their bio, upload a headshot, add session materials, and complete any custom fields you have set up. You control which fields must be complete before a profile is published.
Does vFairs support blind review for speaker submissions?
Yes. Reviewers evaluate submissions without seeing the submitter's name or organization. You can also assign reviewers by category or track, set weighted scoring criteria, and balance workloads across your review panel.
How does speaker data connect to the rest of my event?
Speaker profiles feed directly into your event agenda, event website, and mobile app. When a speaker updates their bio or session description, it syncs automatically. There is no manual export and re-import between tools.
Does this work for in-person, virtual, and hybrid conferences?
Yes. vFairs manages speakers across all formats. For virtual and hybrid sessions, speakers access the broadcast studio directly through the platform. For in-person events, their schedules and session details are available through the mobile event app.
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