Sponsor & Exhibitor Management

Sell, Onboard, and Renew Every Sponsor and Exhibitor

Stop chasing sponsors and exhibitors over email. Sell booth and sponsorship packages, let them set up their own booths, and show them the results that win the renewal.

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Trusted By Top Organizations. Recognized by Gartner & G2.

How It Works

From Invite to Renewal in Four Steps

vFairs handles the full sponsor and exhibitor lifecycle. You stay in control at every stage without chasing people or switching tools.

1

Sell

Build sponsor and exhibitor packages, set pricing and tiers, and collect payment in the portal.

2

Onboard

Send magic-link invites. Exhibitors land in a branded portal and complete setup at their own pace.

3

Go Live

In-person and virtual booths activate together. Sponsors get visibility across the app and venue.

4

Report & Renew

Everyone leaves with real data. Those numbers become the foundation of the next sponsorship sale.

Everything Your Sponsors and Exhibitors Need, In One Place

From selling packages to lead capture to post-event reporting, vFairs gives you one home base for the whole program, with complete visibility and no chasing people for updates.

Packages & Revenue

Build and Sell Sponsor & Exhibitor Packages That Sell Out

  • Design tiered packages with booth sizes, sponsorship levels, and add-ons, then publish a branded showcase page.
  • Set time-based and rule-based pricing so early-bird and premium spots are priced automatically.
  • Collect payment in the portal with promo codes and discounts, no separate invoicing tool.
  • Upsell during the event with lead capture licenses and premium placements exhibitors buy themselves.
  • Track revenue per package so you know exactly what is selling and what to grow next year.
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Exhibitor Portal

A Self-Serve Portal That Works the Moment They Log In

  • Magic-link login gives sponsors and exhibitors instant access, no passwords or IT setup.
  • Manage the full team of booth reps from one centralized dashboard.
  • Toggle between multiple booths in the same event without logging out.
  • Complete organizer-assigned tasks with deadlines and clear instructions.
  • Setup wizards guide every step, so your team fields far fewer questions.
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Booth Setup & Floor Plan

Assign the Floor and Build Booths From the Same Portal

  • Map your floor plan and assign booths, allotments, and hall locations from the admin portal.
  • In-person booths appear in the vFairs mobile app for live attendee navigation.
  • Virtual booths with custom branding, videos, and interactive content for hybrid reach.
  • Exhibitors upload product listings, brochures, videos, and job openings directly to the booth.
  • Full booth analytics show visits, dwell time, and downloads in the exhibitor dashboard.
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Task Management

Organizers Assign. Exhibitors Execute. Nothing Slips.

  • Assign the tasks that actually delay shows: insurance and COI, shipping, electrical, and booth design approval, each with deadlines.
  • Exhibitors see every task in one organized list inside their own portal.
  • Track real-time completion across all exhibitors from a single dashboard.
  • Automated reminders chase the laggards for you, so your team does not have to.
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Sponsor Visibility

Give Sponsors the Stage They Paid For

  • Display sponsor logos throughout the venue and mobile app.
  • Host branded sessions, roundtables, and sponsored breakouts.
  • Send targeted push notifications to attendees on behalf of sponsors.
  • Run banner and splash ads in the mobile app for high-visibility placements.
  • Track every touchpoint so sponsors see their reach in real numbers.
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Lead Capture & AI Enrichment

Capture Every Lead. Let AI Fill In the Gaps.

  • Badge scanning via the vFairs Lead Capture app, fast and offline-capable on mobile.
  • Add notes, ratings, and follow-up flags at the point of capture.
  • AI Lead Enrichment auto-fills job title, company size, and industry.
  • Leads sync to your CRM with no CSV exports or manual data entry.
  • Exhibitors buy lead capture licenses right inside their own portal.
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Reporting & Results

Turn Event Data Into Renewal Conversations

  • Exhibitor dashboards show booth visits, lead counts, downloads, and session attendance.
  • Program-level view across all sponsors and exhibitors for the organizer.
  • Results per sponsorship package with impressions, reach, engagement, and leads
  • Exportable reports make renewal pitches straightforward to build.
  • Real-time data during the event lets exhibitors adjust their approach on the fly.
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Why Organizers Choose vFairs

Run a Bigger Program With a Smaller Team

vFairs gives your sponsor and exhibitor program three things: hours back, more revenue, and proof your sponsors will renew on.

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Save Your Team Hours

Self-serve setup, automated task reminders, and magic-link access mean exhibitors onboard themselves. No more email threads, status spreadsheets, or last-minute scrambles.

Up to 85% less manual coordination

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Sell More and Renew More

Build and sell sponsor and exhibitor packages, collect payment in the portal, and walk into every renewal with the numbers that close it. Turn your floor into a revenue engine.

Up to 85% less manual coordination

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Prove the Results

Give every sponsor and exhibitor a live dashboard of booth visits, leads, and meetings. They see the results they paid for, so the renewal conversation is easy.

Real-time results for every booth

More Ways to Add Value

What Else Can You Offer Your Sponsors and Exhibitors?

Go beyond booths. Add high-value offerings that give your sponsors and exhibitors more reasons to buy in and come back.

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Sponsorship Options

Package logo placement, branded sessions, push notifications, and in-app ads as paid sponsorship tiers your sponsors can buy directly.

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Hosted Buyer Software

Match qualified buyers with exhibitors through pre-scheduled meetings and curated agendas, so exhibitors leave with real conversations.

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Lead Capture App

Give exhibitors fast badge scanning with AI enrichment and instant CRM sync, sold as a license they purchase in their own portal.

What Our Customers Are Saying

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Sponsor & Exhibitor Management
  • 979

    Attendees registered

  • 463

    Virtual attendees

  • 1984

    On-site Interactions

Keyspire Hybrid Summit: A Blend of Virtual and In-Person Excellence
Read Full Story

“The experience of the day when we ran our cyber event was fantastic. The customers, our clients, our partners who sponsored and worked with the event, were all delighted with the outcome.”

michael-conway-2
Michael Conway
  • Director at Renaissance

“vFairs offers great value for white-glove service and a high quality platform, which our event attendees and sponsors truly enjoyed. I recommend vFairs.”

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Erin Gloeckner
  • Planned Parenthood of the Pacific Southwest, Nonprofit Risk Management Center

“This event was received very well by our exhibitors and attendees and we would definitely recommend working with vFairs. They made the process very simple and walked us through every step of the way.”

ashley-colwell
Ashley Colwell
  • Associate Director of Clinical Services
  • Illinois Primary Health Care Association
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

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Platform Backend

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

Can I sell and upsell sponsor and exhibitor packages through vFairs?

Yes. Build tiered packages, set pricing, add-ons, and promo codes, and collect payment directly in the portal. Exhibitors can also buy upgrades like lead capture licenses themselves.

Does vFairs handle physical floor plans and booth assignment?

Yes. Map your floor plan and assign booths, allotments, and hall locations alongside virtual booths, all from the admin portal.

How much organizer time does the portal actually save?

Self-serve setup, automated task reminders, and magic-link access remove most of the back-and-forth. Event teams report large reductions in time spent answering questions and handling manual setup.

How does AI Lead Enrichment work for exhibitors?

When an exhibitor scans a badge, vFairs auto-fills fields like job title, company size, and industry, then syncs the enriched lead straight to the CRM with no manual entry.

Can I show sponsors and exhibitors the results from their booth?

Yes. Every sponsor and exhibitor gets a live dashboard of booth visits, leads, downloads, and meetings, plus exportable reports that make the renewal conversation easy.

Can vFairs support sponsors and exhibitors for hybrid events?

Yes. In-person and virtual booths run from the same portal at the same time, so you manage one program across both audiences.

Sell More Booths. Chase Fewer Emails. Win the Renewal.

One platform built to make every sponsor and exhibitor experience a success, and keep them coming back.

Ready to Plan Your Next Event?