NEW IN: Pre-Approved Attendees, Booth Locking, Multi-Currency Support & More!

As we move deeper into Q2, we know your focus is on scaling impactful, efficient, and well-branded events. Whether you’re organizing hiring fairs, international trade shows, or exclusive summits. That’s why the May product updates at vFairs are all about simplifying setup, improving team coordination, and delivering a better attendee experience from start to finish.

This month, we’re giving you the tools to stay organized and execute every part of your event more efficiently. From centralizing content and personalizing registration to automating session follow-ups and simplifying exhibitor management. With shared file libraries, upgraded registration flows, chat enhancements, and in-booth productivity tools, there’s something for every event type.

Let’s dive into these updates and see how they help.

Upload Shared Assets Once and Use Across Multiple Events

Tired of uploading the same files to every event? With our new centralized content library, you can upload logos, PDFs, presentations, and more at the organization level, then assign them to individual events or categories like “HR Events” or “Marketing Summits.”

Once uploaded, these assets become accessible across selected events, making setup faster and ensuring everyone uses the correct branding and documentation. It’s a seamless way to enforce consistency and reduce manual work across large or recurring event series.

Key Highlights:

• Upload and manage PDFs, Word Docs, PowerPoints, and images
• Share files with selected event categories or across your entire organization
• Ensure consistent branding and eliminate redundant uploads

Manage Exclusive Events with Pre-Approved Attendee Lists

Running an invite-only event? You can now upload a list of pre-approved attendees directly into the vFairs dashboard and restrict access to your event to just those individuals.

Once your list is uploaded, you can send email invitations directly from the platform and monitor invite engagement. This includes tracking who has opened, accepted, or declined the invitation, helping you manage guest flow, and following up more strategically.

Key Highlights:

• Limit event access to only approved registrants
• Send personalized invitations via email
• Monitor RSVP activity in real time

Let Attendees Select Individual Sessions at Registration

Registration just got smarter. Attendees can now browse your event’s agenda during registration and choose the specific sessions they want to attend, instead of only selecting general tracks.

Once their selections are made, a confirmation email is sent including session details and calendar links, making it easier for attendees to plan ahead and stay engaged. This also helps organizers anticipate attendance and manage capacity more effectively.

Key Highlights:

• Session-level selection during registration
• Automatic emails with session details and calendar links
• Improve session planning and attendance

Keep Q&A Answers Accessible Post-Session

Great questions deserve lasting answers. With our new automated follow-up tool, attendees who ask questions during a session chat will receive the answer via email once a speaker or moderator responds.

This ensures valuable information isn’t lost in the moment and gives attendees a reference they can revisit later. It’s especially useful for complex sessions, panels, or webinars where information recall is critical.

Key Highlights:

• Auto-email attendees their Q&A exchanges
• Supports session follow-up and retention
• Keeps helpful information accessible after the event

Build and Send Branded Invoices for Booth Sales

You can now create and send custom invoices for booth sales without ever leaving the vFairs platform. With a simple drag-and-drop editor, add your organization’s logo, include specific line items, and customize content with relevant text and visuals.

This feature helps streamline the sales and billing process for trade shows, expos, or any event where booth space is sold, cutting down on external tools and centralizing operations.

Key Highlights:

• Built-in invoice creation tool
• Customize with logos, imagery, and pricing
• Streamline exhibitor billing and sales

Lock Booth Editing to Finalize Setup Before Go-Live

Set your own deadlines for booth updates with the new booth lock feature. Organizers can now schedule a cutoff date that disables editing access for exhibitors, allowing you to review and approve final booth designs without any last-minute changes.

If you need to reopen editing access, you can do that at any time with a simple toggle. It’s a powerful tool to ensure booths meet quality standards before launch.

Key Highlights:

• Set and enforce booth edit deadlines
• Prevent unexpected changes pre-event
• Maintain control over the final booth setup

Help Attendees Connect Faster with Booth Chat Popups

Make it easier for attendees to talk to the right person. With our new booth chat popup, visitors can instantly view and connect with your booth reps without leaving the booth page.

Whether starting a text chat, video call, or audio conversation, the interaction begins in just one click. This saves time and improves the attendee journey, especially in larger or high-traffic booths.

Key Highlights:

• Booth chat pop-up interface
• One-click access to reps within a specific booth
• Supports chat, voice, and video

Enable Multi-Currency Support for Product Listings

Selling globally? Exhibitors can now list products with multi-currency support. Attendees choose their preferred currency from a dropdown while browsing, making it easier to understand pricing without doing mental conversions.

This is a game-changer for international trade shows and allows for a smoother, more localized shopping experience, leading to better sales conversions.

Key Highlights:

• Multi-currency dropdown in product listings
• Real-time price conversion for international attendees
• Improves the global shopping and selling experience

New eBook: 12 Best Practices to Launch an In-Person Event App

We’re wrapping up this month’s updates with something extra valuable. Our team has put together a free eBook packed with actionable tips for launching an in-person event app that your attendees will want to use. It even includes AI-powered prompts to help you get started faster.

Now, let’s take the next step. Watch the demo or book a personalized session with our team to explore how these features can elevate your next event.