July Product Updates: Chat With Your Event Data, Answer Attendees Instantly & Book Meetings on the Spot

Most of what eats your day isn’t the event itself. It’s the constant interruptions around it: answering questions your FAQ already answers, a sponsor asking for a report you haven’t pulled up, an exhibitor’s best lead going cold because nobody booked the follow-up before they walked off.

July’s updates close these gaps. 

Attendees get an AI assistant that answers on its own. Your team gets your event data inside the AI tools they’re already using. Exhibitors can lock in a meeting the moment they capture a lead, instead of hoping it happens later. 

Here’s how you put this into practice with our recent updates:

Chat With Your Event Data with vFairs MCP

Your dashboards already have the answers. The problem has always been the lag between having a question and finding where to look it up, especially mid-conversation with a sponsor or three tasks deep into event day.

The new MCP Connector closes that gap. It links your vFairs data directly to the AI assistant your team already uses — Claude, ChatGPT, or Cursor — so you can ask about registrations, attendees, sessions, or booths in plain, everyday language and get an answer back in seconds, right inside the chat.

This isn’t a one-off query tool. You can keep asking follow-ups the same way you’d keep a conversation going with a colleague: “How many people registered this week?” then “Which segment is that mostly coming from?” then “Show me the same breakdown for last year’s event.” Each question builds on the last, without you switching tools or re-running a report from scratch.

It’s also built with the same access rules you already have in place. The connector is read-only, so it can’t change anything in your vFairs account, and it follows the permissions already scoped to your team. If someone shouldn’t see a piece of data in your dashboard, they won’t see it through the chat either, and admins can turn the connection off at any time.

Getting started takes three steps. Reach out to your CSM to request access; we enable MCP on your account, and your team connects their AI tool of choice and starts asking. 

The connector is currently in beta, so we’re actively expanding what it can answer based on how teams are using it.

Let Your Chatbot Handle Recurring Questions

Every event team gets the same handful of questions, asked hundreds or thousands of times over. Where’s the keynote? What’s the WiFi password? How do I book a meeting? Answering them is rarely hard; it’s just relentless, and every minute spent on it is a minute not spent on the parts of the event that actually need a person.

That’s where the AI Event Assistant comes in.

It now lives directly inside your web and mobile app, answering attendee questions before, during, and after the event, around the clock. You train it with your own event content, whether that’s your FAQ, schedule, floor plan, or policies, so its answers stay specific to your event instead of generic.

Setting it up is straightforward. Add the context you want it trained on, write a welcome message that greets attendees when they open the chat, add a handful of suggested prompts to get people started, and define a fallback message for anything outside what it knows. If the assistant doesn’t have an answer in your uploaded content, it says so rather than guessing.

Every conversation the bot handles gets logged, which turns out to be useful in a way that isn’t obvious at first. Beyond just answering attendees, it shows your team exactly what people are asking and where your existing FAQ has gaps. By your next event, you already know what content to add before a single attendee asks the question.

Deliver Every Meeting You Promised

Meetings are the reason a lot of people show up to your event in the first place, whether that’s a hosted buyer expecting curated introductions, a candidate expecting interview slots, or a sponsor expecting the networking access they paid for. The pressure to make all of that actually happen lands on you, usually with a spreadsheet and some hope.

The vFairs Meeting Management Software gives organizers and every participant a complete meeting management toolkit built directly into the event platform. No separate scheduling tool. No third-party login. Everything happens where the event already lives.

For open networking, participants manage their own schedules end to end: setting availability, sending and responding to requests, and syncing to their calendar without any manual back-and-forth with your team. 

For structured programs like hosted buyer or guaranteed meetings, you take a more active role. You define the matching criteria that matter for your event, whether that’s industry, company size, or budget, and assign weight to each one based on how much it should influence a match. The AI scheduler then generates matches based on those weighted criteria, and you review them before anything hits a calendar.

That review step matters. You’re not handing scheduling over blindly. You’re getting AI-generated recommendations built on the criteria you set, with final say still resting with you.

The result shows up most clearly after the event. Instead of telling a sponsor you did your best to facilitate meetings, you can hand them a full record of what was actually delivered: how many meetings happened, with whom, and how they were matched. That’s a very different renewal conversation.

Create Personalized Registration Paths

VIPs, students, general attendees, hosted buyers — they rarely belong on the same registration form, but most platforms make you force them onto one anyway, with irrelevant fields and one-size-fits-all limits.

Registration Categories fix that. You can define distinct attendee types for your event, each with its own waitlist and its own capacity limit, and build conditional logic so each category only sees the form fields relevant to it. 

A student category might reveal a “university name” field the moment someone selects it, while a VIP category skips straight to different questions entirely.

Here’s how to set it up:

1. Go to Segment > Registration Categories and click Create a New Category.
2. Once your categories exist, open the form builder and either open your attendee registration form or create one if you haven’t already.
3. Add your registration categories to the form.
4. Click Logics in the footer of the form builder, and add if/then conditions to build the registration path for each category. This is where you choose which fields should appear, and which should be excluded, for each category.
5. Once your conditional logic rules are set, click Publish. The changes reflect on your live registration form immediately.

The result is a form that adapts to who’s filling it out instead of asking everyone the same questions, and a registration process that needs far fewer manual overrides when things get busy in the run-up to your event.

Book the Meeting with Leads Before They Leave

A great conversation at the booth is only worth as much as what happens after it, and too often, what happens after it is a stack of QR scans and a vague plan to follow up sometime next week.

Booth reps can now create a meeting directly from within the lead capture app, without switching tools or waiting until they’re back at their desk. Here’s how it works:

1. Open a lead in the lead capture app.
2. Tap the meeting icon.
3. Create the meeting, choosing a time that works.

The scheduled meeting immediately shows up under that lead’s details, so there’s a clear record tied to the conversation. If the attendee sets up the meeting from their end instead, it appears in the booth rep’s lead capture app automatically, keeping both sides in sync without any extra steps.

This turns a promising conversation into a confirmed follow-up before the attendee has even left the booth, and gives exhibitors a much clearer path from first contact to next step. One thing to keep in mind is that meetings can only be scheduled with leads that are part of vFairs registration data.

These updates are live now in your vFairs dashboard. We’re continuing to build features that get you and your team out of the repetitive work and back to the parts of your event that need real judgment, with more improvements on the way.

Got questions about any of these features or want to see them in action? Book a demo or reach out to us at [email protected].