Hosted Buyer Software

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Demande de démonstration
Hosted Buyer Software

Run Hosted Buyer Programs that Delight Exhibitors & Deliver Revenue

Pre-qualify buyers. Auto-schedule meetings. Prove ROI to sponsors. Use one platform to run your entire hosted buyer program.

Demande de démonstration

Des organisations de premier plan lui font confiance. Reconnu par Gartner et G2.

The Only Hosted Buyer Platform That’s Built for All Stakeholders

Organizers save time, exhibitors get qualified meetings and reasons to renew, and buyers get a VIP experience. vFairs is the only platform built to deliver all three.

Buyer & Seller Registrations

Capture Buyer & Seller Profiles to Power Perfectly Matched Meetings.

  • Create registration forms for buyers and sellers with drag-and-drop fields.
  • Capture what matters like budget, interests, industry, so that matchmaking starts with real data.
  • Add approval workflows so the form only accepts answers based on set criteria acting as a pre-qualification step.
  • Add ticketing tiers for sponsors and exhibitors based on the number of allowed confirmed meetings.
  • Collect payments with 30+ payment gateways like Paypal, Stripe, etc.
Capture Buyer & Seller Profiles to Power Perfectly Matched Meetings.
Event Matchmaking

Pre-Qualify Buyers with Rules-Based Matchmaking.

  • Set full control over matchmaking criteria for buyers and sellers.
  • Set up weight for mutual preferences like budget, product type, location, etc for more high-impact matches.
  • Change the matching criteria any time before or during the event.
  • Quickly search for relevant matches based on keywords and filters.
Pre-Qualify Buyers with Rules-Based Matchmaking.
AI Meeting Scheduler

Save Time with an Automatic Meeting Scheduler without Losing Control.

  • Book meetings between matched buyers and sellers automatically with our AI-powered meeting scheduler.
  • Schedule meetings based on available locations and slots for both parties.
  • Add buffer times between meetings or session breaks for smoother time management.
  • Easily manage meeting slots across multiple time zones.
  • Automatically send meeting invitations or add a manual approval layer.
  • Set up a maximum limit of booked meetings per event, per day or even per exhibitor.
  • Track the acceptance status of all meetings with a unified dashboard.
Save Time with an Automatic Meeting Scheduler without Losing Control.

What vFairs Hosted Buyer Platform Does

For organizers:

For organizers:

Automate scheduling, manage qualification, run onsite check-in without a second tool

For exhibitors/sponsors:

For exhibitors/sponsors:

Pre-qualified leads, confirmed appointments, meeting ROI report to justify renewal

For hosted buyers:

For hosted buyers:

White-glove experience, no confusing portals, itinerary in their pocket via the mobile app

Tools For Sellers

Improve Seller Experience with a Dedicated Portal & Meetings Worth their Time.

  • Sellers can view a list of all buyers, the best matches for them, and their booked meetings in one portal.
  • View an exact percentage against each match to filter out the most important buyers.
  • Upload important resources like product catalogs, pricing sheets, etc., for your team and potential buyers.
  • Eliminate no-shows with confirmed appointments and real-time attendance tracking.
  • Accept or reject meetings easily and track individual or team meetings with a calendar view.
  • Leave with a complete lead report ready to drop straight into your CRM.
  • Track acceptance rates, show rates, and meeting ROI before the event even ends.
Improve Seller Experience with a Dedicated Portal & Meetings Worth their Time.
Buyer Experience

Give Buyers Full Control Over their Schedules.

  • Buyers can maintain their full profile and make instant changes within the mobile app.
  • Manage their entire itinerary from their phone including room locations, meeting times, etc.
  • Attend meetings matched to their initiatives and budget for more high-impact results.
  • Control their schedule by flagging must-meets, nice-to-meets, and hard passes.
  • Buyers arrive as VIP guests, and leave as valued contacts willing to come back next year.
Give Buyers Full Control Over their Schedules.
ROI & Event Analytics

Prove Value to Sponsors with Real-Time Analytics & Post-Event Reports.

  • Track every booked meeting and interaction across your entire event.
  • Get reports for total number of meetings, confirmations, attendance, show rates, etc.
  • Run polls and surveys to get satisfaction rates and overall sentiment during and after the event.
  • Share exportable reports with sponsors and exhibitors to prove event’s impact with real numbers.
  • Compare ROI across all your events with cross-event reporting dashboard.
  • Sync all data with CRMs and other third party tools through integrations.
Prove Value to Sponsors with Real-Time Analytics & Post-Event Reports.
Onsite & Online Meetings

Run In-Person, Hybrid, and Virtual Hosted Buyer Programs.

  • Host effective buyer programs without managing multiple systems for in-person and online.
  • Manage accommodations and track flight schedules easily for your buyers flying in.
  • Check-in onsite buyers and sellers with QR code scans, and print badges instantly.
  • Run hybrid programs where in-person and virtual buyers are matched and scheduled together.
  • Host fully virtual hosted buyer programs with online meeting rooms, digital itineraries, and remote check-in.
  • Go beyond video calls with immersive 3D venues and the same matchmaking quality as your in-person event.
  • Track attendance, show rates, and meeting outcomes across both audiences in one unified dashboard.
Run In-Person, Hybrid, and Virtual Hosted Buyer Programs.

Ce que disent nos clients

Nos clients nous font confiance pour les aider à offrir une expérience enrichissante aux participants. Utilisez notre plateforme de recrutement sur les campus pour mettre en relation les étudiants diplômés avec les entreprises qui les embauchent. Ne nous croyez pas sur parole, écoutez ce que nos clients ont à dire.

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Hosted Buyer Software
  • 2,500+

    Enregistrements

  • 1,300+

    Participants

  • 2,500+

    Badges imprimés

  • 45,000

    Visites de la page d'atterrissage

Le meilleur des deux mondes : l'événement de recrutement hybride de TCOE avec vFairs laisse une impression durable
Lire la suite

The graphics and event platform look great, the could be customised which worked really well for my organisation.

calum-fraser
Calum Fraser
  • Senior Recruitment Officer
  • University of Dundee
university-of-dundee-1

We have been thoroughly enjoying working with vFairs on our virtual events. The platform itself is easy to use and offers a great range of frequently updated features. Great team and product to work with!

patrycja-les
Patrycja Les
  • Gestionnaire d'événements
  • Your Overseas Home
your-overseas-home

We’re continuing to develop a really productive partnership with vFairs! This virtual platform every feature you could possibly want, with great support and guidance along the way to develop features according to the client’s recommendation. Thank you to the whole team for helping us!

claire-nicholson
Claire Nicholson
  • Social Media Programme Manager & Virtual Event Platform Development
  • Minnac Life Sciences
minnac-life-sciences

Ali and vFairs provide us with a seamless platform, that allows us to engage with both home and overseas students. Ali’s quick and professional support is fantastic and we find our events are easy to set up and Ali’s event day support is wonderful, sorting any glitches or last minutes amends without hesitation.

stephanie-strange
Stephanie Strange
  • Uni of Beds
  • University of Bedfordshire
university-of-bedfordshire

The process was simple and the project manager was always available and helpful when it came to setting up the event.

josh-jezard-2
Josh Jezard
  • Employer Brand and Attraction Manager
  • UHS NHS
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Tous les témoignages de clients
G2
vFairs obtient une note de 4,7/5 sur G2
sur la base de 1 758 avis vérifiés
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Plate-forme d'événements virtuels

Plate-forme d'événements virtuels

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Plateforme Backend

Plateforme Backend

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Inscription et billetterie

Inscription et billetterie

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Application mobile pour les événements

Application mobile pour les événements

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Application d'impression de badges

Application d'impression de badges

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Application de capture de prospects

Application de capture de prospects

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Questions fréquemment posées

What is a hosted buyer program and how does it work?

A hosted buyer program is a curated meeting format where event organizers invite pre-qualified buyers to attend, often with travel and accommodation covered, in exchange for committing to a set number of meetings with exhibitors or sponsors. Organizers qualify buyers based on criteria like budget authority, purchasing timeline, and category fit, then use a platform like vFairs to match them with relevant sellers, auto-schedule appointments, and manage the program from invitation to post-event reporting.

How do you qualify hosted buyers?

Qualification typically happens during registration. Buyers complete a detailed profile covering their role, budget, current initiatives, and product interests. Organizers then review submissions against predefined criteria, deal size, seniority, purchase timeline, and approve, waitlist, or decline applicants. vFairs builds this qualification workflow directly into the registration process, so your matching data is clean and ready to use before a single meeting is scheduled.

What's the difference between a hosted buyer program and open networking?

Open networking lets attendees connect freely. It is useful for casual relationship building but hard to measure and easy to waste. A hosted buyer program is intentional by design. Meetings are pre-scheduled, both sides are pre-qualified, and every interaction is tracked. For exhibitors and sponsors, this means fewer random conversations and more time in front of decision-makers with real buying intent. For organizers, it means a program you can report on and sell sponsorship around.

How do you measure the ROI of a hosted buyer program?

The core metrics are meeting acceptance rate, show rate, and post-meeting outcomes whether a buyer progressed to a next step, requested a follow-up, or moved into a sales process. vFairs tracks all of these in real time and generates shareable reports for exhibitors and sponsors. Beyond the numbers, ROI shows up in sponsor renewal rates exhibitors who leave with qualified leads and a clear report are far more likely to return next year.

Can you run a virtual hosted buyer program?

Yes. vFairs supports fully virtual hosted buyer programs with online meeting rooms, digital itineraries, and remote attendance tracking. Buyers join from anywhere, meetings happen via integrated video, and organizers manage the entire program from a single dashboard without needing a physical venue. Hybrid formats are also supported, where in-person and virtual buyers are matched and scheduled together in one unified system.

How many meetings should each buyer have?

It depends on the length and format of your event, but most hosted buyer programs schedule between four and eight meetings per buyer per day for a single-day event, and eight to sixteen across a two-day format. The goal is enough meetings to justify the buyer's time and deliver value to exhibitors, without overloading the schedule to the point where buyers disengage. vFairs lets you set minimum and maximum meeting counts per participant so the program stays balanced across the board.

What makes a good hosted buyer platform?

A good hosted buyer platform does four things well: it qualifies the right buyers upfront, matches them accurately to relevant sellers, automates scheduling without creating conflicts, and produces reporting that proves value to sponsors. Beyond the core features, look for a platform that handles onsite logistics check-in, room management, real-time schedule changes without requiring a second tool, and one that works across in-person, virtual, and hybrid formats without a separate workflow for each.

How long does it take to set up a hosted buyer program on vFairs?

Most organizers are fully configured within a few days. vFairs provides guided setup for participant groups, matching rules, time slots, and qualification workflows, along with an dedicated and complimentary project manager that works alongside you to get the program ready before launch. For larger or more complex programs, vFairs also offers onsite support where a dedicated team manages setup, communications, and onsite operations on your behalf.

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Que vous organisiez des événements en ligne, sur site ou les deux, vFairs offre une plateforme d'événements personnalisable et des solutions techniques pour rendre vos événements épiques.

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