For Associations

Manage annual meetings & events on one platform with a dedicated team.

Registration, onsite check-in and badge printing, abstract review, and the member app run in one platform, with one project manager who owns the whole build.

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Recognized by Gartner & G2. Trusted By Top Organizations.

One Platform for Every Event on Your Association Calendar

From your flagship annual conference to local chapter meetups, vFairs handles in-person, hybrid, and virtual events without making you switch tools between them.

Manage Member Registrations Without Handling Spreadsheets


  • Build a branded event landing page with your agenda, speakers, and sponsor details all in one place.

  • Set up multiple ticket tiers for members, non-members, students, and speakers with conditional fields that route each registrant correctly.

  • Offer group registration, chapter discount codes, and promo codes without needing a developer to configure them.

  • Collect payments through Stripe or PayPal and issue automated confirmation emails immediately after registration.

Check In Hundreds of Members Without a Queue at the Door


  • Self-serve branded kiosks and QR scanning let attendees check themselves in without staff intervention.

  • Facial recognition speeds up high-volume entry at your annual conference or trade show.

  • Badges print on demand the moment an attendee checks in: no pre-printing, no sorting, no last-minute chaos for walk-ins.

  • Session-level scanning tracks who attended which sessions, giving you precise engagement data for post-event reporting.

Collect Abstracts & Speaker Bios Without Chasing Anyone


  • Speakers submit bios, abstracts, and slide decks through a self-service portal so you can see exactly who has and hasn’t completed their profile.

  • Assign reviewers in bulk, run blind or double-blind scoring, and lock the deadline without buying another tool.

  • Run multi-track agendas with session capacity controls and give attendees personalized schedules through the mobile app.

  • Run live Q&A and polls in any session, then send the evaluation survey the moment it ends.

Give Every Member an App They’ll Open More Than Once


  • A fully branded iOS and Android app with the agenda, floor maps, speaker profiles, and networking built in.

  • Smart matchmaking surfaces the most relevant connections for each member based on their interests and profile.

  • Members book 1:1 appointments, join roundtables, share contacts via QR code, and connect in group video calls.

  • Push notifications let you send real-time updates, session reminders, and last-minute changes the moment they happen.

Reach Members Who Can’t Attend in Person Without Running a Separate Event


  • Virtual attendees join through a fully branded 3D environment with lobbies, exhibit halls, auditoriums, and networking lounges.

  • Hybrid events run on the same platform: in-person attendees use the mobile app and onsite check-in while virtual attendees join live sessions online.

  • Gamification, live social media walls, trivia, and matchmaking keep virtual members engaged throughout the event.

  • Multilingual webinars and closed captioning make your event accessible to members across different regions and needs.

Give Each Sponsor Their Own Leads, Not a Shared List


  • Each exhibitor captures and owns their own leads. No shared spreadsheet, no attendees getting hit with emails from every vendor after the event.

  • Sponsors get visibility through a dedicated sponsor hub, rotating banner placements, and splash ads.

  • Real-time analytics show booth visits, session views, and badge scan data during the event, not two weeks after it.

  • Track attendance and badge printing with real-time reporting so organizers always know what’s happening on the floor.

Connect to Your Association Management Software


  • Sync registration data directly between vFairs and your AMS so member records update without manual exports or re-keying.

  • Attendance and engagement data flows back into your membership system after the event, giving you a complete picture of each member’s involvement.

  • Reduce double data entry across registration, payments, and membership renewals by keeping your systems in sync throughout the event lifecycle.

  • vFairs connects to 100+ tools and platforms. Speak to your project manager about the AMS your association uses.

Track CE Credits and Issue Certificates Automatically


  • Track session attendance per member using QR scanning so credit hours are recorded without manual sign-in sheets.

  • Issue certificates automatically once a member meets the required hours, based on their actual attendance record from the event.

  • Give members access to their certificate and attendance record after the event, reducing follow-up requests to your team.

  • Post-event reports show completion rates by session and by member type, giving education committee chairs the data they need.

Sell More Booths Next Year by Proving This Year’s Leads


  • Each exhibitor captures and owns their own leads privately. Since lists are not shared, attendees are not contacted by every sponsor after the event.

  • Post-event sponsor reports show booth visits, badge scans, session views, and lead counts per exhibitor so you have real data for renewal conversations.

  • Sponsors see their analytics in real time during the event, rather than a PDF two weeks after it closes.

  • Branded sponsor hubs, banner placements, and splash ads give exhibitors visibility before attendees even reach the show floor.

A Named Project Manager on Your Team for Every Event


  • Every event gets a dedicated project manager who handles setup, configuration, and event-day troubleshooting from start to finish.

  • Your PM is available pre-event for setup, live during the event for real-time support, and post-event for reporting and follow-up.

  • A vFairs representative can be onsite at your in-person event to manage the check-in technology and support your team on the ground.

Every Event on Your Association Calendar, Covered Without Switching Platforms

From your flagship in-person conference to a virtual member summit, vFairs adapts to the event without you having to change tools.

Annual Conferences

Multi-day, multi-track events with keynotes, breakouts, and in-person, hybrid, or virtual attendance options.

Trade Shows and Expos

Exhibit halls with branded booths, per-booth lead capture, and real-time sponsor analytics for your exhibitors.

Career and Job Fairs

Connect your members with employers using recruiter tools, virtual booths, and structured matchmaking.

Virtual Member Summits

Reach members across borders with immersive 3D virtual venues, live streaming, and multilingual sessions.

Certification and CPD Events

Track attendance per session and automatically issue certificates tied to CE or CPD credit requirements.

Chapter and Regional Meetups

Smaller in-person or hybrid events with the same registration, check-in, and networking tools as your flagship events.

What Association Leaders Say About vFairs

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“We were so glad for vFairs as our software partner for registration. We had a great weekend and we appreciate our onsite rep and can't wait to see you next year.“

Staff Member
Staff Member
Tunica Mississippi Policy Conference
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Thank you to vFairs for all your help with registration, lead capture, session scanning and it was great to have your team onsite. Hopefully we'll see you next year. You guys are awesome!

Colleen Neubauer
Colleen Neubauer
Events Manager at Cadence Design Systems
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vFairs enabled us to handle more interviews, remove the cap on attendance, and dramatically improve the experience for both employers and candidates. It transformed our event, helping us increase our placement goals by 250%.

Team Member
Team Member
Greenheart International Team

Our Customers Success

See how our customers from different industries have achieved event success through vFairs.

SAPHNA Connects 200+ Members Through a Virtual Conference

SAPHNA Connects 200+ Members Through a Virtual Conference

The Challenges SAPHNA wanted to bring together school nurses from all across the UK. Releasing staff for physical events involved added expenses and

AAS Virtual Meeting Wows Audience With Beautiful Design

AAS Virtual Meeting Wows Audience With Beautiful Design

The American Astronomical Society is a professional organization made up of the top astronomers in North America. Established in 1899, their mission i
The Antenna Measurement Techniques Association Continues to Foster Their Community with vFairs

The Antenna Measurement Techniques Association Continues to Foster Their Community with vFairs

Founded in 1979, the Antenna Measurement Techniques Association (AMTA) is a non-profit organization of antenna measurement engineers. Since it’s bee
Keyspire Hybrid Summit: A Blend of Virtual and In-Person Excellence

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

The Challenges Delivering an Engaging Hybrid Event This challenge meant creating an experience that catered to both physical attendees and those par
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Frequently Asked Questions

Can vFairs integrate with our association management system (AMS)?

Yes. vFairs integrates with a wide range of association management systems through its 100+ integrations. Registration data, attendee records, and engagement metrics can flow between vFairs and your AMS to reduce manual data entry. If you use a specific AMS, the vFairs team can confirm integration options during your demo.

Does vFairs support abstract submission and peer review for academic or professional conferences?

Yes. vFairs includes abstract management with self-service speaker submission portals, blind review workflows, reviewer assignments, and deadline controls. Speakers submit bios, abstracts, and presentation files directly through the portal, and organizers track completion status in real time without chasing anyone manually.

How does vFairs handle in-person, hybrid, and virtual events for associations?

All three formats run on the same vFairs platform. For in-person events, vFairs provides onsite check-in, badge printing, mobile app, and lead capture. For hybrid events, in-person and virtual attendees both participate in sessions, networking, and Q&A simultaneously. For fully virtual events, vFairs offers a 3D branded virtual environment with exhibit halls, networking lounges, and live streaming.

What support does vFairs provide during the event itself?

Every event includes a dedicated project manager who is available throughout the event lifecycle: pre-event setup and configuration, live support on event day, and post-event reporting. For in-person events, a vFairs representative can be physically present to manage the onsite technology. Support is included, not an add-on.

How does vFairs protect association member data?

vFairs is ISO 27001 certified, SOC 2 compliant, and GDPR and CCPA compliant. Attendee data is encrypted at rest and in transit. The platform also meets WCAG and VPAT accessibility standards. vFairs offers customizable privacy settings so associations can control what data is collected and how it is used.

Ready to Plan Your Next Event?