Higher Education Event Software

Campus Event Software With a Project Manager Included

From commencement and alumni reunions to career fairs and research conferences, vFairs gives universities one platform and a dedicated project manager for every event on the calendar.

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Recognized by Gartner & G2. Trusted By Top Organizations.

One Platform for Every Event, Across Every Stage of the Student Journey

From the first open day a prospective student attends to the alumni reunion they come back for twenty years later, vFairs handles registration, check-in, sessions, networking, and reporting without switching tools between event types.

Check In Thousands of Attendees Without a Queue or a Printer Meltdown

QR scanning, facial recognition, and self-serve kiosks handle check-in at scale, whether you’re running commencement for 40,000 guests or a departmental seminar for 80.
Badges print on demand the moment an attendee checks in, so walk-ins get a badge just as fast as anyone who registered weeks ago.
Custom badge designs reflect your institution’s branding and can vary by attendee tier: faculty, student, guest, exhibitor, or volunteer.
Session-level scanning tracks exactly who attended which sessions, giving you a complete attendance record for reporting, CE credit tracking, and compliance.

Import Your Student List and Open Registration the Same Day

Skip the rebuild for every event by importing from your School Information System (SIS), your CRM, or a CSV, with field mapping handled once and reused.
Set up multiple ticket tiers for students, faculty, alumni, and sponsors, each with their own pricing, access rules, and confirmation flow.
Offer group and bulk registration for departments, student clubs, or employer delegations attending career fairs.
Build registration once and reuse it. Save your event setup as a template and deploy it for the same recurring event next semester or next year without rebuilding from scratch.
Run targeted email campaigns and automated reminders to keep registrants engaged before the event opens.

Run Research Conferences and Multi-Track Programs Without Losing Control

Speakers and presenters submit abstracts and bios through a self-service portal. You can see who has and hasn’t completed their profile without sending a single follow-up email.
Assign reviewers in bulk, run blind or double-blind scoring, and lock submission deadlines across research tracks from one backend.
Run parallel sessions across rooms with 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 Attendee an App They’ll Use Before, During, and After the Event

A fully branded iOS and Android app puts the schedule, campus map, speaker profiles, and networking tools in every attendee’s hand from day one.
Push notifications reach attendees instantly: session reminders, room changes, last-minute program updates, and post-event follow-up.
The entire platform carries your institution’s branding: the event website, registration page, mobile app, and email communications all show your colors and logo, not ours.
Scavenger hunts, leaderboards, and trivia drive participation across booths and sessions, keeping students and employers engaged throughout the day.
Collect feedback through embedded surveys at the session level so you have response data before attendees leave the building.

Host Career Fairs That Connect Students with Employers Who Are Ready to Hire

Employers set up branded booths with job listings, company content, and a built-in resume search so recruiters can filter candidates before the fair opens.
Students book 1:1 appointments with recruiters in advance through the meeting scheduler, so every employer conversation is structured and trackable.
Smart matchmaking connects students to the right employers based on their major, graduation year, and career interests.
Virtual and hybrid career fairs remove physical space limits, letting your institution reach students and employers who can’t travel to campus.

Get a Clear Picture of Attendance and Engagement Across Every Event You Run

Real-time dashboards show registrations, check-ins, session attendance, and booth visits as the event runs, not after it closes.
Post-event reports give department heads and sponsors the engagement data they need without you compiling it manually from multiple exports.
Track CE and CPD credit hours per attendee using session-level QR scanning and issue certificates automatically once the required hours are met.
Give department heads, sponsors, and advancement officers self-serve access to their own dashboards so they get the data they need without asking your team to pull it for them.

A Dedicated Project Manager on Your Team, Not a Support Ticket Queue

Every event gets a named project manager who handles setup, configuration, and event-day troubleshooting from the first planning call through the post-event report.
Your PM is the same person throughout: pre-event for setup, live on event day for real-time support, and post-event for reporting and follow-up.
For in-person events, a vFairs representative can be on the ground to manage check-in technology and keep the floor running without pulling your team off other tasks.
Every plan includes the project manager and event-day support at no extra cost.

Give Every Department Their Own Space, Without Running Multiple Platforms

Different departments, schools, and student offices each get their own workspace with separate events, data, and user access, all under one institutional account.
Set user roles that control what each team can see and edit, so the admissions office manages its own events without touching the development office’s data.
Central administrators get a consolidated view across all departments and events, while individual teams only see what’s relevant to them.
Replace a patchwork of departmental tools and vendor contracts with one institutional license, one support relationship, and one onboarding process for new staff.

vFairs is rated 4.7/5 on G2

based on 1,758 verified reviews

Every Event Format Your University Runs, on One Platform

From flagship commencement ceremonies to departmental workshops, vFairs handles in-person, hybrid, and virtual formats without switching tools between them.

Commencement and Graduation

Large-scale ceremonies with thousands of guests, QR check-in at multiple entry points, on-demand badge printing, and session-level attendance tracking.

Career and Job Fairs

In-person and virtual fairs with employer booths, 1:1 meeting scheduling, resume search, and structured networking between students and recruiters.

Research and Academic Conferences

Multi-track conferences with abstract submission, blind peer review, presenter portals, CE tracking, and certificate issuance built in.

Alumni Events and Reunions

In-person and hybrid gatherings for alumni communities with registration, networking, fundraising payment collection, and a branded mobile app.

Open Days and Admissions Events

Prospective student events with virtual campus tours, department booths, faculty Q&A sessions, and real-time registration data for admissions teams.

Student Orientation

Welcome new students with branded registration, session scheduling, interactive campus maps, and an app that helps them navigate their first days on campus.

Badge printing is one of our pain points. We have some hardware and they are like 20 times slower than what you just showed me.

Chao Li

Events Operations Specialist, Villanova University

We recently completed our virtual career fair by using vFairs. I want to thank our project manager and his team, they were very responsive and helpful. They also suggested additional things that they thought would benefit our event. Hopefully we can work together again next year.

SIU Pui Shan Shirley

Assistant Student Affairs Manager at Lingnan University

vFairs' virtual career fair platform gave us the tools to run impactful recruitment events, strengthen candidate engagement, and continuously improve our hiring and outreach efforts

Edgar Alvarez

Recruitment Support Technician

Our Customers Success

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

How Cornell University Graduate School Accelerated Information Sharing & Stakeholder Satisfaction with Virtual Resource Fair

The Challenge Limited Reach For the first two years, The Cornell University Graduate School Resources Fair was hosted on campus. However, it was cha

Cornell’s Virtual Resource Fair: Student Engagement Simplified

The Challenges Hosting a physical Resource Fair offered limited value restricted to locally admitted students; students from other cities, states

How Newcastle University’s Virtual Open Day Increased Attendance by 47%

Newcastle University, part of a Russel group of universities, is a global university with campuses in Singapore, Malaysia, and the United Kingdom. Wit

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Frequently Asked Questions

Can vFairs handle a large commencement ceremony with tens of thousands of guests?

Yes. vFairs is built for events at any scale. QR scanning, facial recognition, and self-serve kiosks manage check-in across multiple entry points simultaneously. Badges print on demand as attendees arrive. Your dedicated project manager helps configure the setup for your specific venue and attendee flow, and a vFairs representative can be onsite to manage the technology on the day.

Can we import our existing student or alumni registration list rather than rebuilding it in vFairs?

Yes. You can import attendees directly from a CSV or connect to your existing student information system or membership portal. This is useful when you're adding check-in and badge printing to an event where registration is already managed elsewhere, without needing to rebuild the whole flow.

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

Yes. vFairs includes a full abstract management workflow: self-service submission portals for presenters, bulk reviewer assignment, blind and double-blind scoring, and deadline controls. Organizers track submission completion in real time without manual follow-up, and the agenda builder connects directly to accepted abstracts.

Can vFairs track CE or CPD credit hours and issue certificates automatically?

Yes. Session-level QR scanning records each attendee's presence and duration. Once an attendee meets the required hours or completes the required sessions, certificates can be issued automatically. Post-event reports show completion rates by session and by attendee type for your compliance records.

What does the security and compliance posture look like for university procurement reviews?

vFairs is ISO 27001 certified, SOC 2 Type II audited, and compliant with GDPR, CCPA, and FERPA-adjacent data handling requirements. The platform meets WCAG and VPAT accessibility standards, which is required for many federally funded institutions. If your institution has specific security questionnaires or vendor intake forms, the vFairs team can work through those during the evaluation process.

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