4.8/5
4.7/5
Gartner Magic Quadrant Leader

Event Coordinator Software

Coordinate every event from one
platform, not six tools

Run registration, ticketing, check-in, exhibitor management, and reporting from one platform, with a project manager who delivers the event alongside your team.

Ready to coordinate your next event?

Trusted By Fortune 500 Organizations Worldwide

Configure every workflow for the event type you're actually running.

Annual conferences, regional trade shows, hiring fairs, virtual summits, and internal kickoffs each get registration forms, exhibitor portals, and reporting tuned for that event type.

Websites & Registration

Launch branded registration pages without pulling in your design team.

Build branded registration pages with drag-and-drop blocks so you launch the event site the same week you scope the event, not the month before.
Spin up custom forms for different audience segments, event regions, or VIP tracks without rebuilding the page each time.
Track sign-ups by territory, campaign, or field rep to see which channels are actually filling the room.
Run multi-lingual sites with AI-generated content variations so global attendees register in their own language without you running ten parallel pages.

Ticketing

Sell tickets with tiered pricing built into your registration flow.

Set up free, paid, early-bird, group, and VIP tiers in one form so attendees pick their tier without bouncing to a third-party ticketing site.
Accept payments through Stripe, PayPal, or your existing merchant processor without re-keying card data into a separate tool.
Issue promo codes, refunds, and complimentary tickets directly from the coordinator dashboard, no support ticket needed.
Auto-send branded ticket confirmations and QR entry passes so the same attendee record carries through to door check-in.

Check-In Apps

Check attendees in inside ten seconds, and eliminate the lobby queues.

Scan QR codes or use facial recognition at the door so attendees walk past the queue in under ten seconds.
Turn any iPad or smartphone into a self-service kiosk so you scale check-in stations to crowd size without renting hardware.
Print badges on the spot with attendee photo, company logo, and session QR on Epson, Zebra, or InkJet printers you already have.
Issue different badge types for VIP, press, exhibitor, and staff so access control is set the moment someone walks in.

Attendee Management

Give attendees a branded event app that holds the agenda, floormaps, and live updates.

Push the agenda, speaker bios, venue maps, and sponsor content into a branded app so attendees stop hunting through email threads for session links.
Send push notifications when sessions move, polls go live, or networking windows open, with read receipts you can audit.
Run live Q&A, polls, surveys, and gamified challenges to hold attendee attention through the slow afternoon slots.
Let attendees keep using the app offline so weak venue Wi-Fi doesn't break the experience.

Exhibitor Portal & Task Management

Give exhibitors their own portal so you stop chasing logos and bios over email.

Let exhibitors upload booth content, product listings, headshots, and contracts through a self-serve portal instead of mailing you zip files.
Assign exhibitor tasks with deadlines (logo, demo video, lead goals) and watch completion status update live, the way project management software for events should work.
Run targeted exhibitor training webinars and email sequences inside the portal so first-time exhibitors arrive prepared, not asking basic questions on event day.
Capture booth leads with QR scanning, business card scans, or manual entry, then push the list to Salesforce, HubSpot, or Marketo the same day.

AI Matchmaking

Match attendees to the right sponsors, speakers, and peers before doors open.

Profile every attendee at registration with role, interests, goals, and target meetings, then let AI suggest the top ten people they should meet.
Auto-recommend booths and sessions based on declared interests so sponsors see qualified foot traffic, not random crowd.
Let attendees request 1:1 meetings inside the app and accept or reschedule with calendar invites that drop into Outlook or Google.
Score the quality of every match after the event so next year's model gets sharper, not the same generic shuffle.

Speaker Management

Coordinate speakers from confirmation to stage without spreadsheets.

Send branded speaker invites, contracts, and W-9 forms through one portal so you stop tracking signatures across email threads.
Collect speaker bios, headshots, AV requirements, and session abstracts on a shared deadline, then push them straight into the agenda and event app.
Schedule speaker rehearsals, tech checks, and green-room arrival times in a calendar speakers can see so nobody no-shows the dress rehearsal.
Pay speakers and process honorariums through the same finance flow that handles exhibitor invoices, not a separate spreadsheet.

Reporting & Analytics

Send leadership the ROI report the morning after the event, not three weeks later.

Pull session attendance, sponsor lead counts, app engagement, and survey scores into one report you send leadership before the post-event meeting.
Track booth conversations, demo requests, and follow-up commitments per exhibitor so sponsors see what they got for the spend.
Push the full attendee data set to Salesforce, HubSpot, or Marketo so the SDR team starts follow-up the next morning, not next quarter.
Compare this event's numbers against last quarter's or last year's to show leadership which event formats are actually growing pipeline.

What Sets Us Apart

One platform, every event size, and a named project manager on the build.

Replaces six event tools, with a single platform.

vFairs combines event planner software, on-site check-in apps, exhibitor portals, and reporting into one configurable platform, so your coordinator team works in one tool instead of six.

Same platform for a 50-person roadshow or a 10,000-person conference.

The same platform handles your regional team off-site and your global flagship event, so you stop re-buying software every time the event budget grows.

A project manager who joins your coordinator team, not a ticket queue.

Your vFairs project manager builds registration flow, briefs exhibitors, runs check-in dry runs & stays in your event-day channel through go-live, to reduce operational load on one coordinator.

What Our Customers Are Saying

“When we were searching for a Virtual Events Platform, the selection process was very difficult. We have different users and each user has different expectations of what the event should look like. We were very impressed by vFairs platform customization and features and even more impressed by their customer support.“

Sarah Bendary

Virtual Events Specialist at American University of Cairo

We got everyone to download their app so that can get pre-registered inside, and also they had a map of the entire floor so they can see all the vendors, see what's in and they can make their orders. The app is super easy to use.

Amanda Ellis
Margin Specialist at Performance Food Group

vFairs made our enterprise event transition seamless with exceptional customer service, hands-on guidance, and proactive problem-solving that helped us confidently deliver a successful virtual event experience.

Billie-Rae Higginbotham
Operations Support Coordinator

vFairs mobile app has been amazing. Our representatives are enjoying how the badge printing works and the secure QR codes that give us access to candidates’ profiles.

Marvin Lopez
Executive Director at TCOE

Frequently Asked Questions

What's the difference between event coordinator software and event planner software?

Event coordinator software is the operational layer that runs multiple events end-to-end (registration, check-in, exhibitors, reporting), while event planner software typically refers to single-event planning tools that sit closer to project management software for events. vFairs covers both so a coordinator running 8–25 events a year can plan a single event and operate the full calendar from one platform.

Can event coordinator software handle multiple events at once?

Yes. vFairs supports a multi-event dashboard so a coordinator running 8–20 events a year switches between them without re-logging into separate accounts. Data is segregated per event, reporting rolls up across the calendar, and registration templates can be re-used so each new event starts from your prior best version.

Does vFairs event coordinator software work for virtual and hybrid events?

Yes. The same platform handles in-person, virtual, and hybrid formats. Same registration form, same attendee record, same reporting, with virtual rooms, live streaming, on-demand sessions, and the mobile app available across all three formats.

How much does vFairs cost?

vFairs pricing scales with the event size and the modules you choose (registration, check-in apps, exhibitor portal, AI matchmaking, reporting). Bulk pricing is available for teams running multiple events a year. Book a demo to scope a quote against your event calendar.

How easy is it to use vFairs?

Coordinators usually launch their first registration page inside the first session with their assigned project manager. The dashboard is built around the workflow you already run (registration, exhibitors, speakers, check-in, reporting), so the learning curve is the event itself, not the tool.

Ready to run your next event without the coordination drag?

See how vFairs collapses registration, ticketing, check-in, exhibitor management, and reporting into one workflow your team can actually run, on events of 50 attendees or 5000.

Book a Demo

Coordinate every event from one platform, not six tools