In-Person Event Platform

Level up Your In-person Events with vFairs VenueGear

Now manage event registrations, on-site check-ins, and user management while delivering an unmatchable on-site event experience.

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All The Tools You Need for an Extraordinary On-site Event Experience

vFairs VenueGear offers the perfect set of tools and features to help your audience enjoy a real and lasting on-site event.

Event Registration & Ticketing

  • Capture your audience’s attention with a custom-designed landing page
  • Enable payments with the fully customizable registration form
  • Make payment procedure easier with PayPal and Stripe
  • Integrate with top CRMs
  • Send out promotional emails with pre-event email marketing tools
  • Get access to the top Attendee Management Interface

Check-in Gear & Badging

  • Gear up receptions with registration laptops
  • Offer digital touchless check-ins via iPad tablets
  • Create visibility of your brand at the event with tablet stands
  • Ease tracking and identification with customizable event badges
  • Print badges quicker with our high-speed badge printer
  • Easily carry your badges with branded lanyards

Mobile Event App

  • Branded event screens for the promotion of your brand
  • Easy exhibitor and attendee search with mobile app search bar
  • Make appointments easier with the appointment scheduler
  • Go Green with touchless content & marketing collateral
  • Replay session videos smoothly with the mobile app
  • Enable contactless exchange of information with QR codes
  • Make event interactive with chats, polls, and Q&A sessions

Specials

  • Display attendees’ social posts with a TV social media wall
  • Make the event fun with a live photo booth on a TV wall
  • Take interactivity to another level with QR scavenger hunts

On-site Support

  • Get complete support with vFairs staff of technical experts
  • Set up your VenueGear ahead of time with our on-site support
  • Get meticulous pre-event, during event, and post-event on-site tech support

Reporting

  • Get hold of registrations and check-in metrics for your event
  • Track webinar views, booth visits, document downloads and more
  • Get in-depth post-event reports and insights
  • Generate reports for sponsors, partners and exhibitors

Fashion the Perfect On-site Event with Our Dynamic Event Tech Stack

Take your in-person events a level up with our immersive technology, complete on-site support, and event safety protocols to give you a peace of mind.

Custom Landing Page for a Great First Impression

Show your creativity with 100+ customizable templates to choose from for your event page. Add a touch of great content such as promotional videos, speaker bios, event agenda, and sponsor information to grab your audience’s attention. Pre-event hype goes a long way!

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Smooth Event Registration and Ticketing Process

Make it super easy for your audience to make payments with our integration options with PayPal and Stripe. Promote your event like a pro with our pre-event email marketing tools, attendee management interface, CRM integrations, and tiered pricing packages.

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Contactless, Easy-to-use Check-in and Badging Process

Deliver a smooth and swift check-in and badging process with our elegant tech stack which includes vFairs check-in and badge printing app, branded lanyards, iPad tablets, registrations laptops, tablet stands, and more.

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Get a Fully Branded Mobile App to Level Up Your In-Person Event

Enhance your in-person event with a white-labeled mobile app that your attendees will love. The mobile app empowers attendees to check in, capture contact info via QR codes, access the agenda, watch session replays, book meetings, find exhibitors, get floor plans & much more.

Learn More

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A Helping Hand for Your On-site Support

Relieve some burden off your shoulders and let our on-site technical staff steer the wheel for you. Our staff will not only set up your VenueGear ahead of time but will also configure everything for a remarkable event.

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Go Beyond with Our Engagement Hotspots

Foster conversations and connections with an on-site social media wall, QR based scavenger hunts, on-site leaderboard station, and more. Let attendees make memories with our on-site photo booths with many frames and filters to choose from.

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Benefits of vFairs VenueGear

Build memorable connections

Create a long-lasting impact with face-to face interactions and networking

Strong brand associations

Build authority over time with impactful brand affiliations

Personalized feedback

Collect immediate on-ground feedback on a personal level

Go Green

Go paperless with digital marketing collateral

Value for sponsors

Grant visibility to your sponsors with the physical venue and mobile app

Manage Your Events with the Leading Provider on G2

Related Content

[Webcast Recap] Event Mobile Apps: A Must-Have For In-Person Events

We’re back with yet another one of our Epic Events webcast series to keep your regular dose of event updates in check!  This time we’ve focused on discussing and enlightening you about the importance of event mobile apps for in-person events.  Moderated by our very talented sales and product teams, the webcast was delivered by some of our very knowledgeable team members. These included Katy Simkiss, Senior Account Executive, Carlos Herrera, Sales manager, and Salman Saeed, Director of Product Management.  They gave us some valuable insights on the tools needed to deliver an in-person event, the need for event technology, and how vFairs plays an important role in providing you the right set of tools for your in-person event.  If you’ve missed the opportunity to attend it, you can always click the video link below to watch it and gain all the remarkable insights. You’re welcome!  [embed]http://youtu.be/HgmsNepSAa8[/embed]

Why Have Mobile Apps Become a Must-have for In-person Events?

In-person events have made a comeback at the end of 2021 after being closed down for at least two years. The years 2020 and 2021 were entirely dominated by virtual events. However, we’d have to agree that these pandemic years have really expanded the horizon for the event professionals and have made them reach global audiences.  After the 2021 vaccine rollout all over the world, we have started getting back to in-person events. The question is, are these the same on-site events we knew back in 2020? Absolutely not!  In-person events are much more tech-savvy and experimental now. They are focused on improving the accessibility and convenience to their attendees.  Here are the 4 big wins for Event Mobile apps specifically for in-person events:
  1. Boost event reach makes you go global 
  2. Clearer and in-depth event insights
  3. Enhanced networking and engagement 
  4. Lower environmental impact 
 

vFairs Event Mobile App Demo 

mobile apps Carlos gave an extensive overview of the vFairs event mobile app and talked about the features that vFairs recommend each event mobile app should have. The vFairs mobile event app can easily be downloaded from the Google App Store or Apple store.  It offers two way entry, one through two step verification, second through email verification. The home screen consists of rotating banners, menu, different sections, content display, and sponsorship ads.  Here are a few things vFairs event mobile app offers, but is not limited to:
  1. Streaming sessions for remote audiences 
  2. Digital event collateral 
  3. Contactless check-ins 
  4. Attendee tracking 
  5. QR codes at multiple checkpoints 
  6. Badge printing 
  7. Networking
  8. Exhibitor booths and photo booths 
  9. Unlimited content upload 
  10. Meeting booking system for the attendees 
  11. Attendee profiles 
  12. Gamification features including polls, leaderboards, and social wall
  13. Native Live Feed  
  14. Attendee engagement
To make things clearer, Carlos also showed some real life mobile event examples, one of which was that of the London Calling 2022 event to show what an actual mobile event would look like. 

Q&A Session

We had an extensive Q&A session at the end of the webcast. The questions were answered by Salman Saeed who is the Director of Product Management here at vFairs. Here are some of the important questions asked by the attendees:

Q1. Can we create the floor map in the vFairs app or do we need to use another software and import the image?

Yes, you can create the exhibition halls, and floor plans on the vFairs platform. You can also arrange the order of the tabs with our platform. If you’d want, you may also share any of your own images.  

Q2. What sets the vFairs Event Mobile app apart?

There are a lot of factors to consider when deciding which event mobile app functions better than others. First and the foremost factor is the extent of customizations you’re allowed. With our admin panel, you will be able to make complete changes to your event just the way you like.  Secondly, vFairs event mobile app is one single app for all the users. The app is smart enough to understand who is using it and therefore, it adapts. Exhibitors, sponsors, hosts, attendees can all use it.    Last but not the least, our customer support is the same. Spot-on! 

Q3. After the event ends, how long do the attendees have to sign back into the app for the on-demand period?

It is all configurable from the back-end. It completely depends upon the host or the organizer as to how long they would let the attendees have access to the on-demand content. 

Q4. How much lead time does the project manager need to build the app for the event?

So if we’re talking about a white label mobile application, that may take up to two months depending upon the requirements. If we talk about the vFairs mobile app, it will be within a month or less. 

Q5. How can we broadcast the in-person event to the mobile app so the attendees can watch it online?

You can broadcast your in-person event very easily by accessing vFairs studio, and anything captured from the camera can be broadcasted at a later time. With the mobile app, users can go to the auditorium to watch the session.   

How NetNumber Increased Registration of its NEXUS21 Conference By 320% Over Their In-Person Event

What is NetNumber?

NetNumber, Inc. brings more than two decades of experience delivering core network signaling control platforms that power global telecom and enterprise networks.  Our industry-leading TITAN Centralized Signaling and Routing Control (CSRC) platform has been deployed by operators across the globe to simplify core networks in order to deliver new services and reduce operating costs.  TITAN.IUM, the latest evolution for NetNumber, is an innovative, intergenerational framework for 5G that bridges legacy 2G, 3G and 4G technology to the new cloud-native era. TITAN.IUM enables our customers to migrate multiple generations of services, to a common, secure, simplified modern ecosystem—thus enabling legacy applications to benefit from the technology of next-generation networks that are containerized, scalable and ultra-low latency.

What is NEXUS21?

NEXUS21 was a three-day virtual customer conference. NEXUS refers to the intersection of NetNumber customers, its solutions and industry direction.  NetNumber invited their extensive global customer base to network with fellow professionals, and learn more about the products and solutions they have to offer. It was a great opportunity for them to connect their customers, offer information on their latest innovations and gather feedback from them. Not just that, it was also a fantastic way to establish thought leadership in the IT community, by bringing together professionals from the industry.  NEXUS21 builds on prior customer conferences hosted by NetNumber in Europe to which telecommunications operators from across the globe would travel. People would fly in for two to three days, learn first hand about NetNumber solutions, and engage with and learn from other operators.  virtual lobby

Why vFairs?

With the pandemic, NetNumber had to pivot their NEXUS customer event. They were unable to hold one in 2020 but at the start of 2021 when they realized the world still was not ready to meet in-person, they opted for virtual events. Previously, NetNumber had hosted a number of webinars, but they knew they needed something more than that.  They did a lot of research before choosing the platform. Plus they even had to rethink and plan their content extensively. NetNumber wanted to create an event that would draw focus rather than just taking a live event and repackaging it poorly as an online experience. They understood that people wouldn’t want to spend hours at the event. Thus, they created bite-sized content pieces plus offered their content in a variety of ways to keep people engaged.  They not only wanted to deliver their own content but their customer’s content as well, plus wanted to make sure the event had engagement opportunities for their customers. For instance, they added in a masterclass on coffee. It was all about selecting, brewing and tasting coffee. Not only was this a great experience, it was an opportunity to learn something new. vFairs was the perfect platform to help them set up an event they had envisioned. 

NEXUS21 Objectives

NetNumber had some clear objectives for NEXUS21. These were: 
  • Informing customers about new and existing solutions
  • Creating networking opportunities with other customers 
  • Engaging customers during the event 
vFairs and NetNumber together set up the perfect virtual events platform that achieved all of their objectives plus allowed them to actively engage customers with various activities and gather feedback from them. 

NEXUS21 Event Details

Virtual Lobby

NEXUS21 was a beautifully set up virtual event, with a life-like 3D lobby. A welcome video was placed right in the middle of the virtual lobby which gave attendees a preview of the event. This video changed every day, based on what was on the agenda for the day. For instance, the first day it featured useful information on getting around the event, then the following days covered what the day had in store.  virtual lobby The virtual environment resembled that of a hotel instead of a convention center since that is where NetNumber usually hosts its events. The coolest feature of the lobby was the individual customized interactive avatars of the NetNumber sales team. Clicking on any one of the avatars gave attendees the option to book an appointment or instantly chat with them. 

Virtual Auditorium 

The virtual auditorium, labeled as the main stage hosted all the webinar sessions. All through the three days of the event, the sessions were available in the regional time zones from where customers were joining. They were available on demand to ensure no one missed out on them due to time constraints.  “We went by the follow the sun approach, so it felt like it was live for people in their time zones,”  said Kim, Chief Marketing Officer at NetNumber. Speakers participated on chat as the pre-recorded session went on. They took this semi-live approach to avoid any technical glitches.  NetNumber also provided content according to the region people were in.  Customer panels were quite popular since each session featured panelists from that specific region. This flexibility allowed NetNumber to target specific audiences.  Virtual Auditorium “We added images of Rome around the main stage and other areas of the platform since our event was [previously] scheduled for Rome. Plus, we also placed a map of Italy in the networking lounge. We loved that we could get really creative with the virtual environment with vFairs.”

Virtual Exhibit Hall

The virtual exhibit hall, or the innovations hall hosted eight virtual stands that were aligned to the key technological areas offered by NetNumber. From Fraud and Cybersecurity to Global Data Services, and many other solutions. Each of these individual booths hosted several videos and documents for the attendees. These individual stands featured a mini commercial per technology area, a short presentation, in addition to the written material. Attendees could download or email these to themselves. Attendees could also reserve a chat slot in case they wanted to speak to a representative.  NetNumber found success in the exhibit hall with 100% of all attendees visiting at least one virtual stand. exhibit hall

Keynote Speaker Session 

Nexus21 chose an unconventional keynote speaker. He was completely outside of their line of business. Erik Weihenmayer is a blind adventurist who was the first to summit Mount Everest and recently kayaked down the Colorado River.  NetNumber wanted to do something different, away from their usual technology-based speakers. Erik was apt since his story spoke about finding strength when all odds are stacked against you. He turned blind when he was a teenager and has since accomplished so much. The world has had a rough time in the past 18 months on a personal and professional level, so Erik’s story offered that essential dose of inspiration.  Erik was actually in between commitments but was still able to record a session for Nexus21 thanks to the virtual nature of the event. The need to travel and present live was eliminated. Hence, scheduling wasn't an issue. They ended up not only recording the main session but an additional Q&A round with Kim herself. She asked questions that made his story even more interesting and relatable to the audience. 

Networking Opportunities 

The networking lounge gave attendees easy access to talk to the representatives of a particular booth from the innovation hall itself. Chat rooms aligned with each technology area. Attendees could view the webinar session, talk to a representative from that stand or view content. This offered different levels of engagement for the attendees.  networking Additionally, the attendee AI matchmaking search environment allowed attendees to initiate conversations with others that complemented their criteria. They could search for attendees according to their category and geography, then simply send a message via the platform chat function.  This simplified process heavily encouraged more attendees to connect with one another. 

Resources

From various documents in the resources section and videos in the video vault, NEXUS21 was brimming with evergreen content for the attendees. They could save any of these to their swag bags, download them or email it to themselves. This was an easy way for NEXUS21 attendees to ensure they browsed through all content and saved what interested them the most.  Attendees were offered the NEXUS21 Eventbox. They were even provided items reflective of the coffee session. NetNumber also provided an electronic copy of Erik’s book describing the Colorado River adventure. These items were provided to all attendees and were the perfect way to say thank you for attending.

Analytics

NetNumber was looking for a clear understanding of how much time their attendees spent in each area of the platform. The event was open for four days. Of these days, the second and third days were crucial for them in terms of the sessions and customer panels they had planned. They were able to see that 90% of the attendees who came for the second day came back for the third. NetNumber hit their attendance targets easily.  When they analyzed their registration trends, they saw they were able to register more customers who represented many more countries and telecom operators than ever before. They were even able to attract more customer speakers as compared to live events.  NetNumbers loved that they were able to track customer journeys. They could map it out, see where customers went and were most interested in. This helped their sales team find opportunities and follow up with those specific attendees. Being able to see if a particular attendee came back multiple times to one topic gave them additional insight into what they preferred. 

Results

The NEXUS21 virtual customer conference was a huge success. They received unprecedented registrations and increased their virtual event registrations by 320% when compared to the registrations from their prior in-person event. There was a 4X increase in the number of customer accounts that registered, allowing for 6X individuals per customer account to register. NetNumber also successfully doubled the number of countries represented in their registration count. On top of this, over 90 percent of attendees returned for key content days and 100 percent participated in the Innovation Hall. Additionally, they received great feedback from their customers as well.  “The platform was a great way to share valuable content and networking opportunities despite the pandemic.” “Very impressive format in terms of its simplicity and comparison to a live event.” The customers loved the simplicity of the virtual event platform and thoroughly enjoyed all that it had to offer. Kudos to NetNumber and their entire team!  Click here to learn more about our virtual conference solution!

App Features To Elevate Your Next Hybrid or In-Person Event

Since many of us are vaccinated and we can see the end of COVID-era restrictions, we are moving towards physical events again. vFairs not only offers an exceptional in-person event platform and hybrid events platform, we have also come up with some of the features that will change your overall experience of the in-person event. The innovative features of the vFairs mobile app will help you conduct a fully in-person or hybrid event that makes it easy for you to manage, and enjoyable for attendees to get settled onsite. Check out the features below, and consider using them at your next event!

Registration Using QR Code

This works by registering online on the platform and then downloading the vFairs app. Once you download the app and login, you will see your own QR code on the app. This QR code will be scanned on the physical site and help you enter. There are two ways through which you can scan the QR code and enter the event:

QR code self-check-in

One way is to go to the app and click on menu. Once you click on the menu, an option of self-check-in will appear. Click on that and it will give you the option to scan the QR code. You scan the code in the scanner and enter the physical site. The graphic below shows the menu page on which self-check-in option will be available.

QR code admin check-in

Another way is that the host would have the scanner and he will allow the people to enter at the physical site by scanning their codes individually. This kind of QR code method is used for the events that are paid or that have security checks. You go to the mobile app and see a QR code option on the top right corner of your screen. You click on that screen and it will give you your QR code. The host will scan that code. Once it is scanned, it will confirm that you are registered in the database. The graphic below shows the way to QR code.

Safety Checks: Covid Screening & Security Checks

Different gates of security checks can be placed on the site or mobile app.  When completed, only then attendees will be able to enter the physical site. For example, to access the mobile app and QR code, you will have to fill out a Covid survey that will ensure that you are vaccinated. Once you fill the survey and clear the check will you be able to access the site and enter.

Badge Printing

Badges can be made of the attendees who have logged in the site. vFairs team can print out the badges of attendees who registered virtually and then provide those badges on the physical site. This will help attendees feel like individual attention is given to them and their presence matters.

Booth Scanning:

Booths can be scanned individually on the physical site. It will allow you to scan the QR code of the booth and then access it virtually as well. This is a very useful feature for tracking activity in event reports, as it will show the host the number of people who visited their booth physically. It will also help keep in check the nature of the people who visited the physical booth.
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