Deliver Every Meeting You Promised With vFairs Meeting Management Software

Events built around meetings hinge on whether the right people actually meet.

Exhibitors invest in your event to meet qualified buyers. Sponsors pay for guaranteed meeting packages expecting a return. Buyers show up to a hosted program having committed to a minimum number of exhibitor meetings.

Every one of them expects a specific outcome. And every one of them is looking at you to deliver it.

When those meetings don’t happen — or happen with the wrong people — the event fails on its core promise. Sponsors don’t renew. Exhibitors don’t come back. The next event gets harder to sell.

The vFairs Meeting Management Software is built to make sure that doesn’t happen. Every stakeholder gets the meetings they came for, and you have the data to prove it.

Built for trade shows, career fairs, conferences, and hosted buyer programs

The module works across every event format where meetings are the primary deliverable:

• Trade shows — exhibitors initiate meetings with buyers, show up to the right room automatically
• Career fairs — recruiters manage back-to-back interviews with a full team view
• Conferences — attendees schedule peer-to-peer meetings without coordinator involvement
• Hosted buyer programs — organizers curate the program and manage VIP opt-outs centrally, while buyers and sellers handle their own schedules

Our event meeting software works in two modes depending on how you want to run your program: open networking, where participants handle scheduling themselves, or managed programs, where you define the rules and the platform does the work.

Deliver Meetings For Structured Programs

For structured programs like hosted buyer or guaranteed meetings, you can set things up once and let AI make life easier for you.

For example, for a hosted buyer program, you can create a matchmaking criteria and send exhibitors buyer recommendations. 

Open event matchmaking and define what matters — industry, company size, budget, seniority, buying timeline, or any custom field relevant to your program. Then you assign weight to each factor. Industry 60%, company size 25%, budget 15%. 

Once done, run it and exhibitors will get recommendations based on the matchmaking set you’ve set up. Exhibitors can send meeting requests to buyers they see fit.

Buyers fulfill their commitment. Exhibitors get the qualified meetings they paid for. 

For guaranteed meetings, create your matchmaking criteria within the AI scheduler and run it to auto-match and schedule meetings. To guarantee quality matches, add a review-and-approve layer before any meeting is added to participants’ calendars. It is up to the participants to take the meetings or reject them.

The result: sponsors get meetings matched to the exact criteria they were sold on. You go into renewal discussions with a full record of what was delivered.

Let Participants Schedule Meetings with Others

For open networking formats, participant create and manage their meetings themselves. They can send and receive meeting requests. Block unavailable slots for single- and multi-day events. 

Every participant gets a unified calendar view: confirmed meetings, pending requests, unavailable slots — all in one place. Participants meet who they came to meet. The organizer doesn’t coordinate anything.

vFairs Meeting Management Software Features

Here’s how our meetings module can set you up for an end-to-end meetings experience.

Configure it once. Run it your way.

Before anything else, the setup happens on your side.

You define your meeting types — one-on-ones or group meetings, virtual or in-person — and set how long each one runs. You define your venue locations and map them to exhibitor booths, so when a meeting is booked, the right room gets assigned automatically. Then you give exhibitors and attendees access to the module, so they can start scheduling as soon as the event goes live.

Drag & Drop to Mark Unavailable Slots

The biggest shift in the new module is how availability works.

Instead of participants manually selecting every time slot they’re free, everyone is available for the full event by default. They only mark the exceptions. For a multi-day event, that means dragging across a calendar to block off time — done in seconds.

No slot-by-slot setup. No emails asking how it works. This single change eliminates most of the availability questions that land in an organizer’s inbox.

Schedule Meeting In a Few Clicks

Once availability is set, participants can find and book meetings directly. They search for the person they want to meet, choose physical or virtual, and pick a time. That’s it.

If they choose an in-person meeting, the system auto-assigns a location based on the location provided by the organizer. Add your meeting straight to Google Calendar or Outlook, so participants stay on top of their schedule even when they’re not logged into the event.

When a meeting request comes in, participants respond in one click: accept, reject, or maybe. And if they choose maybe, the time slot is still blocked on their calendar. Even a tentative response prevents double-booking — which is exactly where most scheduling tools fall short.

Don’t Want to Conduct Meetings? Opt-Out

Some participants need to be in the system without being visible to others — a VIP speaker, a high-profile buyer, an executive who shouldn’t be open to general meeting requests. They can opt out entirely, either on their own or through the organizer. 

Opted-out participants don’t appear in the participant list or in meeting recommendations at all.

View Full Team’s Schedule Within Exhibitor Portal

For exhibitors and booth teams, there’s a dedicated view inside the exhibitor portal. Booth admins can see their own meetings and their entire team’s schedule in one place. 

A booth admin managing five reps over a 3-day event doesn’t have to piece together five separate calendars. They can just filter by team member or meeting status to see who’s meeting who, when, and where

Whether exhibitors create meetings by logging into the event or through the exhibitor portal, everything is synced automatically.

Get Meeting Notifications

Real-time notifications fire for every status change, so participants aren’t checking the dashboard or pinging the organizer to see if someone confirmed.

Every Meeting Delivered, Every Renewal Backed by Proof

When the right meetings happen, exhibitors leave with the buyers they came for. Sponsors see the return on their investment. Attendees make the connections they came to make.

And you have the record to prove it. Sponsor renewal and exhibitor retention conversations become evidence-based. The next event gets easier to sell.

That’s what the vFairs Meeting Management Software is built to deliver.

Want to see it in action? Request a demo or reach out at [email protected].