February Product Updates: Streamline Onsite Operations, Control Registration & Give Exhibitors Visibility

February was all about making your onsite operations smoother and giving you more control over who attends your events. This month brought features that streamline check-in and badge printing, let you design badges that match your brand, control registration with approval workflows, and give in-person exhibitors the visibility they deserve. Whether you’re managing trade shows, career fairs, conferences, or campus events, these updates make your on-site experience more professional and less stressful.

Let’s get into what’s new.

Manage Check-In & Badge Printing From One App

Previously, you needed one app for check-in and another for badge printing. But these two operational tasks work in tandem, and switching between apps during busy event days slowed teams down and created unnecessary friction.

The new Onsite App solves this by combining both check-in and badge printing into one streamlined experience.

You can choose “check-in” or “badge printing” mode within the app and switch between them as needed. The setup happens in the backend, where you select the printer you’re working with, design your badges, and create the check-in kiosk for your on-site event.

In check-in mode, you can view all users—admins, booth reps, speakers, and attendees—added to the event. Filter the user list to find specific people fast, sort users by first name or last name, and add new walk-ins on the spot. This flexibility ensures no one gets turned away because they’re not in the system.

In badge printing mode, you can view users, filter, sort, and print badges individually or in bulk. If you’ve added a new user, just select “Sync Users” under app settings to update the user list before printing their badge.

The app also includes event analytics that show stats around check-in, session check-in, and badge printing, broken down by user type. You get a high-level view of the percentage of users from each user type, and you can select the date range for which you want the report. This real-time visibility helps you understand traffic patterns and make informed decisions throughout your event. You can also download detailed reports from the event backend.

No more switching apps. No more delays. Just one tool that does everything you need to keep your event running smoothly.

Design Badges with Full Creative Control

Design a badge people will remember and collect post-event.

Generic badges make events look generic. They’re functional, sure, but they don’t represent your brand or help attendees identify important people at a glance.
The new Badge Designer changes that. It gives you the creative freedom to design badges that truly match your event’s identity and make different attendee types instantly recognizable.

You can create different badge designs for different user types—event owners, speakers, booth reps, attendees, and sponsors. This visual differentiation helps people identify who’s who without having to read fine print.

The customization options are extensive. Add first name, last name, or full name. Include profile pictures so people can recognize each other. Display email addresses for easy follow-up. Show your event logo to reinforce branding. Add QR codes for fast check-ins or networking. Insert custom text for special designations or instructions.

Beyond these standard elements, you can now include any field from your registration form. Want to show job titles, company sizes, departments, or areas of interest? Add them to the badge. This extra context helps attendees have more informed conversations and makes networking more effective.

Design flexibility extends to the badge itself. Upload a background image that matches your event theme. Adjust the background color to align with your brand palette. Change the badge size to fit different badge holders or printing requirements.

Not happy with your design? Reset it at any point and start fresh. Once it looks good, publish it, and your badges are ready to go.

Keep Control Over Registration With Approval Workflows

Making registration easy for attendees is important. But sometimes you need to maintain control over certain information while still providing a smooth registration experience.

The new Controlled Registration and Approval Flow feature gives you both.

Here’s how it works: You set pre-defined fields in your registration form. These might be the company name for corporate events, the department for academic conferences, or job title for industry gatherings. When registrants fill out the form, these fields are pre-populated based on your criteria.

If a registrant tries to change one of these pre-defined fields, it triggers a manual review. You receive an email notification about the change request. You can then approve or reject the change based on your event’s requirements.

The registrant gets notified that they’re registered and can access the event, but their requested change is under review. Once you’ve made a decision, you receive another notification with the outcome.

This workflow gives your attendees the convenience of pre-filled fields that save them time, while ensuring you can flag and handle exceptions on your terms. It’s particularly valuable for exclusive events, industry-specific gatherings, or situations where certain criteria need verification before acceptance.
You maintain control without creating a frustrating registration experience.

Speed Up Registration With Access Codes

Not everyone needs to fill out the same lengthy registration form. Your VIP attendees, speakers, exhibitors, and sponsors deserve a faster experience that acknowledges their status and values their time.

Registration Codes make this possible.

Create access codes in the backend and enable them through the form builder. The code widget appears in your registration form, ready to streamline the experience for specific groups.

With an access code, you can limit the fields certain attendees need to fill out. VIPs might only need to confirm their name and contact information. Speakers might skip session selection questions since their sessions are already assigned. Exhibitors might have a completely different set of questions about booth preferences and staffing.

You can also use codes to show different form fields to different types of registrants. This flexibility means one registration form can serve multiple audience types without overwhelming anyone with irrelevant questions.

Set it up once in the backend, distribute the codes to the appropriate people, and the system handles the rest. Your different attendee types get registration experiences tailored to their needs, and you collect the right information from each group.

Give In-Person Exhibitors Visibility at Hybrid Events

At fully virtual events, everyone sets up a virtual booth. At fully in-person events, everyone has a physical booth. Hybrid events create a unique challenge for in-person exhibitors. They often don’t need to build a virtual booth, but still need visibility to attendees browsing online or planning their event schedule.

The new Booth List View solves this problem.

When attendees view the exhibit hall, they now see a list view that displays company logos, names, descriptions, booth reps’ details, tags, and a schedule a meeting button without requiring exhibitors to set up a full virtual booth. This gives in-person exhibitors the visibility they deserve while saving them the work of building something they don’t need.

Attendees benefit too. Instead of clicking into individual booth pages to see basic information, they can browse the list view to get context about who’s there. A search bar and customizable filters—configured from the backend—help attendees find exactly who they’re looking for based on industry, product category, or other relevant criteria.

In-person exhibitors get discovered by both physical and virtual attendees. Attendees get the information they need to plan their booth visits and make meaningful connections. And you deliver a more complete experience for everyone, regardless of how they’re participating in your event.
These updates are live now in your vFairs dashboard. We’re continuing to build features that make event management smoother and more professional, with more improvements on the way.

Got questions about any of these features or want to see them in action? Reach out to your project manager or customer success manager.

New to vFairs? Book a personalized demo.