Task Management, Branch Management Self-Served Booths, & More!

Hi event planners,

Welcome back to another month of hosting amazing events. We are in full swing, bringing you enhancements that make event planning smoother and more efficient. This month, we’ve introduced smarter pricing controls, streamlined attendee management, and improved customization options.

Here’s a sneak peek at what’s new: Task management upgrades for better workflow tracking, session management enhancements for speaker coordination, registration and payment improvements for a smoother attendee experience, profile management updates to simplify user data handling, and more.

Let’s start learning how these updates are working.

Keep Track of Assigned Tasks with the Task Management Module 

The task management module helps organizers assign, track, and manage exhibitor responsibilities in one place. This eliminates last-minute surprises and endless follow-ups. Whether it’s booth setup, resource uploads, or branding approvals, exhibitors now have a clear checklist to complete their tasks on time. Organizers gain full visibility into progress to ensure that everything is in place before the event begins.

This feature allows exhibitors to access their assigned tasks from their portal, mark them as complete, and stay on top of deadlines. With real-time tracking, event organizers can see what’s done and what still needs attention. The result? An organized event setup process where every exhibitor is fully prepared.

How It Works

• Create tasks and assign them to one or multiple exhibitors with set deadlines.
• View task completion status to identify any pending items before the event.
• Exhibitors can log in, view their assigned tasks, and mark them complete.
• Reduce back-and-forth emails by having a centralized tracking system.

Empower Exhibitors to Build Engaging Booths

The new booth builder gives your exhibitors the ability to design their booth and do a complete booth setup while reducing the need for organizers. Now, exhibitors can customize their space, manage content efficiently, and create an engaging experience for attendees.

With features like drag-and-drop functionality, show/hide toggles for booth elements, and the ability to import jobs and documents from a library, exhibitors can set up professional, on-brand booths without time-consuming coordination on emails. Plus, enhancements like team member assignments, deeper branding options, and engagement analytics will give exhibitors even more ways to make their booth stand out. Let your exhibitors take the lead on their booth setup while you focus on delivering a great trade show experience.

How It Works:

• Drag-and-Drop Booth Customization: Exhibitors can easily rearrange booth elements for a customized look and feel.
• Show/Hide Toggles for Booth Elements: Control visibility of icons, links, and sections of the booth.
• Easy Content Management: Upload and update booth resources like brochures, videos, and product listings in one place.
• Import Jobs and Documents from a Library: Save time by pulling in pre-approved job listings and event materials.
• Team Member Assignments: Allow exhibitors to delegate booth management tasks to their team members.
• Advanced Branding Options: Customize banners, text, and backgrounds for a fully branded experience.
• Engagement Insights & Analytics: Provide exhibitors with valuable booth performance metrics to measure attendee interactions.

Simplify Multi-Branch Order Management with Branch Management

The branch management feature allows exhibitors to assign orders to specific branches during registration for accurate tracking and eliminating confusion. Instead of manually sorting through registrations and orders, organizers can now rely on a system that assigns purchases to the correct branch from the start.

This means a more efficient ordering process with clear invoices and allocated booth materials. Whether a company has regional offices or multiple locations participating in your trade show, they can now select their branch from a dropdown menu to correctly attribute all orders. This helps organizers maintain clarity, avoid errors, and manage event logistics.

How It Works

• Branch Code Tab: A dedicated tab now houses all branch codes for an organization, which can be added individually or imported via CSV.
• Dropdown Selection: When exhibitors register and place orders, they can choose the relevant branch from a dropdown menu.
• Accurate Order Tracking: Orders are automatically assigned to the correct branch to reduce manual data management.
• Streamlined Event Management: Organizers no longer need to manually track or adjust orders based on exhibitor locations. This is all sorted with an organized process.

Help Attendees Manage their Accounts with My Account Module

The my account module provides attendees with a centralized hub to manage their profiles, ticket upgrades or downgrades, and account settings. Instead of navigating multiple links or reaching out to organizers, users can now update their details, modify registrations, or manage their accounts seamlessly. This enhancement improves convenience for attendees while reducing the administrative workload for organizers.

With integrated iFrames, every action is now present within a single interface. Whether updating contact details, upgrading tickets, or deleting an account, attendees can complete these tasks independently.

How It Works

1. Accessing My Account

• Attendees can log in to your event using the provided event URL and credentials.
• Click on your name in the top-right corner and select my account from the dropdown menu.

2. Update Personal Details

• Go to the “My Profile” tab and edit fields such as name, email, and phone number.
• Click “Save Changes” to confirm updates.

3. Upgrade or Downgrade Tickets

• Go to “Upgrade/Downgrade” tab and select a higher-tier ticket for more benefits or downgrade if needed.
• Any price differences will be calculated, and refunds (if applicable) will follow the organizer’s policy.

4. Cancel or Delete Account

• Through “My Account Settings”, cancel registration if you can no longer attend the event.
• Delete account permanently if you no longer want your data stored.
• Follow confirmation prompts to finalize actions.

Import & Export Speakers & Attendees with Session Management Updates

Managing event participants has never been easier! With the latest enhancements to our Session Management feature, organizers can now import attendee and speaker details in bulk using a simple CSV upload and export speaker data for future use. Whether registrations are handled outside of vFairs or you need to share data with stakeholders, these updates streamline event setup and improve data accuracy—saving you valuable time.

How It Works:

Importing Attendee & Speaker Data

1. Log In to the Backend Portal: Use the credentials provided by your vFairs representative.
2. Navigate to the Participants Section: Click on “Attendees & Registrants.”
3. Upload a CSV File: Click on the “Import” button and select the CSV file.
4. Map Registration Fields: Ensure attendee names, emails, and other details align correctly.
5. Confirm & Import: Click “Save” to finalize the process, and your participant list is ready!

Exporting Speaker Data

1. Go to the Participants Section: Locate the “Attendees & Registrants” tab.
2. Select Export Options: Click on the “Export” button.
3. Download Speaker Data: Select “Export All Speakers” to generate a CSV file.
4. Access & Utilize Data: Use the exported list for event planning, outreach, or future sessions.

Smarter Discount & Add-On Controls for Your Events

Now you can set precise eligibility criteria for discounts and premium add-ons to make sure that only qualified attendees can access them. This prevents unintended discounts while optimizing your revenue structure for a more effective pricing model.

How It Works:

Managing Discount Eligibility

1. Log In to the Backend Portal: Access your vFairs dashboard.
2. Navigate to Discount Settings: Click on “Promotions” and select “Discounts.”
3. Set Ticket-Level Restrictions: Specify which ticket types qualify for each discount.
4. Apply & Save: Finalize the settings, ensuring only eligible attendees receive discounts.

Controlling Add-On Access

1. Go to the Add-Ons Section: Under “Event Settings,” select “Add-Ons.”
2. Enable Add-On Level Restrictions: Assign eligibility rules based on ticket type.
3. Customize Pricing Rules: Apply discounts only to attendees who meet the criteria.
4. Save & Implement: Ensure that exclusive add-ons remain available only to the right participants.

Transparent Trade Show Pricing with Flat Booking Fees

Keep trade show pricing simple and predictable with the new flat booking fee feature. Instead of percentage-based fees that vary with ticket prices, organizers can now set a fixed booking fee for all registrations. This ensures exhibitors and attendees know exactly what to expect, making budgeting easier and eliminating unexpected charges. Now, whether an exhibitor purchases a $5,000 sponsorship package or a standard booth, the booking fee remains the same—bringing clarity and fairness to event pricing.

How It Works:

• Set a fixed booking fee for all registrations in your pricing settings.
• Ensure a consistent charge for every exhibitor or attendee, regardless of their package value.
• Prevent large percentage-based fees from inflating costs for high-value purchases.
• Provide clear and upfront pricing to enhance exhibitor trust and event transparency.

Stay tuned for the many more exciting features coming your way to make your events great in the months ahead. Book a demo now and discover how you can create exceptional events in 2025!