These days, just food and entertainment aren’t enough to keep participants satisfied. To truly engage your audience, you need fun and interactive activities. That’s why we’ve compiled a list of the best interactive event ideas to help ensure your event is a success.

Everything You Need to Know about Interactive Events

Event marketers should come up with interactive event ideas that actively engage participants, making them feel involved and excited about being there. Gone are the days when cocktail hours and keynote presentations could keep everyone satisfied. Today, people want more. 

Whether it’s through technology, hands-on sessions, or fun games, think of interactive event ideas that’ll make your gathering more dynamic and memorable.

How Do You Make an Event Interactive?

Simple: use technology to make it easier for attendees to connect, explore the event and come back to it later. Users can consider using a dedicated mobile app for the events to help attendees find their site easily, networking, download or watch content and more. 

By incorporating activities such as live demos, speed networking sessions, and engaging games, you turn passive observers into active participants, ensuring that your audience stays engaged and remembers your event. If you are hosting a younger crowd, you can also add augmented reality experience. 

10 Event Interactive Ideas for 2024

1. Social Photo Booths

What’s a corporate event without a memorable photo? Social photo booths are a staple for any event, offering a fun way for guests to capture and share moments. With options to choose filters and backgrounds using a touchscreen, and 360° booths for panoramic photos, attendees can share their pictures on social media using a specific event hashtag. 

A live photo album displaying guests’ photos in real-time on a screen adds an extra layer of engagement.

2. Campfire Sessions

Transform traditional speaking engagements into interactive campfire sessions. Instead of a standard conference hall setup, arrange the seating in a circle with a facilitator guiding the discussion among experts. 

This setup creates a more intimate and relaxed atmosphere, fostering open dialogue and stronger connections among attendees.

3. Interactive Food and Drink Stations

Elevate your corporate event with interactive food and drink stations. Imagine a customizable champagne cocktail bar, a live stir-fry station, or a donut wall. These interactive setups not only provide delicious food but also encourage networking as attendees connect while customizing their meals.

4. Cirque Show

Bring the magic of a Cirque show to your event venue. Hire mimes and magicians to engage participants, and feature acts like acrobats, contortionists, and aerial performers. 

These mesmerizing performances add an element of surprise and excitement, making it easier for attendees to break the ice and start conversations.

5. Cover Band

Live music can significantly enhance the atmosphere of your corporate event. If your event has a theme, such as a specific decade, hire a cover band to play hits from that era. 

For instance, a 70s disco theme would be perfectly complemented by a band playing classic disco songs. Work with the band to develop a setlist that meets everyone’s expectations and keeps the energy high.

6. Customizable Swag Stations

Set up customizable swag stations to give attendees memorable keepsakes. Items like personalized clothing, accessories, or caricatures create a unique connection to the event. 

These stations also offer great marketing opportunities for sponsors, allowing them to feature their logo or brand message on the swag items.

7. Contests

Introduce some friendly competition to liven up your event. Consider organizing contests like a scavenger hunt, trivia, raffle, or photo contest. 

You can also have speed networking challenges, best outfit contests, dance-offs, karaoke competitions, or classic party games like Jenga and ping pong. These activities not only entertain but also encourage interaction among attendees.

 vFairs provides a variety of gamification features including scavenger hunt and trivia that you can consider including in your next event. Using tools like Slido, you can gather real-time input from attendees, transforming them from passive listeners into active participants. This not only engages your audience but also provides valuable insights that can shape the event’s direction.

vFairs also has an integration with Kahoot for interactive quizzes, making learning enjoyable and fostering teamwork among participants.

Adding gamification elements, such as virtual scavenger hunts and trivia games, can boost excitement and help attendees absorb information in an engaging way. For example, virtual scavenger hunts can have attendees search for hidden items within the event environment, promoting exploration and engagement​.

8. Virtual and Augmented Reality

Incorporate virtual reality (VR) and augmented reality (AR) experiences into your event. Technologies like a virtual skydiving simulator or an AR scavenger hunt can provide thrilling and immersive experiences that keep attendees engaged and entertained, all within your event venue.

Additionally, consider these brilliant product launch event ideas, such as interactive 3D event spaces, gamification elements, and engaging live Q&A sessions to further enhance the virtual product launch experience.

9. Interactive Activities for Groups

Engage large crowds with group activities that foster teamwork. Interactive event ideas include Minute to Win It challenges, escape rooms, team obstacle courses, charity auctions, or game-show-style events. These interactive games promote collaboration and create positive associations with your event.

10. Interactive Activities for Virtual Events

If you’re hosting a virtual event, incorporate engaging activities to keep attendees connected. Ideas include virtual trivia, escape rooms, and networking sessions. Platforms like vFairs offer interactive features like trivia games and themed virtual spaces where attendees can move around as avatars, exploring the venue and connecting with others nearby.

You can also offer virtual tours or scavenger hunts, allowing attendees to explore and compete from their own locations. These activities make virtual events more dynamic and enjoyable.

For a comprehensive guide on planning successful events, including detailed strategies and tips, check out the Event Planning Guide. 

11. Conduct Workshops and Masterclasses

Offering hands-on learning experiences led by industry experts provides attendees with practical skills and knowledge. These sessions are interactive by nature, encouraging participants to ask questions and engage deeply with the content.

12.  Personalize the Experience

 Leveraging data to tailor content and interactions ensures each attendee feels valued and engaged. Personalized agendas and recommendations can significantly enhance the overall experience, making each participant feel special and attended to.

13. Create Interactive Flipbooks and Infographics

Creating digital flipbooks and infographics that include hotspots, videos, and other interactive elements can make information more visually appealing and engaging. This method not only presents content in a dynamic way but also keeps the audience’s attention longer.

Benefits of Adding Interactive Event Idea Elements

• Boosts Engagement: Activities like live polls, Q&A sessions, and tech-driven interactions ensure attendees are not just present but actively participating. This transforms the event from a passive experience into an engaging one.
• Enhances Learning: When participants are involved in hands-on activities, workshops, and interactive presentations, they absorb and retain information better. This is especially important for conferences and corporate events where the goal is often to educate and inform.
• Fosters Connections: Interactive activities for events, such as networking games and group challenges, help attendees connect with one another. These connections can lead to valuable professional relationships and a sense of community.
• Adds Fun and Excitement: Incorporating unexpected elements, like surprise speakers or spontaneous performances, keeps the energy high and makes the event more enjoyable. Fun activities also create memorable moments that attendees will talk about long after the event.
• Showcases Innovation: Using cutting-edge technology like virtual and augmented reality can create unique, immersive experiences. This not only captivates your audience but also highlights your event as forward-thinking and innovative.
• Gets Everyone Involved: Interactive games for events make it easy for your audience to jump in and have fun. Whether it’s a lively crowd participation game or more structured audience participation activities, the goal is to keep everyone engaged.
• Memorable Experiences: Crafting interactive event experiences that tell a story or involve unique interactive  event ideas for events can create lasting memories. Think of it as turning your event into an unforgettable adventure that attendees will talk about long after it’s over.

Planning and Executing Interactive Events

Step 1: Determine Event Goals and Target Audience

Start by identifying what you want to achieve with your event. Are you aiming to boost brand awareness, generate leads, foster networking, or simply entertain? Having clear goals will guide your planning process and help you measure success. 

Equally important is understanding who your audience is and what interests them. Consider their demographics, preferences, and behaviors. This will help you tailor your interactive event ideas to create experiences that resonate with them, whether it’s through interactive games for events, engaging activities, or innovative audience participation methods.

In deciding between in-person and virtual formats, consider insights from vFairs’ analysis on in-person versus virtual meetings.

Step 2: Select Appropriate Interactive Formats

Choose  interactive event ideas that best match your goals and audience. Consider options like virtual team interactive games for events, crowd participation games, and audience participation activities.

Step 3: Identify the Right Technologies and Tools

Find the tech that will bring your event interactive ideas to life. Utilize event mobile apps and gadgets for interactive games for online events and interactive engagement activities.

Step 4: Promote the Interactive Elements

Build excitement by highlighting the interactive entertainment ideas in your event promotions. Share sneak peeks of interactive games for conferences and other event activity ideas to attract attendees.

Step 5: Gather Attendee Feedback

After the event, collect feedback to measure success. Use insights to improve future interactive event experiences and refine your interactive corporate event ideas.

Conclusion

Interactive event ideas are essential for creating memorable and engaging experiences. By incorporating creative interactive event ideas, you can ensure your event stands out and leaves a lasting impression on attendees. 

Whether you’re using technology like virtual reality, fostering audience participation through live polling, or adding fun elements like social photo booths and gamified activities, the key is to make your audience feel involved and excited.

Limited Reach

For the first two years, The Cornell University Graduate School Resources Fair was hosted on campus. However, it was challenging to reach and bring all admitted students, esp. international students for a campus visit prior to them deciding whether to accept their offer of admission. 

Coordinating Multiple Visits

The Graduate School offers over 80 different academic programs. All of these programs hosted campus visits for admitted students at different times. It was challenging for the recruitment office to coordinate these tours and ensure offices providing graduate students with services and resources were fully represented. 

Equity and Accessibility

Lastly, the Graduate School accepts applications and welcomes students from across the globe. However, not all admitted students were able to travel to campus to participate in campus visits. This situation limited access to the necessary information for them to make well-informed decisions about their offer of admission. As a result, on-campus visits also created inequity in how the admitted students were prepared to transition to graduate school with the help of available resources. 

Solution

Hosting a virtual event

To bring everyone together and create an inclusive and engaging environment, the Cornell Graduate School decided to take the resource fair virtual. All the participating offices and programs set up virtual booths and designated their representatives to host their booths during the live event. Students could drop by and initiate a chat to ask the booth reps questions. Each booth also offered content, including videos and documents to participants that featured key functions and resources that those offices offered. Students could download and save the documents and links for future reference. 

On-demand Access to Content

Although the live event takes place in March when most admissions decisions are made, the exhibit hall remains open and available to the registrants until mid-April. This allows the admitted students to explore the booths if they were not able to participate in the live event or return to the fair to reexamine the information ahead of their admission decision deadline. 

Accessible Exhibit Hall View

In addition to making the event accessible geographically, the Cornell Graduate School aimed to create an inclusive experience for attendees with disabilities. The vFairs virtual platform complies with the internationally recognized Web Content Accessibility Guidelines (WCAG). A custom-designed ‘accessible view exhibit hall’ was integrated into the main navigation menu, allowing admitted students with disabilities to adjust settings such as color contrast or text size according to their needs.

Games to Boost Engagement

To keep attendees engaged, the team introduced a virtual scavenger hunt. Cornell-focused items and clues were hidden throughout the virtual venue, including the exhibit hall, individual booths and the lobby for the fair participants to find. This added a fun element to the resource fair, with around 2,000 attendees, who already participated in the game.

Overall, the virtual resource fair helped Cornell reach a wider audience, make information accessible for all, and ensure the event was inclusive and engaging.

Why vFairs?

The Cornell University Graduate School has been hosting resource fairs with vFairs since 2018. They continue to use the platform because it meets their needs for functionality as well as intuitive design and navigation. Additionally, vFairs allows them to track the event activity and share that information with the participating university stakeholders. 

They haven’t made many significant changes to their events over the years. However, when they receive feedback or offer their own recommendations, they discuss them with the vFairs team to promptly and effectively implement the proposed changes. 

The resource fair has a consistent number of returning exhibitors and welcomes new ones each year. The new exhibitors accept the Graduate School’s invitation to participate or request to join the event after hearing positive feedback from their colleagues. This enthusiastic response clearly indicates high user satisfaction and an amazing experience with the virtual event and its interface.  

Results

With a virtual resource fair, the Cornell Graduate School connected the participating admitted students with offices and programs that deliver important services for graduate students within one platform and event. The level of interaction within the booths was encouraging. Here are some key results from the most recent, 2024 event:

• Total registrations: 864
• Total attendance: 526
• Booth engagement: 12443, 
• Unique booth visits: 4364

The total number of registrations and attendance is an important indicator of success from a student engagement perspective. The recruitment team also makes sure that participating exhibitors are satisfied with the fair results. The post-event reports from the vFairs platform made it easier for them to prove the value of the event by sharing specific booth engagement metrics. 

The level of engagement varied based on the department. While the dining office was busy with questions in chat, the off-campus team had interactivity across chat and document downloads. 

The event reports reveal metrics like document views, chat logs and clicks across the various tabs associated with their booths. This level of depth allows booth reps to contextualize success for their respective department.

That’s exactly what an event chatbot can do for you. No more scrambling to provide last-minute attendee support or struggling to gather information for your post-event reporting. For event marketers and organizers, these AI-powered assistants are game changers, streamlining everything from registration to real-time performance updates.

But these are just a few of the benefits an event bot has to offer. To discover more, keep reading as we explore further advantages of adopting a chatbot for event management!

What Is an Event Chatbot?

Before diving into the benefits, let’s start by defining what an event chatbot is. What comes to mind when you think of a chatbot? Most likely, your answer is going to have something to do with customer support. However, they are much more than that. 

Event chatbots are automated, conversational virtual assistants designed to perform tasks like generating content based on a prompt given to them. From creating event checklists to sharing event performance data, event organizers can leverage this tool. You can also use them on event websites or event apps to provide quick answers to attendees to enhance the event experience.

In short—it doesn’t matter what type of event you’re organizing, whether it’s in-person, online, or hybrid, an event bot can help you save time and energy.

7 Benefits of Using an Event Chatbot

Managing events is never easy. It involves juggling thousands of tasks, all while coordinating between various parties. An event bot can significantly ease this complexity by automating redundant tasks, providing quick support, and much more. Let’s dive into some more benefits of integrating a chatbot into your event planning and execution.

1. Streamline the Registration Process

There’s a long and ever-growing line of attendees, and you have to get them all registered then and there. Doesn’t sound like an easy or fun task, does it? That’s why an event bot makes more sense. Because one of the key advantages it offers is its ability to speed up the event registration process.

For starters, automation helps save organizers and participants valuable time and energy. Plus, another great benefit is that these bots are available 24/7. This means they allow attendees to register at their convenience, even outside regular business hours. This small change can easily boost your event registration rates and improve satisfaction.

After registration, event bots can promptly send confirmation messages and tickets. This eliminates the need for any additional follow-ups. It also means no more anxiety wondering what’s taking the confirmation so long!

2. Save Time, Money, & Precious Resources

Event management involves hundreds of manual, redundant tasks that take way too much time to execute. For instance, tasks like entering attendee information into databases or issuing tickets. This means precious resources become preoccupied with menial work.

An event bot can save you from all that. By delegating repetitive administrative tasks to the chatbot, your team of event planners and organizers are free to focus on more strategic activities, such as decision-making and networking.

Lastly, such automation minimizes the risk of any human error. This helps prevent costly mistakes, saving you loads. All in all, handing over manual tasks to a chatbot leads to a more efficient event management process.

3. Collect Real-Time Data About Attendee Behavior

Chatbots excel at collecting and analyzing data on attendees and their behavior in real-time. As participants interact with the event chatbot, it can instantly capture insights about their preferences and actions. This continuous stream of data can help organizers identify trends and patterns in attendee behavior that might otherwise go unnoticed. 

For example, you could ask the chatbot which sessions or speakers are the most engaging and which topics spark the most interest. You can then use this information when planning future events, or even when moving around the schedule for the current event.

Another great benefit of using event bots is that they can collect attendee feedback in real-time too. And with such valuable feedback in hand, you can make adjustments on the fly, improving the event experience as it unfolds. Without chatbots, gathering and organizing all this data manually would be nearly impossible. Human staff simply can’t keep up with tracking interactions and feedback at such a scale.

4. Focus on Data-Driven Decision-Making

After you automate attendee data collection with an event bot, this frees up time for you to focus on more important, strategic matters. Instead of relying on outdated or speculative information, you get access to precise insights about how attendees interact with your event. 

This means you can allocate your newly freed-up time to actually analyze this data and inform future decision-making. Ultimately, all this results in you making data-driven decisions with a higher degree of accuracy and confidence.

Additionally, by basing your strategies on real data, you reduce the risk of making any decisions that might miss the mark. So this approach not only helps in avoiding potential pitfalls but also provides a deeper understanding of attendee interactions. With these insights, you can make targeted improvements, leading to more effective and engaging events. 

In other words, data-driven decision-making enables you to respond proactively to attendee needs and trends, ensuring that each event you organize is better than the last.

5. Send Immediate Updates & Customized Communications

An event chatbot can greatly improve how you interact with attendees at events by offering personalized, timely, and relevant help. For example, if an attendee has signed up for a session, the chatbot could remind them 15 minutes before it starts. It could also show them a map to help them find their next session.

Similarly, the chatbot can keep attendees updated with instant notifications about any changes to the schedule or important announcements. This helps everyone stay informed and avoids confusion, making the event run more smoothly.

In addition to real-time updates, the event chatbot can provide customized communication. It can give attendees personalized schedules, suggest sessions they might like based on their interests and even help them network with others who have similar preferences. This way, everyone can make the most of the event and connect with opportunities that suit their interests.

6. Provide Better Attendee Support

No one likes waiting, especially when they’re in trouble and are looking for help. This means in order to enhance the attendee experience, it’s vital to offer immediate support. However, providing quick support is only part of the puzzle. The support must also actually be of use to the attendee, offering tailored suggestions to their specific issue at hand.

Accomplishing all this manually isn’t easy. But all this can be solved by using a chatbot for event management. Chatbots ensure that attendees have quick access to the information they need, making their experience seamless and enjoyable. Plus, they are available 24/7, providing round-the-clock support. This is key for global events where participants span multiple time zones. In fact, 64% of users admit that the 24-hour service is the most helpful feature of a chatbot.

Additionally, by automating responses to common queries and issues, you reduce the strain on your customer support team. This enables them to focus on more complex issues that require personal assistance. This approach not only improves efficiency but also ensures that every attendee receives the attention they deserve.

7. Improve Data Analysis & Reporting

Lastly, an event chatbot can greatly simplify data analysis and improve reporting. Instead of sorting and analyzing data to formulate a concrete report, you can automate it with a chatbot. Chatbots streamline the entire analytics process by automatically generating detailed reports and insights after each session, talk, or event. These reports provide useful information for evaluation and future planning, making it easier to assess what worked well and what needs improvement.

The reporting functionality isn’t limited to post-event analysis though. Even during the event, you can use an event bot to track and monitor performance metrics such as registration numbers, session attendance, and interaction rates. This immediate feedback enables you to gauge success or identify issues as they arise, so you can make timely adjustments on the go.

Plus, advanced analytics can also help uncover trends and patterns that might not be immediately obvious otherwise. This, again, offers you deeper insight into attendee behavior and preferences, helping you refine your strategies and ultimately create more successful events.

Key Characteristics Your Event Chatbot Should Have

Now that we’re done understanding, “What is event chatbot?”, it’s time to focus on finding the right one for your next event! There are certain characteristics every well-designed chatbot should have, like ensuring data security or easily scaling as your needs grow. Let’s dive into what these essential features are so you end up with an event bot that’s perfect for you.

1. User-Friendly Interface

A user-friendly interface is crucial for ensuring that all users, regardless of their tech-savviness, can easily navigate the event bot. Look for a design that is simple, intuitive, and accessible for anyone with audio-visual or cognitive disabilities as well. Having a well-designed interface helps minimize confusion and enhances the overall user experience, making it easier for users to find the information they need quickly and efficiently.

2. Secure

Security is a top priority for any event chatbot. Ensure that the event chatbot you pick adheres to data protection standards and relevant regulations. Robust encryption and secure data handling practices are essential to protect sensitive attendee information and prevent any data breaches. Remember, the goal of any successful event is to ensure a safe and trustworthy experience for all.

3. Scalable

As your event grows, so will the volume of user interactions. So, choose a scalable chatbot that is built to handle increased traffic and a higher number of queries without compromising performance. This flexibility is vital for accommodating large events and ensuring that every attendee receives prompt and reliable support, regardless of the number of participants.

4. Accurate

The event chatbot you pick should provide accurate answers to attendee and organizer questions alike. There shouldn’t be any need for further follow-up or re-checking. Having an accurate chatbot also improves user satisfaction by ensuring that everyone receives the correct information quickly.

5. Customizable

Since the chatbot is going to be an integral part of your event, it naturally follows that it should reflect your event’s or company’s branding. This is why having a customizable event bot is so important, so you can adapt its appearance, tone, and communications to align with your brand’s identity.

6. Multilingual Natural Language Processing

For international events, it is crucial that you adopt a chatbot with multilingual natural language processing. This capability allows the chatbot to interact with attendees in multiple languages, making it accessible to a global audience.

7. Integration Capabilities

Finally, make sure the chatbot can easily work with your event management platform and CRM system. This way, all your data stays up-to-date and organized. Integration saves time and ensures that all data is synchronized, providing a cohesive management experience.

What the vFairs Event Chatbot Can Do for You

While you’re on the hunt for the right chatbot for event management, let’s go over everything the vFairs event bot has to offer.

Quicker Analytics With Built-in Reports

With the vFairs Reporting Chatbot, you can easily choose which report type you want to generate, from Event Stats, Booth Stats, and Webinars. Or, for quick answers, you can just chat directly with the AI-powered event bot to ask for relevant data about your event. You can also easily download this chat for future reference and event debriefs.

Our chatbot also comes with a reporting dashboard, so you can view all your event data at a glance. We’ve also paid special attention to the interface, ensuring that it is simple and intuitive to navigate through. Similarly, all the data is also presented in a user-friendly and simple manner, so you never get confused or bogged down in the details.

We’re excited to grow our chatbot and envision great things for it. In fact, here’s what Salman Saeed, Director of Product Management at vFairs had to say about it:

“vFairs Reporting Chatbot has been designed to revolutionize the way event organizers gather insights from their events. It provides users the ability to ask specific questions, such as the number of attendees, which booths received the highest visits, and which webinars garnered the highest views.

With this conversational chatbot, organizers can effortlessly access valuable event data and gain actionable insights. It will streamline the process of gathering and analyzing event metrics, providing event organizers with the necessary information to measure success and make informed decisions for future events.”

Seamless Content Repurposing Into Blog Posts & More

Once you’re done with a webinar, why let all that amazing content and hard work just go to waste? More people deserve to go through it and learn from it. That’s why with vFairs AI-powered chatbot, you can reuse your webinar to create content for various channels. Not only does this feature save you time and effort, but it’s also a great way for engaging audiences across multiple platforms.

With the vFairs Webinar Summary and Chapterization feature, you get to turn precious content into blog posts, webinar summaries, social media posts, newsletters, emails, and more! Now, no more long hours of research and painstaking planning will ever go to waste after your live webinar ends.

Custom Content Creation in a Snap

Last but not least, vFairs offers you the capability of creating custom content for all your needs. Our AI Writing Assistant can help you with email campaigns, social media posts, landing page copies, video scripts, press releases, and much, much more.

These tools enable event organizers to customize virtual environments, sessions, and interactive features to better align with their specific event branding and goals. You can easily and swiftly adapt layouts, graphics, and content, ensuring that each event is unique and visually engaging.

Upcoming Chatbot Capabilities to Look Out For

These features are just the beginning. We’re constantly trying to innovate and introduce new functionalities to improve user experiences and enhance efficiency. As part of this initiative, we’ll be expanding the chatbot’s capabilities available to organizers in the upcoming months.

A major update you can expect soon is experiencing our chatbot’s intelligent assistance directly within the mobile app. This guidance will provide greater support to attendees by instantly answering their queries related to sessions and event agendas.

This is just one of the many features we’re working on to improve our chatbot. So, stay tuned if you’re looking for ways to save time and streamline event management!

The Final Word

Hopefully, by now you see the endless benefits that an event chatbot has to offer! By adopting the right chatbot, you can entirely streamline your event management process, reduce redundant work, and elevate attendee experiences.

From personalized communication to seamless data handling, event chatbots offer a range of advantages that make them indispensable for event planning. As technology continues to advance, the evolving features of event chatbots promise even greater improvements. Embracing these innovations will help you stay ahead in the competitive world of event management (and free up time to enjoy it as well)!

Luncheon events are incredibly versatile and can range from casual gatherings to highly formal affairs. For example, you might host a simple office luncheon, or you could plan something as formal as the annual White House luncheon, which has been a tradition since 1897. Other examples of formal luncheons include the prestigious Pulitzer Prize luncheon at Columbia University or the Oscar-nominees luncheon, which hosted 150 nominees in 2012.

Regardless of the type of luncheon you’re planning, successful execution requires careful attention to detail. As an event planner, your goal is to ensure that guests have a great time and leave with a positive impression, whether the event is casual or steeped in tradition.

What is a Luncheon Party and Why Should You Host One?

A luncheon is a mid-day meal typically hosted for business or social purposes. It can be either a formal or informal event, depending on the occasion and the host’s preferences. Unlike formal dinners, luncheons have a more casual, relaxed vibe and often feature lighter meals and desserts. 

It’s also important to note that while the terms luncheon vs lunch are often used interchangeably, a luncheon typically refers to a more organized and event-driven meal, often with a specific purpose or theme. Lunch is generally more informal and can be a simple, everyday meal.

Here are some compelling reasons why hosting a lunch event is beneficial:

Networking Opportunities

 Luncheon events provide a friendly and easygoing environment, making them ideal for socializing and connecting with others. Guests can enjoy a variety of flavors without feeling overly stuffed, facilitating better conversations and connections.

Cost-Effectiveness

Compared to large evening events like galas and conferences, luncheon events are more budget-friendly. The costs for food and beverages are generally lower, making luncheons an economical option for event hosts.

Fundraising Potential

Nonprofits often use luncheon events for fundraising opportunities. Ticket sales or auctions at these events can help raise funds for specific causes or purposes, allowing attendees to contribute generously while enjoying a pleasant meal. 

Effective nonprofit event planning ensures these luncheons are well-organized and impactful, maximizing both attendance and contributions. If you decide to raise funds by hosting the event virtually, it is extremely beneficial for you non-profit.

You can  reach a wider audience, eliminating geographical barriers and reducing event costs. Additionally, virtual events can provide a flexible and convenient platform for donors to contribute, increasing overall participation and engagement. Here are a couple of virtual fundraising ideas that you can implement.

Types of Luncheon Entertainment Ideas

Luncheon events can take many forms, depending on their goals, audience, and format. Here are some popular luncheon program examples to explore:

1. Networking Luncheon

These luncheons, typically hosted by businesses or professional groups, provide an opportunity for attendees to connect, discuss business strategies, and share ideas. Including icebreakers or guest speakers who offer networking tips can enhance the experience.

2. Fundraising Luncheon

Charitable organizations often organize fundraising luncheons to support their causes. Activities like silent auctions or raffles can boost contributions and keep participants engaged.

3. Corporate Luncheon

To show appreciation for employees’ efforts, companies might host corporate luncheons. These events often feature keynote speakers, award presentations, recognition speeches, and team-building exercises to foster a positive work environment.

4. Professional Association Luncheon

Professional associations frequently hold luncheons for their members, offering guest speakers, workshops, or panels on industry-specific topics. These events provide valuable learning opportunities about the latest trends and best practices in the field.

5. Product Launch Luncheon

When launching new products or services, companies may organize luncheons to introduce these innovations to clients, customers, and the media. Product demonstrations, tastings, or hands-on experiences allow attendees to engage directly with the new offerings. These events also provide excellent networking opportunities with industry influencers.

6. Educational Luncheon

Schools, colleges, and educational institutions might host educational luncheons to discuss new programs, policies, or achievements. These events can include presentations by educators, discussions on educational trends, and recognition of student or faculty accomplishments.

7. Client Appreciation Luncheon

Businesses can organize luncheons to show appreciation to their clients for their support. These events can include personalized acknowledgments, exclusive previews of upcoming products, or special offers as a token of gratitude.

8. Awards Luncheon

An awards luncheon is designed to recognize and celebrate achievements within a company or organization. These events typically include the presentation of awards, speeches, and often a formal meal, making it a prestigious occasion for attendees.

9. Team-Building Luncheon

To strengthen team dynamics and morale, organizations can host team-building luncheons. These events might include interactive games, workshops, or activities designed to improve collaboration and communication among team members.

10. Community Luncheon

Local community groups or municipal bodies may organize community luncheons to discuss local issues, celebrate community achievements, or simply foster a sense of belonging among residents. These events often feature speeches from community leaders and opportunities for attendees to voice their opinions. 

These community event ideas for nonprofit organizations can be integrated into these luncheons, enhancing their purpose and impact.

Serving Styles for Your Luncheon Event

When planning a luncheon event, it’s crucial to carefully select the food and drink options. Here are some ideas to consider:

Buffet

A buffet-style lunch event allows guests to serve themselves from a variety of dishes. This option is ideal for larger gatherings, providing flexibility and a range of choices to satisfy different tastes.

Plated Meal

For a more formal luncheon, consider a plated meal where guests select from a pre-set menu. This approach adds an elegant touch and ensures a structured dining experience, fitting well with a formal luncheon agenda.

Boxed Lunches

Boxed lunches are perfect for lunch events where guests might need to take their meal with them, such as conferences or seminars. They are convenient and can be tailored to individual preferences.

Dessert Bar

A dessert bar offers an assortment of sweet treats for guests to choose from. This is an excellent idea for bridal or baby showers, adding a delightful end to the meal and serving as a fun luncheon entertainment idea.

Signature Drink

Offering a signature cocktail or mocktail can add a unique and special touch to your luncheon program. It enhances the event’s theme and provides a memorable experience for the guests.

Tips for Hosting a Luncheon Party

Here are some tips on how to host proper lunch and make your event a hit:

Plan in Advance

Start your planning process early. Identify the event’s purpose, the number of attendees, and the outcomes you hope to achieve. Create a detailed timeline, delegate tasks, and establish a budget. Proper organization will help your luncheon party run smoothly.

Select the Right Venue

Choose a venue that fits the size and purpose of your luncheon event. Ensure there are enough seats for everyone, including accommodations for guests with mobility issues. Arrange tables to encourage interaction and provide enough space for easy movement. Consider adding decorations, music, or other entertainment to make your guests feel at ease.

Design the Menu Thoughtfully

Take into account your guests’ dietary needs, preferences, and cultural backgrounds when planning the menu. Provide a variety of options, such as a buffet with different dishes, finger foods, and dessert stations. 

This approach caters to diverse tastes and ensures everyone finds something they enjoy. Include visually appealing presentations to enhance the dining experience.

Implement Sustainable Practices

Adopt sustainable practices for your luncheon event. Use reusable or compostable serving and packaging materials to reduce waste. Choose locally sourced or organic food to minimize environmental impact. Utilize energy-efficient lighting and equipment to conserve energy.

Consider Timing

When scheduling your lunch event, especially for corporate settings, consider the availability and preferences of your attendees. Choose a date and time that accommodates most schedules, taking into account work commitments and time zones. Communicate the event details well in advance to ensure maximum participation.

Promote the Event

Use a mix of digital and personal communication methods to promote your luncheon party. Create engaging content for social media, highlighting key details and special features of the event. Utilize event management tools for registration and ticketing to streamline the RSVP process and gather valuable data.

Send Invitations Early

Dispatch invitations well ahead of the event to give guests ample time to RSVP and plan their schedules. Include all essential details, such as the date, time, location, RSVP deadline, guest list, and any special instructions. Mention the dress code to ensure guests come prepared.

Create a Welcoming Atmosphere

Focus on creating a welcoming and comfortable atmosphere for your luncheon event. Align your decor and ambiance with the event’s theme and style. For formal events, use elegant decor and lighting. For casual gatherings, incorporate natural elements and bright colors. Use lighting to set the mood, and add fresh flowers for a touch of elegance. Choose background music that complements the event and enhances the overall experience.

Ensure Friendly Staff

Hire staff who are friendly, approachable, and attentive to guests’ needs. A warm greeting and helpful demeanor can make attendees feel valued and welcome.

Have a Clear Program or Agenda

Establish a clear luncheon agenda to keep the event organized and inform guests of what to expect. This helps manage the flow of the event and ensures everything runs smoothly.

Facilitate Networking

Encourage networking by providing name badges and organizing structured networking sessions. Utilize networking apps to help attendees connect before, during, and after the event. These strategies foster meaningful interactions and collaborations.

Provide Adequate Staffing

Ensure there are enough staff members to handle setup, food preparation, serving, and logistical management. Adequate staffing ensures the event runs smoothly and any issues are promptly addressed.

Offer Engaging Activities

Incorporate activities that will keep guests entertained and engaged. Consider short presentations or speeches relevant to the event’s theme. Organize trivia games or quizzes to encourage interaction and fun.

Follow Up After the Event

Thank your guests for attending before the event concludes. You can do this with a closing speech, thank-you announcement, or personal goodbyes. After the event, send follow-up emails or thank-you notes to express gratitude and gather feedback. This shows your appreciation and helps improve future events.

Host a Perfect Luncheon Event with vFairs

Use vFairs to host your luncheon event and ensure a seamless and professional experience. vFairs’ event management software offers comprehensive tools for organizing and executing virtual, hybrid, and in-person events. 

With features like custom event websites, online registration, live chat, and networking capabilities, our event management software for nonprofits simplifies the planning process and enhances attendee engagement. Their platform also supports fundraising through integrated donation options and gamification, making it ideal for nonprofit organizations aiming to maximize their impact and reach a wider audience.

These conferences offer more than just theoretical knowledge. They provide hands-on workshops, technical sessions, opportunities to interact with industry experts, and insights into the latest developments in machine learning, deep learning, and other AI subfields. 

Let’s now explore the best AI conference 2024.

Upcoming AI Conference in 2024

1. Ai4 2024

Date: August 12-14, 2024. 

Location: Las Vegas, Nevada, US. 

About the AI Conference

The Ai4 conference, established in 2018, is the epicenter of the global AI ecosystem. Besides learning about AI, you can get to network with industry leaders and experience the the vibrant city of Las Vegas.

Why You Should Attend

The Ai4 2024 conference will feature over 350 speakers, including top industry AI speakers, and expects 4,500 attendees from more than 75 countries.

In addition to utilizing private networking applications, the event is capitalizing on event tech, including recorded event sessions post-event, to facilitate access to content for attendees post-event.

About Tickets

One of the best AI events 2024, Ai4, costs around  $1,695. For more information, click here. 

2. The AI Conference

Date: September 10-11, 2024

Venue: The Embarcadero, San Francisco

About the AI Conference

The AI Conference in San Francisco is among AI enthusiasts’ most highly anticipated events. 

The AI Conference is an unprecedented meeting of minds at The AI Conference 2024! This event will feature an exclusive Fireside Chat with two luminaries in the field of artificial intelligence: Robert Nishihara, Co-founder of Anyscale, and Mark Chen, Head of Frontiers Research at OpenAI.

Why You Should Attend

The AI conferences has it all. It comprises three main tracks:

• Builders Track: For AI developers, engineers, and founders working on AI product development.
• Technical Track: Geared towards engineers, researchers, and those interested in advanced algorithms and optimization techniques.
• Strategy Track: This track is designed for leaders, strategists, and decision-makers, and it focuses on the ethical implementation of AI, AI promotion, and its economic and societal impacts.

About Tickets

The event takes full advantage of online registration with ticketing and tiered pricing, offering early bird discounts, VIP access, and more.

The AI Conference offers the following ticket types:

• General Admission: $1,399
• Team Tickets: $1,139
• Late Bird: $1,899

You can learn more about the AI Conference here. 

3. AI For Defence Summit

Date: September 11-12, 2024

Venue: Washington DC, United States

About the AI Conference 

The 3rd Annual AI for Defence Summit is a highly anticipated two-day event that will unite members of the Department of Defence’s military services, the federal government, the IC industry, and academia.

Why You Should Attend

At the AI Conference, the focus will be on exploring artificial intelligence’s revolutionary role in advancing defense capabilities, gaining a decision advantage, accelerating digital transformation, and enhancing national security.

About Tickets

Regarding ticketing, the summit offers the following types of tickets:

• Industry/Contractor for Two-Day Summit – $1,299 (Save $200 on an early bird discount with booking and payment before August 16, 2024)
• Nonprofits, Academia FFRDCs, and Foreign Military (with proper ID and associated email) for Two-Day Summit – $790 (Save $100 on early bird discount with booking and payment before August 16, 2024)
• Active-Duty US Military and Government Employees (with proper ID and associated email) for Two-Day Summit (Pre-Registration) – FREE

You can learn more about the event and ticketing from here.

4. Dreamforce

Date: September 17-29, 2024 

Venue: CA at Moscone Center, SanFrancisco

About the AI Conference

Dreamforce is one of the largest AI conferences in 2024. This year’s event will focus on how companies can become an AI Enterprise.. 

Why You Should Attend

The three-day conference will bring the brightest minds in the industry together to learn everything possible about AI for business and beyond.

About Tickets

Currently, the standard ticket price for the AI conference is $1,999.

You can learn more about the ticket types and the conference here. 

5. PyTorch

Date: September 18-19, 2024

Venue: CA, San Francisco

About the AI Conference

PyTorch is a cutting-edge AI conference known for its open-source and machine-learning framework.

Why You Should Attend

The two-day conference will unite top researchers, developers, and academic communities to promote collaboration and advance end-to-end machine learning technology.

In addition to keynote sessions and event swag, the AI Conference has arranged breakout sessions for attendees to network and connect to maximize new opportunities.

In 2024, Dreamforce will host one of the best generative AI conferences. It will focus on the intersection of open-source generative AI and machine learning.

About Tickets

The AI conference offers the following ticket categories:

For Attendees:

• Standard ticket price: $699
• Late pricing: $849

For Academics:

• Standard pricing: $249
• Late pricing: $249

You can learn more about the event and pricing over here. 

6. Ray Summit

Date: September 20 – October 2, 2024

Venue: Marriott Marquis, San Francisco

About the AI Conference

Ray Summit claims to be one of the world’s largest AI conferences. The highly anticipated open-AI conference offers in-person training sessions to enhance your skills in GenAI and LLMs.

Why You Should Attend

It is a gathering for open-source AI infrastructure leaders to learn from and share their experiences. The conference offers many networking opportunities and ways to explore cutting-edge AI tech.

In addition to hands-on expert-led workshops, the AI conference provides a multitude of networking opportunities to facilitate interaction with the foremost innovators in the AI industry.

About Tickets

This unique artificial intelligence event has yet to disclose its pricing. However, you can create an account and log in to the event to learn more about it. Here is the link. 

7. AI & Big Data Expo

Date: October 1-2, 2024

Venue: RAI, Amsterdam

About the AI Conference 

The AI & Big Data Expo is considered one of the top AI conferences in 2024. This highly anticipated event will cover data monetization, AI-driven personalization, enterprise adoption of AI, and more.

Why You Should Attend

The two-day event will feature a panel discussion with industry experts, workshops, live demonstrations, solution-based case studies, and numerous networking opportunities.

The AI & Big Data Expo is set to unite renowned C-suite executives and speakers from top international enterprises. The conference promises valuable networking opportunities with business and strategy leaders as well as data and engineering experts.

About Tickets

The AI conference offers a two-day gold pass for $710 and an ultimate pass for $899, including free entry to the content library hub and an expo pass. For more information about the event, you can visit the official website.

8. World Summit AI

Date: October 9-10, 2024. 

Venue: Taets Art & Event Park, Amsterdam

About the AI Conference

The World Summit AI conference, established in 2017, is a global AI conference. 

It will cover a wide range of industry topics, ensuring that there’s something for everyone and launching the launchpad for the latest AI products and services. 

Why You Should Attend

This year, AI summit insiders are covering stories about the impact of Human AI convergences, cybernetics, and AI’s inlay on equity, employment, and the economy. 

With the best brains of AI on the speaker’s panel, the conference harnesses event tech through a dedicated event networking app, on-demand content, and 24/7 customer support, ensuring a seamless attendee experience.

About Tickets

• Early bird onsite experience – vip package – €1,899 + local taxes
• Early bird onsite experience – expo and content – €1,499 + local taxes
• Early bird onsite experience – expo only – €919 + local taxes
• Early bird onsite experience – vendor and consultant – €2,599

These prices are subject to increase on September 27. For booking and additional details, please visit the event’s official website.

9. Big Data Conference Europe

Date: November 19-22, 2024

Venue: Hybrid – Vilnius, Lithuania, and available online.

About the AI Conference

The conference includes an in-person workshop on the first day and a hybrid teleconference over the next three days. 

Why You Should Attend

The agenda features topics in AI, such as ChatGPT, deep learning, and predictive analytics. Attendees from all backgrounds, inside and outside Europe, participate in this event.

Apart from the networking opportunities at the AI conference, there are event gamifications, a workshop, and a cinematic-style venue with comfortable seating.

About Tickets

• Four-day full ticket – €950
• Three-day onsite ticket – €730
• Three-day online ticket- €730

You can find more information about the event and its ticket prices on their website. Click here. 

10. AI World Congress 2024

Date: November, 27-28, 2024

Venue: Kensington Conference and Events Centre, London

About the AI Conference

The AI World Congress 2024 will be a two-day AI seminar. This AI conference features the top industry experts, researchers, and thought leaders who are actively shaping the future of artificial intelligence. 

Why You Should Attend

The AI Conference includes sessions covering topics such as AI governance, Larger Language Models (LLMs), applications of AI and ML, and more.

The conference is finalizing the advanced technology it will use to ensure an exceptional event experience. We can confirm that the AI conference will feature highly anticipated keynote speaker sessions and much more.

About Tickets

The AI conference offers the following ticket types and prices:

– Early Bird: £495

– VIP Pass: £695

– Full Price: £2,250

You can get more information about the AI conference here. 

Learn, Network, and Implement at AI Conferences

AI conferences offer more than just an opportunity to learn about the future of AI. These AI networking events provide valuable networking opportunities, allowing you to connect with some of the brightest minds in the industry.

These conferences are working with top event management companies to ensure the use of cutting-edge event technology, providing attendees with an exceptional experience. Many event technology partners already incorporate AI into their event tech, such as vFairs with AI-powered event tools.

So, take advantage of this opportunity to immerse yourself in AI and learn about AI in events, science, and other sectors at some of the best artificial intelligence conferences in 2024.

The Problem: Fragmented Payment Systems

Let’s face it: managing payments for events, especially on a global scale, has been a headache. Event organizers often find themselves juggling multiple payment gateways, each with its own setup process and user interface. This fragmentation not only complicates the organizer’s job but also creates inconsistent experiences for attendees, potentially leading to abandoned registrations and lost revenue.

The Solution: vFairs Payment Marketplace

Our new Payment Marketplace feature is designed to simplify this complex landscape. Here’s why:

1. One-Click Activation: Access over 30 payment gateways with a single toggle in your vFairs event dashboard.
2. Global Reach: Offer localized payment options to attract and accommodate attendees worldwide.
3. Uniform Checkout Experience: Provide a consistent, user-friendly payment process regardless of the chosen gateway.
4. Real-Time Tracking: Monitor payment statuses and attendee activations instantly.

The Impact: Beyond Convenience

While the immediate benefits of streamlined payments are clear, the implications of this feature go much deeper. By consolidating payment options, we’re not just cutting costs – we’re transforming how events operate globally.

1. Enhanced Security: With fewer systems to manage, event organizers can better control and oversee security aspects, reducing potential vulnerabilities.
2. Improved Attendee Satisfaction: A smooth, familiar payment process increases trust and reduces friction, potentially boosting registration completion rates.
3. Data-Driven Insights: Centralized payment data allows for more comprehensive analytics, helping organizers make informed decisions about future events.

The Bigger Picture: Tech Stack Optimization

The Payment Marketplace is part of a larger trend I’m seeing in the industry: the optimization of tech stacks. In today’s economic climate, businesses are reevaluating their tools, looking for solutions that offer cost savings, operational efficiency, and strategic value.

By integrating multiple payment options into a single, user-friendly interface, we’re helping event organizers streamline their tech stack. This not only simplifies operations but also aligns with the growing demand for consolidated, efficient technology solutions.

Looking Ahead: The Future of Event Payments

As we roll out the Payment Marketplace, we’re already thinking about what’s next. We’re exploring possibilities like:

1. AI-driven payment recommendation systems
2. Enhanced fraud detection capabilities
3. Integration with emerging payment technologies like cryptocurrencies

The vFairs Payment Marketplace is more than just a feature – it’s a step towards reimagining how we approach event technology. By simplifying payments, we’re not just solving a logistical problem; we’re opening up new possibilities for global engagement and event growth.

As always, we’re eager to hear your feedback and insights as we continue to evolve and improve our platform. Experience the ease of payments first-hand, book a demo.

Mobile App Updates

New In-App Chatbot: Your Virtual Assistant

Introducing our new conversational chatbot on the vFairs mobile app! Designed to enhance your user experience, the chatbot offers instant support and guidance.

Our chatbot is your virtual assistant, ready to assist you with navigating the app, answering frequently asked questions, and providing helpful information. It uses keyword-based technology to deliver quick and relevant responses.

Improved Badge Design and Printing Flexibility

Create professional badges that perfectly showcase your brand and suit your event’s needs. This will be the first impression for your event audience. This new improved functionality will help you do the following:

• Create bold specific fields on your badges to draw attention to crucial details.
• Switch between 203 DPI and 300 DPI printers without compromising badge quality. 

Virtual Event Platform Updates

Design Your Ideal Event Space with Stunning Floor Plans

Bring your vision to life while setting up your event floor plan. The vfairs floor plan builder helps you easily customize your event layout to create easy accessibility for attendees.

Now you can create stunning as well as functional floor plans by adding, removing, and rearranging booths on your own, customizing with your branding for a professional look, and linking specific areas to sessions for easy navigation. You can also monetize your space by charging exhibitors for booth rentals.

This feature includes:

• Creation Tools: Easy-to-use drawing tools for designing floorplans from scratch.
• Editing Capabilities: Options to modify existing floorplans.
• Integration: Seamless integration of the floorplan with booth creation form to allow booth representatives to reserve spots for the event.
• Attendee Capabilities: Ability to integrate floorplan with web and mobile app events to allow attendees to navigate different session and exhibitor-specific spots on the venue.

Replicate Your Event Success with Clone Event Feature

Save time and resources to build your next successful event with our vFairs clone event feature. Duplicate your most successful events, including design elements, configurations, and personnel. You can now focus on creating new experiences while maintaining consistency.

Add Location Data In Your CSV Uploads for Sessions & Webinars

Provide greater information control when importing session data. To better accommodate your specific requirements, we’ve added new fields to the CSV template: “Location Name” and “Location Link” for you to specify more details in sessions and webinars.

A Self-serve Setup To Manage Tradeshows

Setting up a tradeshow with all of its elements involves a detailed planning process. The new self-serve tradeshow setup is here to sort out all of your worries from setting up booths to showcasing your products and engaging with attendees.

With dedicated tradeshow menus, easy product filtering, and bulk import options, you can spend less time on administrative tasks and more time focusing on what truly matters – driving results.

Event Management Platform Updates

Convert Attendees into Leads with Zapier Integration

Capturing attendee information and nurturing leads was not that easy. Our Lead Capture App is now synced with your CRM through Zapier to ensure no lead goes to waste.

This automated data transfer and efficient follow-up will give you multiple benefits including:

• Real-time lead synchronization
• Improved lead quality and conversion rates
• Increased sales and marketing efficiency

Streamline Your Review Process with Abstract Management Reviewer Flow

Gain complete visibility into abstract evaluations with our new reviewer flow. Now you have access to detailed feedback and insights provided by reviewers. By centralizing evaluation data, you can make informed decisions about submissions and identify top contenders.

This feature provides a comprehensive overview of each submission, including reviewer ratings, comments, and acceptance status. With this centralized access, you can simplify the abstract selection process and improve overall efficiency.

Manage Users Directly From Search Resume

Now you no longer need to navigate multiple screens or menus to change attendee statuses. With this new update, you can quickly activate and deactivate attendees directly from the search resume feature. This powerful addition offers several benefits:

• Quick selection: Easily choose specific attendees for management.
• Clear status visibility: Instantly see if an attendee is active or inactive.
• Efficient filtering: Filter attendees based on their status (active or inactive) for targeted actions.
• Bulk actions: Activate or deactivate multiple attendees simultaneously.
• Individual control: Maintain granular control by activating or deactivating specific attendees as needed.

See the full update here.

Import Group Registrants in Seconds with Import Mapper

Avoid manual data entry and improve your registration process with the new import mapper. This functionality allows you to upload both individual and group registrants using a single CSV file. This means no more tackling multiple spreadsheets or spending countless hours inputting data.

Here’s what this means for you..

• Import all your registrants, including group members, in one simple step.
• Use the same CSV template for both individual and group registrations.
• The system intelligently assigns group members to the correct parent registration.

That concludes our product updates from July. We hope these updates will make your experience with vFairs more engaging and you will able to scale with your events. 

Get in touch with us today to start using these features and stay tuned as we come back with a lot more excitement next month!

Attendees will have the chance to connect with potential employers and explore a wide array of job opportunities. Employers can engage with qualified candidates, enhancing their recruitment efforts significantly.

“We are thrilled to introduce the vFairs App, improving the experience for both job seekers and employers while reducing the need for printed materials,” said Vickie Martin, Executive Director of CFEC.

This year’s job fair features the new Mobile Job Fair App, funded partially by Dr. Phillips Charities. In celebration of the council’s 30th anniversary of hosting the largest job fairs in Central Florida six times a year, this app offers an innovative approach to matching job seekers with employers. The app enables employers to access resumes and interest levels of all attendees, extending the impact of the job fair from a four-hour in-person event to a two-day hybrid event. This change represents a twelvefold increase in the likelihood of employers filling open positions. Over 3,800 app registrants in July interacted with employers for a full week after the job fair, boosting interactions by 200%.

The Mobile Job Fair App enhances the event’s success through in-app communications between employers and job seekers, improving the talent pipeline during and after the event. Additionally, the app’s data collection capabilities enable CFEC to make informed decisions for future job fair locations based on demographic insights.

“We are proud to support CFEC’s 24th Annual Governor’s Job Fair, offering a platform for more efficient and effective connections between job seekers and employers through the innovative Mobile Job Fair App,” says vFairs CEO, Muhammad Younas.

About Central Florida Employment Council 

The Central Florida Employment Council is a non-profit organization committed to facilitating connections between employers and potential employees to enhance the employment landscape for all.

About vFairs 

vFairs is an all-in-one event management platform that powers in-person, hybrid, and virtual events. Our technology empowers companies worldwide to host custom, immersive events and achieve remarkable results. The platform features immersive virtual venues, advanced networking, world-renowned customer service, and many features to help you host unforgettable events.

This groundbreaking event is tailored for business professionals, owners, and small to mid sized enterprises eager to expand their global footprint. It also targets commodity traders looking to do business in the extended BRICS countries (Brazil, Russia, India, China, South Africa, Saudi Arabia, the UAE, Egypt, Ethiopia, Iran, Malaysia, Thailand, Venezuela, and Turkey). Attendees will gain invaluable insights from industry experts, participate in live meetups, and engage in comprehensive online training and expert-led seminars.

The BRICSX Marketplace Conference is unique as it is the first event of its kind, focusing on goods and commodities trading. It brings together a community of buyers and sellers with experts who can help companies succeed in BRICSX countries. Participants will not only conduct business and trade but also have access to insightful articles and practical resources tailored to navigate the complexities of foreign trade and international business. For a small monthly fee, interested individuals can join the BRICSX Marketplace Community to connect with traders, learn best practices, and grow their businesses in these countries.

“Joining the BRICSX Marketplace Member Community, and attending our conference, offers unparalleled benefits for anyone passionate about global trade and business growth. By becoming a part of our dynamic network, you’ll connect with like-minded professionals who share your enthusiasm for international commerce,” said Deb Dietz, Media Contact at SMB Value Partners, Inc.

Muhammad Younas, CEO of vFairs, expressed his enthusiasm for the partnership, stating, “We are thrilled to collaborate with SMB Value Partners, Inc. for their BRICSX Marketplace Conference. Our platform is designed to facilitate meaningful connections and provide an immersive experience, ensuring that all participants can engage effectively and contribute to the vital discussions on global trade and business growth.”

About SMB Value Partners, Inc. SMB Value Partners, Inc. is dedicated to fostering global business connections and facilitating trade within the BRICSX markets. Headquartered in Glenview, IL, the organization strives to include all members of the business community interested in trading with or establishing business ties in BRICSX countries. For more information about the BRICSX Marketplace Community and to register for the conference, visit BRICSX Marketplace Conference.

About vFairs

vFairs is an all-in-one event management platform that powers in-person, hybrid, and virtual events. Our event technology empowers companies worldwide to host custom, immersive events and achieve incredible results. The platform features a virtual events platform and mobile app, each offering immersive virtual venues, advanced networking, world-renowned customer service, and many features that help you host unforgettable events.

Managing a conference involves numerous tasks, from logistics coordination to attendee engagement. One of the most complex and time-consuming aspects of event planning is handling speakers or abstracts.

Online abstract management software provides a platform for event organizers to plan and manage the submission, peer review, and publication of work submitted for presentation at conferences. 

The best abstract management software centralize the entire abstract management process and streamline conference management, saving time and eliminating the common frustrations of manual management, such as using spreadsheets.

Review of the Best Abstract Management Software

1. vFairs

Revolutionize your call for papers process with the best abstract management software. Designed to streamline submissions and facilitate both single and double-blind peer reviews, our platform helps boost the number of submissions and gives you more control over the conference content.

Our all-in-one abstract management system guides you through every step, from issuing the call for papers to publishing them at your event. By eliminating the need for third-party tools, our platform makes the process simpler, faster, and more convenient. Manage submissions, oversee reviewers, and coordinate your entire conference seamlessly within one integrated system.

The abstract review and management process with vFairs brings you closer to hosting a successful conference whether it’s a virtual conference, hybrid or on-site. 

Let’s find out how.

Streamlined Abstract Submission

Effortlessly collect more abstracts by eliminating the hassle from your call for papers process. Create a highly customizable abstract submission form with the best abstract management software that allows authors to easily upload presentations, abstracts, videos, and other media, simplifying the entire submission process.

Efficient Reviewer Assignment

Manage and review assignments through a single dashboard. Once submissions are collected, easily assign multiple reviewers to each paper and manage all peers and submissions from the backend, ensuring an organized and streamlined review process.

Transparent Review Process

Ensure a clear and transparent review process with our online abstract management software, which supports both single and double-blinded peer reviews. You have control over what author information is visible to reviewers, making the process fair and unbiased.

Curated Event Content

Maintain complete control over the topics and quality of content at your conference by only including accepted submissions in your event agenda. This ensures that the showcased content aligns with your standards and objectives.

Enhanced User Experience

Improve user experience by effortlessly assigning abstracts to reviewers based on their expertise and managing all users through the backend. Simplify the login process with direct login links, allowing reviewers to quickly access their assigned submissions.

Consistent Communication

Keep all participants informed with automated email notifications that update authors and reviewers on the status of their applications and submissions. Emails are automatically sent upon successful submission, acceptance, or rejection of abstracts, ensuring everyone stays in the loop.

Pros

“vFairs did a nice job replicating the in person conference experience, which allowed us to connect about 300 people from over 20 countries. Farah was the most responsive partner I have ever worked with! She responds fast and her customer service is unmatched!! – Ann C., Enterprise

“The project management was superb, from guidance and examples to help in planning and design to very timely replies regardless of time of day/week day or weekend. Never failed to find a solution to any of our requests and always professional and polite. Have worked with them on four online events now and always felt absolutely supported and confident in their management through to delivery.” – Jo J. , Chief Executive Officer

Cons

“There were no major downsides to using vFairs. The price was very fair, the support was good, and my few recommendations after the event were noted and already in their queue for improvement based on other customers’ feedback.” – Corbin S. Chief Administrative Officer

2. Cvent

Second on our list of the best abstract management software is Cvent, an event management software that provides an end-to-end solution for sourcing and managing conference content. It starts with the peer-review process and ends with the publishing of accepted submissions and the creation of a conference agenda.

Cvent’s abstract management system allows organizers to customize the data collection process, setting up submission forms to collect specific information and file types. The platform also offers email automation options for managing invitations, confirmations, alerts, and reminders. Reviewers can access the Cvent portal to manage submissions, rate them, and sort content by scores, votes, and comments. 

Cvent is expensive, with prices reportedly more than three times higher than other platforms. User reviews indicate that Cvent lacks an intuitive user interface and user-friendly experience.

Customizable Abstract Submission Software

The software lets you customize the look and feel of your submission forms. You can also create tailored forms with specific fields to gather content submissions and speaker information. Additionally, automate emails for invitations, confirmations, reminders, and alerts.

Efficient Review Coordination

Once submissions are collected, Cvent abstract software makes it easy to identify reviewers and assign them to specific tracks or topics. Assign speaker submissions to the appropriate reviewers based on the topic, grant reviewers access to the portal to provide ratings and notes on submissions, and track scores, votes, and comments in real time.

Streamlined Decision-Making

Based on reviewer scores, votes, and comments, make your final selections by easily approving or declining submissions. Once decisions are made, send automated email notifications to authors to inform them of the outcomes.

Pros

“Cvent is a great tool our company uses to manage our events from abstract submission to registration. I love how we can do everything in one platform without worry of data crossover. One piece I particularly love about Cvent is how efficient it makes scheduling sessions and reaching out to speakers. The Speaker Resource Center allows our speakers to easily submit their headshots, bios, and even their presentation which  means these things don’t get lost in email.” – Alexandria Y.,Social Media Brand Manager

Cons

“All the different steps. It is hard to set up an event or an abstract. There are many parts (like trying to send an invitation as another person or editing the registration form). I think it is silly that the only way to make an event private is to go through a million different steps in the registration form when you see the status of the event on the main page (yet you can’t change it).” – Helen W. , Senior Program Associate

3. Whova 

Whova is an event management platform designed to streamline the call-for-speakers and abstract for event management system processes. It aims to eliminate the stress of manually collecting data through forms, tracking spreadsheets, and managing email chains by integrating these tasks into a single, user-friendly system.

Whova’s interface simplifies the entire submission and review process. Quick form setup and ready-to-use applications ensure a hassle-free experience for both organizers and speakers. The platform also facilitates smooth communication, distributes the review workload efficiently, and keeps everything on schedule with customizable timelines.

Whova is reported to have a steep learning curve, requiring a significant time investment to utilize all its features effectively. This can be a barrier for event organizers who need a more straightforward, user-friendly solution​.

Collect Submissions

Centralize your submission process with a single webpage that details clear expectations and instructions for potential speakers. Publicize your call for speakers by sharing this central submission webpage where candidates can create accounts and enter their submissions. Easily share the link or submission button on your event website or social media, or use their built-in, customizable email campaign capabilities to send out mass invitations.

Abstract and Proposal Management

Manage all speaking abstract and proposal submissions through Whova’s admin dashboard. This feature provides an overview of your total submissions and simplifies the status management of each, helping you efficiently oversee the call-for-speakers process. From the dashboard, you can view the total number of submissions and track which ones have been reviewed, rejected, or accepted.

Reviewer Assignment and Workload Distribution

Efficiently manage the review process by designating reviewers to distribute the workload. Utilize team members from your existing event admins or invite external reviewers via email. Customize how reviewers are assigned to submissions to best fit your team’s workflow. You can allow external reviewers to evaluate all submissions for a comprehensive review or designate them to specific tracks.

Pros

“Whova allowed me to easily see the agenda, and the speakers with their bios and Linkedin capabilities made it really easy to network. I was allowed to chat with them in the app, and thus meet them at break or after the days end. Conferences are just about networking, as the information presented.” – Richard, Defense & Space

Cons

“There are many features that cannot be turned off. There are emails that go out to attendees without notice. Definitions vary from the proposal stage to the implementation stage: a speaker is also considered an attendee, although they may not attend and just need to be listed on the paper presentation. The most frequent response from their Help Desk begins with “Unfortunately.” – Jason Paul G. , Executive Director

4. Ex Ordo

Ex Ordo is a conference abstract management software designed to streamline the process of collecting abstracts and papers, managing peer reviews, and notifying authors about the status of their submissions.

Ex Ordo’s interface allows conference organizers to structure events along single or multiple tracks and customize submission forms to capture the necessary information. The platform also supports customization of the peer review process, automatically assigning submissions to the appropriate reviewers based on their track or area of focus. It tracks the review process, notifies reviewers if they are falling behind, and offers options to re-assign submissions or close reviews.

However, Ex Ordo does not offer a free version or trial, which means organizers must commit to a paid plan without an initial test run.

Abstract and Paper Collection

Organize your conference with flexibility by structuring it along a single track or creating multiple tracks, each with its own deadlines and chairs. Customize your submission forms to collect papers, abstracts, panels, and any other required information. Authors and panel organizers receive submission receipts and have the ability to edit their submissions up until the deadline.

Peer Review Allocation

Optimize your peer review process to ensure a high-quality program by configuring the number of reviews each submission requires. Maintain reviewer satisfaction by limiting the number of submissions assigned to each reviewer. Match submissions with the best-qualified reviewers, eliminating the need for spreadsheets.

Reviewer Management

Develop a clear marking scheme that includes all necessary criteria for reviewers. Allow reviewers to grade submissions with scores or comments, either online or by downloading the submissions. Enable reviewers to score individual submissions within panels, and provide them with prompts to guide them through outstanding tasks.

Pros

“Was super helpful to us while managing submissions to a conference, where many people had to login and review abstracts, leave comments, etc and then other had to review the reviews. Went almost perfectly” – Verified User in Higher Education

Cons

“It is a great software where we have to take meeting conference sometimes it has some bugs where the screen freezes, and we cannot do anything just wait for the signal correction” – Junaid k.,Team Leader

5. Fourwaves

Fourwaves is an abstract management and peer-review software designed by academic researchers and conference organizers to simplify the abstract management and review process.

Fourwaves features a drag-and-drop form builder that allows organizers to create customized submission forms. The default online form includes standard questions such as title, authors, and abstract, but additional fields can be added to categorize submissions by topic, presentation type, or track.

Main features of Fourwaves include a versatile peer review process, allowing organizers to choose between single, double, or blind reviews. Submissions can be distributed to reviewers either manually or randomly. Fourwaves offers an integrated system for abstract management, peer review, and event websites. However, if an organization uses multiple systems for different aspects of conference management, integrating Fourwaves with these other systems might pose some challenges.

Customizable Submission Forms

Get started with default fields and easily add or edit any necessary fields to suit your event’s needs. Submitters can effortlessly access and complete these forms directly on your event website, making the submission process smooth and user-friendly.

Peer-Review Management

Integrate submission and peer-review modules for the scoring process. Assign reviewers based on expertise, avoid conflicts of interest, and efficiently manage the entire review process. Make informed decisions and notify presenters of their status through the platform, ensuring a transparent and organized review system.

Content Publication Management Software

Accepted and peer-reviewed submissions can be instantly published on your event website. Add them to the event schedule in seconds, providing timely updates and ensuring all participants have access to the latest event information. This feature streamlines the transition from review to publication, enhancing the overall event experience.

Pros

“What I love most about Fourwaves is the accessibility and accuracy of its features and design. Its components are complex; yet the Fourwaves components are completely satisfactory and easy to use and understand for the user. The event management abstract provided a comprehensive overview of the strategies and tools utilized to streamline the planning and execution of the conference.” – Adaeze A., Podcast Host

Cons

“At the beginning it could be overwhelming, but once you use it a few times and try it, it is easy to use” – Daniel A. L., Service Account Manager LATAM

Conclusion

Event organizers should carefully evaluate all available best abstract management software solutions, taking into account factors such as user-friendliness, customization options, and integration capabilities. By thoroughly assessing your options, you can make an informed decision that ensures a seamless and efficient event management experience.

Among the top abstract management systems, one platform stands out for its comprehensive approach: vFairs. 

vFairs not only streamlines the submission and review process but also offers customizable options, integrated communication and online abstract management tools, and a user-friendly interface. 

Request a free demo today to discover how vFairs can elevate your event management experience.

FAQs

What is Abstract Management?

Abstract management is the process of handling the submission, review, and selection of abstracts for conferences, events, or academic journals. This process is critical for ensuring that the content presented at an event or published in a journal meets certain standards of quality and relevance.

How do abstract tools benefit event organizers?

Abstract tools benefit event organizers by automating the submission and review processes, reducing administrative workload, ensuring fair and organized reviews, and providing a centralized platform for managing all abstract-related activities. This leads to a more efficient and effective event planning process.

What are the key features of online abstract submission software?

Key features of the best abstract management software include customizable submission forms, automated reviewer assignments, real-time tracking of submission status, integrated communication tools for notifications and reminders, scoring and feedback systems, and the ability to publish accepted abstracts.

How does publication management software benefit publishers and editors?

It reduces administrative burden by automating many tasks, ensures a structured and organized review process, enhances communication with authors and reviewers, and improves the overall efficiency and transparency of the publication process.