Convention centre visitor management software for contractors and exhibitor crews.
Convention centre visitor management software records the contractors and exhibitor crews who come in to work each day. vFound Visitors signs them in and out on their phone, shows your site rules, prints a badge and emails the event manager. It does not register delegates. It costs US$67/month per site, billed yearly at US$804.
vFound Visitors is convention centre visitor management software for the contractor reception and the loading dock office: contractors, exhibitor build crews and suppliers sign in every day on their phone, agree to your site rules, get a badge and their event manager is emailed.
It does not register delegates or print event badges for attendees. It keeps the record of who came in to work, each day, and when they signed out.
Reviewed
Fit and limits
- Who it is for
- Convention and exhibition centre contractor receptions that sign in contractors, exhibitor crews and suppliers each day.
- Price
- US$67/month per site, billed yearly at US$804. 14-day free trial we set up with you, then yearly by invoice.
- What it replaces
- A paper visitor book at the front desk, with sign-in from a phone, an email to the host and a printed badge.
- What it does not do
- It does not register delegates, sell tickets or print attendee badges.
- It does not verify insurance, licences or inductions.
- Only with vFound Enterprise
- More than one site, single sign-on, two-step sign-in and deployment in your own country are only available with vFound Enterprise, which is scoped and priced for your organisation. What Enterprise includes
Key facts
| Price for one site | US$67/month per site, billed yearly at US$804. Prices in EUR, GBP, CAD and AUD |
|---|---|
| What is included |
|
| Limits | No limit on records, team members or storage. Other limits: 50,000 people on the people list, shared by Parcels, Equipment and Visitors, 10,000 self-service kiosk actions per site a day, 10 API keys and 25 webhook addresses. |
| Languages | Visitors see pages and emails in 13 languages: English, Spanish, French, German, Dutch, Italian, Portuguese, Polish, Swedish, Turkish, Japanese, Simplified Chinese and Arabic. The staff workspace is in English, Spanish, French, German, Dutch, Italian and Arabic. |
| Where data is held | Hosted by OVHcloud in Singapore, with an encrypted copy of backups in Canada. When AI assistance is on, vFound AI reads the photo or text in Australia. Deployment in your own country comes with vFound Enterprise. |
| How to start | 14-day free trial we set up with you, then yearly by invoice. Request a trial |
Facts from the field
Figures and rules published by operators, regulators and industry bodies, each linked to its source.
- Te Pae Christchurch Convention Centre asks contractors to sign in daily at reception, where that day's identification and access passes are issued, and to return the passes and sign out each day. Te Pae Christchurch Convention Centre
- Te Pae Christchurch Convention Centre gives an engaged contractor approval for site access for 12 months after the online induction, and asks everyone to sign out on its visitor management system and return access cards and keys. Te Pae Christchurch Convention Centre
See a visit from sign-in to roll call in one short film.
See everything in vFound VisitorsMove-in day for a trade show
Stand builders, electricians, AV crews and caterers arrive at the dock from early morning. Each should sign in, see the centre's rules and be on the list before they reach the hall.
Read more
- 1Before
Invite the crews
Preview a CSV file of contractors and send individual invitations in batches of ten. Each person gets their own QR pass by email.
- 2Daily
Sign in every day
A daily pass reuses one QR code on each valid day, and the host is emailed each day. A badge prints in one of three sizes.
- 3Out
Sign out every day
Contractors sign out from their pass or at the desk. Anyone still signed in after the day ends is signed out automatically once they have been in for 12 hours, and the record shows it was automatic.
Contractors approved for the year
A regular contractor can ask for a pass on your registration link, and a request for more than one day always waits for approval. A public request can start within the next 12 months and last up to 30 days. Approving a contractor's paperwork stays with your operations team.
An evacuation during move-in
The live roll call lists the visitors signed in to vFound, and several team members can mark them safe from their own phones. It is not a staff register. It does not list delegates or the public.
Check the fit for your centre
Read more
| Your requirement | Fit | What to check |
|---|---|---|
| Daily contractor sign-in and sign-out | Yes | Daily passes reuse one QR code on each valid day, and each sign-in and sign-out is recorded. |
| Site rules agreed at sign-in | Yes | Each visitor type shows its own terms, kept with the visit. |
| Access cards and keys handed back | Partly | With vFound Equipment, cards and keys can be checked out and returned with a record. vFound Visitors on its own does not track them. |
| Delegate registration and attendee badges | No | vFound does not register delegates or sell tickets. It prints visitor badges for the people it signs in. |
| Check insurance, licences or inductions | No | vFound does not verify those. Ask the question on the form if you want an answer on file. |
| Loading dock or door control | No | vFound does not control doors, lifts or turnstiles. Webhooks and the API can tell your own systems when a visitor signs in. |
Try move-in day in the trial
In the 14-day trial, preview a CSV of ten fictional stand builders, send their invitations for three days, sign two in at the desk, sign one out and start a practice roll call.
How vFound Visitors works
From invitation to a safe departure.
- 1
Invite ahead, self-register, or use your kiosk.
Send a QR pass, share a registration link, or pair any lobby tablet with a ten-minute code. No visitor app or account.
- 2
Apply the right rules to every visit.
Set questions, terms, badge colour, approval and retention for each visitor type. Require a photo or a staff visual check of a physical photo ID when needed.
- 3
Know who is in, and who is safe.
See everyone on site, print the right badge, and run a live phone-friendly roll call with several marshals at once.
A complete visitor desk, without dedicated hardware.
- Self-registration and kioskPair any lobby tablet, or let visitors register from your QR link.
- Types and approvalsText, dropdown, checkbox and date questions, validated on the server.
- Multi-day passesOne QR pass works once on each valid daily or weekday visit.
- Host repliesHosts get email and answer from a private link without an account.
- Photo badges and visual ID checksOptional private visitor photos, photo badges and staff-recorded visual checks without storing ID documents.
- Couriers and analyticsDelivery visitors appear in Parcels, with visitor patterns in Analytics.
See everything in vFound Visitors
Visitors register on their phone or your paired kiosk, their host hears at once, and a live roll call shows who is safe.
Its own page has the film, the use cases, each screen and the answers to common questions.
See everything in vFound VisitorsOne workspace for everything your desk looks after.
Frequently asked questions
How much does vFound Visitors cost for a convention centre?+
US$67/month per site, billed yearly at US$804, after a 14-day free trial we set up with you. Contractors, visitors and team members are unlimited, so a busy move-in week costs the same as a quiet one.
Can exhibitor build crews sign in at a convention centre on their phones?+
Yes. Each person signs in from your QR sign or their emailed pass, in the browser, with no app or account, and their host is emailed.
Does vFound register convention delegates?+
No. vFound does not register delegates, sell tickets or print attendee badges. It signs in the people who come in to work.
Can contractors sign in daily for a week of move-in?+
Yes. A daily pass reuses one QR code on each valid day, in your site's time zone, and the host is emailed each day.
Can a convention centre track access cards handed to contractors?+
With vFound Equipment, yes: each card or key is an item checked out to the contractor and scanned back. vFound Visitors on its own does not track them.
Who is on the roll call if a convention centre is evacuated during move-in?+
The contractors and visitors signed in to vFound, and optionally those expected today. It does not list delegates or the public.
Every contractor signed in and out, every day.
Request your free trial: a 14-day free trial we set up with you, then yearly by invoice.
Request your free trial