Event visitor management software for crew, contractors and stallholders on site.
Event visitor management software records the crew, contractors and stallholders who come on site to work. vFound Visitors invites them from a CSV file, shows your site rules on their phone, keeps what they agreed to and lists who is on site. It is not ticketing. It costs US$67/month per site, billed yearly at US$804.
vFound Visitors is event visitor management software for the production office during build, show and break: crew, contractors, stallholders and volunteers sign in on their phone, agree to your site rules and the production office sees who is on site.
It is not ticketing, accreditation or wristband printing for the public. It keeps a record of who came on site to work, what they agreed to and when they left.
Reviewed
Fit and limits
- Who it is for
- Festival and outdoor event production offices that sign in crew, contractors, stallholders and volunteers.
- 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 sell tickets, issue accreditation or print wristbands.
- It does not play induction videos or mark tests.
- 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.
- The City of Boroondara's outdoor event guide says every person working on site, before, during or after the event, must complete a site induction before starting work, crew, contractors, stallholders and volunteers included. City of Boroondara
- The City of Boroondara lets an event deliver its induction in advance with a sign-in on arrival, and asks organisers to keep a record such as a sign-in sheet or digital confirmation. City of Boroondara
See a visit from sign-in to roll call in one short film.
See everything in vFound VisitorsThe first morning of the build
Staging, power and catering crews arrive from dawn. Each person should see the site rules, agree to them and be on one list the site manager can read.
Read more
- 1Before
Invite the crews
Preview a CSV file of crew and contractors and send individual invitations in batches of ten. Each person gets their own QR pass by email.
- 2Arrive
Site rules on the phone
A Contractor type shows your site rules, such as hi-vis and vehicle movements, and asks up to ten questions. The text each person agreed to is kept with the visit.
- 3Each day
One pass for the build
A daily pass reuses one QR code on each valid day, and anyone still signed in after the day ends is signed out automatically once they have been in for 12 hours.
The contractor nobody expected
Anyone who signs in without an invitation can wait for the production office to approve them, and a visitor who is not approved cannot be signed in. A request for more than one day from the public registration link always waits for approval.
An evacuation during the build
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 the public.
Check the fit for your event
Read more
| Your requirement | Fit | What to check |
|---|---|---|
| Crews invited in bulk | Yes | Preview a CSV file and send individual invitations in batches of ten, with event badges to print. |
| Site rules agreed before work starts | Yes | Each visitor type shows its own terms, kept with the visit. |
| A record of who signed in each day | Yes | Each sign-in and sign-out is recorded, and visits can be exported at any time. |
| Induction videos or tests | No | vFound shows your terms and questions. It does not play an induction video or mark a test. |
| Public tickets, accreditation or wristbands | No | vFound does not sell tickets, issue accreditation or print wristbands. |
| Check licences or insurance | No | vFound does not verify those. Ask the question on the form if you want an answer on file. |
Try a build day in the trial
In the 14-day trial, preview a CSV of ten fictional crew, send their invitations, sign two in from the QR sign, make a walk-in wait for approval 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 an event?+
US$67/month per site, billed yearly at US$804, after a 14-day free trial we set up with you. Crew, contractors and team members are unlimited. A team that runs several events a year keeps one site.
Can festival crews sign in on their phones during the build?+
Yes. Each person signs in from your QR sign or their emailed pass, in the browser, with no app or account.
Does vFound print event wristbands or accreditation?+
No. vFound does not sell tickets, issue accreditation or print wristbands. It prints visitor badges in three sizes and keeps the sign-in record.
Can vFound keep a record of event site inductions?+
It keeps the terms each person agreed to and their answers to your questions, with the date and time. It does not play induction videos or mark tests.
Can we invite a whole event crew from a spreadsheet?+
Yes. Preview a CSV file and send individual invitations in batches of ten. Sign-in and consent stay individual.
Who is on the roll call if an event site is evacuated during the build?+
The crew, contractors and visitors signed in to vFound, and optionally those expected today. It does not list the public.
Every crew member on the list from the first day of the build.
Request your free trial: a 14-day free trial we set up with you, then yearly by invoice.
Request your free trial