ApproveThis manages your vFairs Integration approvals.

When Approval Bottlenecks Meet Virtual Events

Let's be real: planning conferences and trade shows is like herding cats while juggling chainsaws. Between speaker confirmations, sponsor contracts, and attendee approvals, your team's stuck chasing decisions through endless email threads. That's why pairing vFairs' virtual event muscle with ApproveThis' approval automation isn't just convenient – it's survival mode for anyone running large-scale events.

We're talking about replacing "Hey, did you see my follow-up about the keynote speaker?" with automatic workflows that handle the busywork while your team focuses on actual event strategy. No more lost requests. No more approval black holes. Just cleaner processes that scale whether you're managing 50 attendees or 5,000.

Why This Combo Works (Besides Saving Your Sanity)

vFairs handles the flashy front-end stuff – virtual booths, registration portals, live sessions. ApproveThis operates like the backstage crew, automating every "needs sign-off" moment in your event planning. Together, they solve three core headaches:

• External approvals that don't suck: Speakers, sponsors, VIP attendees? They can approve/reject via email without needing vFairs logins.
• Real-time tracking without micromanaging: See which speaker contracts are stuck in legal limbo or which sponsor tiers need urgent attention – all from one dashboard.
• Conditional logic that actually makes sense: Auto-approve small expense requests but escalate anything over $5K? Done.

Real-World Use Cases That Don't Feel Like Corporate Fluff

1. Speaker Management That Doesn't Ghost You

Imagine this: Your marketing team books a industry rockstar as a keynote speaker. Instead of CC'ing six people and hoping someone remembers to update vFairs, here's how it flows:

vFairs detects new speaker submission → ApproveThis pings legal for contract review → Once signed, speaker profile auto-publishes to event site.

Healthcare conference organizers use this to handle speaker disclosures and compliance sign-offs without delaying content schedules.

2. Sponsor Packages That Close Faster

When a new lead hits your platinum sponsorship tier in vFairs, ApproveThis can:

Route the deal to sales leadership → Check against blackout dates → Push approved sponsors to live leaderboards.

Trade show teams report cutting sponsorship approval time from 72 hours to under 4 hours using this combo.

3. VIP Attendee Screening Made Less Awkward

For invite-only summits or partner events:

vFairs registration triggers approval workflow → Security team verifies credentials → Approved attendees get special access badges.

One cybersecurity firm uses this to automate clearances for government attendees without manual background checks.

Setup That Won't Make You Hate Technology

If you can set up a Zoom call, you can connect these tools via Zapier. Here's the cheat sheet:

1. Create your ApproveThis workflow template (e.g., "Speaker Contracts")
2. In Zapier, choose vFairs triggers like "New Speaker Submission"
3. Map the data to ApproveThis' "Create Request" action
4. Add approval steps (legal, finance, whoever)
5. Connect the "Approved" outcome to update vFairs automatically

Pro tip: Use ApproveThis' calculated fields to auto-flag requests over budget before they hit approvers' inboxes.

Department-Specific Wins

Event Planners

Kill spreadsheet trackers. Real-time dashboards show exactly which session proposals need attention, which vendor contracts are pending, and which VIP registrations are cleared. Vacation delegation means no bottlenecks when your lead planner is OOO during crunch time.

Sales/Marketing Teams

Auto-route sponsor upsells for manager approval before locking in discounted rates. Set approval thresholds so small booth purchases auto-approve, but main stage sponsorships get executive review.

Legal & Compliance

Stop being the bad guys. Built-in SLAs in ApproveThis remind teams when speaker contracts need urgent review. All decision trails are auditable when compliance asks "Who approved this?" six months later.

Why This Isn't Just Another Integration

Most approval tools make you choose between flexibility and control. ApproveThis + vFairs works because it's built for scale:

Conditional routing: Send AV equipment requests to IT, catering orders to facilities, and speaker bios to marketing – all from the same workflow.

Approver experience matters: External partners can approve via email without another portal login. Internal teams get Slack/MS Teams alerts if you prefer.

No more override chaos: Escalation rules automatically bump stalled approvals up the chain after set time periods.

Objections We Hear (And Shut Down)

"We already use vFairs' built-in approval features."
Cool – now add multi-step workflows, delegated approvals during PTO, and audit trails that don't require digging through 15 systems.

"Our process is too complex."
Good. That's why you need conditional logic (if/then branching) and parallel approvals for cross-functional sign-offs.

"We're not technical enough."
Zapier's no-code setup takes under an hour. Seriously – we timed it.

Bottom Line for Busy Teams

If your event approvals involve more than three "per my last email" follow-ups weekly, this integration pays for itself in reclaimed hours. It's not about eliminating human decisions – it's about eliminating the administrative sludge around those decisions.

ApproveThis doesn't replace your team's judgment. It replaces the spreadsheets, the missed SLAs, and the "Who's got the latest version?" chaos that makes everyone hate approval processes.

Next Steps That Don't Require a Meeting

Test drive the integration with a free ApproveThis trial – no payment info needed. Already using vFairs heavily? Book a custom demo to see conditional workflows specific to your event types.

Pro tip: Bring your most annoying approval bottleneck to the demo. We live for this stuff.