Hosted buyer software to build relevant B2B meetings and bring more commercial value to your event.
We know that just filling up calendars at random doesn’t help anyone. Letzfair is the platform designed to help you vet qualified buyers and create matches based on real business interests. Manage applications, hospitality, and agendas in a single workflow, giving exhibitors and sponsors a tangible, measurable commercial return. Together, let’s turn networking into the true driving force of your event.
We are beyond together with
Beyond big numbers: your event’s value is measured in relationships that last after the show
We know exactly what happens behind the scenes when a Hosted Buyer Program starts to grow. Manually managing applications, cross-preferences, different time zones, and last-minute changes quickly turns into a logistical nightmare. Anyone organizing B2B events hits this wall every day: the very real risk of ending up with agendas packed with forced appointments, poor commercial outcomes for exhibitors, and an unsustainable drain on your team’s time.
At most events, real value doesn’t depend on the number of visitors crowding the halls, but on the quality of the relationships generated. The true goal isn’t just filling empty slots in a calendar, it’s creating meetings that make genuine sense for both sides.
Letzfair was built for this exact reason: to work alongside you and turn a manual, fragmented process into a controlled, scalable, and measurable workflow. You set the rules and selection criteria based on the actual needs of your sponsors and suppliers; the platform handles the complex part, helping you maintain direction over the event and deliver concrete results.
/PLUS
What You Can Do with Letzfair’s Hosted Buyer Software
Create more relevant matches between buyers and exhibitors
We know no software can replace your personal understanding of your attendees, which is why matchmaking on Letzfair is never random or completely automated, it is configured entirely around your event’s logic. The platform allows you to tailor the algorithm by cross-referencing real data collected during registration: industry, product category, commercial interests, and business goals for each profile. To give you full control, you can incorporate the preferences expressed by participants, set meeting priorities, manage potential exclusions, and restrict time slots. The result is a set of practical agendas built around the actual needs of your attendees.
Integrated travel plans: say goodbye to emails and spreadsheets for hospitality and transfers
Managing flights, hotels, transfers, and VIP buyer perks outside your main platform is a recipe for operational error. Letzfair centralizes your entire hospitality plan. Buyers input their travel and lodging preferences directly into their profiles, while you simply monitor, approve, and assign different tiers of benefits – from basic passes to all-inclusive packages – in a single, controlled workflow.
Automated agenda generation: eliminate calendar conflicts instantly
Forget the nightmare of manually piecing together time slots, lunch breaks, transit buffers, and maximum session limits. Define your event’s timeline and let the platform generate hundreds of flawless agendas in seconds. No more back-and-forth emails, zero overlapping meetings, and total operational control over what used to take weeks of manual labor.
Hosted buyer application management: a structured process to vet attendees
With Letzfair, managing buyer applications becomes an orderly, controlled process. Hosted buyers can apply by filling out a customized form, either through your direct invitation or via your authorized agents. As the organizer, you view all responses within the platform to evaluate the relevance of each profile before deciding whether to approve or decline the application. Only accepted buyers move on to the next phases of the program: from completing their profile and managing their travel plan, to selecting preferences for matchmaking with exhibitors and suppliers.
Two-way selection: give buyers and exhibitors the power to choose
Attendees invest their time when they feel in control. With Letzfair, both buyers and suppliers can express explicit preferences, highlight priority profiles, or flag those who aren’t a fit. This level of personalization drives high attendee engagement and guarantees appointments that align 100% with their real business goals.
Real-time crisis management: handle no-shows and last-minute changes
The real stress begins when the doors open. Sudden cancellations, delays, and no-shows can quickly impact the exhibitor experience. Letzfair enables you to manage modifications, rescheduling, and slot swaps in real time from a central panel, instantly notifying participants via the app. The agenda adapts live, helping you protect critical business opportunities on the fly.
Monitor performance, attendance, and post-event results
Letzfair’s dashboards allow you to track actual attendance and see exactly which meetings took place, moving past simple guesswork. This data helps you evaluate engagement and meeting quality, giving you concrete evidence to demonstrate value to both exhibitors and buyers by proving the effectiveness of the matchmaking. You will have everything you need to build transparent reports for sponsors and stakeholders, strengthen relationships with your most active participants, and establish a solid foundation to improve future editions.
/FEATURES
The program configuration workflow
Configure your business rules: the platform adapts to your format, never the other way around
You define the rules of the game. Set precise meeting durations, maximum appointments per attendee, product categories, strategic priorities, and exclusion logic. Whether your event runs for half a day or an entire week, Letzfair seamlessly aligns with your operational structure to mirror the exact commercial direction you want to establish.
Attract and qualify demand: build a high-value attendee ecosystem
Through smart, customized application forms, Letzfair captures deep data points on buyers, exhibitors, and suppliers. You don’t just collect basic contact details, you map buying intentions, budgets, business goals, and actual procurement needs. This allows you to vet participants at the source and admit only the most qualified profiles into the program.
Activate preference-based matchmaking: the algorithm calculates the best combinations
Once applications close, Letzfair’s processing engine takes over. By cross-referencing the submitted variables, user preferences, and your event objectives, the system generates the most suitable pairings. The algorithm helps you optimize agendas by maximizing the commercial relevance of each time slot, reducing dead time and minimizing forced matches.
Review and validate: maintain total control before launch
Automation does not mean a loss of control. Before agendas become final and visible to attendees, you enter a strategic review phase. Your team can inspect the software-suggested matches, make last-minute manual adjustments, shift priorities, and validate the entire program. Nothing goes live without your explicit sign-off.
Publish agendas with one click and master live event operations
Upon final approval, agendas are instantly synced and delivered to buyers and exhibitors via the platform and dedicated mobile app. From that moment on, Letzfair serves as your live mission control: attendees always know where to go and when, while your team tracks attendance flows and centrally manages any last-minute scheduling changes.
Extract data and certify the ROI of your hosted buyer program
When the event wraps up, your hard work turns into a long-term asset. Access a comprehensive analytics dashboard to measure actual attendance, completed meetings, and match-quality feedback. You’ll walk away with a scientific, transparent report to present to sponsors, investors, and stakeholders, proving the value generated and locking in budgets for your next edition.
/INTEGRATIONS
Letzfair integrates with your ecosystem effortlessly
CRM and Salesforce
Instantly sync profiles of buyers, exhibitors, and qualified leads directly with your sales platform. This two-way connection eliminates manual data entry and provides your sales team with historical data and event matches, making post-show follow-ups and conversions seamless.
Segmented marketing automation
Deliver automated, laser-targeted communications triggered by real-time user behavior. Engage participants with personalized messages based on their role, stated interests, agenda progress, or actual meeting attendance, significantly boosting engagement before and during the event.
Two-way calendar sync
The single most effective way to crush no-show rates. Every appointment scheduled or rescheduled on Letzfair instantly syncs with participants’ personal calendars (Google Calendar, Outlook, Apple), ensuring buyers and exhibitors always have real-time reminders right on their smartphones.
Ticketing, ERP, and custom systems
Connect registration data, payment streams, access passes, and sponsor records within a single, secure environment. Letzfair communicates natively with your internal platforms and custom management software to give you absolute administrative and operational control over your entire Hosted Buyer Program.
The concrete results of Letzfair’s Hosted Buyer Program
Zero wasted time
Wipe away spreadsheet anxiety, endless back-and-forth correction emails, and last-minute cross-checking forever. Letzfair automates your entire operational workflow. Data collection, application approvals, slot mapping, and change management all move seamlessly within a single ecosystem. Your team is finally freed from logistical bureaucracy to focus entirely on the strategic execution of the event.
Buyers and exhibitors get exactly what they are looking for
With Letzfair, both buyers and exhibitors enjoy a flawless experience: they access crystal-clear agendas, always know when and where to meet, and have the certainty that every minute spent at the event is highly productive. This translates into exceptional satisfaction scores and outstanding retention rates for your future editions.
Purposeful matchmaking, not guesswork
By cross-referencing business goals, real buying intentions, stated priorities, and exclusion logic, Letzfair helps you minimize dead-end meetings. Every appointment on the agenda is backed by concrete data, connecting two participants who have a genuine business reason to sit down at the same table.
Transform exhibitor visibility into actual contracts
Today, exhibitors and sponsors are no longer looking for mere "visibility" like a logo on a banner or a booth in a crowded hall. They want qualified leads. By offering them an agenda packed with one-to-one appointments alongside pre-qualified VIP buyers who are genuinely interested in their solutions, you vertically scale the commercial value of your exhibition spaces and justify premium pricing.
Deep analytics before, during, and after the event
Monitor crucial metrics in real time and post-event: from scheduled versus completed meetings and overall attendance rates to a surgical analysis of no-shows, general engagement, and highly requested preferences. Track buyer and exhibitor performance while gathering qualitative feedback on individual meetings.
/WHY LETZFAIR
ho is Letzfair’s Hosted Buyer Software built for?
There’s technology in the platform – but trust is built by the people behind it.
Choosing LetzFair means relying on a team that’s always there for you, from the first briefing to the final feedback.
Trade show and
exhibition organizers
Exhibitors no longer buy simple visibility, they want real leads. Letzfair transforms your Hosted Buyer Program into a powerful commercial lever to better monetize your exhibition spaces. This gives companies a concrete, high-value reason to invest in your event, guaranteeing them an agenda packed with targeted meetings and direct business discussions with hand-picked, pre-qualified international buyers who are genuinely looking for their specific solutions.
Operations teams
Managing a Hosted Buyer Program shouldn’t turn into a logistical nightmare of corrupted spreadsheets, missed emails, and chaotic last-minute manual changes. Letzfair eliminates information fragmentation and centralizes your entire operational lifecycle into a single workflow: from application vetting and preference mapping to live agenda tracking, check-ins, and instant no-show rescheduling. It completely zeros out human error and hands your team total control over event logistics.
Event managers and agencies
Orchestrating complex B2B events, brokerage setups, or multi-sector summits requires ultimate flexibility, not the rigid limitations of standard scheduling tools that force you into continuous compromises. Letzfair provides a naturally scalable platform that can be configured to each client’s specific business rules. It simplifies logistical coordination even when dealing with multi-day, multi-slot agendas or varying time zones, giving you full control over the live operations and scientific, investor-ready reports to hand over post-event.
/ FAQ
Frequently asked questions
You need a centralized platform that unifies the entire workflow. With Letzfair, buyers apply directly through the platform, and your team reviews, approves, or declines profiles from a single dashboard, completely eliminating spreadsheets and fragmented information.
By capturing strategic data (job titles, purchasing budgets, and sourcing goals) directly within the application form. Letzfair allows you to review and filter these requests before approval, ensuring only profiles that perfectly align with your exhibitors’ offerings are admitted to the program.
By shifting the commercial focus from passive visibility to active contracts. Letzfair cross-references buyer purchasing needs with exhibitor solutions, securing agendas packed with real business appointments that hold exceptionally high conversion potential.
By optimizing matching accuracy. Letzfair’s algorithm analyzes the explicit preferences and business goals stated by both sides to create mirror-image pairings. This means less time wasted on dead-end introductions and more room for concrete negotiations.
By leveraging high-volume automation. Letzfair instantly computes availability, priorities, breaks, transit buffers, and session constraints, generating hundreds of flawless agendas in seconds and freeing your operations team from manual labor.
By utilizing real-time event control. Any last-minute modification or request is managed directly within Letzfair’s unified ecosystem, which instantly updates the digital agendas of all parties involved, including your on-site staff.
Through live, on-site tracking. Letzfair tracks check-ins, attendance, and no-shows during the event, providing you with verified, real-time participation data so your team can step in immediately if a meeting falls through.
Yes. Letzfair integrates the travel plan directly into the buyer’s profile. Attendees enter their dates, flights, and accommodation preferences within the exact same platform where they manage their business agenda, allowing your staff to coordinate hospitality without relying on external software.
By exporting comprehensive reports based on actual event data. Letzfair tracks scheduled versus completed meetings and attendee satisfaction feedback, giving you a scientific report that certifies commercial ROI for your sponsors and stakeholders.
Yes, Letzfair is a true end-to-end platform. It covers the entire lifecycle of your Hosted Buyer Program – application, vetting, travel logistics, matchmaking, live agendas, no-show monitoring, and final analytics – within a single, integrated flow.
Change your core value proposition. Stop selling mere square footage for booths and start selling guaranteed appointments with vetted decision-makers. Letzfair transforms your event space into an irresistible, measurable business development tool.
By delivering a frictionless, high-end experience. From a fast application process and a personalized agenda accessible straight from their smartphone, to clear management of their travel benefits with Letzfair, buyers can focus strictly on doing business.
By utilizing a flexible, highly configurable rules engine. Letzfair allows you to set distinct matching logics, logistical perks, and calendar rules based on buyer nationality or tier, effortlessly simplifying highly complex event structures.
By automating low-value logistics. Letzfair centralizes data collection, automated reminders, agenda generation, and post-event reporting, drastically reducing manual workflows and eliminating the risk of human error.
If you just need a calendar to book virtual rooms or simple time slots, a basic scheduling tool is enough. But if you need to qualify applicants, manage tiered hospitality, deploy two-way matching algorithms, and protect exhibitor ROI, you need Letzfair.