Meetings: instructions for event organizers

Meeting people to conduct business on site is key at sponsored events. In addition to the networking functionality, you can set up meetings using our self-service booking system. You can request more info, add your inbox, confirm or reject a meeting, add check-in options and assign automatic survey forms.

How do I enable the meetings feature?

Select Settings > Tools > Edit and scroll down to the InEvent Registration section, and enable the Meetings functionality.

If you want the attendees to be able to schedule meetings for themselves, you'll need to enable Networking and make sure Profile Lock is disabled.

Setting up meetings

There are two options when it comes to scheduled 1x1 meetings:

• ​Participants can decide with whom and when they would like to meet by scheduling meetings through the Virtual Lobby.
• Event organizers can book all participant's meetings in the backend

Meetings scheduled by the participants

To define the meetings slots that will be displayed on the Virtual Lobby for participants during your event:

1. Go to Agenda > Meetings.
2. Click on the Settings button In the upper right corner.
3. Define the default start and end time for meeting slots, as well as the default duration of each meeting through the pop-up window.
4. Click on OK once you are done.

This will affect the meeting slots displayed to all attendees who try booking 1x1 meetings, as shown below:

For further information on meetings scheduled by the participants, access this article.

Booking meetings outside event start and end date bounds

If you would like participants to book meetings before the start and after the end of your event, follow these steps:

1. Go to Agenda > Meetings
2. Click on Settings at the top right corner of the page
3. Select a date and time under Start date before event and End date after event.
4. Click on Ok once you are done.

In the virtual lobby, participants will be able to book meetings with available slots before and after the event.

To disable meetings outside your event start and end dates, turn on the Block meetings outside event date option.

For more information about creating event meetings before and after an event, consult this article.

Meetings scheduled by the event organizers

If you, the event organizer, wish to book all participant's meetings in the backend, follow the steps listed below:

Creating a place to hold meetings

To be able to schedule meetings you first need to create a place to hold your meeting by going to Agenda > Places > +New place > Create.

Please see the Places FAQ for further information.

Creating meeting time slots

To create meeting time slots, on the meetings page:

1. Go to Agenda > Meetings, select an attendee > +Add slot.

1. Then, select the place that you have created, a start and end date (along with times) for the entire period your meeting slots will sit within, and the duration (in minutes) of each individual meeting slot.
2. Click on Create.

You can also add slots in mass by pressing the + icon in the upper left.

Once you have created mass slots, you will receive an email informing you the operation was successful and confirming the amount of slots. The email will look like this:

How do I create a meeting for participants?

Navigate to Agenda > Meetings > use the filter to search for a participant and then select the host of the meeting, ensuring that prior to this step you have created meeting time slots.

Ensure you are in the Show meetings as host view, by selecting the icon shown below.

Creating a meeting between two participants

Meetings are created per participant. Thus, selecting one of the participants as the meeting host is necessary before carrying out the remaining steps. To create a meeting between two participants, follow the steps below:

1. Select a meeting host from the list of participants on the left-hand menu.

1. Click on Edit and press the blue Schedule meeting button on any of the host's vacant slots.
2. Click the blue button next to the person you want to add to the meeting.
3. Press End to save your changes.

The guest will receive a New meetings have been added to your list notification in the Virtual Lobby when a meeting is added by admins on the backend. In addition, they will receive a "You have a meeting starting soon" notification when it is time for the meeting to take place.

Creating a meeting between multiple participants

To book a meeting between multiple participants, follow the steps below:

1. Select a meeting host from the list of participants on the left-hand menu.

1. Click on Edit and press the blue Schedule meeting button on any of the host's vacant slots.
2. Select the participants you would like to add to the meeting.
3. Click on the blue Select button showing the number of selected people.
4. Press End to save your changes.

Matchmaking

The matchmaking option allows you to schedule individual and group meetings automatically, considering restrictions and labels.

Matchmaking a host with a participant

To matchmake a host with one participant, follow these steps.

1. Navigate to Agenda > Meetings, use the filter to search for a participant and then select the host of the meeting.
2. Go to the Show meetings as host view and click on Auto match at the top right side of the page. (If you cannot see the Auto match button, this means you are yet to create any meeting slots for the host.)
3. Select the Candidate tags box and pick the tags you wish to match with. Repeat in the Exclude tags box with any tags you do not want to match (Optional).
4. Ensure that the number selected in the People Matched box is 1.
5. Click the Preview button, then press Match.
6. Refresh your page and click on the Host's name once again to see the meeting slots booked.

Matchmaking a host with multiple participants

To matchmake a host with multiple participants, follow these steps:

1. Navigate to Agenda > Meetings, use the filter to search for a participant and then select the host of the meeting.
2. Go to the Show meetings as host view and click on Auto match at the top right side of the page. (If you cannot see the Auto match button, this means you are yet to create any meeting slots for the host.)
3. Select the number of people you want to match the host with per meeting from the People matched box.
4. Select the Candidate tags box and pick the tags you wish to match with. Repeat in the Exclude tags box with any tags you do not want to match (Optional).
5. Click the Preview button, then press Match.
6. Refresh your page and click on the Host's name once again to see the meeting slots created.

Besides the matchmaking feature, we also offer another networking option that will randomly assign 1x1 meetings in the Virtual Lobby: the Speed Networking.

Waitlist

Once automatic matchmaking has been done, participants who match your survey, but who were unable to be allocated to the available slots, will be placed on the Waiting List. You can view this list before the Combination or afterward by clicking the Show waitlist button.

Using spreadsheets to set your meetings

There is also the option of using spreadsheets when setting up meetings for your event. To use it, please click on the Edit button (top right corner of the screen) > Import > Download demo file and fill up the spreadsheet with the participants’ emails, place, starting date, duration, and capacity of the meeting.

How do I create a meeting restriction on a host?

To create a meeting restriction on the host, follow these steps:

1. Navigate to Agenda > Meetings to create a meeting restriction (a constraint that prohibits the host from holding meetings at certain times),
2. Select a meeting host and in the toolbar select the Show restrictions icon
3. Click on +Add restriction located on the top right side of the page
4. Choose the type of restriction: Date and time range, Recurring times or Entire date
5. Fill in the necessary details and press Create.

Once a restriction has been fixed on a host, the set date will be blocked in the host's calendar when scheduling a meeting in the Virtual Lobby.

How do I swap meeting times?

To do so follow these steps:

1. Navigate to Agenda > Meetings > use the filter to search for a participant and then select the host of the meeting, ensuring that prior to this step you have created meeting time slots.
2. Ensure you are in the Show meetings as host view > Edit > Swap meeting icon.
3. Select the Schedule meeting icon next to the time you wish to reschedule the meeting.

How do I delete one meeting?

Navigate to Agenda > Meetings and filter or search for a host or guest > select the attendee > select the Show meetings as host or Show meetings as guest icon.

Click on Edit > select the meeting you wish to delete > press Remove selected.

How do I delete all scheduled host or guest meetings?

Navigate to Agenda > Meetings and filter or search for a host or guest > select the attendee > select the Show meetings as host or Show meetings as guest icon.

Click on Edit > Remove all meetings. Type Remove meetings in the confirmation box and select Remove.

How do I delete all meetings from one place?

Navigate to Agenda > Meetings > Edit > Remove slots per place category > select the place you wish to remove from the drop down menu > Remove.

How do I clear all meetings slots from a host or guest?

Navigate to Agenda > Meetings and filter or search for a host or guest > select the attendee > select the Show meetings as host or Show meetings as guest icon.

Click on Edit > press Clear all meetings.

Is it possible to extend the event meetings date outside the event date range?

Yes, if you wish to enable meetings even before the event starts and/or after the event has finished, click here to learn how to do so.

How do I display or project meeting times on a television or projector?

Navigate to Agenda > Meetings and select the television icon and a new window will appear that you can use to project meeting times on a television or projector.

How do I create an evaluation form?

Navigate to Agenda > Meetings > select the Megaphone icon > +Add question.

Enter questions by clicking the + Add question button. You can also monitor on the screen how many evaluations have already been answered and how many are left, considering the total number of participants.

How do I notify participants about their meetings?

Virtual Lobby notifications

When the event admin creates a meeting between two or multiple participants, the meeting guest(s) will receive a Virtual Lobby notification informing them that they have a meeting. The meeting slot will also appear in the main page of the Virtual Lobby and in the My agenda tab.

Automatic meeting email

If attendees book the meeting themselves directly from the Virtual Lobby, they will receive emails regarding the meeting. However, for this to happen, the meeting email tool needs to be enabled (usually enabled by default). When the meeting email tool is active, each meeting will use two email credits, since both participants will receive a confirmation email containing the meeting details.

Send a .ics file attached to the meeting confirmation email

The .ics file will be attached to the confirmation email if the event admin has enabled the ics file on meeting confirmation tool (usually enabled by default), allowing the participant to save the meeting on their calendars.

Manually

If you had scheduled the Meetings in the backend or allowed participants to schedule themselves in the Virtual Lobby, either way, you can send emails with their individual Meeting tables. It's very simple and easy:

• First, you need to follow the instructions on How to add dynamic content to my email.
• Then on Dynamic contents > select Event > Meetings

• And the participant will receive an email with a Meeting table looking like this:

How do I check the Meetings' report?

You can get an excel report on the meetings created, by clicking on Edit > Report at the top left corner of the page.

An excel sheet will be sent to your email containing:

• Information on the meeting such as: IDs(meeting,person,host,guest), PlaceID, reason, type, placeName, placeCategory, Capacity, dateBegin, dateEnd, totalTimeSpent, dateBeginTimezone, dateEndTimeZone.
• Information on the host and guest: names, roles, companies, images, status, check-ins, emails, telephones and hostPersonheadline.
• Attendance: You can check the meeting attendance by looking at the check-in columns in the report.

To find out if the host attended the meeting view hostCheckIn, if the field contains a yes, it means the host attended, if the field contains a no, then it means the host did not attend the meeting.

To find out if the guest attended the meeting, view guestCheckIn. Once again, if the field contains a yes, it means the guest attended, if it contains a no, it means the guest did not.

• Duration: To find out the duration of the meeting, check the column totalTimeSpent:

Live Performance

To check the analytics of the Meetings that took place, you can go to Analytics> Virtual Lobby reports. Under the Live Performance, at the column name you can see the Meeting room #

By clicking on the blue button on the far right, you can find more details such as the participants, the time spent inside the room, etc.

Instructions for participants

If you are an attendee and you wish to learn how to find out about your meetings, how to answer feedback surveys about your 1x1s, and much more, click here.