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 the Meetings feature is disabled, all meetings, restrictions and preferences will be deleted.

Additionally, to allow your attendees to see their scheduled meeting times you should enable Two-tab schedule.

How do I create 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.

How do I create meeting time slots?

To create meeting time slots navigate to Agenda > Meetings > Select an attendee > +Add slot.

If you cannot see the +Add slot button, this means you have not selected an attendee in the left hand column.

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, and then click Create.

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

How do I create a meeting between 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.

Select the participant

Meetings are created per participant. Thus, it is necessary to first select one of the participants for the remaining steps. When it comes to finding participants, using tags might help you. Please click here to learn how to create and attach tags.

Under the search box, select the tag you wish to filter by. To clear the filter, select the tag All.

You can also use the search box. You may also search for a person's: job title, company name, or just part of their name.

You must select who will host the meeting (choose a participant) and then choose one of the vacant slots. To do this, click Edit and then the blue Schedule meeting button.

Now, you will need to select the second person you would like to add to the meeting.

Matchmaking

The matchmaking option will allow you to automatically schedule meetings, considering restrictions and labels.

To do so, 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 and click on Auto match on the top right side of the page.

If you cannot see the Auto match button, this means you have not created any meeting slots yet.

Select the Candidate tags box and pick the tags you wish to match with, and repeat in the Exclude tags box with any tags you do not wish to match with > Preview > Match.

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 waiting list 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.

To learn more about using spreadhseets when settings up your event and virtual activities please check out this article.

How do I manage meetings?

How do I create a meeting constraint or restriction for a host?

Navigate to Agenda > Meetings to create a meeting restriction (a constraint that prohibits the host from holding meetings at certain times), select a meeting host and in the toolbar select the Show restrictions icon.

Click on +Add restriction located on the top right side of the page.

Select a start and end date and time for the restriction and select Create.

By default, being enrolled in activities will also work as a constraint. For example, if attendees are enrolled in an activity that starts at 3 pm and ends at 4 pm, they will not be available for meetings during this period. If you would like to change that, you should enable Concurrent Schedule under Settings > Tools. By doing so, attendees will be able to enroll in activities and meetings that occur simultaneously and decide which one they would like to attend.

How do I swap meeting times?

To do so, 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 > Edit > Swap meeting icon.

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.

Press 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.

Select the 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.

Select the Edit > press Clear all meetings.

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.

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.


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