Setting up the Agenda

Your events agenda plays a key role in the b2match system. The agenda has several uses throughout the platform:

  • The agenda is a representation of your event
    You can structure your events content into sessions and add tracks in order to group these sessions. This information is used to display your event agenda on the event website.
  • Sessions can be hidden or shown during registration
    When creating a session, you can set if the session should be selectable during the registration process or not. This enables organisers to follow which sessions the participants have signed up for. Additionally, organisers can set a limit on specific sessions.
  • Sessions are used to specify when matchmaking takes place
    A session which is intended to be used for matchmaking holds the following information:
    • the number of available tables
    • the meeting length or duration
    • This determines how many potential meetings can take place during a particular session. A matchmaking session is therefore the foundation for meetings to take place.
    Matchmaking sessions will be visible during registration by default. The participants need to select at least one matchmaking session in order to be able to send and receive meeting requests.

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    Sessions during Registration (left), A participants personal agenda with already scheduled meetings inside (right)

How Is the Agenda Structured?

The agenda consists of sessions, which are the basic building blocks for structuring your events schedule. A typical session is usually something like a keynote or a workshop. A session can also by used to manage matchmaking by making it a matchmaking session.

Tracks are used to group sessions by topic or theme and can be used to make some sessions mandatory to choose during registration. 

Make sure the matchmaking sessions do not overlap with other sessions, as this will reduce the matchmaking participation and therefore the number of meetings.
b2match recommends splitting the matchmaking into several sessions with breaks between them. Based on our experience, participants will rather choose several shorter sessions with breaks than a single long session.

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Adding a Session

To create a session click on Agenda on the right hand side navigation and click on Add Session.

  1. Enter a Session Title for your session.
  2. Give your session an identifier or let the system to assign a random identifier. The identifier helps the system differentiate between sessions and it will not be visible for the participants.
  3. Specify on which day the session will take place
  4. Enter the time when the session will start
  5. Enter the time when the session will end
  6. Enter the location where your session will take place.
  7. Enter a short description or a session related explanation note, only shown in the registration form, where you can add remarks related to this session, which are not shown in the agenda. Example: a typical remark for the matchmaking sessions: 'If selected you can send and receive meeting request'.
  8. Give your session a full description to communicate what its content is. This description will be shown in the event agenda.
  9. Assign your session to a track in order to group similar sessions. Alternatively, you can set the track options to 'Session mandatory in registration', which means that participants will have to choose at least one session in the track group during registration.
  10. Choose if this session should be visible in the registration. Sessions which are not visible during registration will be automatically added to the participants' schedule. This is useful for general sessions like Introduction/Welcome, Lunch, Coffee Break, After Party, etc. Optionally, you can enter a maximum number of participants for the session. If the limit is reached, the registration will not be possible anymore for this session.
  11. Decide whether you want to limit the participants' number to this session.
  12. Choose if the session will be displayed in the event agenda.
  13. Choose if the session will be displayed in participants pdf agenda.
  14. Decide whether you allow session concurrence. If ticked, the Validate Concurrency feature will not allow participants to select overlapping sessions. 
  15. Choose if this session will be used for matchmaking. If so, specify how many tables will be available during this session and specify the duration of a single meeting. Meetings usually take between 15-30 minutes.
  16. Meeting length will only be displayed if you selected 'is matchmaking session'
  17. Tables will only be displayed if you selected 'is matchmaking session'.
  18. Click on Create Session in order to create your session.
  19. Click on Cancel in order to cancel the session creation.
     

Matchmaking sessions will be visible during registration by default. The participants need to select at least one matchmaking session in order to be able to send and receive meeting requests.