Step 4: Preparing the on-site experience

How you prepare the on-site experience is of course highly related on your event type. However, we want to give you some general insides on how you can take better care of your event.

Setting Up Your Tables at The Event


The way you set your tables depends highly on your venue. In general we would recommend to rather use small tables and to keep them close by, so that participants don’t have to search for each other. Make sure that you make the table cards clearly visible. We recommend using number plates but a simple folded A4 paper with the table number on it will also do its service.

Go to the Participants list, select all Participants and Export the Table schedules. Table schedules provide you with a schedule grouped by table. Put one table schedule on the associated table. Participants will be able to easier verify if the are at the right table.

Hand Out The Final Meeting Schedule


Make the final agenda available to participants. Either hand them out at a reception desk or make them available for participants to pick up. Go to Exports and download the final Schedules. Print them twice. Make one copy available to the participant when she arrives and keep one copy to yourself in case the participant needs it.

On-Site Support

  • Make sure that you or one of your colleagues familiar with the matchmaking process is present at the matchmaking event
  • Set up a booth where matchmaking participants can contact you in case of questions regarding their meetings. Keep a laptop with you in order to be able to manage meetings on the spot.
  • A printer can be useful in case a participant has last minute changes in their agenda
  • An extra computer where the participants can continue to register and request/accept meetings can be helpful
  • Consider having a bell on site in order to signal the end of each matchmaking session.