The Matchmaking Process

In order to host a successful matchmaking event, it is important to understand the process and its best practices. We want to give you an overview about the process which an organiser has to go through, from creating the event to welcoming the participants at the venue.

There are a few crucial milestones on the way to organizing a matchmaking event.

  • Event Setup - Configuration in the Organiser's Tool and Website

After the event page is created, it is the organiser's task to configure the event according to their needs. The basic configuration for most events includes having the agenda setup, having chosen strong areas of activities and configured marketplace entries, customizing the event website setting the registration and booking time frames. 

A test registration, which can be rejected and deleted by the organisers at any given time, can help the organisers identify the needed improvements in the registration process. 

  • Registration Opens for Participants

When the registration opens up, participants can start signing up for your event. During this phase you can approve attendees, promote your event and prepare for the booking phase. Depending on your capacity or preferences, you can give the registration phase an end date as well. 

b2match recommends keeping the registration open until the day of the event. Based on our experience, the largest number of participants will register shortly before the event.
  • Booking Phase - Participants Request Meetings

When the booking phase starts, participants can request meetings with each other. Ideally, this phase starts when a larger number of participants have already registered for the event. This gives them more potential meeting partners to choose from.

It is recommended that you let the participants know that the booking has started by sending a message, as the only notifications sent by the system concern meetings and meetings reminders. See the list of notifications automatically sent here.

b2match recommends opening the booking phase 3 weeks prior to the event's date. Based on our experience, the largest number of meetings will be booked in this time frame.
b2match recommends that the organisers encourage participants in creating relevant Marketplace entries. Our experience showed that relevant Marketplace entries boost the number of meetings among participants.
  • Updating Participants About Their Agenda

Depending on how you have configured your event, your main task will be to make sure that the participants are aware of their schedule. You can use Messages (Outbox) to keep your participants informed, as the agenda only represents the meetings at a certain time. Depending on your settings, the meeting schedule can always change before the event takes place.

Participants can update their registration information and check and download their agenda at any given moment by logging in to the system.

Depending on how you have configured your event, you need to make sure that the participants are informed on the agenda topic.

If you chose to schedule the meetings yourself, you need to schedule the accepted meeting requests at this point. Scheduling is the process in which our systems helps you to automatically assign a time and place for your meetings. 

  • Event Takes Place

It is time to get prepared for the on-site experience! Check the Export section in the organiser's tool, where you can find useful documents to download: participant schedules, badges and catalog.