Bilateral Meeting Sessions - How to arrange?

A well designed arrangement of bilateral meeting sessions (B2B sessions) and timeslots are of high importance to initiate bilateral meetings and achieve a high number of meetings.

When choosing wrong settings you can

  • prevent to maximize the number of possible meetings and
  • make it difficult that participants can book the most wanted counter-parts.

Regarding the bilateral meeting sessions B2Match uses the following two terms:

  • Timeslot
    correspond to a meeting and usually have a duration of 15,20 or 30 minutes
  • Bilateral meeting session
    correspond usually to a group of timeslots e.g.
    * B2B Session Morning (9:00 12:00) – could be 6 meeting á 30 minutes
    * B2B Session Afternoon (14:00 17:00) – could be 9 meeting á 20 minutes

 

Enclosed some typical arrangement and its pros and cons

1) One Session a day
Typical Timeframe Pro Cons
09:00 – 17:00
  • Everybody can meet everyone
  • Highest number of meetings can be expected
  • Meetings are also scheduled during the lunch break
  • Other parallel sessions (e.g. Workshops, Presentations) can not be considered
  • Participants have no control when their meetings takes place
2) Two Session a day
09:00 – 13:00
14:00 – 17:00
  • Most participants can meet each other
  • High number of meetings can be expected
  • Lunch break can be planed
  • Other parallel sessions can be partly considered
  • Participants have partly control when their meetings takes place
  • No matching possible between participants who joins either the morning or afternoon session only
3) B2B sessions equal to timeslots
09:00 – 09:30
09:30 – 10:00
10:00 – 10:30
10:30 – 11:00
etc
  • Participants can select most appropriate timeslots
  • Parallel sessions can be better taken into account
  • LOWER number of possible meetings compared to option 1 & 2
  • More difficult to match participants, as their matching timeslots could considerably deviate from each other
  • No guarantee that all meetings can be scheduled (~ 10% drop-out rate)
4) B2B sessions and other events have matching timeframes
() 9-11 B2B Session I
() 9-11 Presentations
() 11-13 B2B Session II
() 11-13 Workshop
etc.
  • Participants can select exactly those events he is mostly interested in
  • Perfect management of parallel event sessions
  • LOWER number of possible meetings as participants can spend most of their time e.g. in workshops and are not available for B2B meetings

 

Which is the Best option to choose from above?

It depends on the event related circumstances.

Anyhow, B2Match made the best experiences with option 2 and 4:

  1. Option 2: 2 B2B Session a Day (Morning and Afternoon sessions)
    in case there no other parallel events like workshops, presentations, etc.
  2. Option 4: All events (B2B sessions, workshops, presentations) are listed in the registration form
    and participants chose those event sessions they are mostly interested in. When setting up such an agenda (program) one should consider that the event sessions have corresponding starting/ending times. B2Match doesn’t allow the simultaneous selection of parallel events in case they have overlapping times

 

Example

  • How option 4 can be setup and represented via B2Match
  • How can timelines of Meeting Sessions be adapted to meet Event Agenda constrains?
  • Find other examples here