How to transfer participants data from a Conference website to B2Match?

There are 2 different options to manage the transfer of participant's contact data:

Options to transfer data  Remarks
HTML Form * An HTML form must be implemented on the conference website
 Excel Import 

* Excel file(s) have to be imported every now and then.
* Via b2match mailings participants are asked to confirm the transfer and add missing data


Which participants should be transferred?

Typically you should only transfer those participants who have indicated to be interested in the Matchmaking. It makes no sense to transfer participants who are interested in the presentations or workshops only but have no interest on B2B meetings. Therefore the conference registration form should also include (offer) a question if participants are interested in B2B meetings. Read more below.


Matchmaking Question in the Conference registration form

How to differentiate which participants are interested in the conference only and those who also would like to attend the matchmaking (Bilateral Meeting) sessions? To cover this task the IT team managing the Conference registration form has to add a question like this:

MATCHMAKING - Are you interested to manage additional business meetings at the conference?

o Yes / o No

On Yes, you can
* Publish and showcase your collaboration/cooperation needs on the B2B matchmaking platform
* Managed further business meetings in the matchmaking area


The B2Match HTML Form to transfer data to b2match

The following script will forward participants data to the B2Match registration form. It has to be integrated and executed on the conference web server. This task has to be done by the IT person who manages the registration forms and data processing for the conference.

The script should be executed once the participant has

a) clicked on the submit button in the conference Registration form or
b) pressed linked to another "Submit" button placed anywhere on the website

Note: Delete those lines where you have no corresponding data

<form method="get" action="">
  <!-- Participant Data -->
  <input type="hidden" name="registration[last_name]"           value="Kurt">
  <input type="hidden" name="registration[first_name]"          value="Burtscher">
  <input type="hidden" name="registration[position]"            value="Position">
  <input type="hidden" name="registration[email]"               value="">
  <input type="hidden" name="registration[gender]"              value="m"><!-- m=male; f=female -->

  <!-- Organisation Data -->
  <input type="hidden" name="registration[organisation_name]"   value="B2Match GmbH">
  <input type="hidden" name="registration[street]"              value="">
  <input type="hidden" name="registration[zip]"                 value="1234">

  <!-- Country  - Please use country name or country code (ISO)    -->
  <input type="hidden" name="registration[country_name]"        value="Austria">
  <input type="hidden" name="registration[country_code]"        value="AT">
  <input type="hidden" name="registration[city]"                value="Vienna">
  <input type="hidden" name="registration[phone]"               value="+43 1 123 123 123">
  <input type="hidden" name="registration[mobile_phone]"        value="">
  <input type="hidden" name="registration[url]"                 value="">
  <input value="Transfer data to the MatchMaking website" type="submit">


Data are transfered via Excel

B2Match offers a simple Excel import option allowing to transfer participant’s data in a few minutes. In case event organizers only want to transfer those participant’s data which are potentially interested in B2B meetings a B2B question has to be added in the conference registration. To reduce the import burden data should only be imported once (2-3 weeks before the event) or in case of high weekly registration rates one time a week. Once participant data are imported a mailing has to be send to all imported participants asking to confirm the data transfer and complete missing information. This mailing has to be resent 1-2 times to maximize the confirmation figures as not all participants react on the first mailing.


How to promote "The Matchmaking" on the Conference website?

Especially for option 3 an attractive matchmaking promotion page should be created to promote the advantages to go to the matchmaking portal page.

Bilateral one-to-one meetings at the conference

Find enclosed some template text

Bilateral meetings (MatchMaking) at the conference are a quick and easy way to meet new potential cooperation partners. People meet and greet in 20 minutes’ interval which is usually enough to build connections, then the bell rings and the next talk starts. Instead of arranging business meetings by chance during the coffee breaks or lunch times our B2B sessions guarantees fixed reserved tables for one or more 30 minutes’ meetings.

Why to participate?

  • Start networking weeks before the event:
  • to present, discuss and develop new projects
  • to talk about concrete project ideas and innovation plans
  • to initiate cross-border contacts and co-operations
  • to meet and share views with other conference participants out of your business field
  • meet several promising business partners of your choice in one day and one location

In case you register for the bilateral meetings you:

  • can publish your products or collaboration wishes on the website accessible for all visitors
  • are able to invite other participants for bilateral face-to-face meetings at the conference
  • will receive meeting requests from other conference participants


Participate in pre-scheduled 20 minute meetings to meet your potential business and technology partners. High speed meetings are perfect for first impressions and new contacts.

The matchmaking event on the 16-17 March 2016 gives you the opportunity to meet potential business and technology partners in the field of energy during pre-scheduled meetings. Energy Match is a quick and easy way to meet potential cooperation partners. People meet and greet at high speed – 20 minutes is usually enough to make a connection. The event is targeted to companies and experts working in the field of energy, in particular wind, solar and gas.

Register here in the online tool by 2 March 2016.

In your profile, describe your business focus and collaboration wishes. The better your profile the more meeting requests you will receive. Once the matchmaking tool is open for booking, you can send and receive meeting requests at your desk or at home. One week before the matchmaking event in Vaasa, you will receive your personal meeting schedule by email.

The event is free of charge, registration is mandatory.