What to consider for successful completion of your event?

Action to be considered or undertaken to guarantee a successful completion of your event

Your event will take place in about 2-3 weeks. During this time-frame you have to undertake or consider several actions to make your event a success

Find below an action list you should take care.

BEFORE BOOKING OPENS (2 weeks beforehand)

  1. A relevant number of imported participants have not indicated to attend again
  2. A relevant number of participants have not signed-up for the Bilateral Meeting sessions
  3. A relevant number of participants have not inserted a “collaboration” profile
  4. A relevant number of participants is not validated yet
  5. Booking time-frame should be revised
  6. Contact co-organizer | Ask to check profile quality of their clients
  7. Registration will close too early

BOOKING HAS OPENED

  1. Mailing “Booking has opened” has not been sent out
  2. Mailings “Booking has opened - REMINDER” has not been sent out
  3. Mailings | The perfect mailing strategy for the last week

LAST WEEK

  1. Booking timeframe | Closing is too early
  2. Mailings | You have not booked any meetings yet to be sent
  3. Mailings | You have several not confirmed meeting requests – Please Confirm/Cancel
  4. Scheduling has not been done yet
  5. Preliminary Meeting schedule has not been sent out yet


Contact participants who do have many meetings but not confirmed their participation yet
Contact co-organizer | Their participants should book meetings and confirm their attendance

LAST 2-3 DAYS

  1. Final Schedule has not been sent out yet 
  2. Print & send the FINAL Meeting schedule 

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

1 WEEK BEFORE BOOKING OPENS

 

A relevant number of imported participants have not indicated to attend again

We suggest to send another reminder asking imported participants if they would like to attend the event. Every reminder can convince some more “last year participants” to attend the upcoming event again.

How to address those participants?

  1. Copy and paste the content of the mailing sent out some weeks ago (see Mailings -> Sent)
  2. Create a new mailing campaign via: Mailings -> Custom Mailing -> Create New
  3. Adjust recipient list via button “Customize Recipients (Filter)” | set Status = Imported
  4. Copy “pasted” content and replace the given personalized Salutation and Confirmation link via the two placeholder variables (%salutation%, %confirmation_link%). It is really important to replace them otherwise all participants would get the same (identical) salutation and confirmation link.

A relevant number of participants have not signed-up for the Bilateral Meeting sessions

The more participant’s sign-up the B2B matchmaking sessions the more bilateral meetings you can expect later on. B2Match is offering a dedicated Mailing where you can exactly address these participants.

The Mailing can be found here:
Mailings -> Encourage participants to join bilateral meeting sessions
We advise to send out this mailings 1-2 times about 1-2 weeks before the booking opens.

 

A relevant number of participants have not inserted a "collaboration" profile

If participants insert/publish meaningful collaboration profiles (I am offering …, I am looking for …) the whole event will benefit. If too many participants haven't inserted a collaboration profile the number of bookings will be significantly lower. Experiences has shown that companies having published none or low quality profiles only receives a low number of meeting requests unless they do have a well-known company name. You should send out a dedicated mailing asking participants who have not inserted a collaboration profile to publish their collaboration wishes. To prepare such a mailing please use the "Custom" mailing and select as selection criteria "Matchmaking = Yes" and "With cooperation profile = No" via the "Customize Recipients (Filter)" button.

Please also contact your co-organizers and ask them to check if their clients have published a meaningful collaboration profile. If they see room for improvement, then they should get in contact with the companies.

 

A relevant number of participants is not validated yet

Participants who are not validated yet are not listed nor can be booked for bilateral meetings. So please check the participants profiles and validated them.

 

Booking time-frame should be revised

Well proven time-frames for booking meetings are between 2-4 weeks depending on the particular circumstances.

Unfortunately, participants often wait until the very last week to make their bookings. Therefore we suggest to keep the booking open until 1-2 days before the event. We have figured out that 10%-30% bookings are made during the last 2-4 days. Therefore we really suggest to keep booking open as long as possible in case you want to maximize the booking figures. Scheduling and printing meeting schedules takes less than one hour. Therefore there is no need to finalize schedules already a week beforehand.

 

Contact co-organizer | Ask to check profile quality of their clients

Please read more about this topic above. A relevant number of participants have not inserted a “collaboration” profile …

 

Registration will close too early

We recommend to keep registration open until one day before the event because there will be always registrations within the last days.

 

BOOKING HAS OPENED

 

Mailing "Booking has opened" has not been sent out

Once the booking has opened you should send the first mailing within the next 1-2 days asking participants to start to book meetings.
See Mailings -> Invitation to book meetings
Please send this mailing again after 3-4 days

 

Mailings "Booking has opened - REMINDER" has not been sent out

The reminders “Booking has opened” mailing should be sent out 1-2 times after 3-5 days.
Past experiences have shown that some participants only react once they have received the 2nd or 3rd reminder. 

 

LAST WEEK

 

Booking time-frame | Closing is too early

Consider, that you can expect 10% - 20% more bookings during the last 2-3 days before the event. So PLEASE don’t close booking too early. KEEP booking open until 1-2 days before the event. Read above "Booking time-frame should be revised".

 

Mailings | You have not booked any meetings yet to be sent (Read more)

Please send out this mailing 1-2 times. It only addresses those participants who have not made own bookings.
See Mailings -> Invitation to book meetings (Reminder)

 

Mailings | You have several not confirmed meeting requests – Please Confirm/Cancel

In case your event runs in the book mode “Meeting requests have to be confirmed” you probably will have several meeting requests which are not confirmed/rejected by the counterpart.

See Menu: Meetings
To address these participants, proceed as flows:

  • Mailings -> Custom Mailing
  • Select the blue button “Customize Recipients (Filter)” and set the Option:
    Meetings = "Waiting Requests"
    to pre-select only those participants who have not confirmed meeting requests
  • Subject: Eventname | You have pending meeting requests, please confirm or cancel
  • Content of the mailing

Dear %salutation%,

You have pending invitations for face-to-face meetings.
Please notice, only confirmed invitations will be scheduled!

HOW TO CONFIRM?

1) Click on the Autologin link below to login
    %autologin_link%
2) Select the Tab: Meetings
3) Confirm or decline requests listed below "Open requests" via the button "Details"

BOOK FURTHER MEETINGS
Select the Menu "Participants" to book further meetings

Eventlink

Kind regards,
the event organizers

 

Scheduling has not been done yet

About one week before the event you should do the first scheduling and send out a preliminary meeting schedule. It also gives you an indication if you have considered enough tables (change table numbers via Settings -> Events).

See also our Scheduling Video:
https://b2match-support.zendesk.com/hc/en-us/articles/202900432-The-Scheduler-Video-Tutorial

 

Preliminary Meeting schedule has not been sent out yet

About one week before the event it’s the perfect time to give participants a first visual impression (PDF) about the number of meetings and their chronological arrangement (morning, afternoon, day 1, day 2, etc.) By sending out the preliminary meeting schedule you can ALSO expect a further push in bilateral meetings as this preliminary schedule acts as a trigger to book further meetings for many participants.

 

Mailing | The perfect mailing strategy for the last week

Experienced event organizers send out 5-10 mailings to maximize the booking figures.

The following mailing strategy has proven to work very well.

e.g.: Booking phase is 2 weeks

- 14 days: Booking has opened
- 11 days: Booking has opened
- 08 days: Not booked any meetings yet
- 05 days: Your preliminary schedule

From now on new meetings should be scheduled manually twice a day

- 03 days: Only 24 hours left to book
- 02 days: Your updated schedule
- 01 days: Print & send the FINAL schedule 

Use inspiring email subjects like:

  • Eventname – Don’t want to miss new business contacts? Then you should start to book your B2B meetings
  • Eventname – Your preliminary meeting schedule
  • Eventname – Only 24 hours left to send meeting requests

Read more here

 

Contact participants who do have many meetings but not confirmed their participation yet

About 2 weeks before the event participants are asked to confirm their participation. This is done via a pop-up question which appears once a participant is logged-in to book meetings or check the meeting schedule. In the backend this feedback is indicated in the Participant column “Conf.”. A “Yes” indicates participation confirmed, a “No” participants has cancelled his participation. Please contact those participants by phone which has no given any feedback and do have many meeting requests.

 

Contact co-organizer | Their participants should book meetings and confirm their attendance

Motivate your co-organizers to check

  • participant’s profiles
  • booking situation
  • confirmation of participation at the event (to reduce No-shows)

As a result, you will have more bookings and less no-shows.
B2Match offers a special Co-Admin Mailing which only addresses the co-organizers.
Please see Mailings -> “Standard Mailing to Organizers”

 

Read more how to increase the booking figure during the last week