What to do when during the last weeks?

After weeks of promotion, hopefully many participants have registered. Now it is time to inform and convince participants to book bilateral meetings. To maximize the outcome of your event (number of participants and meetings), you have to perform several actions during a tight time schedule.

  • Mailings
  • Checks & Actions
  • Phone calls

The flowchart indicates which activities have to be done at what time.

Table of content

  • Checklist for the last 2-3 weeks
  • How to identify participants who have not sign-up for the B2B sessions?
  • How to identify and contact participants without a collaboration profile?
  • Mailings – What to consider?
  • Scheduling – General remarks
  • The preliminary meeting schedule
  • Things to take care between the last days of the booking phase
  • How to push bookings during the last 3 days?
  • Preparing the final meeting schedule
  • The final meeting schedule
  • How to manage on-site meetings requests?
  • Feedback after the Event

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How to identify participants who have not sign-up for the B2B sessions?

There are always participants who have forgotten to tick the Bilateral Meeting checkboxes. If B2B meeting checkboxes are not ticked, participants cannot take part in the meeting selection process. In the “Events” column of the Participant list you can see who attends which sessions. B2B sessions are indicated by "B2B, B1, B2, etc." usually.

  • Mailing: Make a mailing to all participants not joining the B2B sessions and inform them that they can’t book meetings or receive meeting requests if they do not tick a B2B checkbox.
    Mailing -> “Encourage participants to join bilateral meeting sessions”
  • Phone calls are time consuming but effective
    Ask co-organizers to contact participants by phone to promote participation in the B2B sessions
    ADMINS can also activate B2B checkboxes for participant if they get their approval on the phone.
    Menu: Participants -> Edit -> Tab: Registration (select appropriate B2B checkboxes)


How to identify and contact participants without a collaboration profile?

Check which participants join the B2B meetings but haven’t inserted a co-operation profile. Contact and inform them that a profile is important to receive qualified meeting requests.

Participants -> Advances Search (see picture for relevant settings)

How to contact those participants via a Mailing?

If there are many participants joining the B2B sessions but have not inserted a cooperation profile, then you should send them an email notification asking to insert a cooperation profile.

Mailings -> Custom Mailings

In the "Custom Mailing" you have to click the button “Customize Recipients (Filter)” to select these options as indicated in the picture above.


Mailings – What to consider?

Booking of bilateral meetings has to be announced by mailings. Several mailings have to be made, each at a certain time to maximize the number of bilateral meetings. The booking phase should last about 2 weeks to manage all these mailings properly.

Booking phase only one week?
Skip or combine the one or other mailing and activity.
For all mailings, ready made templates are available which can be customized (Menu: Mailings)


The booking phase will opened automatically based on dates inserted in
Menu: Settings -> Registration & Bookings

Mailing „1st Invitation to book meetings”
Once the booking has opened you should sent this mailing afterwards
Menu: Mailing -> Invitation to book meetings
Note: Participants who have not ticked any B2B checkbox are not included in this mailing list

Email alerts once a participant has been booked for a meeting
Participant receive email alerts every time they have been booked for a meeting.
How to modify the standard wording of this notification?

Menu: Settings -> Notifications



After 3-5 days a first reminder to book meetings should be sent.
This mailing only addresses participants who have not booked any meetings yet

Menu: Mailing -> Invitation to book meetings (Reminder)
Sending out more than one reminder mailing? You can send out the “Reminder to book meetings” mailing several times. e.g: Two days before the booking deadline you can send a last reminder e.g. “Only 2 days left to book meetings”


Scheduling – General remarks

About one week before the event, you should prepare a first (preliminary) meeting schedule.

If number of tables is limited and too many meetings have been booked you can also reduce the length of the meetings (eg: from 30 to 20 minutes) and simultaneously increase the timeslots (eg. from 2 to 3 meetings per hour). In this case you have to reset all meetings first.

  • How can I change the table number?
    Settings –> Events -> Edit
    Increase the table number for every B2B session
  • How can I change the meeting length?
    Settings –> Events -> Edit
    When adjusting meeting length you must also
    a) adjust number of time slots
    b) re-schedule all scheduled meetings
  • How can I manually move a meeting?
    1) Click on the meeting you want to move
    2) Click on one of the green fields


The scheduler

If you start the scheduler the first time
Scheduling -> Open Scheduler
all meetings are located in the section “Unscheduled Meetings”. To start the automatic scheduling click on the button “Auto-Schedule” Meetings are be placed in the B2B sessions automatically.

RED: participant who HAS booked the meeting - HOST
Blue: participant who WAS booked for this meeting - GUEST

IMPORTANT: As long, the booking phase is open new meetings requests are placed in the Unscheduled Meeting section. In case of un-scheduled meetings, schedule them via:

  1. Auto-Schedule button (if many)
  2. Manually - Drag and Drop (if only a few)


How to re-arrange meetings and optimize stand by time of the participants?

The automatic scheduler optimizes the participant schedules by minimizing their stand by time.
But a 100% perfect meeting schedules cannot be guaranteed. 
Therefore, we suggest checking the scheduled meetings as indicated below.

Which meetings you should pay special attention? and re-arrange manually:

  • Participants having only 1 or 2 meetings
    This meeting should be placed at the beginning and preferably placed close together
  • Participants who come late or have to leave early
    These meetings have to be moved from the border time slots into the middle
  • Meetings placed in the last 2-3 time slots
    Always try to move these meetings to earlier sessions


The preliminary meeting schedule

When? About 2-4 days before you close the booking

Why should you send a preliminary meeting schedule to participants?

  • make them fully aware that they have face-2-face meetings
  • give them a first indication when the meeting will take place
  • give participants the chance to ask for re-arranging a meeting in case of time conflicts
  • PS: the preliminary schedule push the booking of further meetings significantly (~15% more bookings)

As it can be seen from the list above there are many good reasons why to prepare and sent out a preliminary meeting schedule some days before the booking phase is closed.

Things to take care before sending meeting schedule

  • Have you scheduled all unscheduled meetings?
  • Have you set the Meeting Agenda access for participants to: Yes, preliminary?
  • Did you check special requests of participants concerning their bilateral meetings!
    (will arrive later or have to leave earlier)

What about new bookings, once the preliminary scheduling has been sent out?

When you open the scheduler you can see new meeting requests in the “Unscheduled Meetings” area. Please schedule from now on all new bookings MANUALLY. This way you prevent that already scheduled meetings are re-arranged by the scheduler. We suggest scheduling new meetings once a day. By doing so participants have earlier access to an updated schedule.

Do not un-schedule ALL meetings, once you have sent out the preliminary meeting schedule!

Participants get confused if the final schedule is completely different to the preliminary schedule. Of course, there will be always changes between a preliminary and a final meeting schedule, due to new-, deleted-, manually re-arranged meetings. We suggest not changing the schedule as a whole. If you do, keep participants informed.


Things to take care between the last days of the booking phase

  • Identify participants who have not booked any meetings yet.
    Call them (by phone) and ask to book meetings!
  • Participants having many meetings but not confirmed their participation.
    Identify those participants who have many meetings and verify if they have confirmed their participation.
    If not ask for confirmation (via phone call!) If a person with 7 meetings doesn’t show up you have to inform 7 meeting partners and apologize. If this happens with several participants, you run into troubles and the event feedback will be poor.
  • Schedule un-scheduled meetings once a day
    Why? Participants have an earlier access to an up-to-date and close-to-final schedule.
  • Update the booking deadline and set them close to the event date!
    If you want to maximize the number of bookings and there are still some days until the event you should prolong the booking phase. All participants will benefit from these extended deadlines.



Preparing the final meeting schedule

The booking phase closes automatically according the date settings in the menu “Registration & Booking”.

Administrators can STILL book meetings for their clients after the booking deadline. 

Things to take care before you send the final meeting schedule

  • Are all (schedulable) meetings scheduled?
  • Some meetings could not be scheduled?
    Most likely, these meetings have none matching B2B sessions, due to the fact that one of the participants has un-selected a B2B session afterwards. To make those meetings “schedulable” you have to select a matching B2B session for one of both participants.
  • Did you take care of the special booking wishes of your clients?
    You can manually re-arrange meetings to meet specific requirements (eg: no meetings after 16:00)
  • Have you set the Meeting Agenda access for participants to: Yes, Final?
  • Confirmation of participation?
    Have participants with high number of meetings (> 3) confirmed their attendance?
  • Check if meetings from the last 2-3 timeslots can be moved to earlier timeslots
    Click on all meetings of the last two timeslots and check if they can be moved to earlier timeslots


The final meeting schedule

Mailing “Final Agenda”

Send the final schedule via the mailing “Final Agenda” to make sure that all participants receive it before they start to travel (1-3 days before the event)


What to consider before printing the final schedule?

  1. Last minute cancellation?
    If there are last minute cancelation (there will be) please remove all meetings of this participant from the booking list Menu: Participants -> Edit Button -> Link “Select Meetings” -> Cancel or Reject the meetings
    Deleted meetings are removed from the schedule automatically.
  2. Further booking requests received by phone?
    If some clients ask for further bookings Admins can still book meetings
    Go to the participants Dashboard: Participants -> Edit Button
    Select Menu “Participants” to list all participants
  3. Print the final schedule of all participants twice (Menu: Reports -> Meeting Plans)
  4. Hand out the “very final” meeting schedule as hard copy to all participants at the reception desk
    A 2nd copy of all meeting schedules are always kept by yourself.


How to manage on-site meetings requests?

B2Match favours to schedule the majority of meetings before the event, because participants have more time to check all published cooperation wishes and select the most appropriate companies more carefully.

To offer also latecomers a pre-event scheduling and to maximize the number of B2B meetings we suggest keeping the registration and booking open until one day (!!) before the event. By doing so 99% of meeting requests can be managed before the event.

Preparing schedules with B2Match takes less than 30 minutes, so you do not need to reserve 1-2 extra days.

Event organizers are VERY busy during the event. Therefore additional on-site meeting requests must be managed quickly therefore the most proven solution is option a).

Manual arrangement of meetings (without computer)

Person A wants to talk to person B

  • Organizers check the meeting schedule of B via the “Participants Catalogue” and identify free timeslots
  • A is informed in case B has free timeslot(s)
  • Event staff is attending A to the table where B has its next meeting and introduces A to B.
  • B is asked for availability of a non-scheduled talk at the next free timeslot (time/table have to be arranged)
  • Note contact details of A and timeslot in the “Participant Catalogue” right to person B

This approach has proven very efficient and successful and can be managed in a few minutes. After the event register those persons in B2Match and book/schedule onsite meeting requests. (prolong the Registration/Booking deadline to accomplish this tasks and close afterwards)


Meetings arrangements with B2Match

Requirements: 1-2 laptops and assistants handing out updated schedules to participants

The workflow:

  • Participant A want to have a meeting with B, C, D, …
  • An online registrations has to be made for A (we suggest event organizers to make the online registration)
  • Event organizers book requested meetings for A
  • Meeting requests have to be scheduled (manually)
  • Print schedules for all participants involved (eg: 3 bookings = 4 schedules)
  • Hand out the meeting schedules to all persons involved