What is long term matchmaking?
Your regular event schedule when it comes to matchmaking is one session in the morning and one in the afternoon, with a lunch break in between, which gives the participants who have back to back meetings a short recreation time. Alternatively, the organizer can build the agenda in a way that allows the participant to attend, let's say, some conferences or workshops in the morning, and schedule meetings in the afternoon (or the other way around).
In general, the matchmaking sessions are restricted to several hours per day, scheduled by the organizer depending on the rest of the agenda, and they are spread through a couple of days, through the duration of the event.
The discussion around how to organize the matchmaking sessions became more complex since events started to turn to virtual events, and this led to the organizers' request of adding the possibility of long term matchmaking.
Long term matchmaking is a matchmaking format which allows a time frame in which meetings are possible anytime throughout this established period. Meetings can be managed by the participants at any time, over days, weeks and even months.
Difference between regular matchmaking and long term matchmaking
Matchmaking sessions - the regular b2match matchmaking sessions usually last for a couple of hours, and they are set for a few days, while the event takes place. Example: Biofach / Vivaness 2020 event has two matchmaking sessions for each event day, set between specific hours.
Long term matchmaking - long term matchmaking is still a session per se, however, it usually lasts for a longer time (a couple of months), a period when the participants are able to meet anytime they agree on. Example: The Virtual Mission Offshore event allows the participants to set meetings from July to September 2020.
Request and scheduling modes can be set by the organiser when it comes to regular matchmaking, but they are only possible in a specific way for the long term matchmaking, see How it works for participants section below.
When it is possible
- After your regular matchmaking is over
Regular and permanent networking session cannot run in parallel. That’s why a long term matchmaking session has to be added after the event, once the regular matchmaking sessions have ended.
- When the event offers long term matchmaking only + the occasional webinars
How to enable it
Contact our Sales department, since enabling the long term matchmaking implies additional charges. After agreeing with Sales, we will enable the Long Term Matchmaking option, which you will notice in your the Agenda, when you edit each session.
We will then create an additional matchmaking session with the details below, which you can also modify if changes are required:
- Start day and end day and start hour and end hour - this is the actual timeframe for the long term matchmaking, which we will set in the Session info, and which you can edit if it's needed. The bilateral meetings are possible throughout this entire time.
The participants set their time zone during registration, so the system will always translate the event hours to their time.
- Type - the type of this session is Long Term Matchmaking. It needs to be ticked in your session in order for the system to generate two dates for the session.
- There can technically be only one long term matchmaking session for an event. We usually name it Long term matchmaking, but you can change the name as you like.
Since this will be a newly added session to the agenda, for which the participants haven't opted in, there are two options:
- We assign it to all participants - we assign the new long term session to all the participants; this way, all the participants will be able to send and receive meeting requests;
- The organiser announces participants and they opt in for it themselves - the organiser lets the participants know about the session and they will opt in for the long term matchmaking themselves; this way, only the participants who opted in for this session will be able to send and receive meeting requests.
The participants can opt in for the long term matchmaking session by logging in to their profile, going to Meetings - Availability and tick this session.
Letting the participants know
For the majority of events, the long term matchmaking is an extra addition to the agenda, usually after the event has taken place, so the participants need to be made aware of it. The organiser can do that by
- Adding a note on the home page of the website and mentioning that the meetings are now taking place in a longer time span; mention that the participants can send and receive meeting requests until the specific date you agreed on;
- Sending participants a message from our platform, in which the organiser adds the link/action button Meetings. Once logged in to their profile, they can opt in/out of this session in Availability.
How it works for participants
The participant experience remains the same as for the regular virtual meetings, with one exception: in long term matchmaking, the participants have to choose the meeting length (15, 30, 45 or 60 minutes). In regular matchmaking, it is the organiser who sets the length of the meeting in the organiser's tool.
- Browse the participants' list in order to see the registered participants and select those you want to meet. You will only be able to send requests to participants that also selected the long term matchmaking session. The rest will be marked as unavailable for meetings.
- Click on the participant card in order to see the participant's profile
- Click on Meet in order to request the meeting
- Select the meeting duration between 15, 30, 45 and 60 minutes. In the case of the long term matchmaking, the participants are able to choose the meeting length and they have these options for their meeting duration.
- Select the date of the meeting and the hour, and confirm by clicking on Confirm time. The guest will agree on your proposed time by accepting the meeting. Alternatively, the date and the time for the meeting can be discussed by chatting, through the Messages functionality.
- Wait for the meeting confirmation from your partner. You will receive it through your email or you can check your agenda or meetings tab in the b2match account.
- Check your agenda and respect the time of the meeting! You can also take a look at the technical requirements for the virtual meetings, to make sure your meeting will run smoothly.
Time zone conflicts - to avoid meetings outside typical business hours (9am - 5pm) b2match indicates time windows matching both parties business hours, in the moment when the meeting is requested.