Meeting request rules are essential to managing the meeting feature in your event platform. These rules determine which participant groups can send meeting requests and who can receive them, helping you control and organize the networking dynamics of your event.
Please note that full access to this feature is not included in the Free and Starter plans. If you wish to update your plan, you need to contact your account manager.
What's a Meeting Request Rule
Rules are at the heart of the meeting feature. A rule is a combination between a requester group and a host group. For meeting-purposes, a group can either be from those that are available by default when you set up your event (Attendees, Speakers, Exhibitors), or custom groups that you, as the organizer, manually set up afterward. For more information on groups, check: How do Groups work
The requester sends the meeting request rule, and the host receives the meeting request.
The organizer creates rules to define which group can send a request, and with whom. rules choice is the first required step of the meeting feature setup. Meeting Slots and Meeting Locations depend on these rules.
How to set up meeting request rules
To create effective meeting request rules, follow these steps:
Rule Name: Assign a name to each rule to help categorize and manage different meeting types or restrictions. This name will help you identify the rule when managing multiple meeting setups.
Requesters & invitees: Choose which participant groups can send and receive meeting requests. You can mix and match default groups or custom groups according to your event's needs.
Where and when should they meet: Define the meeting location based on the meeting type:
Virtual: Online meeting spaces.
Physical Location: Specific meeting rooms or designated areas at the event venue.
Exhibitor Booths: Specific booths for meetings involving exhibitors.
Meeting Request Expiration: Choose how long a meeting request remains valid, with settings available in days or hours. Note that expiration times shorter than 4 hours are not allowed, as they tend to reduce acceptance rates significantly.
Once you have configured all fields, save your settings to create the meeting request rule. Each rule defines a unique categorization for meetings, helping you manage networking effectively
Important Considerations
Plan Limitations: With Free and Starter plans, you are limited to creating only one meeting request rule.
Group Dynamics: Properly define groups to ensure your meeting request rules align with your event goals and networking objectives.
Optimize Acceptance Rates: Set reasonable expiration times to maximize the chances of meeting requests being accepted by participants.
Meeting request rules are a cornerstone of effective networking at your event, allowing you to control which participant groups can connect. By carefully setting up and managing these rules, you create a structured environment that facilitates valuable connections and enhances the overall attendee experience. Proper configuration of meeting request rules helps ensure your event runs smoothly, maximizing engagement and satisfaction.
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