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Mastering Meeting Management for Successful Events
Mastering Meeting Management for Successful Events

Implement soft launch strategies, manage slots, use AI for matchmaking, and enhance attendee engagement with meeting features.

Updated over a week ago

This article provides a comprehensive guide on managing meetings at your event, offering strategies and tips to enhance attendee engagement and satisfaction. From setting up meeting slots to leveraging AI for better networking, discover how to create a seamless and impactful meeting experience.

Soft Launch Strategy

Gradually introduce attendees to the platform and its features to avoid overwhelming them.

  • Soft Launch: Make the attendee list visible and send an initial email to give access, followed by another email presenting the meeting feature. Gradually introduce new features to guide their focus.

  • Focus on Meetings: Initially, make only the buttons relevant for meeting bookings visible. Add a "My Meetings" button on the home page linking to their profile section where they can edit availability.

  • Promotion: Use image or video headers to highlight what you want attendees to do on the platform.

  • Guide Navigation: Use home page ads, sponsor banners, and logo grids to direct attendees to the meetings area or the "My Meetings" section.

Managing Meeting Slots

Ensure efficient use of meeting slots and avoid wasted opportunities.

  • Delete Old Pending Meetings: Release slots by deleting old pending meetings in bulk. Notify attendees beforehand, asking them to accept or decline their meeting requests.

  • Capacity Management: Set a capacity for each meeting location to control the number of meetings. Adjust the capacity based on the location type and expected attendance.

  • Popular Time Slots: Analyze past event data to identify popular time slots and increase the number of available slots/locations during these times.

Communication Strategy

Keep attendees informed and engaged with concise, targeted messages.

  • Collaborate with Marketing: Create a communication strategy with short, focused emails and notifications. Include one call to action and one feature per email.

  • Push Notifications: Encourage attendees to turn on push notifications to stay updated with important messages.

Enhancing Networking with AI and Filters

Improve matchmaking and help attendees find relevant connections.

  • AI Recommendations: Turn on AI recommendations for people buttons. Collect relevant information during registration to enhance AI matchmaking.

  • Explore Tab: Add the Explore tab in "My Event" for AI-driven recommendations.

  • Filters: Add filters to the attendee list, including "Available to meet" and custom fields, to help attendees find each other.

Virtual and Onsite Meetings

Offer flexible meeting options and enhance attendee experience.

  • Virtual Meetings: Enable virtual meetings before and after the event.

  • Onsite Locations: Provide multiple onsite meeting locations like meeting rooms, networking halls, and exhibitor booths.

  • Meeting Rules: Create rules based on groups and their availability. Allow different groups access to different slots and locations.

Pre-Event and Post-Event Engagement

Maintain engagement before, during, and after the event.

  • Guest Mode: Enable guest mode before the soft launch to allow non-logged-in users to see parts of the event and register.

  • Pre-Event Access: Give certain groups early access to book meetings, potentially monetizing this feature.

Meeting Management and Analytics

Streamline meeting management and track engagement.

  • Create Meetings for Users: Explore creating meetings on behalf of users to facilitate connections.

  • Demo Videos: Provide help desk access to demo videos on requesting and managing meetings.

  • Analytics Dashboard: Use the analytics dashboard to monitor activity and send targeted emails/notifications to boost engagement.

On-site experience

Ensure smooth operation and enhance user experience.

  • SwapAccess: Use SwapAccess to track access to meeting locations with checkpoints.

  • QR Codes: Add a QR code directing to the "My Meetings" page for easy access.

  • Networking Sessions: Schedule networking sessions with no other sessions running simultaneously. Use headers or videos to explain what attendees should do.

By following these best practices, you can create a seamless and engaging meeting experience for your attendees, enhancing their overall satisfaction and the success of your event.

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