Event Organiser User Journey
Please make sure that the meetings system is activated within your platform before starting the set-up process. If you cannot see the Meetings tab within the ATENDEES SETTINGS of your event, please contact your project manager or the Help Center.
MEETINGS DASHBOARD
Within the Meetings dashboard, there are two check boxes you can tick:
Activate scheduled meetings - this is the primary control to turn on/off the new meetings system for attendees. Unticking this box will remove the Request meeting button from attendee profiles on the Digital Venue.
Activate video calls in meetings - ticking this box will generate a videoconferencing link within every new meeting request
Summary of all meetings
There is also a Summary of all meetings section which will allow you to view attendee activity and download a report containing all information related to logged meeting requests.
Availability Schedule
The availability schedule allows you to configure the exact times attendees can schedule meetings with one another. Click on the +Add button to add a new schedule. This will allow you to set a specific date, start time and end time.
In the example below, the event organiser has prepared a new availability schedule on December 30, 2022 from 3 to 5 in the afternoon. This means that attendees can now book meetings within that said schedule.
It is important to divide the schedule into blocks of X minutes as well via the dropdown menu (Divide each availability into blocks of). Based on the same example below, configuring this to 30 minutes means that attendees can schedule meetings from 3:00 pm to 3:30 pm, 3:30 pm to 4:00 pm, 4:00 pm to 4:30 pm, and finally from 4:30 pm to 5:00 pm on December 30, 2022.
Meeting spaces
Last but not least, you may configure the meeting spaces as the event organiser. To activate meeting spaces, you have to tick the Activate meeting spaces checkbox.
Spaces are added for events following the physical or hybrid format only.
Otherwise, if you are organising a virtual event, you may simply need to turn on video calls—foregoing spaces.
To add a new space, click on +Add.
There are three types of spaces you can create based on designated capacities:
1. Unlimited: this means that the physical space where your attendees can meet does not have a limited capacity. If you have one huge meeting area within your venue, for example, where attendees can freely meet with one another (and where the capacity is a non-issue), this would be your most appropriate option.
2. Limited - Select a total capacity: this means that your meeting area has a limited capacity. Putting 200 for example means that only 200 people can be within the same space at the same time.
3. Limited - Create tables: this last option is for more structured meetings where there are designated tables for every confirmed meeting. You must name the space first and choose how many participants are allowed per table. For example, putting "2" in Number of places per table means that only 2 people are allowed per table. Click on Save.
Now that your space is set up, you may then click on +Add to add the number of tables. These tables will be labelled numerically.
The system will randomly assign the tables for attendees in order to prevent overlapping meeting requests.
Automatic Email
As a miscallaneous item related to the setup of the meetings system, you may also configure the email which attendees will receive when they have new meeting requests.
Simply go to ATTENDEES SETTINGS > Automatic E-Mails and edit the last item on the list: Emails for Digital Venue meetings:
You are free to brand and configure this email as you wish. Do not ommit important merge tags related to the meeting date/time and participants if you want them to appear on the email. See examples below.
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