One of the coolest features that truly delivers engagement on the booth is the ability to host meetings in text, video and audio formats. Meetings can be scheduled by any admin for any day of the week or time. You can make them bookable or invite-only and even assign slots so that your meetings don't get overbooked. Take a look at the guide and our on-demand training below to see how meetings could work for you.
To setup a meeting
- Select Create Meeting in the left hand menu under the Update Content folder. The meeting format field dropdown options are:
- Choose your Booth (To Appear In) option before select the meeting format.
- Choose your format of the meeting as listed below (only available options for your booth will appear).
- Setup the rest of your meeting with various functionality (outlined below).
Video chat (paid add-on): min of 2 (host & user) / max of 4 (host + 3 users) – this can be integrated with text/audio. The admin can ‘mute’ other users if required.
Text chat: min of 2 (host & user) / max 30
Auto-fill slots: select Yes if you want anyone registered in your environment to attend a meeting without needing approval. Whenever somebody books onto your meeting, they will get a slot and a confirmation email. You will then be able to cancel them if you want to. If you want to restrict bookings on your meeting then simply select No.
Cancellation slots: select Yes if you require an email to be sent to advise a ‘slot’ is free for the next available person should the meeting be overpopulated and a user cancels.
Invite only: select Yes if you want only the admin/host of the meeting to invite users via their email.
When pressing Save this will take you to a holding page where you can Cancel, Hide, Edit & Copy the meeting you have just created.
Before your meetings are displayed on the booth, you have to click Show and then click Apply Updates. Each time you click Cancel, Show/Hide, Edit & Copy buttons you will need to click Apply Updates to make sure the changes are saved.
In order to view your meetings, go to your booth in the event, click the Meetings icon and all of your scheduled meetings will be displayed in a categorised way based on their date and time.
Inviting delegates into your meeting
If you would like to invite your delegates to attend the meeting, just click on the Attendees button and search for an attendee using their email address in order to invite them. That delegate needs to be already registered in the system, so if they don't show up in the list they are likely not have registered yet.
Once you have invited your delegates to the meeting, they will receive an email with the details on the meeting and times shown in UTC timezone. Your attendees will also get a 15 minute email reminder about their upcoming meeting.
As a host of a meeting you will only get an email notification if the invited user cancels their place in the meeting.
If you have set your meeting to be Auto-Filled then these will fill up if you have advertised the meeting publicly though announcements or agenda. The meeting host will receive an email notification once a place has been booked or requested by a delegate on the relevant meeting.
Launching your meeting
15 minutes before the meeting start time, you and your attendees will receive a reminder email that the meeting is due to start. Follow these steps to launch your meeting:
- Login into the event
- Go to your booth, click on Meetings icon and find the meeting that is due to start
- You will know a meeting is due to start as you will see a Launch Meeting button in bright green
- Simply click Launch Meeting and your meeting will start.
Watch our on-demand training