The Meeting feature allows attendees to schedule meetings with other attendees through the virtual event hub and attendee app. For virtual and hybrid events, the meetings can take place virtually through a video call while in the virtual event hub. If it's an in-person event, they can add the meeting location in their request. You can even add restrictions based on ticket types and control at what time and days the meetings will take place. This feature is a great way to connect with other attendees, as well as speakers and exhibitors.

By default, this feature is already enabled

When this feature is enabled, a Calendar icon and a My Meetings tab will appear in the virtual event hub. It will show all the attendees' meetings. They can also request meetings from here and change the meeting status.

In the attendee app, the My Meetings button will appear in the Lobby. A calendar icon will also appear in the attendee's profile. In the attendee app, they can accept, reschedule and reject from this button. But to request for a meeting, attendees must go to the other attendee's profile to make a request.

There are many options as to where attendees can request for a meeting, and it's usually where you can find the attendee's profile or the calendar icon.

Attendees can book meetings with exhibitors directly in the booth by clicking the calendar icon next to the exhibitor.

Exhibitors will see all their meetings in the Meeting Schedule menu in the Exhibitor Portal or My Booth in the attendee app.

When requesting a meeting, a menu will open where the date, timezone, and time slot can be selected. For in-person and hybrid events, a location can also be added manually. If you've added locations and the location is available for the meeting time, attendees can also select that location. Then, attendees can add a description or message for the other attendee. After sending the request the other attendee should see the request through the Calendar icon or My Meetings button.

Event admins can schedule meetings for two registered attendees. This allows event admins to input confirmed meeting schedules for attendees before the event opens. This way, attendees can see all their appointments when they enter the event.

If you turn of the meeting feature, attendees won't be able to book meetings, but as an admin you can still schedule meetings for them.

The Hosted Buyer feature helps event organizers schedule structured 1:1 meetings between two groups—like companies and potential clients, meetings for attendees with the similar interests, or meetings between companies.

Instead of managing spreadsheets and email threads, participants simply select and rank who they want to meet. Once the selection period closes, admins can start scheduling meetings based on those preferences.

What's good about the meeting feature is it also detects conflicts, ensuring there are no double bookings or overlapping meetings.

Whenever requests are made or the request status has changed, attendees will be notified. It can be through a push notification, a bell icon badge or an email.

If the attendee is currently in the virtual event hub, they will get a push notification and a bell icon badge notification, whether it be a request, or if their request is accepted, rejected, canceled or rescheduled.

If the attendee is logged in to the app, they will see a red badge in the bell icon if there's a new request or if their request has been accepted, rejected, canceled or rescheduled.

If it's a meeting requested by an attendee, the other attendee will receive an email notification. They can click View Profile to see the other attendee's profile before accepting the request, or they can directly accept or decline it.

If a draft (including hosted buyer meetings), pending or rejected meeting is changed to confirmed by an event admin, both participants will receive an email notification.

If it's changed to draft, admins can choose whether the participants will be notified.

⚠️ If a meeting is created with a confirmed / scheduled status, no email notification will be sent.

⚠️ If a meeting is accepted or rejected by an attendee, no email notification will be sent.

⚠️ If the meeting request is cancelled the other participant will not be notified.

Attendees can accept meeting requests through the Calendar icon in the virtual event hub or My Meetings button in the attendee app. They will also get a push notification, email and a red badge in the bell icon depending on where they are logged in. In these notifications, they may also see an option to click the accept button.

In the virtual event hub, attendees can click the Calendar Icon or the My Meetings tab on the left side navigation to see all the meetings. They can change the meeting status, start the virtual meeting and initiate new meetings from this menu.

if a meeting request is cancelled, they will no longer see the meeting here.

In the attendee app, attendees can go to the My Meetings button to see all their meetings or in the Agenda > My Schedule, this will show them all their meetings and the sessions that they've bookmarked and registered for. They can click the meeting to see the options to change the meeting status and see the other meeting details.

if a meeting request is cancelled, they will no longer see the meeting here.

In the admin console, admins can view them in Meetings > All Meetings. The list will show manually created meetings by admin and participants, and meetings generated through the Hosted Buyer feature. If a meeting is cancelled by a participant, it will still be in the list.

In the All Meetings tab, admins can make changes to the meeting schedules, participants and delete meetings. Admins can also accept or reject attendee-requested meetings on behalf of the attendee for meetings that are manually created by admins and attendees.

The source filter will give you 2 options:

To know exactly where and how the meetings were created you can look at the Source column:

If a meeting is requested by an attendee, you'll know which attendee requested it by looking at the By [attendee name - date - time] section in the session details.

If a meeting is created by an admin, and they change the status to pending or rejected, the requestor for the meeting would be the second attendee that the admin selected.

Attendees will receive a reminder email 30 minutes before the meeting, and five minutes before the meeting, they should receive a push notification. You can turn off the reminders if not needed and customize the push reminder message and schedule.

To join a virtual meeting, the attendee must be logged in to the virtual event hub. Attendees must click the Start button in the My Agenda menu to initiate the video call. The receiver of the call should see a pop-up to accept or decline.

By default, all attendees are available for 20-minute meeting time slots between 8am to 8pm their timezone.

To change the availability in the virtual event hub, go to Edit Profile > Meetings & Connections.

In the attendee app, click on Profile > Settings > Meeting Availability

If you don't want to receive any meeting requests, you can go to Edit Profile in the virtual event hub, select Privacy and choose No one under Allow meeting requests from:

If you're using the attendee app, you can turn off the toggle to Accept Meeting Requests in Profile > Settings.

If an attendee has blocked meetings, their meet button will be hidden from their people tab profile in the virtual event hub. In the attendee app, the Request Meeting button will be grayed out.

When you check an attendee's profile in the People tab, you'll see an option to block that particular attendee from requesting a meeting with you. This feature enhances the user experience by giving attendees control over their networking interactions and preventing unwanted requests.

If the attendee is blocked, the meet button in your profile will be grayed out for them.

This feature is enabled by default, but if you don't want to allow attendees to block other attendees, you can turn off this feature:

If you want attendees to schedule meetings only at a specific time frame or duration, you can specify that schedule when you enable the Availability Schedule. You can pick what time and date all attendees can be available for meetings. You can also pick the schedule for exhibitors. Only those times you selected in this settings will appear when they try to create meetings. This feature overrides the attendees' settings if they have allowed more meeting times in their profile.

This allows you to manage the flow and availability of attendees and exhibitors, ensuring their meeting schedules align with event hours and maximizing their engagement opportunities.

You can prevent attendees with a specific ticket type from setting up meetings. This hides the meeting feature in the virtual event hub and attendee app if their ticket has this restriction.

You can also define which ticket types can send meeting requests to other ticket types. This provides granular control over networking, allowing you to tailor engagement opportunities based on attendee tiers (e.g., matching VIPs only with Sponsors).