Meeting Configuration
By default, all participants can arrange meetings and define their availability. This article will guide you on modifying these settings, allowing you to deactivate the meetings feature or selectively enable it for specific ticket holders. This customization also allows you to control the precise time frames during which meetings can take place for attendee and exhibitors as well. The settings will apply both on the attendee app and browser.
Disable the Meeting Feature Based on Ticket Type
If a ticket type is not allowed to create or accept meetings, attendees with that ticket type won't see the Calendar icon in the virtual event hub or the My Meetings button from the attendee app.
Go to Registration > Set Up Tickets
Open the ticket for editing
Go to Advanced Settings
Turn off the toggle for "Can Create & Accept Meetings"
Click Save
Set Meeting Permissions Between Ticket Types
You can 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).
Go to Meetings > All Meetings
Select the Configuration tab
Click + Add Rule
Select which ticket type can send meeting requests to other ticket types
Restrict Event Meeting Times and Duration
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.
Go to Meetings > All Meetings
Select the Configuration tab
Turn on the toggle to "Enable availability schedule"
Click + Add Schedule to specify the availability meeting window
Select whether the meeting slot will be applied to attendees, exhibitors or all
Click Save
In the example above, we only allowed to schedule meetings on the event's second day after lunch. This way, attendees can concentrate on the main event activities like watching sessions and visiting the expo on the first day. We also locked the meeting duration to only 30 minutes each. If this is unlocked, the duration that would show when scheduling a meeting is the duration that they indicated in the profile.
Even though this event is multi-day, only one day is showing in the selection as there are restrictions. The available times are only within the time bracket indicated in the restriction.
Block Particular Attendees from Sending a Meeting Request
This feature is coming soon. Stay tuned for updates!
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.
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 and the option will be hidden from the attendee profile:
Go to Meetings > All Meetings
Select Configuration
Disable the toggle to Allow attendees to block meeting requests
Disable the Meeting Feature for All Attendees
When you disable the feature, all the buttons that are related to meetings will be hidden in the virtual event hub and attendee app, including the calendar icon in the virtual event hub, calendar icon in the attendee's profile, the meeting availability menu and the option to choose who they can meet with in the attendee's settings.
Go to Meetings > All Meetings
Select the Configuration tab
Turn off the toggle to "Allow attendees to schedule meetings with each other."
This global setting overrides the ticket type meeting restriction settings. When this is disabled, attendees cannot set up meetings even if the create meetings option is enabled for their ticket type.
As an event admin, you can still schedule meetings for attendees if this toggle is turned off. If they have a meeting, the Calendar icon and My Meeting icon should show, but attendees won't be able to create meetings. They can only attend or cancel the existing meeting.
Note: The option to configure a push notification for meeting reminders disappears when you disable the meeting feature, but attendees with meetings will still receive the push notifications.
