Manage Exhibitor Meetings in the Exhibitor Portal
The Meetings menu in the Exhibitor Portal or My Booth in the app, will show you a calendar with all meetings requested by attendees through the booth.
Exhibitors can view the schedule by date, or view meetings by status by adding filters. In the app, there's an option to see the meetings in a list view.
This is a shared calendar, so other exhibitors can click on any calendar activity to see and change the meeting status. If a meeting is still pending, other exhibitors can accept, decline, or propose a new time for another exhibitor's meeting. If a meeting is confirmed, any exhibitor can cancel the meeting or reassign the meeting to another team member.
If a meeting is canceled, it will be removed from the calendar.
Notes:
Meetings booked outside of the booth will not be show in the Meeting Schedule calendar, but we'll add that soon, stay tuned for updates!
We plan to add colors to the activity so that you can easily determine them. Stay tuned for updates!
Meetings cannot be manually added to the schedule. An attendee must book a meeting with the exhibitor.
Only the daily view is available.
Reassign the Meeting to a Team Member
In the Meetings tab in the exhibitor portal, click on the confirmed meeting, and click Edit Participants, then reassign the meeting to another team member.
Restrict Exhibitor Meeting Times and Duration
If you want attendees to schedule meetings with exhibitors 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 exhibitors can be available for meetings. Only those times you selected in this settings will appear when attendees try to request exhibitor meetings. This feature overrides the exhibitors' 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 Exhibitor as Slot Type
Click Save
In the example above, we only allowed to schedule exhibitor 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 exhibitors 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.
Auto-Assign Exhibitor Booth Location for Meetings
If you want a meeting venue to populate in Location field in the meeting details when an attendee request for a meeting with an exhibitor, you can add the location in the Booth Settings.
Go to Exhibitors & Sponsors
Open the booth for editing
Add the location name / meeting venue in the Location field
When an attendee requests a meeting with an exhibitor, the location or meeting venue will automatically populate in the meeting details.
Remove the Option to Book Meetings With an Exhibitor
If a specific team member shouldn't be book for meetings, you can disable Allow To Schedule Meetings in the Staff Settings in the Admin Console
Open the exhibitor settings in your admin console
Go to Team
Click the Edit icon on the team member
Disable the toggle for Allow To Schedule Meetings
When the toggle is turned off, the calendar icon will be hidden from the team member's profile in the booth.
Schedule Meetings for Exhibitors Through Hosted Buyer
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.
