Adding the Meeting Scheduler to your Expo Booths

Create the opportunity to have meeting rooms within Expo Booths, giving attendees and exhibitors the opportunity to meeting with one another in a separate space.

Create meeting rooms within Expo Booths and have Exhibitors assigned to the Expo Booth create meetings. It’s a great way to schedule meetings with attendees who are interested in learning more about your company. Additionally, you can use this as a way to schedule meetings with potential candidates, operating as a central location within your Virtual Event for recruitment purposes. Overall, this Meeting Scheduler has great potential to serve your company’s marketing and recruiting needs. 

 

 

Table of Contents 

1. The Booth Main Dashboard 

2. The Meeting Settings 

• How to Edit the Meeting Settings 

3. The Meetings Tab 

4. To Enter the Booth 

 

 

The Booth Main Dashboard

On the Booth’s main dashboard,  you can view the audience for the Expo Booth, view current meetings and view/customize the settings of those meetings. 

 

The Meeting Settings 

Here is where you can edit all the settings and customizations for your meetings. Create, manage and set up locations, times and dates for the Expo Booth. 

How to Edit the Meetings Settings

1. Click to the Meeting Settings tab 

2. Toggle ON Allow Attendees to Book Meetings? 

 

From here, you will have all the meeting settings become available to customize. The first thing to start when customizing your meeting space is to create the meeting’s location. This will act as the foundation of your meeting. Scroll to the Meeting Location section and click Add Location. 

Work through the meeting location setting by selecting: 

1. If the location is Virtual or In-Person 

2. The Title of your meeting’s location in Location Name  

3. The Timezone of the meeting 

• The how long the meeting will be in Time Duration 
• Available Time and Dates for the meeting 
  • Click Add Date to add more times and dates 
  • To account for any breaks, add a separate time duration within the time slot. For example, if attendees can schedule a 30 minute meeting any time from 9AM-5PM, add in a time from 6PM-7PM to account for an hour break that attendees cannot schedule a meeting during. 

4. Click Save when finished. 

Once saved, your Meeting will populate below with the meeting’s title and available times and dates. You can edit the meeting if needed by clicking Edit and also deleting the meeting by clicking the three horizontal dots and then Delete.  

You can edit the confirmation and reminder emails for your meeting as well. Click the Edit Confirmation & Reminder Emails link to be redirected to the Emails section on the Manage Webinar dashboard for your recurring meetings. To learn more about setting up emails, click here. 

From there, navigate to the next section of Meeting Settings, where you will have the ability to customize and create the custom messages your attendees will receive when confirming a meeting with you. Click Customize at the top right hand corner. 

 Customize your meetings message  by the options below: 

1. Title of the meeting 
2. The Sub URL (if desired) (Note: If the Sub URL is changed, then the Booking Link will be changed too.)
3. Questions to ask Attendees when Booking a meeting. There are a few standard questions pre-set to ask that you can change, enable on/off, or add more on. 
4. Make questions required or optional. 
• Note: Any question that does not have the trash can icon is not able to have its required status changed. 
5. Confirmation Message 
6. Enable on Email Reminders for attendees 15 minutes before the meeting 
7. Enable on auto accept emails, where attendees will automatically have the confirmation email accepted on their behalf. 
8. Click Save when finished 

This will set up your meeting space location and scheduling messaging. You will be able to view this meeting under the Meetings tab. 

The Meetings Tab

On the Meetings tab, you will be able to see all new and past meetings. The main view of the Meetings tab will provide you with an overview of the date of the meetings, the times of the meetings, the attendee you are meeting with, the attendee’s email, the attendee’s company, the type of meeting and the meeting location. Here, you can decline any meetings if needed and also view the status of the meeting, such as if it has been completed or not. 

Additionally, when it’s time for the meeting, there will be a Join button to join the meeting. These will fall under the Upcoming Meetings section. 

To send the meeting link for attendees to book a meeting through, click Copy Link under the Booking Page Link and send to your attendees within the Chat Panel or Private Chats. You can also include this link in the Offers section of the booth, so that attendees can click to the link at any time. 

To Enter the Booth 

To enter the Booth, go to the booth’s dashboard. On the Booth’s main dashboard, Exhibitors will be able to enter into the booth by clicking Enter Booth. When entering the booth, this will be the main location for Exhibitors to chat with attendees and enter in the meeting’s booking link in the Offer sections for attendees to set up meetings. 

To add pre-loaded Offers to your Booth, follow the instructions here.   You can also add your Booking Link to the Offer section within the Booth by clicking Add Offers on the bottom engagement panel. 

When entering the Booth, Exhibitors will have the opportunity to conduct a quick system check (What is covered in a system check can be found here) before entering the Booth.

 

When attendees go to schedule a meeting, they will click the Booking Link and be redirected to the first steps in the scheduling process. Watch below to see a video of this in live action: 

While in the Booth, here is what attendees will expect to see if the Booking Link is located in the Offers section: