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 Settingstab

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 theMeeting Locationsection and clickAdd Location.

Work through the meeting location setting by selecting:

1.If the location isVirtualor In-Person

2.TheTitleof your meeting's location inLocation Name

3.The Timezoneof the meeting

• The how long the meeting will be inTime Duration
• Available Time and Datesfor the meeting
  • ClickAdd Dateto 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 Savewhen 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 clickingEditand also deleting the meeting by clicking the three horizontal dots and thenDelete.

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, clickhere.

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.ClickCustomizeat the top right hand corner.

Customize your meetings message  by the options below:

1. Titleof the meeting
2. TheSub URL(if desired) (Note: If the Sub URL is changed, then the Booking Link will be changed too.)
3. Questions to ask Attendeeswhen 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 questionsrequiredoroptional.
• 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 Remindersfor 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. ClickSavewhen finished

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

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 ofthe date of themeetings,the times of the meetings,the attendee you are meeting with,the attendee's email,the attendee's company,the type of meetingandthe 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 aJoinbutton to join the meeting.These will fall under theUpcoming Meetingssection.

To send the meeting link for attendees to book a meeting through, clickCopy Linkunder theBooking Page Linkand send to your attendees within theChat PanelorPrivate Chats.You can also include this link in theOfferssection 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 clickingEnter 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 instructionshere.You can also add your Booking Link to the Offer section within the Booth by clickingAdd Offerson 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 foundhere) before entering the Booth.

When attendees go to schedule a meeting, they will click theBooking Linkand 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: