Can I schedule meetings in my Expo Booth?

Exhibitors can now create meeting rooms and conduct meetings within their booths.This enables exhibitors to meet one-on-one with interested leads without waiting until after the event, which increases both conversions and ROI for event partners.

Hosts can also pre-schedule meetings with potential customers or job candidates using booths, making it a versatile tool for your marketing and recruiting needs.

In this article, learn how to build, customize and schedule meetings in your expo booth.

How to Schedule Meetings In Your Exhibitor Booth

1.Navigate to your booth dashboard, then select theMeeting Settingstab

2.ToggleAllow Attendees to Book Meetings?ON.

From here, you can adjust settings and permissions for your meetings.

First, create the meeting's location.To do this, scroll toMeeting Locationsection and selectAdd Location.

Then set the meeting's location by completing the following prompts:

1. Select whether the location isVirtualor In-Person
2. UnderLocation Name,give your meeting a title.
3. Enter thetime zoneof the meeting
4. UnderTime Duration,enter the length of the meeting.
5. UnderAvailable Time and Dates,enter proposed dates and times.
   1. ClickAdd Dateto add more times and dates
   2. To account for any breaks, schedule a meeting that will serve as your break time.For example, if attendees can schedule a 30-minute meeting any time from 9 AM-5 PM, but you want to take a break at 6 PM, schedule another meeting from 6 PM to 7 PM.
6. ClickSaveto complete.

Once saved, the Meeting tab will populate with available time slots.You can edit the meeting if needed by clickingEditor delete the meeting by selecting the three horizontal dots, thenDelete.

You can edit the confirmation and reminder emails for your meeting as well.To do this, select theEdit Confirmation & Reminder Emails(shown below).From there, you'll proceed to an email builder, where you can schedule, design, and edit confirmation and reminder emails for your meetings.(Learn more about creating automated emails on BigMarkerhere.)

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

The Meetings tab lists all of the new, upcoming, and past meetings hosted in that booth.

For each meeting, you can seethe date, time,included attendees,the attendee's email andcompany,the type of meeting,andthe meeting location.Here, you can also view the status of each meeting and deny meeting requests if needed.

How can I jump into live meetings?

You can also join live meetings by pressing the Join button (upcoming meetings are listed under theUpcoming Meetingssection).

How can I send scheduling links to my booth visitors?

To send a scheduling link to attendees, selectCopy Linkunder theBooking Page Link,then send it to your attendees via your booth'sChat PanelorPrivate Chat.You can also include this link in theOfferssection of the booth, so attendees can schedule meetings at any time.

To Enter the Booth

To enter the booth, navigate to your booth's dashboard, then selectEnter 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.It is important to notethat when Exhibitors enter the booth, the booth is separate from the meeting room.Meetings are only accessible by clickingJoinon theMeetingstab.

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 action:

In this video, learn how to add meeting links to offers in your expo booth – and how attendees can book meetings in expo booths.

FAQs:

How can I jump into live meetings?

• You can join live meetings by pressing the Join button(upcoming meetings are listed under theUpcoming Meetingssection).

How can I send scheduling links to my booth visitors?

• To send a scheduling link to attendees, selectCopy Linkunder theBooking Page Link,then send it to your attendees via your booth'sChat PanelorPrivate Chat.You can also include this link in theOfferssection of the booth, so attendees can schedule meetings at any time.