Introduction
This article covers how to schedule meetings with other attendees during an event using the Swapcard platform. By managing your meeting requests, you can effectively plan your networking opportunities, making sure that each interaction is meaningful.
You can book meetings by searching the participant list, finding relevant contacts, and selecting available time slots. This feature allows you to proactively set up one-on-one conversations, ensuring you make the most out of the event's networking possibilities and build valuable connections.
đ« Feature Access Restrictions
Access to MEETINGS is at the discretion of the event organizer. If you wish to book meetings, please reach out to the organizer for permission.
F.A.Q.
F.A.Q.
How do I find the right people to meet or connect with?
On the attendees or People page, use the search bar and advanced filters to narrow the list to the people most relevant to you (for example by company, role, or interests). Adding a short, personalised message when you reach out makes a meeting or connection far more likely to be accepted.How many meeting requests can I send to one person?
You can send up to 5 meeting requests per attendee, even if they're still pending.Can I review or cancel a meeting request I've already sent?
Yes. Go to Profile > My schedule > Meetings tab to see the requests you've sent, including pending ones, and cancel any you no longer need. Cancelling also frees up your slots and lets you send new requests once you've reached the limit for a person.Why can't I send more connection requests?
Connection requests are separate from meeting requests and have their own time-based limits that recover over time â your account is not blocked. To review connection limits, or to report or stop someone contacting you, see How to connect with other event participants.What happens if no time slots appear?
It means the other person is unavailable. You can still send a connection request or message if they're in your contacts.What does a conflict warning mean?
A conflict warning appears when the selected time slot overlaps with a session you've bookmarked or a meeting you've already confirmed. You can still proceed with the booking, but the warning helps you make an informed decision before sending the request.
đ Meetings and connection requests are two different things. This article covers booking meetings. To send a connection request, review the people you've already contacted, understand connection-request limits, or report someone who is contacting you repeatedly, see How to connect with other event participants.
How to book a meeting with another attendee?
Booking a meeting from the attendees' page of the event
If the organizer of the event has enabled meetings, you will be able to book meetings with other attendees.
To book a meeting from the attendees' page:
Go to the attendees' page (the name of the page depends on the organizer).
Find the person you want to meet. Use the search bar and advanced filters to narrow the list to the people most relevant to you (for example by company, role, or interests), then click on their name.
On their profile, click the Meet button. It's the primary, highlighted action at the top of the profile whenever meetings are enabled.
Browse the proposed meeting slots. If a slot overlaps with a session you've bookmarked, you'll see a warning directly in the booking modal â for example: "Conflicting registered session: [Session Name]." If you're inviting someone who already has a session at that time, the modal will display "[Name] has a session at this time." This lets you pick the best slot for everyone without leaving the booking flow.
After selecting a slot, choose a meeting place and add a meeting description for the person you want to meet. Once done, click on "Send meeting request."
In addition to the optional chat message, you can now include important information such as the meeting location, agenda, or any specific notes your participants should know. Providing a clear and informative description can help improve your meeting acceptance rates by giving participants a better understanding of the meeting's purpose.
Only the meeting organizer can add or edit the meeting description.
You can add or modify the description at any time before the meeting takes place.
The meeting description is visible to all participants.
đĄ If you don't see meeting slots, it means this person is not available to meet. You will still have the option to send a connection request â or a message if they are already in your contacts.
Booking a meeting using the "Book a meeting" button
You can easily book meetings with the "Book a Meeting" button directly accessible from any People view. It is designed to make scheduling meetings, including multi-participant sessions, more efficient and user-friendly. It's also available on both desktop and mobile.
Go to a People page â it can be attendees or exhibitors. Please note that the availability and the name of the pages depend on the organizer's settings.
Select the people you want to meet with
Select a meeting slot. If any participant â including yourself â has a bookmarked session at that time, a conflict warning will appear directly in the modal, showing the name of the conflicting session. For group meetings, all individual conflicts are listed so you can find a slot that works for everyone.
Select a location
Add a description or send a chat message to add meeting details
Your meeting request has been sent!
đĄ When a meeting request is sent with an expiration time, you will be notified once the meeting has expired if you're the requester. Inside the email about meeting activities happening during the event, the expired meetings will also appear.
How to book multiple meetings
You can book another meeting even if a meeting request is still pending.
If you want to create other meetings with this attendee (up to 5 meeting requests), you can just send a new invitation using the same workflow, even if the previous invitation is still pending. This limitation avoids heavy spamming on one specific user.
When you reach the limit of 5 meeting requests, you'll see a message asking you to cancel some of the previous requests to create new ones.
How to review or cancel the meeting requests you've sent
You can review and cancel the meeting requests you've sent at any time. Go to Profile > My schedule, then open the Meetings tab to see your meetings and pending requests.
Cancelling a pending request frees up the slot it was holding â and lets you send new requests once you've reached the limit of 5 to the same person.
Why can't I book any more meetings?
If you can no longer book meetings, first check whether meeting slots are still available on that same Meetings tab. If you have a lot of requests that have been pending for several days, cancel some to free up slots â pending meetings block your available slots.
If you are unable to book meetings with certain people, the organizer may have chosen stricter meeting rules.
Booking meetings with other attendees during your event ensures that you maximize your networking opportunities and build valuable relationships. By managing your availability, keeping an eye on conflict warnings, and scheduling meetings in advance, you create a structured, productive experience tailored to your needs.