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 users to proactively set up one-on-one conversations, ensuring they make the most out of the event’s networking possibilities and build valuable connections.
🚫 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.
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)
Click on the name of the person you want to book a meeting with ( you can use the search bar for a quicker search)
Click on one of the proposed meeting slots*. If you want to see other slots, click on see more slots.
After selecting a slot, choose a meeting place and add a meeting descriptionfor 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.
💡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 - 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, it can be attendees or exhibitors. Please note that the availability and the name of the pages depend on the Organizers settings.
Select the people you want to meet with
Select a meeting slot
Select a location
Send a request message (optional)
Your meetings requests have been sent !
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.
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.
Why can't I book any more meetings ?
If you can no longer book meetings, check to see if there are still meetings slots available. To do this, click on the My Event button (the name of the button may change depending on the organizer) and go to the Meetings tab.
If you have a lot of meetings that have been pending for several days, don't hesitate to cancel some of them to free meetings slots. Pending meetings block your meetings 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 and scheduling meetings in advance, you create a structured, productive experience tailored to your needs.