Booking meetings with other participants during an event is a key feature of Swapcard that enables you to maximize your networking opportunities. This guide will explain the step-by-step process of booking a meeting, highlighting the benefits such as building valuable connections and optimizing your event experience.
🚫 Feature Access Restrictions
Access to the meeting booking feature is at the discretion of the event organizer. If you wish to schedule meetings with other participants, please reach out to the organizer for permission.
F.A.Q.
F.A.Q.
What if the person I want to meet has no available slots?
This likely means their availability is full or not yet set. You can try sending a message via chat to coordinate directly or ask them to open up new time slots in their profile.
Can I change the time or location of a meeting after sending the request?
No. Once a request is sent, you can’t modify it. You’ll need to cancel the request and send a new one with the updated details. Make sure to notify the participant if you’re rescheduling.
What does it mean when a time slot is blocked but the meeting isn’t confirmed?
Pending meetings automatically block the selected slot on both sides. If the other participant hasn’t responded, the slot remains unavailable. You can cancel the request to open it back up.
Can more than two people join a scheduled meeting?
Meetings are typically 1:1 by default, but you can coordinate a group call via chat. If you’re an exhibitor, your booth teammates can join video calls initiated from the same company profile.
Why am I getting an error when trying to send a meeting request?
This could be due to hitting the limit of 5 active requests per participant, trying to book outside the organizer’s allowed times, or attempting to book with a profile not accepting meetings.
How to send a meeting request to another exhibitor?
There are two ways to book a meeting with an exhibitor:
You can book a meeting with one of the members of the exhibiting company.
You can book a meeting with the exhibiting company directly.
To do this, follow these steps:
Go to the page of an exhibiting company by going to the list of exhibitors:
Click on one of the proposed meeting slots. If you want to see other slots, click on see more slots.
After selecting a meeting slot, choose a meeting place and write a message - or select a pre-created message. Once done, click on "send meeting request."
N.B.: A pending meeting is blocking a meeting slot.
If your meeting is not confirmed or refused after a few days, do not hesitate to cancel it in order to free up this meeting slot. If you want to make a change to the time or location of the meeting, you will need to cancel the existing meeting and send a new request.
How to send a meeting request to an attendee?
Via 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. To know more, click here.
From the attendee's profile
If the organizer of the event has enabled meetings, you will be able to book meetings with other attendees.
You can send up to 5 meetings requests to the same attendee.
To book a meeting with a person, you just need to:
Go to a person's profile, by going to the list of participants:
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 write a message to the person you want to meet. Once done, click on "send meeting request."
Meeting slot times are defined by the organizer. They decide from what times meetings between attendees can occur, with whom and for how long.
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 meetings), 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.
How to do a group video call?
As an exhibitor, you can also have a Group Video Call between two several members of your same booth and an Attendee. To do so, complete the following steps:
Launch the video call
First, a member of the exhibitor booth has to launched the video call with the attendee, either through the chat box, without having set up a meeting, or by joining a scheduled meeting.
Join the Video Call
Once a member of the exhibitor booth has launched the video call with the attendee, other team members of the booth can join the call by clicking on the Chat Icon in the top right corner, and switching to their company profile and selecting the conversation with the attendee.
Instead of launching the call, they will simply have to join the call.
You can also check out our Youtube channel to learn more about the video call feature.
Using Swapcard’s meeting booking feature allows you to optimize your networking efforts, making it easy to connect with other participants and enhance your overall event experience.