Meeting Manager: Add Meetings (Virtual/Onsite) / Onsite Display

Discover the flexibility of arranging meetings for event attendees and effortlessly coordinating them with your desired participants. Utilize our "Add a Meeting" feature to manage your schedule with ease. Whether scheduling meetings before the event or during the show dates, it's a simple process requiring just a few steps. Say yes to seamless event planning and networking opportunities.

In this article you will learn how to:

• Create new meetings 

• Utilize table meeting selector

• Join virtual meeting as an admin

• Monitor live meeting attendance  

Create New Meetings

You may assist users by setting up meetings on their behalf with the steps below:

Step 1: On Meeting Manager, click "Add a meeting"

Step 2: Enter by name, email, or company for each field: Initiator and Recipient

Step 3: Click "Start Setup"

Step 4: You will be presented with several options based on the meeting format available in your event

Step 5: Select whether you’d like your meeting to be onsite or virtual, then choose a time slot. If available for your event, you can also opt for chat meetings. As an admin, you also have the option to add custom meeting messages and notify attendees about the meeting arrangements.

Step 6: You can also consider any adjacent meeting session with this nearby meeting information

Step 7: Click "Confirm Meeting"

Step 8: Alternatively, select the date and time slot on the Manage Meetings and click "Add meeting at this time slot". Remember to pick the right event format if your event is a combination of Virtual and Onsite.

Step 9: To know where a meeting is located between the group who have a fixed meeting location or at least one of them has a fixed meeting location, the meeting location will be directly added when you select a time for the meeting.

Step 10: Notes added during meeting creation will be visible throughout the CRM, print page, conversations export CSV, structured emails, and unstructured emails. Additionally, admins can set default notes for meetings, streamlining the process.

Utilize meeting location selector

Aside from choosing a time slot, you can also choose a specific meeting location if your event has a shared location (table meeting, rooms, lounges, etc).

Step 1: Repeat the steps of adding a meeting until choosing time slots

Step 2: With a shared location setting, the system will automatically shows the option to choose table location below once you have picked a specific time

Step 3: You can let the system to choose the table location by choosing ‘Auto-select table’, or you can decide the specific location by choosing ‘Manual Selection’

Step 4: If you choose ‘Manual Selection’, click on the Search Table drop down to pick the available and preferred meeting location

Step 5: Once done, you can click ‘Confirm’ to finish the meeting creation.

Virtual Meeting: Join as an Admin

Step 1: For live events, organizers can enter the virtual meeting room to either support any technical issues or speak to users already waiting in the virtual room.

Step 2: Click on Join Call as Admin

Step 3: Grant video and audio permission 

Step 4: Enter the virtual meeting room to provide support or engage with participants.

Monitor Live Meeting Attendance

The system will automatically log an entry once a party enters the meeting room. This feature ensures you can monitor meeting attendance in real-time for both onsite and virtual formats

Meetings Onsite Display

• Show onsite meetings on a large screen.

• Click on "Open Onsite Display"

• The onsite display is self-updating every 15 seconds and is designed to be projected on a screen. For optimal viewing, a portrait orientation is recommended.

• Be more specific on your onsite display by adding "Advanced Filters"