In today’s fast-paced business world, efficient and effective networking is essential for success. 

Whether you’re orchestrating a conference, trade show, or corporate gathering, making sure the correct individuals connect can be a game-changer. This is where Samaaro’s innovative pre-meeting scheduler comes into play. What distinguishes us? Our revolutionary pre-meeting scheduler simplifies and elevates the entire networking experience, changing the game. This innovative tool revolutionizes our approach to event planning and networking by providing a more effective and time-saving method for scheduling meetings, which benefits everyone. 

Customized Meeting Planning Software from Samaaro includes automated agenda scheduling, reminder and notification systems, and seamless integrations with your preferred scheduling platform, among other features. Explore the platform’s offerings and observe how it can accelerate your event networking experience with ease. Let us lead you on a journey that will make your event networking as effortless as a light breeze. 

As you’ve come to understand, meetings play a vital role in organizing events. These meetings serve various purposes, whether they involve speakers and attendees, solution providers and attendees, or individuals participating in workshops. To simplify matters, we’ll refer to these groups as “attendees” and “solution providers” throughout this blog.  

1. Registration
  • Register Event Attendees 

You begin by registering the users who will be attending the event. In this section, the attendees are prompted to provide additional information, including their interests, preferences, and objectives for the event. This data is useful for creating more meaningful connections during the process of matchmaking. 

  • Register Solution Providers 

Similarly, the registration process for sponsors and solution providers is comprehensive. They must submit specific information about their offerings, industry, and event objectives. This data will be used to match them with attendees who are interested in their products or services. 

2. Meeting Planner Dashboard

Once users and solution providers are registered, event organizers gain access to the Meeting Planner Dashboard. This dashboard provides an overview of key metrics and settings: 

  • Number of Users: This metric allows event organizers to monitor the total number of enrolled attendees. It provides an overview of the event’s size and attendance. 
  • Number of Solution Providers: Event organizers have the ability to track the number of sponsors and solution providers who are participating in the event. This information ensures a balanced blend of attendees and sponsors, which can be fundamental to the event’s success. 
  • Minimum/Maximum Number of Meetings per Party: This feature allows event organizers to set specific limits on the number of meetings each solution provider is permitted to have. It guarantees that attendees have an equal opportunity to interact with one another and prevents a single participant or sponsor from dominating interactions. 
  • Additional Filters and Criteria: Event organizers can customize the matching process by adding additional filters and criteria. These filters may be based on factors such as industry, interests, job responsibilities, and other pertinent characteristics. This customization assists in refining the connections and ensures that attendees and solution providers are matched with those who are most relevant to their objectives. 
  • Setting Priorities: Priorities enable event organizers to designate levels of importance or preference to specific attendees and solution providers. A high-priority solution provider may be matched with attendees who are more likely to benefit from their products or services. This function optimizes the integrity of event-related connections control. 
  • Meeting Hours: This setting enables event organizers to specify the hours during which meetings are available. It ensures that meetings are scheduled within the event’s schedule and do not conflict with other crucial sessions or events. This feature facilitates time management and enables attendees and sponsors to maximize their interactions. 
  • Location: Event organizers can select tangible locations or virtual platforms for meetings. This aspect is essential for both in-person and virtual events, as it provides a clear structure for where participants should convene. For virtual events, integration with video conferencing tools or virtual event platforms may be required. 
3. Open Portal

This portal facilitates meaningful interactions and partnerships between event attendees and service providers (SPs). 

  • Shortlist SP/Attendees: Attendees and solution providers are presented with a curated list of prospective matches based on their profiles and interests upon entering the matchmaking portal. They can browse these profiles to learn about the background, expertise, and goals of their prospective meeting companions. This feature enables users to make informed choices about who they wish to connect with, ensuring that every interaction is beneficial and goal oriented. 
  • Available/Unavailable Timeslots: Time management is essential when planning meetings at events. By blocking out time periods on their calendars, users can indicate when they are and are not available. This feature ensures that meetings are scheduled during periods when all parties are available, reducing scheduling conflicts and cancellations at the last minute. Attendees and solution providers can adjust their availability to accommodate their event schedule and preferences. 
  • Submit: Once users have narrowed down potential partners, established priorities, and indicated their availability, they can submit their preferences and selections. This phase has significance to the matching process, as it indicates to the system which connections have the highest priority and should be considered for scheduling. 
4. Organizers' Role

As the event organizer, you play an integral part in optimizing and aligning the matchmaking process with the event’s goals. You are responsible for ensuring that the meetings we scheduled are productive, making any necessary adjustments, and enhancing the experience by sending out reminders prior to the meeting.   

  • Reject or Approve Meetings: As the organizer, you have the authority to review these connections. You can approve connections that align with the aims and objectives of your event, ensuring that the connections are meaningful and pertinent. In contrast, you can reject matches that do not satisfy the criteria, thereby preserving the value of the networking experience. 
  • Make Changes: In event organizing, adaptability is significant. If you determine that the matches require modification, you have the option to do so. This feature enables you to fine-tune the matchmaking process to ensure that it perfectly aligns with your event’s specific needs. 
  • Freeze and Publish Schedule: Once you are content with the matches and the overall agenda, you can freeze and publish the schedule. Freezing the agenda ensures that meeting times and details remain consistent and prohibits changes at the last minute. After the agenda has been frozen, it can be published for attendees and solution providers to view, ensuring that everyone is on the same page. 
  • Calendar Blocking with Meeting Details: The final stage is to integrate the pre-meeting scheduler’s selections into the calendars of attendees and solution providers. This integration includes the sending out notifications, SMS and emails ensuring that attendees have access to all pertinent information. It simplifies the logistics and improves the user experience, making it simple for attendees to connect at the designated times. 

Using Samaaro’s Custom Meeting Planning Software, event organizers can create a networking environment that is efficient, productive, and tailored to their event’s objectives. The comprehensive features of the software and the role of the organizer in assessing, revising, and facilitating connections make it an invaluable tool for event planning and networking success. Say goodbye to the complexities of manual matchmaking and welcome to a simplified, technology-driven approach that increases the value of each meeting at your event. 

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