Learn how to quickly and easily create meetings on behalf of the participants
Please note that this article explains how to create meetings as an organizer. To learn how participants request and schedule meetings on their own, check out our article Requesting Meetings.
To create a meeting, you first need to go to the Meetings page in the organizer's tool and click the Create Meeting button in the upper right corner.
When the meeting sidebar opens, you need to find the participants you want to create a meeting for. Start typing the participant's name or company and click their profile.
Hosts and Guests
The first participant will automatically be set as the Host of the meeting.
A Host is usually the participant who sends the meeting request. This role has several implications for the meeting:
- if a Host cancels, the entire meeting will be canceled, even if there is more than one participant who accepted the meeting
- the Host has a priority over the Guest when it comes to reserved tables or booths:
- if both participants have reserved tables, the meeting will take place on the Host's table
- if both participants have booths, the meeting will take place on the Host's booth
Please be aware that booths always have priority over tables. For example, if the Host has a reserved table, and the Guest has a booth, the meeting will take place on the booth (unless you change the meeting location as the organizer).
Once the participants have been added, you can change their meeting status. The default status for all added participants is "Accepted", but you can change this to "Pending".
This means that after you create the meeting, participants with the "Pending" status has to accept the meeting request.
Please note that the meeting Host cannot have the "Pending" status.
Time Slot & Location
Once you have added the participants, you can select the date and time of the meeting.
Based on the participants' availability, our system will recommend the first available common time slot. Click on the "Date" and "Available Timeslots" to change it.
For on-site and hybrid events, the location of the meeting is set to "Automatic" by default. This means that for on-site sessions, the meeting will be scheduled on the first available table in this time slot. If you want, you can select a specific table.
Please note that you cannot assign a table to a meeting if that table is reserved for another participant.
Once you create a meeting, the participants will receive an email confirmation informing them about the new meeting.
Additionally, participants will receive a notification on the event website.
Reasons for Unavailability
In some cases, you will not be able to create a meeting in a certain time slot. This will be indicated by a prohibited symbol. To get more information, hover your mouse above the symbol to display a tooltip.
You cannot create a meeting in the following scenarios:
- one of the participants already has a meeting in the selected time slot
- there are no available tables in that time slot (only appears if at least one participant is on-site and the session type is on-site or hybrid)
- one of the participants is fully booked, meaning that they already have meetings in all possible time slots
- one of the participants is not allowed to attend the meeting session, for example, remote participants and on-site sessions
- one of the participants is not allowed to attend the meeting session because of ticket rules
- one of the participant is assigned as a Speaker on a session happening at the same time
In some other cases, you will be able to create a meeting, but you will get a notification informing you that the participants might not be available for a meeting in a selected time slot. This will be indicated by a warning symbol. To get more information, hover your mouse above the symbol to display a tooltip.
You will get this warning in the following scenarios:
- one of the participants is not attending the selected session / time slot
- Booking Rules do not allow a meeting between the participants
- one of the participants has reached their meeting limit, which can be set on the participant level and/or the participant type level
However, as the organizer, you can override these rules and still create the meeting.
Please note that creating a meeting in a time slot which a participant did not initially add to their attendance will make the participant available for meetings in other time slots in that session. The participant will see that specific meeting session in My Agenda or the Availability section.