Increasing Booking Numbers

Needless to say, in a matchmaking event, the number of bilateral meetings is the second most important figure, after the number of participants. That's why you might be interested in a series of factors which can influence your booking figures, thus the matchmaking success. 

Parameters affecting booking numbers in general

• Number of participants attending the event

  • Keep registration phase and booking time frame open as long as possible, preferably until the day of the event.
  • Keep participants visibility public; making participants profiles publicly accessible will convince more participants to register.

• Number of participants attending the matchmaking

  • Convince the participants to register for matchmaking sessions, if they haven't done so already.
  • Send an outbox message to all participants that haven't registered to the matchmaking sessions suggesting them to select matchmaking sessions in case they want to send and receive b2b meeting requests.
    You can utilize the Join Matchmaking Sessions e-mail template found in our Outbox tool. 

• Number and quality of Marketplace opportunities

  • Encourage participants to add marketplace entries. By doing so they can expect more meeting requests, as booking decisions are often based on the published Marketplace opportunities.

• Sending consistent booking reminders through Outbox Messages

  • Adding links and/or action buttons in the outbox messages will give participants direct access to their personalized dashboard, attendance or meeting list. 

Parameters affecting booking numbers after booking time-frame has started

• The possibility to book/confirm meetings until the day of the event

  • It's a fact: the majority of participants arrange their bookings the last week before the event. Because of this, keep the booking time frame open as long as possible, preferably until the day of the event.

• Number and content of booking reminders sent through Outbox Messages

  • Despite the automated booking notifications sent by the b2match system, reminding participants about matchmaking can push booking figures. Consider addressing smaller participant groups and tailor your messages accordingly.

• Timelines for sending your emails with the reminders

  • 0-2 days after the booking phase has opened
    Send your participants an email to let them know that the booking phase has opened. You can utilize the Booking Phase e-mail template from our Outbox tool.
  • Middle of the booking phase
    Send your participants and email to remind them that the booking has opened and that they can book meetings and confirm meeting requests.
  • 4-5 days before the event
    Send your participants and email to remind them that there are only 4-5 days left to manage their 1:1 meetings (book & confirm).
  • 1-2 days after the event
    Send your participants an email to let them know about their personalized agenda.

• Contacting participants via phone

  • Convince participants to book or confirm meeting requests via a personal phone calls. Tips for selection criteria: participants who received many meetings requests but haven't confirmed any of them, local companies, etc.
  • Get help from your co-organizers in regards to participant engagement.

'Call for Actions' emails timeline