Switching the event type is possible to a certain extent and in some cases. It also implies consequences and actions from the organizer's side.
Switching the event type is possible without numerous consequences before there are no registered participants.
When the event has registered participants, meeting requests or scheduled meetings, the change is not recommended (read below the specific cases when we do not recommend this change).
Only b2match team members can switch the event type. Please contact us if your event requires a different type.
From Online to Hybrid
The event doesn’t have any participants
- After changing the event type to hybrid, adjust the sessions - define which need to be hybrid, which on-site and which stay online
- Set up a limit for on-site participants (if needed)
- Check if some custom questions or tickets need to be specifically defined for on-site or remote participants.
The event has participants, but no scheduled meetings or meeting requests
- After the change is made, adjust the sessions - define which need to be hybrid, which on-site and which stay online.
If you change a session from online to on-site, the session will be removed from the agenda of all remote participants, because remote participants are not allowed to attend on-site sessions.
- Inform the participants about the change through an outbox message. Make the participants aware that they can now switch their attendance type to On-site if they want (add the link to Edit Profile in the message)
- On-site participants will be able to indicate how they will attend hybrid sessions. Let the participants know that they should check their agendas and set their attendance (add the link to Agenda in the message)
- Set up a limit for on-site participants (if needed)
- Check if some custom questions or tickets need to be specifically defined for on-site or remote participants
- If changes are made to tickets, check whether participants have the correct tickets
The event has participants and scheduled meetings or meeting requests
This change is not recommended.
- Setting up a limit for on-site participants would not be possible if there is already a high number of participants
- If payment is enabled on the event, this change is not possible because some tickets have already been sold
- If you still want to go ahead with the change, contact us to discuss further with your dedicated Customer Success Manager.
- Let us know the details about the agenda - which matchmaking sessions should be switched to hybrid/onsite.
If a session is switched to on-site, it will be removed from remote participants’ agenda.
- Organizers adjust the regular sessions - define which need to be hybrid, which onsite and which stay online
From On-site to Hybrid
The event doesn’t have any participants
- After changing the event type to hybrid, look into the agenda and adjust the sessions - define which need to be hybrid, which online and which stay on-site
- Set up a limit for on-site participants (if needed)
- Check if some custom questions or tickets need to be specifically defined for on-site or remote participants.
The event has participants, but no scheduled meetings or meeting requests
- After the change is made, look into the agenda and adjust the sessions - define which need to be hybrid, which online and which stay on-site
- Let the participants know about the change:
- Participants can now switch their attendance type to online if they want
- On-site participants can indicate how they will attend hybrid sessions
- Set up a limit for on-site participants (if needed)
- Check if some custom questions or tickets need to be specifically defined for on-site or remote participants
- If changes are made to tickets, check whether participants have the correct tickets.
The event has participants and scheduled meetings or meeting requests
This change is not recommended.
- The matchmaking sessions need to be switched to hybrid/online by b2match team members and can't be done on short notice
- We will need to know in advance which 1:1 meetings should be converted to online
- If you still want to go ahead with the change, contact us to discuss further with your dedicated Customer Success Manager.
From Hybrid to Online
The event doesn’t have any participants
- First, change all sessions to online
- Then, we change the event type to online.
The event has participants, but no scheduled meetings or meeting requests
- Change all sessions to online and then, we change the event type to online
- Let the participants know that the event was switched to online through outbox messages, the meetings that they schedule will be held as online video calls and (probably) the sessions will be held via live stream or video conferencing.
The event has participants and scheduled meetings or meeting requests
- Contact us and we change all the sessions to online.
- Let the participants know through outbox messages that all of their existing meetings will be switched to online video calls and (probably) the sessions will be held via live stream or video conferencing.
From Hybrid to On-site
The event doesn’t have any participants
- First, change all sessions to on-site
- Then, we change the event type to on-site.
The event has participants but no scheduled meetings or meeting requests
- Change all sessions to on-site and the attendance of all remote participants to on-site
- We change the event type to on-site.
The event has participants and scheduled meetings or meeting requests
Switching the event type from hybrid to on-site is not possible. If there are scheduled online meetings on the event, there is a high chance that there will not be enough tables to make the switch.
Contact us to discuss the best solution with your dedicated Customer Success Manager.From On-site to Online
The change can be made in any situation, with or without registered participants, pending meeting requests and scheduled meetings.
- After changing the event type to online, all regular and matchmaking sessions are defined as online. Configure the type of video conferencing tool or live stream option for each regular session.
- Pending meeting requests and scheduled meetings are automatically configured as online video meetings
- Check if some custom questions or tickets need to be renamed for an online context
- Let the participants know through outbox messages that all of their existing meetings will be switched to online video calls and (probably) the sessions will be held via live stream or video conferencing.
Scheduling meetings through Scheduler won't be available after the switch to online event type.
From Online to On-site
The change can be made in any situation, with or without registered participants, pending meeting requests and scheduled meetings.
- After changing the event type to on-site, all regular and matchmaking sessions are defined as on-site.
- Meeting sessions are missing the information related to the number of tables. Define it for each meeting session.
- Reserve a table or a booth for participants if needed
- Pending meeting requests and scheduled meetings are automatically configured as on-site meetings. However, the scheduled meetings are all missing the meeting location. Therefore, all those meetings must be manually scheduled by the event organizer.
- Check if some custom questions or tickets need to be renamed for an on-site context
- Let the participants know through outbox messages that all the sessions and all of their existing meetings will be switched to an on-site location.