About Meetings Module

The Meetings module allows the participants to schedule meetings with each other; or the organiser schedules meetings on behalf of attendees.

There are 2 types of Meetings:

- Instant Meeting

- Schedule Meeting

All about Scheduled Meetings

This feature allows us to track all the organizer scheduled meetings.

Meeting Settings

The organiser can pre-set the settings and restrictions

1. Meeting Slot Duration: 15 min, 30 min, 1 hour,......

2. Time Ranges and Breaks: You may wish to restrict the meeting and only allow participants to set up the meetings out of your event time. This is where it can be set up.

- The range is restricted to 23:59 each day.

- If you have 3 days event and you allow meeting from 00:01 to 23:59 daily. You need to create 3-time ranges per day, 00:01 - 23:59

- Add any required breaks, such as: Coffee Break, Lunch Break and Sponsor Showcase
Breaks can be displayed in attendee schedules and can also prevent meeting slots from being generated during those periods.

3. Email Settings: To include additional email(s) to be included in all meeting updates

4. Reminder Notifications: To define the reminder notifications that you wish to send to the participants about their meeting.

5. No. of meetings allowed between the attendees: To prevent solicitation or aggressive selling, you may wish to restrict the max. meeting an attendee can set. You can set it here.

6. Max of Participants allowed in a Meeting: To ensure productivity and better meeting quality control, the organiser may pre-set a max of participants allowed in a meeting.

7. Allow Email Notification: To remind your participants to accept pending invites, etc,....

To allow post-meeting confirmation emails for onsite meetings as well

8. Allow Daily Digest: Daily email sent to all guests of the meeting with pending invites to remind them that they have to accept/reject, and the top 5 recommended people

If the organiser wishes to restrict the daily digest in a specific timeframe, please reach out to cs.virtual@gevme.com with your request. This feature is restrictive and needs to be set by the GEVME Team at the moment.

9. Allow Summary Email:
This is a reminder email sent 1 day before the event.

Locations

For Hybrid Events, Organisers can pre-set physical locations. Organisers / Exhibitors can schedule the meetings at their physical meeting rooms or booths.

Create New Meeting

Here we have two scenarios to look into in case of scheduling a meeting.

Organizer scheduling meetings between Attendees

To achieve this, you have to access the organizer console and go to meetings to schedule a meeting between attendees. Once you get into meetings, click on Create Meeting and fill the necessary fields, select the date, time slot and location (Online/Offline).

Once the meeting is scheduled, both attendees will get a mail notification as well as a notification in the virtual platform if there are active. If they are not active also, they can see the scheduled meetings from Attendee Live-Bar.