Feature Purpose
The Meeting Program module enables event organisers to run structured one-to-one (1:1) networking between participants during an event.
Participants express who they want to meet — either by selecting other attendees directly, by being matched on profile attributes, or by being curated into a specific cohort — and the platform produces a personalised meeting schedule for every participant, assigning a time, a table or location, and the counterpart for each meeting.
Organisers use Meeting Program to maximise the value attendees get from being on-site. For organisers it provides a measurable, reportable layer of attendee engagement; for participants it converts intent ("I want to meet a buyer in retail") into a concrete diary entry.
Working with this Feature:
A high-level overview of the key components is listed below, with each covered in more detail in other articles
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Meeting Program Timeline
The Timeline defines the schedule windows during which 1:1 meetings can take place — when the meeting catalogue opens to participants, when participant-to-participant requests are allowed, when matchmaking runs, and when the final schedule is published. Organisers can use the platform's default phases or define custom timepoints to match the rhythm of their event.
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Meeting Catalogue, Requests, and Schedule
These are the participant-facing surfaces: the catalogue lists who is open to meet, requests are the inbox of incoming meeting invitations, and the schedule is the personal agenda of confirmed meetings. Most settings affecting these surfaces are managed from the Meeting Program admin pages.
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Reports
Reports cover meeting acceptance rates, no-show tracking and top-requested participants allowing organisers to demonstrate ROI back to exhibitors and sponsors after the event.
Troubleshooting:
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Participants can't see the catalogue: Confirm that the Meeting Program Timeline has reached the timepoint that opens the catalogue, and that the participant's role is permitted to view it.
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Meeting requests not being accepted: Check the meeting limit settings, the open hours for the location/table being booked, and whether the counterpart has reached their daily meeting cap.
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Final Schedule not visible to attendees: The schedule only becomes visible after the organiser has triggered "Send Final Schedule" from the admin panel.
🆕 [NEW SECTION] Relevance, Super Relevance, and Sponsored Meeting Prioritisation
Added June 2026. Source: PS Comprehensive Guide to the Meeting Program System (internal). Gap identified by Susan Merola.
During the Voting phase, participants express interest by marking others as either Relevant (R) or Super Relevant (SR). Super Relevant signals a higher level of interest than standard Relevant. Participants do not see which level they have been marked at by others.
The matching algorithm uses these signals when generating meeting proposals, in this priority order:
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Mutual Relevance — both participants have marked each other (at either R or SR level). Matched first.
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Single-sided Relevance — only one participant has marked the other. Considered next.
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No relevance signal — remaining slots are filled where no marking exists.
Within each priority tier, pairs are ordered by their overall matching score.
Sponsored meetings govern meeting quotas per exhibitor. Key rules:
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Hosted Buyers can only schedule Sponsored meetings and are only visible to Sponsored Team Members.
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General Buyers must consume their Sponsored meeting allowance before they can schedule Free meetings — the system enforces this automatically.
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Sponsored Team Members count against their Exhibitor's Sponsored limit and are visible to all participant types.
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Free Team Members do not count against the Sponsored limit; their meetings are classified as Free and are not visible to Hosted Buyers or General Buyers.
Exhibitors assign Sponsored or Free status to each team member in the admin panel. This must be done before the first meeting generation runs — status cannot be changed after generation.