Meeting Program (Exhibitor View) | ExpoPlatform Helpdesk

Overview

The Meeting Program gives exhibitors a single workspace to manage every connection and meeting opportunity at the event. From here, exhibitor admins and team members can review activity, coordinate with colleagues, and act on incoming meeting requests in real time.

This page covers the three core blocks of the exhibitor-side Meeting Program: the Connections and Meetings Dashboard, the Team Members block, and the Schedule block.

When the exhibitor logs into their profile on the front-end, they can then open the Meeting Program from the main navigation. The page loads with the Dashboard at the top, followed by Team Members and Schedule.

1. Connections and Meetings Dashboard

The Dashboard is the headline summary of the exhibitor's networking performance. It pulls live counts from across the event and helps the team quickly see what needs attention.

Tiles on the Dashboard

Tile	What it shows
Total connections	All accepted contacts associated with the exhibitor and its team members.
Meeting requests received	Incoming requests awaiting a response from any team member.
Meeting requests sent	Outgoing requests that the exhibitor team has sent to other delegates or exhibitors.
Confirmed meetings	Meetings that are accepted and locked into the schedule.
Declined / cancelled	Meetings that did not go ahead, useful for follow-up.
Completed meetings	Meetings marked as held, including those completed via QR or badge scan.

How exhibitors can use it

Open the page first thing each morning to spot pending requests before the show floor opens.
Click any tile to drill down into the underlying list of meetings or contacts.
Counts refresh as team members respond to requests, so coordinators can track team activity.

2. Team Members Block

The Team Members block lists every staff member registered to the exhibitor profile. It controls who is visible to attendees for meeting requests and shows each member's current load.

What the block displays

Profile photo, name, and job title for each team member.
Availability status (available, fully booked, away).
Number of confirmed meetings and pending requests per member.
Quick link to open a team member's individual schedule.

Actions available to the exhibitor admin

Show / hide a team member: toggles whether the member appears in the exhibitor's public meeting booking flow.
Set meeting capacity: caps how many meetings a single member can be booked for.
Reassign a meeting: if a member becomes unavailable, the admin can move the meeting to another colleague (subject to the other person's availability and the organiser's settings).

Only users granted the Exhibitor Admin role on the company stand can edit the Team Members block. Regular team members see the block in read-only mode.

3. Schedule Block

The Schedule block is the calendar view of all meetings linked to the exhibitor profile across the entire event. It consolidates every team member's diary into one shared view.

Schedule layout

Day tabs at the top let the team switch between event days.
Each column represents a team member; each row represents a timeslot.
Cells are colour-coded by status: confirmed, pending, declined, blocked, completed.
Hovering on a cell reveals the meeting subject and the requester's name.

How exhibitors can use it

Click a confirmed meeting to open the meeting details pop-up with full attendee and location info.
Click a pending request to accept, decline, or propose a new time.
Block a timeslot (for lunch, briefings, or VIP visits) so it cannot be booked by attendees.
Export the full team schedule to PDF or sync to a personal calendar via the calendar download link.

Status icons used in the Schedule

Icon / colour	Meaning
Green	Confirmed meeting
Amber	Pending response
Grey	Timeslot blocked by the team
Red	Declined or cancelled
Blue tick	Completed (scanned or manually marked)

Tips for exhibitor teams

Keep team members' availability up to date so attendees only book genuinely open slots.
Use the Dashboard counters as a morning stand-up summary.
If multiple staff handle the same booth, nominate a single admin to manage reassignments to avoid double-bookings.