For best results, please review this checklist before the event.
1. Meeting Program Configuration
- Meeting slots defined — confirm the number of meeting slots per participant category is set correctly in Meeting Program settings.
- Slot duration — verify slot duration and buffer time are configured (buffer prevents back-to-back booking issues).
- Booking window open date/time — confirm the booking window opens at the correct time for the correct participant roles.
- Required Update Version (if mobile meetings enabled) — confirm app version is in sync with Required Update Version.
2. Participant Eligibility
- Team members assigned — all exhibitors who need to accept/book meetings have at least one active team member assigned.
- Participant categories — verify which categories can book meetings and which are "bookable" targets.
- GDPR / consent filters — if GDPR filters are active, confirm eligible participants have consented to networking.
3. Duplicate-Booking Prevention
- Overlap detection enabled — confirm the platform setting to block overlapping meetings is active.
- Multi-rep exhibitor configuration — if exhibitors have multiple team members, verify the meeting de-duplication logic: can two reps from the same exhibitor book the same buyer?
- Cron job timing — matchmaking assignment runs on a scheduled cron job. Allow sufficient lead time (minimum 24h) before the booking window opens after configuring matchmaking criteria.
4. Report Readiness
- Meeting report delay — meeting reports are generated after the event closes. Inform clients that reports are not real-time and have a processing delay.
- Pre-event report — use the participant export (not the meeting report) to verify registrant counts before event open.