Getting started

Setting up a matchmaking event

Welcome! Thank you for choosing b2match as your event management & matchmaking tool. We are excited to give you an overview on how to host your first matchmaking event and how the process works. The next few articles will help you to set you get started.

Step 1: Understanding the matchmaking process

In order to host a successful matchmaking event, it is absolutely crucial to understand the process and best practices. We want to give you an overview about what process a participant has to go through from signing up for the event to having their meetings at the venue.

If you are new to matchmaking, you should definitely read this article about what matchmaking is and how it works.

There are some crucial milestones on the way to organising a matchmaking event.

  1. Event is set up
    After the event is created it is your job configure the event so that suits your needs. This guide will help you through this process.
  2. Registration opens for participants
    When the registration opens up participants can sign up for your event. During this phase you can approve attendees, promote your event and prepare for the booking phase. Depending on your capacity or preferences you can give the registration phase an end date as well.
  3. Participants can request meetings
    Things start to get exciting! Participants can now request meetings with each other when the booking phase starts. It makes sense that this phase starts when already plenty participants have registered for the event. This gives them a more potential meeting partners to choose from.
  4. Event Takes place
    It’s getting serious now! Depending on how you have configured your event, your main job will be to schedule the accepted meeting requests now. Scheduling is the process in which our systems helps you to automatically assign a time and place for your meetings. Our system helps you to create printable pdf’s agendas and inform participants about their meetings. It is important to note that an agenda only represents the meetings at a certain time. The meeting schedule can always quickly change before the event takes place.
Download the Organiser Checklist for organising an matchmaking event with b2match.

Step 2: Creating a new event

Go to admin.b2match.eu and log in. If you are new customer register first. After signing up and confirming your email address you will get your event overview. Create your first event by clicking on Create new Event and entering basic information.

Congratulations! A basic event website is set up and you are ready to configure your event.

After choosing your event from the event overview you can configure your event by selecting Configuration in the left sidebar. b2match offers many features and we would definitely recommend you to spend some times inside the settings to get a good understanding of what can be configured inside an event. For now we will try to give you a quick overview about the most important settings you should take care of after setting up an event.

You can view your event website by click Go to participant website in the top navigation.

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Step 3: Setting up your events Agenda

Your events agenda plays a crucial role during registration. Participants can sign up for specific sessions (including matchmaking sessions). This makes it possible for you to track how many participants are attending specific parts of your event. The agenda has several uses through out the whole process and is crucial for your event.

  • Representation of your event
    You can structure your events content into sessions and tracks. This information can be used to give participants about a overview about your event on the event website.
  • Participants can sign up for specific sessions during registration
    When creating a session you can set if the session should be available inside the registration. This enables participants to follow for which sessions participants have signed up. Additionally organisers can set a limit on specific sessions.
  • Sessions are used to specify when matchmaking takes place
    An session that is intended to be used for matchmaking can hold the information how many tables are available and how long the meeting duration is . This determines how many potential meetings can take place during that session.
Read more about setting up your agenda.

Step 4: Configuring your Registration

b2match offers powerful features for setting up an event registration. Event organisers can adapt the participants registration process so that is suits their needs.

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Go to Participant -> Registration Settings and set a Registration Time Frame. This determines when potential attendees can register for your event.

Participant Types

Participant types are used to group specific types participants. They are requested during the registration process and allow to organisers to create registration & visibility rules and empower participants to effectivly search for suitable meeting partners.

Read more about Participant Groups

Organisation Types

Participants have to choose a organisation type when they sign up for the event. The organisation type is used to categorized participants. This makes it easier for participants to find the right meeting partner.

Read more about Organisation Types

Areas of Activity

Areas of Activity enable participants to classify their business. These categories are very useful when participants search for suitable meeting partners. A participant can choose multiple Areas of Activity during registration.

Read more about Areas of Activity

Additional Questions

Step 5: Configuring the matchmaking process to suite your needs

b2match offers several options how the matchmaking process works for the participants.

  1. Specifying the booking time frame when participants can start to request meetings with each other.
  2. Choosing a Scheduling Mode which determines whether participants can schedule meetings themselves or that the organisers will handle the scheduling manually using the schedulder tool.
  3. Choosing a Request Mode which determines whether meetings are accepted automatically or have to be accepted by the participant.

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Step 6: Customizing the Event Website

b2match gives you a full framework to customize the provided event website. You can always view your event website by clicking on Go to participant website in the top navigation.

Things you should have done by now

  • You understand how the matchmaking process works.
  • You have created an event.
  • You have configured the registration to your needs and have set when the registration will start.
  • You have set up your agenda for the event.
  • You have chose a Scheduling Mode, a Request Mode and have set when booking phase should start.
  • You have customized the Event Website.