How to Configure Meetings for Your Event in the Organiser Dashboard

The meetings section on Grip is an important part of the overall event experience. It consists of 3 tabs:

  1. Meetings: this is where you will be able to find all the meetings that are happening at your event
  2. Locations: these are the locations meetings can happen (e.g. an exhibitor booth or a general meeting area). ProTip: we advise at least one ‘open’ meeting area per event
  3. Settings: this is where you make up the initial configurations of the meetings module on Grip, including time zones, start/end times and limits

Configuring the settings of the Grip Meetings Module
In the below how-to guide, we talk about how to first configure the settings part of the Meetings Module, followed by creating a General Meeting Area with specific start -and end times.

  1. Go to the Meetings section > open Settings > click Configure Meetings for "<event_name>”
  2. Once you have opened the configuration dialogue , follow the steps below:
    1. Event Date Range: Specify start and end time. ProTip: don’t worry about wanting to have specific times that are open/closed for meetings. You’ll be able to manage this as part of the location creation
    2. Timezone e: pick the time zone that your event is held in
    3. Meeting Length: the length the meeting you wish your visitors to setProTip: for ‘regular’ B2B events we recommend 15 or 30-minute meetings
    4. Meeting Limit: this is how many pending meetings people can have simultaneously. Once they hit the limit, they will not be able to request more meetings until their pending meetings have been either accepted or declined ProTip: we recommend a meeting limit of 20 for multi-day trade shows, and 10 for conferences and networking events
  3. When you’ve completed step 2 press Save on the configuration dialogue and go to the locations tab

Creating your first location in the Grip Meetings Module

  1. Go to the location tab in the Meetings Module on the dashboard and press Create Location to open the location dialogue
  2. Once you’ve opened the Location Dialog, follow the steps below:
    1. Location Name: write the name of the location ProTip: write a location name such as, “Meeting Area 1”, which the whereabouts ought to be clearly communicated with the visitors the venue.ProTip: consider adding extra info in the name such as (Next to the North Entrance) if needed
    2. Location Specific: here you can customise meeting lengths, dates and time zones, in case this is different than the main configuration
    3. Location Open Times: use the picker to choose multiple start and end times for the meeting location. In the image below, we show an example of a location that is open from 10:00 until 12:00 and 13:30 till 18:00. This could be very useful if you don’t want any meetings to happen during lunch
    4. Maximum Concurrent Meetings: here you can specify a maximum number of concurrent meetings. This is useful if the meeting area has a limited number of tables or seating spaces

Well done!You configured your first Grip Meetings Module.
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