Why can't I book meetings?

Table of contents

1. Check your availability (web only)

2. Look for the “Request Meeting” button

3. Check your meeting limit

4. Check for scheduling conflicts

5. Meeting Availability Management

6. Check if a meeting location is available

7. Still can’t book a meeting?

8. Frequently Asked Questions

1. Check your availability (web only)

Why this matters:
Setting your availability helps you manage your time, and ensures that you don't send or receive meeting requests that you won't be able to attend. If your calendar has no available time slots, you won’t be able to send or receive meeting requests.

How to check:
Availability must be set on the web platform. It’s not possible to manage availability via the mobile app yet.

👉 Follow this step-by-step guide: How do I manage my availability

2. Look for the “Request Meeting” button

Why this matters:
Not all participants can request meetings. The event organizer may limit meeting permissions based on attendee types or ticket categories.

How to check:

• View several participant profiles.

• Look for a "Request Meeting" button.

  

👉 Learn how to request a meeting: Requesting a meeting (web or mobile)

What it means:

• If you see the button for some people but not others: Meeting permissions may be restricted between certain groups/ticket types.

• If you don’t see the button on any profiles: Your ticket type may not be eligible to book meetings.

3. Check if you’ve reached your meeting limit

Why this matters:
Some events place a cap on how many meetings each person can book. Once you hit this limit, you’ll no longer be able to request meetings.

What to look for:

• A message like "You’ve reached your maximum number of meeting requests."

👉 More about meeting limits: What are meeting limits and why are they set?

What you can do:

• Cancel some pending or confirmed meetings to free up space.

• Contact the event organizer if you believe your limit should be higher.

4. Check for scheduling conflicts

Why this matters:
You can only book a meeting if both you and the other participant have overlapping availability. In some cases, your calendar may appear full due to pending or unaccepted meeting invites.

How to check and resolve:

• Review your calendar for existing meetings or blocked times.

• Cancel or reschedule meetings to free up availability.

• Ask the other participant to do the same if needed.

👉 Want to contact others? How to start a chat others on the event platform

5. Meeting Availability Management

Some events now use Meeting Availability Management, which gives organizers the option to allow or block overlapping meeting requests:

• If enabled: Pending meetings will temporarily block your calendar, preventing overlaps.

• If disabled: You may receive or send multiple requests for the same time slot. The meeting will only be confirmed when one is accepted, giving you more flexibility. You will then need to reschedule or decline any pending meetings that overlap with your accepted meeting.

You’ll see visual indicators if meetings overlap, and can use the web or mobile platform to manage or resolve them:

 

6. Check that a meeting location is available

Why this matters:
Each meeting must be assigned a location—either physical (table, room) or virtual (video call). If no location is available, the system won’t let you confirm the meeting.

How to check:

• When choosing a time slot for the meeting, look for a location dropdown or label.

  

• If no meeting locations are available you'll see a message explaining that you can't book a meeting at this time.

• Bear in mind that some participants may have their own meeting locations assigned (e.g. Exhibitor's booth). This means that you may see available slots with some participants but not others.

 

 

What you can do:

• Try a different time slot.

• Check if your available times overlap with locations that are open.

• Contact the event organizer to confirm:

  • You have access to meeting areas.

  • Locations have been configured for your attendee type.

Still can’t book a meeting?

If you’ve tried all the steps above and still can’t book a meeting, the fastest way to resolve the issue is to contact the event organizer directly.

You can usually find their contact information in the platform’s Help, Support, or Contact section.

Frequently Asked Questions 

Q: Why does my meeting say, “This meeting must be rescheduled because either the meeting slot or one of the attendees is no longer available”?
A: This message usually appears when:

• The assigned meeting location is no longer available.

• One of the participants is no longer eligible to attend meetings.

It does not always mean the time slot itself is unavailable.

What to do:

• Click the Reschedule button (or chat to the meeting organizer if you can't reschedule the meeting).

• Choose a new time and location.

• If prompted, enter a reason for rescheduling (this is just for transparency).

Q: Why can I enter a "reason for rescheduling"?
A: This is a standard field to help the other participant understand why the meeting changed. You can keep it simple.

Q: Can meetings automatically switch to a different area if a location is full?
A: No. Meeting locations are set by the event organizer. The system won’t automatically move meetings to another area. If overflow areas like standing zones are allowed, you’ll need to confirm that directly with the organizer.

Q: Why does my calendar show multiple meetings in the same time slot?
A: Some events use a feature called Meeting Availability Management. This allows multiple meeting requests to be sent for the same time, even if they haven’t been accepted yet. You’ll be prompted to choose which one to accept. This helps prevent your calendar from getting blocked by pending invites and makes scheduling more efficient.

Q: Why can't I accept a meeting I've been invited to?
A: This may be due to a separate clashing meeting. For example, you already have an accepted meeting that clashes, you're no longer free at this time (due to your availability settings). The same can be true for the meeting organizer too, where their circumstances may have changed since they created the meeting. If this is the case, you will see a label on the meeting explaining why you cannot accept it. On mobile, tap on the meeting to open it and see its details.