How to Plan the Matchmaking Event Setup

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Jonas Schöneborn

There is an endless supply of event-planning checklists and guides to be found online. This is not another exhaustive article relating to the former or the latter, but rather a rough guideline which topics to cover and in which order, when you are planning the event setup itself.

First things first!

1. Make sure to do some research

Do not reinvent the wheel. Check other related matchmaking websites - what did they mention on the website, how did the agenda look like, which partners were involved?

Why not give them a call? Congratulate them on their great event, mention you are organising a similar event and ask them for advice. If they are willing to help you out, this can be a great source of first-hand knowledge and valuable information. Could it even be possible to team-up with them for your planned event?

2. Avoid pitfalls in your event agenda

The agenda is the red line of your event and usually consists of keynote speeches, b2b sessions, pitching competitions, workshops…

We recommend to start your event program with a presentation block

Plan to have a break between presentations and the b2b meeting session.

Please consider having no parallel activities during your matchmaking sessions.

Notice: Prominent names are usually a magnet for participants. If someone from Google gives a presentation, your event gets automatically a “top-event-certification”.

3. Proper Event website

When the agenda is defined, the next big thing to do is set up the event website.

At b2mach you are guided through the configuration process and we usually make a quick quality check of event websites.

4. How to utilize promotion options

Prepare a promotion package. It is essential to get information about your upcoming event out into the world. Besides from your own promotional activities, why not let others promote your event? In order to make this happen, it is essential to make it easy.

Create an event checklist

Of course, there is a reason why you can find an abundant supply of event planning checklists online. Especially when you get surged into the planning process and the event date comes closer, they help to make sure nothing is being missed out and you finish on time. - Find/create a checklist for your event - Note down who will be doing what, by when. - Also, provide the contact information of all involved organisers. - Make sure to share this central lists, which should be at the heart of your planning and preparation, with everyone involved in the process.

Conclusion

Now you should have a good idea which topics to consider when you plan the event setup. B2match is not only a software provider but does also assist organisers with the setup and configuration of their events. If you would like to hear more, simply contact us.

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