Event Management Tips

The Power of Event Organization in the Palm of Your Hand

Grgur Tustonjic

Jan 19, 20226 min read

We all know the powerful tool that is our mobile phones. There is an app for almost anything. Including an event app that makes organizing and attending a b2b networking event more structured and smoother for both the organizers and the attendees.

Although b2match, an event management system, was mostly used to organize virtual events for the past 2 years, it was initially a tool that allows event organizers to manage on-site events. There are numerous ways in which the tool helps you solve any issue.

Clearly Define Session Locations to Attendees

One of the most important things in organizing an on-site or hybrid event is to clearly display various session locations. For example, in the venue there might be different halls or rooms where the sessions take place. It is very important for the participants to have a clear overview. b2match allows organizers to define various locations which can then be assigned to sessions. Participants can also filter the Agenda according to various locations

Agenda of a b2match event with open filter options to choose between different locationsAgenda of a b2match event with open filter options to choose between different locations
Image: Location filters on the Agenda. Attendees can easily see where their next session is located.

Unlike virtual events, on-site events are limited by available space. Organizers usually know in advance how many people can fit in the venue or a specific location. In order to prevent too many participants signing up for a session, organizers can simply define limits for each session separately. If the limit on a session is reached, new participants will not be able to sign up for it.

Session registration at a b2match event showing sessions with no available spots and open sessionsSession registration at a b2match event showing sessions with no available spots and open sessions
Image: A fully booked session in the registration form. Attendees are therefore not able to sign up.

Another challenge is making sure to have enough tables for all on-site participants. Let’s say there is a designated area at the event where participants can have meetings. Organizers know that there will be 20 tables, but they are worried that they might get overbooked. b2match easily solves this by allowing them to define how many tables are available for 1:1 meetings in each session. When two participants schedule a meeting, a table number is automatically assigned. If all 20 tables are occupied in a given time slot, participants will have to select another time slot with an available table.

Meeting request in a b2match event with options to schedule a meeting for a specific and available timeMeeting request in a b2match event with options to schedule a meeting for a specific and available time
Image: First two time slots are not available because there is no table open.

This way, organizers don’t have to worry about any unwanted situations where participants don’t have a place to sit for their meeting. They can just kick back and relax while our tool does its magic.

VIP Table Reservation

For important event participants, organizers can also reserve a table number. This will ensure that all of their meetings are held at a specific table. For example, if the purpose of the event is to match buyers with sellers, the buyers can have all of their meetings at the same table, while the sellers alternate. Additionally, if the event has designated booths where exhibitors showcase their products or services, the booths can be defined as additional meeting locations. This way, all of their meetings are held at their booths.

Quickly and Easily Arrange Meeting Time Slots

For some events, organizers like to be the ones who arrange the tables and define the meeting time slots. They want to make sure that the final schedule for the participants is as good as possible. With b2match, this seemingly complicated task can be done quickly and efficiently.

By using the “Organizers Schedule Meetings Manually” option in the organizer’s tool, participants send meeting requests and accept the ones they received without selecting a specific time slot. Once the booking phase ends, organizers can use the Scheduler, a feature specifically designed to make the meeting arrangement process smooth and straightforward. The Scheduler offers a bird’s eye view of the tables and gives a clear overview of which time slots and tables are available.

Meeting table scheduler tool in the b2match software with open and reserved tables and attendee details for a specific spotMeeting table scheduler tool in the b2match software with open and reserved tables and attendee details for a specific spot
Image: The scheduler overview makes moving a meeting from one table or time slot to another smoother.

The organizers can make changes to the schedule prior to the event and participants will not be aware of it. Once the final version of the schedule is completed, the organizers can publish it, thereby making the time slots and tables visible in the participants’ agendas.

Participants personal agenda in a b2match event with details to scheduled meetingsParticipants personal agenda in a b2match event with details to scheduled meetings
Image showing participants’ agendas with table numbers clearly indicated.

Participants can download their finalized agenda as a PDF document in case they want to print it out, or just have their agenda accessible on their mobile phone in case they do not have internet access during the event.

Multifunctional Badge Editor with Event App

Once the day finally comes and participants arrive at the event location, organizers often encourage them to mingle and get to know one another even outside the matchmaking sessions. To make it easier for them, organizers can use the event app Badge Editor and create personalized badges or name tags for the participant. Along with their names, the badges can contain different kinds of information, such as their organization name, participant type, a QR code, and more.

Event badge editor in the b2match tool with example of badge design with name, organisation, position, logo and QR codeEvent badge editor in the b2match tool with example of badge design with name, organisation, position, logo and QR code
Image: Badge Editor

Organizers have complete creative freedom in designing the badges, including the size and dimensions, colors, fonts, etc. They can even create different types of badges for different types of participants.

The badge is automatically generated for each participant based on the elements the organizers defined. Participants can easily download the badges from their profiles and then print them, or the organizers can print it out for them. Tracking participants as they arrive at the event location

Another issue organizers face when dealing with an on-site event is keeping track of the participants arriving at the event location. The b2match event app is the perfect solution for this problem. Its simple interface allows organizers to easily check in participants as they arrive at the event. More people can use the event app at the same time, so if the venue has multiple entry points, supporting organizers can make sure every participant is checked in.

Organizers can also switch between check-in locations and keep track of participants who arrive at a specific location on the event, such as rooms, halls, etc. This comes especially handy when dealing with COVID-19 preventive measures.

Three smartphones with views of b2match app, first to check in event attendees, second to check out attendees, third to choose the location for check inThree smartphones with views of b2match app, first to check in event attendees, second to check out attendees, third to choose the location for check in
Image: Event app from the organizer’s point of view.

Event security with QR code

For extra security, organizers can also use the app’s built in QR Scanner to check-in participants by scanning the QR codes from their badges. A participant can only download the badge from their profile, making it a sort of an event ID.

Faster check in with QR code

Scanning QR codes can also greatly reduce the time needed to check participants in since organizers do not have to go through the entire participant list or search them manually.

Onsite b2match Event App at Its Full Potential

The b2match event app reaches its full potential when used by participants at the event. They can access the participant list, send each other messages, and manage their agenda. If the booking phase is still open, they can even send each other meeting requests. It offers a great way of doing some last minute bookings, increasing the success of the event.

For hybrid events, on-site participants can also access their online video meetings with remote participants. The video call will be made through the default smartphone browser. This way, organizers do not necessarily have to provide laptops to on-site participants. They can achieve meaningful connections and expand their network just by using their mobile phones.

Three smartphones with views of b2match app, first with list of event attendees, second with list of meetings and sessions from personal agenda, third with list of accepted meetingsThree smartphones with views of b2match app, first with list of event attendees, second with list of meetings and sessions from personal agenda, third with list of accepted meetings
Image: Event app from the participant’s point of view.

Event Home Page Specifically for Event App

Organizers can create a specific Home page of the event that will only be accessible through the event app. This can be done in the Resources section in the b2match organizer’s tool. It’s a great way of providing information specific to the on-site part of hybrid events.

Event App Push Notifications - Keeping in Touch with Attendees

Furthermore, organizers can schedule push notifications to provide important information or reminders for upcoming sessions and drive event engagement. This makes the event app an ideal tool for event participation and an effective way for participants to always stay updated.

Event App Customization and Branding

The event app can also be customized to reflect your brand by changing the entire color palette of the event app. Participants will feel like the event app was specifically designed for the event, giving it a whole new level of professionalism.

Three smartphones with views of b2match app, first with list of event participants with violet background, second with meetings and sessions of peresonal agenda with blue background, third with accepted meetings with dark grey backgroundThree smartphones with views of b2match app, first with list of event participants with violet background, second with meetings and sessions of peresonal agenda with blue background, third with accepted meetings with dark grey background
Image: Event app screens with different color palettes for branding purposes.

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