‘Meeting points’ are the locations where your delegates’ 1:1 meetings will take place. Whatever you are providing for them at the venue, must be represented in your Meeting Mojo system. The system will assign these locations to each meeting when it is confirmed. Meeting points are not assigned to ‘pending’ (unconfirmed) meetings.

  • You must provide at least 1 meeting point or the system will not work. 
  • You must ensure that there is always a meeting point available for any combination of participants


There are 4 meeting point options:


Public Meeting Locations - regular tables or booths for 1:1 meetings

Shared Meeting Points - informal areas or overflows

Custom Meeting Points - Attendees' or Organizations' own meeting places

User specified locations - meeting participants type in their own choice of meeting place

Public Meeting Locations

Public meeting locations are available to all attendees but only allow one meeting to be held there in any given timeslot. Places such as numbered tables, booths, etc. would all fall under public meeting location criteria.


To set up a public meeting location:

  1. If you haven't yet set up an event, you will be prompted to add meeting locations during the setup process. If you did not add any or would like to add more, keep reading.
  2. Navigate to the Setup tab and choose 'Meeting points' in the upper right menu.
  3. Under the 'Public meeting locations' heading, click the empty text box and type in the location name.
  4. When done, click 'Add meeting point' to the right.


Notes:

  1. You can view the usage of meeting points at any time by clicking on their name.
  2. To block the location being used at certain times or days, click the name, then 'Edit Exclusions' in the upper right menu.
  3. A meeting point can be renamed at any time by clicking the name, then 'Rename' in the upper right menu.
  4. If you wish to delete a meeting point that already has meetings booked, the system will not allow you to delete it. Click the name and contact each attendee listed at that location as they will need to cancel then rebook their meetings.
  5. Meeting points can be deleted at any time by visiting this page again and clicking the red 'Delete' button to the right of the meeting point.

Shared Meeting Points 

Shared meeting points are informal meeting locations that can be used by multiple participants at once, such as a café near the event or a specific building within your event. They can also be used as an overflow for when all public meeting spaces are full.


To set up a shared meeting point:

  1. When first setting up your system, you are given the choice of adding meeting points. If none were added already or you want to add more, keep following these steps.
  2. Navigate to the Setup tab and choose 'Meeting points' in the upper right menu.
  3. Under the 'Shared meeting point' heading, click the empty text box and type in your new meeting point.
  4. Click 'Add meeting point' to the right of the text box to add it to your system.
  5. Repeat steps 3 and 4 for each new meeting point.


Warnings: 

  • A Shared meeting point has no limit on meeting numbers - make sure it is not possible to have too many meetings as it may become crowded.
  • YOU CAN NOT use this option with Auto-Select mode. Make sure the Auto-Select option is switched OFF on the Setup page.

Notes:

  1. Various aspects of a meeting point can be edited or viewed at any time by clicking on the name.
  2. If you wish to delete a meeting point that already has meetings booked, the system will not allow you to delete it. Click the name and contact each attendee listed at that location as they will need to cancel then rebook their meetings.
  3. Meeting points can be deleted at any time by visiting this page again and clicking the red 'Delete' button to the right of the meeting point.
  4. To block access to the location at certain times, click the location name, then 'Edit Exclusions' in the upper right menu.
  5. You can rename the location at any time by clicking the name, then 'Rename' in the upper right menu.

Custom Meeting Points

Custom meeting points are locations that can only be used by specific attendees. For example, a sponsor might want to book meetings with potential investors at their own booth but won't want anyone else booking meetings at their booth. These locations can be assigned to either individual attendees (perfect for self employed delegates) or entire companies (perfect for sponsors with multiple booths).


You might find you have more custom locations to enter on your system than other locations. For this reason, you might want to bulk import. Otherwise, you can add them individually or allow attendees to add them themselves.


Bulk import 

If you're unsure where to begin with importing in bulk, visit this article to learn more.


Add a column to your spreadsheet with the header ‘attendeemeetingpoint’ or ‘organisationmeetingpoint’ (exact spelling), and type in the locations where appropriate. The system will automatically assign them to Attendees or Organizations, respectively, on import.


Add individually

  1. Navigate to either the Organisations or Attendees tab, depending on who you are adding the location to. If you're adding the point to multiple attendees in the same company, visit the Organisations tab.
  2. Click the name of your desired company or attendee.
  3. (You may need to scroll down) To the right of the heading 'Custom meeting points', click 'Add meeting point'.
  4. Type the location name into the text box, then click the blue Save button.
  5. You will now be presented with the times available to this location. If you wish to block meetings happening here at certain times, click 'Block' for the applicable times. 
  6. Otherwise, repeat steps 2 to 5 until all custom locations have been added.


Important Notes:

  • If you want the attendees of a particular organization to be able to have simultaneous meetings at the same location, assign the same custom meeting point to each attendee.
  • Meetings scheduled at the excluded times will be assigned to any regular (Public and/or Shared) meeting locations on the system. You can block attendees from booking anywhere other than their custom locations by finding them in the Attendees tab, clicking their name then 'Exclusions' in the upper right menu.
  • If an attendee or organisation has multiple custom meeting points, you can allow them to choose which one they would like to use. This can be done by visiting the Setup tab, then turning on 'Meeting place selector'.
  • If you add a custom meeting location during the event, existing meetings will have to manually be moved to the new location either by you or the attendee(s).

User specified locations

If you know your event location doesn't have many meeting locations, you can allow attendees to choose their own places, such as a nearby café or even their own company building. This setting can be enabled either before your event or when every other meeting place becomes full.


To allow user specified locations:

  1. Navigate to the Setup tab.
  2. Find 'User-defined meeting places' near the beginning of the page, then click the switch to turn it on. 


It is highly recommended you either do not add any other meeting locations of your own or add very few, as attendees can type in the name of an existing location and cause clashes.