‘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
Rendezvous - meeting participants type in their own choice of meeting place
Public Meeting Locations
If you are providing meeting tables or booths at your venue, these must be entered in the Public Meeting locations area of your Meeting Mojo event. Either add them when you set up your event, or later click the ‘meeting points’ link on the Dashboard or Setup pages.
Under Public Meeting Locations, type in the name of each meeting point in the box, and click Add.
You can edit any meeting point name at any time: click on its name, then click ‘Rename’ in the right hand menu block.
You can also block access to any meeting point at any timeslot, via the Edit Exclusions link.
Shared Meeting Points
If you are providing an informal meeting space, or spaces at your venue, it/these must be entered into the Shared Meeting Points area of your Meeting Mojo event. To do this, either add them when you set up your event, or later click the ‘meeting points’ link on the event Dashboard page.
Under Shared Meeting Points, type in the name of each meeting point in the box, and click Add.
You can use a Shared Meeting Point in conjunction with Public or Custom Meeting Points. It will act as an overflow when the other meeting points are all occupied.
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.
You can edit any meeting point name at any time by clicking on the name, then clicking ‘Rename’ in the right hand menu block.
You can also block access to the meeting point at any timeslot, using the Exclusions link.
Custom Meeting Points
If you have exhibitors at your event, your exhibitor delegates will probably prefer to take their meetings at their booth. Or your VIP delegates may want to hire a private meeting room for all their meetings. You can set up these dedicated meeting places on the system, either to run alongside the regular meeting locations, or as the only meeting place.
These are called Custom Meeting Points. If you add a custom meeting point to an organization or attendee, all their associated meetings will be assigned to that location.
Organization or Attendee? Custom meeting places can be assigned to an organization (all its delegates will have their meetings here), or an individual delegate (colleagues will have their meetings assigned to the regular meeting places).
NOTE: 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.
You can also use Exclusions to set limits on the amount of time your VIP delegates have access to their private meeting place. You can also enable them to move their meetings to other available locations.
How to Assign a Meeting Place to an Organization OR Attendee
Bulk import - add custom meeting points to your import spreadsheet. Add a column 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.
1. On the Organisations tab, find the entry for the organization.
2. Click the organization’s name to open its View page.
i. To assign a meeting place to the organization, click the ‘Add meeting point’ button
ii. To assign a meeting place to an attendee, click the attendee’s name to open their View page. Then click ‘Add meeting point’
3. Type in the name of the meeting location (e.g. Exhibit booth 25) and click Save.
4. If you wish to limit access to the meeting location, check the times you do NOT want the attendee(s) to use it. If not, click back to the Organisations tab.
NOTE: meetings scheduled at the excluded times will be assigned to any regular (Public and/or Shared) meeting locations on the system. If you do not want these attendees to meet at regular meeting locations, you must create Exclusions on their account. Click ‘Exclusions’ in their entry line on the Attendees page.
Meeting Point Selector
You can allow attendees who have their own custom meeting points to choose where each of their meetings takes place. For example, a company may be sending 2 or more attendees to your event, but their custom meeting point has capacity for only one meeting per timeslot. The Meeting Point Selector enables each of them to move their meetings from the Custom Meeting Point to a Public or Shared meeting location. This will enable each attendee to have meetings on the same timeslots as their colleagues, or for one attendee to control where they and their colleagues have their meetings.
The Meeting Point Selector can be switched on via the Setup page on Admin.
1. PRE-EXISTING MEETINGS: If you assign a custom meeting point to an attendee who already has confirmed meetings in their schedule, these meetings will not be assigned to the new location automatically. To move them, click on each meeting within the attendee’s schedule. When the meeting view page opens, click ‘Change meeting point’, select the custom meeting place from the dropdown and click Change.
2. REGULAR MEETING PLACES: If you are not providing regular meeting places or a shared meeting place, make sure you only allow meeting requests that involve at least one delegate with a custom meeting place. See our guide on ‘Groups’ for details.
For more informal meetings, Meeting Mojo enables delegates to type in their own suggested meeting location. This could be a venue hub or local spot, such as a restaurant or coffee house.
To activate Rendezvous, go to the Setup page on your Admin console. It’s labelled ‘User-defined meeting places’. Switch it on – your delegates will be able to suggest a local meeting place when they request meetings, and their targets will be able to re-suggest.
CAUTION: Do not use Rendezvous in conjunction with other meeting point options. Users may type in the name of an existing meeting point, causing a clash!