How to set up meetings
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Read on to discover how to create meetings for your booths.
Instructions
Select 'Create Meeting' in the left hand menu under the Update Content folder. The meeting format field dropdown options are:
Video chat: min of 2 (host & user) / max of 4 (host + 3 users) – this can be integrated with text/audio. The admin can ‘mute’ other users if required.
This is a 'to pay for' upgrade.
Audio Conference: min of 2 (host & user) / max of 10 – this can be integrated with text. The admin can ‘mute’ other users if required.
Text chat: min of 2 (host & user) / max 30
Please note: meeting format can be chosen during the setup and it cannot be changed once the meeting has been created and saved at a later time. To change the format of the meeting from text, to video or audio formats you would need to create a new meeting.
Auto-fill slots: select ‘yes’ if you want anyone registered in your environment to attend a meeting without needing approval.
Cancellation slots: select ‘yes’ if you require an email to be sent to advise a ‘slot’ is free for the next available person should the meeting be overpopulated and a user cancels.
Invite only: select ‘yes’ if you want only the admin/host of the meeting to invite users via their email.
When pressing ‘save’ this will take you to a holding page where you can Cancel, Hide, Edit & Copy the meeting you have just created.
Show: this will ‘show’ on your booth however you will need to click ‘apply updates’.
You will see your meeting in the booth you have requested it to show in – click on the Attendees button and invite users with the emails they provided with the registration.
If it’s an auto-fill slot these will fill up if you have advertised the meeting publicly though announcements or agenda. If you are using a webcast you can verbally advise ‘if we haven’t covered all your questions please go to xxx booth and log into meetings, where we will answer your questions.’
Please note that if you are a ‘super admin’ you can set up meetings for all booths in your event. However, if you are a ‘booth admin’ you can only set up meetings for your own booth and be the host of meetings on your own booth.