B2Match Checklists How to successfully organize matchmaking events Strategic Considerations: 6 months before event What is my motivation to organise this type of event? Do I have enough resources (time, money, personnel) to prepare an event? Do I have a solid client base (from my region/abroad) to get at least a critical mass of participants? Do I need partners for the organization of the event? (if necessary check first who is interested in a cooperation) Will there be any added value by organising the event within a conference or a trade fair? Duration of the event? (one-day event/two-day-event, the whole day, just a few hours…) Are there any competing events taking place at the same time/in the near future? Is there a suitable location available for the matchmaking event? Is it easy to reach for the participants? Planning ongoing
Get in contact with potential/additional coorganisers
20 20 16 16
Decide on date and location. Visit/book the location and set up a website (information, registration) Decide on agenda and set deadlines Meet with main organisers and allocate work packages Decide on promotional activities (mailings, leaflet, websites, telephone)
weeks weeks weeks weeks
Acquisition and ongoing support of participants 12 weeks Contact/acquire first clients 12 weeks Start first mailings/other promotion activities 8 weeks Start client acquisition by telephone ongoing Daily check the quality of new profiles and if necessary improve them ongoing Communicate regularly with all cooperation partners Activities BEFORE you ask participants to book meetings
Check all profiles for quality Make sure that all profiles are online Call all participants who have not yet registered to the B2B sessions and who have not yet inserted a cooperation profile. Please check whether the checkbox „This person can book AND be booked by other participants” is activated. Check participants’ remarks and admin remarks for „Special requests”. Adjust the maximum number of meetings accordingly.
3 weeks 2-1 weeks
Send first mailing asking the participants to book meetings
1 week
Send a „reconfirmation-of-participation” mail and give the organizational details (how to arrive at the event location,…) Send preliminary schedules
4-5 days 3 days
Send a reminder to participants to book meetings Call all participants and remind them to book meetings
Contact all participants by phone who have not confirmed their participation but were booked for meetings
Checklist – The clock is ticking: 21 days to the event 21 days 12 days 7 days 4-5 days 3 days
Send first mailing asking the participants to book meetings Contact participants not taking part in B2Bmeetings – ask why! Send a reminder to participants to book meetings Call all participants and remind them to book meetings Send a „reconfirmation-of-participation” mail and give the organizational details (how to arrive at the event location,…) Send preliminary schedules Contact all participants by phone who have not confirmed their participation but were booked for meetings
Final preparations: the day before the matchmaking event Print meeting schedules (incl. feedback form if requested) Print lists for the organisers, at least twice (meeting schedules, chronological lists, etc.) Print badges,agenda, participants list Print table numbers Print the catalogue including all profiles and additional booking forms for the on-site organization of meetings Do not forget: computer, printer, bell(!!!), make sure that internet is available on-site, flip chart (to list cancellations), mobile phone Prepare direction signs
On-site organization: the day of the event Prepare registration desk Brief the moderator Personally hand out the schedules (explain it to participants) Arrange additional meetings/assist with spontaneous meetings Arrange meetings for yourself After the start of the meetings: Check if everybody is talking to his meeting partner Call the participants, when they do not appear in time and ask whether they will still come List the name of the participants who cancelled on short notice on the flip chart Make sure that at least coffee and water is available at all times (in front of the meeting room) Nominate one person, who is responsible for ringing the bell Make sure that enough personnel is available at all times, e.g. to provide information or to help bring the partners together Collect the evaluation sheets on-site (not necessary if electronic feedback forms are available) Discussthe event with clients, ask for oral feedback -> get to know your clients personally
Day of Event Final preparations: the day before the matchmaking event Print meeting schedules (incl. feedback form if requested) Print lists for the organisers, at least twice (meeting schedules, chronological lists, etc.) Print badges,agenda, participants list Print table numbers Print the catalogue including all profiles and additional booking forms for the on-site organization of meetings Do not forget: computer, printer, bell(!!!), make sure that internet is available on-site, flip chart (to list cancellations), mobile phone Prepare direction signs
On-site organization: the day of the event Prepare registration desk Brief the moderator Personally hand out the schedules (explain it to participants) Arrange additional meetings/assist with spontaneous meetings Arrange meetings for yourself After the start of the meetings: Check if everybody is talking to his meeting partner Call the participants, when they do not appear in time and ask whether they will still come List the name of the participants who cancelled on short notice on the flip chart Make sure that at least coffee and water is available at all times (in front of the meeting room) Nominate one person, who is responsible for ringing the bell Make sure that enough personnel is available at all times, e.g. to provide information or to help bring the partners together Collect the evaluation sheets on-site (not necessary if electronic feedback forms are available) Discussthe event with clients, ask for oral feedback -> get to know your clients personally
Followup 1 week 2 weeks 4 weeks
Send a mail asking for online follow-up Send a reminder mail Phone all participants who have not handed in a feedback yet After feedback complete: Inform all your cooperation partners about the feedback Meet with main organisers for a debriefing (follow-up events?) Make the success of the matchmaking event known (press release, info to host organization, ‌)