Preparing Your Appointments Event for Attendee Hub

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If you're using Attendee Hub, follow these setup steps in your Appointments event to prepare for virtual appointments within the Attendee Website.
NOTE: You'll still need to prepare your Flex event and Exhibitor Management Portal for Attendee Hub separately.

1 Ensure your Appointments event is linked to your Flex event. To allow attendees to schedule appointments from the Attendee Website, your Appointments event must be linked with your existing Flex event. You'll also need to make sure your Flex event has virtual enabled.
NOTE: This content was created for the New Experience. If you haven't already, click Switch Now at the top of your account to follow the steps below.

Click the App Switcher Icon icon in the top-right, then select Appointments from the dropdown. Select your Appointments event.

From the left-hand navigation, under Event Details, click General, then Event Information. If you've linked the Appointments event, the associated Flex event will appear in the Basic Information section.

 
Linked Registration Event

If you do not see an event linked here, you'll need to create a new Appointments event and link it to your existing Flex event during the creation process. Make sure to choose "Standard Appointments" as the Event Type.

2 Create an attendee-specific appointment type. From the left-hand navigation, under General, click Setup, then Appointment Types.

Click Create Appointment Type and enter "Attendee Appointments" as the name.

Select Attendee Networking as the Category.

Create "Attendee Appointments" Type

In the Scheduling section, ensure "Displays to" is set to Planner and Attendees.

Click Save.

3 Create an exhibitor-specific appointment type. Repeat Step 2, but this time enter "Exhibitor Appointments" as the name.
NOTE: If you're using a third-party video conferencing software, in the Scheduling section, make sure to switch "Include exhibitor booth numbers in location names" to Yes. This ensures that the URL added to the "Event/Booth Location" field in each organization's Exhibitor Portal profile will appear within the appointments.
 
4 Add appointment groups. To limit who can create appointments and with who, first you'll need to add groups for Attendees and Exhibitors.

If your event allows attendees or exhibitors to purchase access to appointments, you can create two additional groups, Attendees Without Appointments and Exhibitors Without Appointments. This gives you the ability to limit access to appointments for these additional groups accordingly.

5 Add scheduling rules for attendees. Now you can add scheduling rules that limit who can create appointments.

 
Start by setting the rules for your Attendee Appointments. Beside the Attendees and Exhibitors groups, check the "Hosts" and "Attendees" boxes to allow registrants to attend and create appointments with exhibitors and other attendees.

If you want to allow members of a particular group to include fellow group members in appointments they schedule, check the "In-Group Requests" box. For example, by checking "In-Group Requests" next to Attendees, this allows an attendee to include another attendee from their company in a meeting with an exhibitor.

X
 
6 Add scheduling rules for exhibitors. Next you'll set the rules for your Exhibitor Appointments. If you want everyone to be able to schedule appointments with each other, check the "Hosts," and "Attendees" boxes in the Attendees and Exhibitors rows.

You'll also need to decide if members of a particular group can include fellow group members in appointments they schedule. For example, by checking "In-Group Requests" next to Exhibitors, this allows an exhibitor to include another representative from their organization in a meeting with an attendee.

Exhibitor Scheduling Rules 1

Or, if you want to prevent exhibitors from scheduling their own appointments with attendees, only check the "Attendees" box in the Exhibitors row.

Exhibitor Scheduling Rules 2
 

Make sure to uncheck all of the boxes for any additional groups you've added.

Once you're done, click Save.

 
7 Create a virtual meeting location, if necessary. If you want to control how many virtual appointments can occur during a given time slot, you can do so by creating a virtual meeting location. From the left-hand navigation, under Event Details, click Setup, then Locations.

Click Create Location. Enter "Virtual Meeting" as the name. This same text will be automatically added in the Display Name field.

In the Configuration section, set "Add tables to this location" to No.

In the "Max appointments allowed at same time" field that appears, enter the number of appointments that can occur during each time slot.

Virtual Meeting Location
 
Click Save.
 
NOTE: If your event has virtual and in-person components, you'll still need to create a separate location for your onsite appointments.

8 Include passing time in time slots. Attendees will be allowed to join an appointment before the host, so add at least 5 minutes of passing time when creating your Attendee Appointments and Exhibitor Appointments time slots. This will give attendees and exhibitors time to wrap up their current meeting before the next one begins.
 

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