Essentials of a Meeting Management Portal

August 10, 2018 / Nirav Shah

Meetings are an essential part of today’s lifestyle. Whether you are employed in a corporate world or do a business of your own, meetings would be a very important means to grow and generate leads. While some companies do meetings to grow their business, arranging and setting up meetings is the sole business of some companies

If your firm is one of those meeting management firms then we can ease complexities of your in a snap of a finger. Just joking… It won’t be just like that, but it would be surely much faster and easier than even you can think of.

This software is for you if:

• You are in the business of meeting management.
• You want to automate the tedious task of matching prospective clients.
• You want to leverage the power of BI to achieve your business objectives.
• You don’t want to go back to those boring excel files.

Key Terminology & Jargon in Meeting Management Portals

1. Software/ System – The meeting management software that will be custom to your requirement.
2. Exhibitor/user – The seller who wants to sell his products (your user).
3. Buyer/user – The person who wants to purchase some items (your user).
4. Time zone – Time slots in day, e.g. Zone 1 – 9 am to 12 pm, Zone 2 – 2 pm to 4 pm etc.
5. Day(s) – The duration in days for which the event will be held.
6. You – The person/company arranging the meeting.

What Are the Benefits of Using Meeting Management Software?

1. This software will be used to arrange B2B meetings among the Exhibitor and the Buyer.
2. You would have over unlimited categories for categorizing buyers and exhibitor.
3. You would like to send separate form links to exhibitor and buyer. Both will fill up the form and provide the required data to client. (Client will provide the required data fields).
4. The exhibitor and buyer can choose more than one category while filling up the form and select the Days and Time zones for which he will be available at the venue.
5. You would do the manual verification of his buyers and sellers.
6. The system would be able to generate meeting options based on the data given and approved by you after manual verification.
7. The buyers and exhibitors would be grouped according to their chosen categories and time zones.
8. The system would be able to do all the math of grouping and filtering the users as per the given specification.
9. You would be able to book (associate) one buyer’s time with the exhibitor’s time using simple checkbox and dropdown mechanism.
10. The UI would show exhibitors and buyers in same screen side by side as per their group and filter.
11. Once a time zone is booked for any of the user, it should not be available for any other or should be shown greyed off/blocked.
12. You would be able to book the meeting schedules in match-the-column fashion.
13. Once a meeting is booked you would be able to see all details of both users in a single popup and enter and save any remarks (if there is any).
14. You would be able to download all the above information in excel format for manual confirmation of timing with his users.
15. After the confirmation, you would be able freeze the meetings manually and enter any remarks and send a meeting confirmation email to his users.
16. You may want to send email at in two scenarios:
    • – Acknowledgement email when the user has clicked the submit button of form
    • – Meeting confirmation email when meeting time is confirmed by exhibitor and buyer

In addition to above features, we would be developing custom software solutions as per your requirement. If above features of meeting management software by Eternal Web Pvt. Ltd. matches your needs, you can contact us for the above readymade software. And if you have something else in mind, drop us a message, we will get back to you and provide free consultation for your custom software project.