How Krowden (formerly NetworkTables) works for in-person 1-on-1 meetings

The very first events of Krowden (formerly NetworkTables) started off as in-person events. It’s the basis of the name “NetworkTables”, before we changed our name to Krowden. Here we’ll cover how an in-person event works with our platform for an event with a 1on1 networking area.

The concept

You have an event with a number of speakers and workshops, the goal is to facilitate new connections between exhibitors and partners. To this end, you’re looking to set up a networking area where people can pre-schedule 1on1 meetings so the right people meet at the right time. Sound familiar?

How it works for exhibitors

Your exhibitors or hosts of the event start by receiving one magic link to create their topic-based 1on1 meetings at set times (by you as the organizer). They can then invite attendees for 1on1 meetings from the attendee list. As your exhibits get requests they have the option to accept/decline them.

How it works for attendees

They receive 1 email with a magic link to accept & request their 1on1 meeting at set times (by you as organizer). They can also schedule their general keynotes by clicking on sessions and choosing who they’re sitting next to like sitting on an airplane.

What you need as an event organizer

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• Networking area with tables or exhibition stands.

• To import the details of the attendees/exhibitors/hosts via Excel or Google Sheets (we integrate with 3000+ ticketing partners).

• Let exhibitors or hosts enter the event platform first and create their topics. For example ‘sustainability’ or ‘cybersecurity in the workplace. This takes 1 minute and doesn’t require login.

• A couple of weeks later attendees invite, via a magic link, to the platform and choose from the sessions. Again: no login is needed.

Before the event

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• Define the layout and dates for the event. Will the networking start or end with a keynote speech?

• Build the networking into the agenda, during the breaks for example.

• Set a manual schedule for the event. Including start and finish times and how long each meeting will be.

• Ensure each table has a host and that host has chosen the topic for the table to talk about.

• Ensure guests get a schedule in their hands on the day.

• Avoid mobile apps, as engagement drops on the day.

Example timeline of emails to send

Onsite checklist

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• A dedicated space with tables to conduct 1-1 meetings if it’s in-person.

• Directional signage so that areas are easy to find. Never forget to have table numbers as well.

• Be sure to sort a sound so that people know when the next meeting is about to start. Something like a bell or gong.

• Hosts at the meeting areas to make sure people leave in time and get to the next table. Especially in networking hubs.

• A steward at the door is good to have as the event can get crowded and you want to keep uninvited people out.

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FAQ

How does the platform handle scheduling conflicts if multiple attendees request a meeting with the same exhibitor at the same time?
The platform uses a scheduling algorithm to avoid conflicts by allowing only one attendee to book a meeting with an exhibitor at a specific time slot. If multiple attendees request the same time slot, the platform will notify them and suggest alternative available times.

Are there any limitations on the number of 1on1 meetings an exhibitor or attendee can schedule?
There may be limitations set by the event organizers on the number of 1on1 meetings an exhibitor or attendee can schedule. This is typically done to ensure a fair distribution of meeting opportunities among participants.

How does the platform ensure the privacy and security of attendee and exhibitor information during the scheduling process?
The platform employs encryption and secure data storage practices to protect the privacy and security of attendee and exhibitor information during the scheduling process. Only authorized users have access to the scheduling system, and personal information is kept confidential.