One-to-one meetings booked between the people who came to meet

Attendees and exhibitor booths keep one diary each, slots are derived from real availability windows, and a meeting booked during registration is confirmed before anyone arrives, with one summary email rather than one per meeting.

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Thirty minutes, screen shared, the actual shape of your event.

Goes to one inbox. Your address is not added to a sequence and not resold.

Matchmaking is what a trade visitor tells their finance director the trip was for. Run badly it becomes a spreadsheet of requests, a WhatsApp thread per company and three people double-booked at the same eleven o’clock.

evenclo derives meetings from availability rather than storing a table of empty slots, the same way seating derives seat numbers. That single decision is why changing a booth’s hours does not orphan anything.

A booth has one diary

A party is either an attendee or an exhibitor company. Exhibitor staff are registrants attached to their company, so a booth with six people on it still has one diary: three of them cannot each accept the same eleven o’clock because they were each asked separately.

A meetings diary for day one showing three booths and one attendee across six half-hour slots, with booked, available and outside-availability states
A meetings diary for day one showing three booths and one attendee across six half-hour slots, with booked, available and outside-availability states

Slots come from windows, not a table

You set availability windows and an interval, and the slots are worked out on every read. Shorten a lunch break or add a second day and the diary is simply correct. There is no migration of stale slot rows, because there are no slot rows.

Booked during registration, before anyone travels

The registration form can carry a meetings field. A visitor picks the booths they want while they are registering, and those meetings are booked the moment the registration commits, then one summary email goes back to them, not one message per meeting.

A four-step diagram of a meeting booked during registration, committed with the registration, notified to both sides, and summarised to the attendee in one email
A four-step diagram of a meeting booked during registration, committed with the registration, notified to both sides, and summarised to the attendee in one email

The organizer keeps the override

  • Bulk scheduling for the meetings you arrange yourself, confirmed on arrival
  • Whose slot length wins, decided by one rule rather than per booking
  • Who may book whom, set as a policy for the event
  • Availability edited on the Meetings tab beside the rest of the exhibitor settings
  • Push notifications when the mobile apps are configured, email regardless

Everything above lives in one module, and the routes are a thin shell over it. That is the reason the organizer’s bulk scheduler cannot quietly break a rule the attendee-facing booking obeys: there is only one implementation of the rules for either to use.

Four clients, one set of rules

An exhibitor arrives with a portal session, an attendee with a link from their confirmation, the mobile apps with their own tokens. All four reach the same diary because only the credential differs, which means a meeting booked from a phone at a stand obeys exactly the rules a meeting booked from the website three weeks earlier obeyed.

The meetings overview showing booth diaries with booked and free slots, one booth fully booked, an attendee’s own meetings and a queue of unmatched requests
The meetings overview showing booth diaries with booked and free slots, one booth fully booked, an attendee’s own meetings and a queue of unmatched requests

Common questions

Can attendees book meetings with exhibitors before the event?

Yes. The registration form can carry a meetings field, and the picks become real bookings the moment the registration commits.

Does each booth have one shared diary?

Yes. Exhibitor staff resolve to their company, so a booth with several people on it still has a single diary and cannot be double-booked.

What happens if I change a booth’s availability?

Nothing is orphaned. Slots are derived from availability windows on every read rather than stored, so the diary is simply recalculated.

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