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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