B2B Matchmaking Events
How do you run a B2B matchmaking event?
A B2B matchmaking event is a business event built around short, pre-scheduled meetings between companies, usually buyers and sellers. Instead of walking a show floor hoping to meet the right person, each participant arrives with a diary of meetings.
This guide covers the roles, the planning steps, how to set meeting slots and a sample run of show. For the technology side, see attendee matchmaking.
Updated by the Eventdex team
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Who takes part
Most B2B matchmaking events have two sides. Define them early, because they decide how meetings are assigned and who pays or is hosted.
Buyers
Companies with a purchasing need, such as procurement teams or agencies. At some events they are hosted: the organizer covers their attendance and they receive a curated list of suppliers.
Sellers
Suppliers and service providers who want time with buyers. They pay to attend or exhibit and set the kind of buyer they want to meet.
Other attendees
Some events also let any attendee meet any other. Eventdex's matchmaking page describes attendee to attendee matching alongside buyer and seller meetings.
Plan the event in seven steps
Work back from the event date. The matching needs complete profiles, so most of the lead time goes into getting buyers and sellers to fill in preferences.
Define the meeting goal
Decide what a successful meeting is, such as an introduction, a product conversation or a supplier pitch.
Recruit buyers first
Sellers join for access to buyers. Confirm a credible buyer list before you sell seller places.
Collect preference profiles
Ask each side for the categories, regions and needs that matter. Eventdex's page says organizers can set the preference fields used for matching.
Business matchmaking appSet meeting length and slots
Use the table in the next section to choose length, breaks and number of meetings per person.
Match and publish schedules
Run the matching, let participants review and adjust, then publish schedules ahead of the day.
Prepare tables and signage
Plan where meetings happen and how people find their table. See the table section below.
Run, review and follow up
Manage the day, record no-shows and send contacts and feedback requests afterwards.
Meeting slots, tables and breaks
Slot length is the main design choice. Shorter slots mean more meetings but less depth. Pick the length that fits the conversations your participants need, and build in a gap for moving between tables.
Managed tables
Buyers get dedicated tables and sellers rotate between them. Eventdex's page describes this as table booking and management.
On-demand tables
Any attendee can request a meeting and the system finds a free table. Eventdex has a page on on-demand table booking.
On-demand table booking
| Slot style | Typical use | Trade-off |
|---|---|---|
| Short (a few minutes) | Quick introductions, speed-style rounds | Many contacts, little depth |
| Medium | Supplier pitch to a buyer | Balanced; the common choice |
| Long | Deeper discussion, workshops | Few meetings per person |
| Open or on demand | Attendees request meetings as they go | Flexible; harder to plan tables |
A sample run of show
Times below are an example for a one-day event with medium slots. Adjust them to your venue and slot length.
| Time | Activity | Owner |
|---|---|---|
| Before doors open | Test signage, table numbers, check-in and the schedule display | Organizer |
| Opening | Check-in, badges, short welcome and rules for meetings | Host |
| Meeting round 1 | Scheduled meetings with a bell or signal at the start and end | Participants |
| Gap | Short break to change tables | Host |
| Meeting rounds 2 to 4 | Repeat the round, with a longer break at midday | Participants |
| Open networking | Time for unscheduled conversations and on-demand requests | Participants |
| Close | Thanks, feedback request and next steps | Host |
After the event
Matchmaking events earn their value in the follow-up. Collect feedback on each meeting, record no-shows and share the contact details participants agreed to share. Eventdex's matchmaking page describes meeting ratings, no-show notices to the organizer and exporting attendee information to a CRM.
Send a follow-up within days
Thank participants and prompt them to act on the contacts they made.
Event follow-up emailAsk for feedback
Short questions on meeting quality guide the next event's matching rules.
Post-event survey
Eventdex matchmaking
Where Eventdex covers a matchmaking event
- Business matchmaking appAI recommendations from preferences, with 1:1, group and hosted buyer meetings.Learn more about Business matchmaking app
- Event networking appMatchmaking, speed networking, roundtables and chat rooms in one place.Learn more about Event networking app
- On-demand table bookingHow tables are assigned for meetings that were not pre-planned.Learn more about On-demand table booking
- Virtual speed networkingTimed one-to-one conversations with matched attendees.Learn more about Virtual speed networking
“It's easy to use and interfaces very well with our needs. The scheduling function is awesome. It allows our companies and partners to schedule their meetings with no assistance thus reducing time and resources. In addition, if there are any snags in scheduling, the Eventdex staff takes care of your needs immediately.”
University at Buffalo
Eversource Energy
Georgia Tech
Influence Communications
FAQ
B2B Matchmaking Events: common questions
What is a B2B matchmaking event?
It is a business event where companies, usually buyers and sellers, meet in pre-scheduled one-to-one meetings arranged from the preferences they gave. Participants arrive with a diary of meetings.
What is a hosted buyer program?
It is an arrangement where the organizer invites buyers and covers some or all of their attendance, in return for them taking meetings with suppliers. Eventdex's matchmaking page describes hosted buyer meetings.
How long should each meeting be?
Choose based on the conversation. Short slots suit introductions, medium slots suit a pitch and questions, and long slots suit deeper talks. Allow a gap for moving between tables.
How do you handle no-shows?
Send reminders, ask participants to cancel early, and track who did not attend. Eventdex's matchmaking page says participants can notify the organizer of a no-show or an absence.
Can Eventdex run a B2B matchmaking event?
Eventdex's business matchmaking page describes AI matching, 1:1, group and hosted buyer meetings, managed and on-demand tables and reporting. Eventdex's pages do not describe a standard event format, so plan your own run of show.
See Eventdex B2B matchmaking in a demo
Start with a free interactive floor plan, or talk to an event specialist on +1 (866) 434-5088.