Successfully organizing over 450 virtual meetings and parallel sessions with international participants from different time zones for ten days at a digital event - that’s the BEEFTEA group from Berlin succeeded. The agency for digital events developed a new appointment and networking tool for this purpose "MX3 - Meeting Matchmaker".
“One of the greatest challenges of digital events is to enable the participants to meet up with a large number of other participants individually or as a group in advance. Either for virtual dialogue, exchange or networking. In the case of larger events with many participants, the manual processing of appointment requests and confirmations ties up enormous resources at the organizational level, ”says BEEFTEA group managing director Andreas Grunszky. "The MX3-Meeting Matchmaker solves this basic problem in an efficient way."
With the common appointment tools, appointments can either only be made between two people (one-to-one principle, e.g. Outlook) with a single appointment proposal (appointment maker) or between one person (appointment maker) and a large group (one-to-one principle). Many, e.g. Doodle). The new one developed by BEEFTEA MX3 tool now allows
- several people can also arrange an appointment with other people as a group at the same time (Many-to-many principle), - all participants are given access to all appointment availabilities of all selected participants and several people can arrange to meet as a group, - the system also converts the time of the appointment into the respective local time of the participant due to different time zones of the participants. An aspect that is extremely important, especially at international conferences. - By using a special AI (Artificial Intelligence) the tool compares the search and bidding functions, appointment requests and capacities of all persons and automatically creates the desired appointment matches.
While the dial-in links for video conference systems such as Zoom or Microsoft Teams had to be created manually for each individual virtual appointment and added to the appointment, the MX3 Meeting Matchmaker also this work. "This saves organizers a lot of time and reduces a significant source of errors," says Andreas Grunszky. The tool can be linked to all common video conference systems, it creates and sends the meeting links for all matches independently. This also saves a separate and often expensive virtual event platform. And the integration of MX-3 on all common event platforms is also possible.
The MX3 Matchmaker has been developed for virtual trade fairs, conference and international digital events where several people want to meet (exhibitors and visitors) using certain search functions (search offers). "The Matchmaker can also be used well for organizing workshops and networking events," says Andreas Grunszky.
The new appointment portal was used for the first time at the IMC International Media Conference 2021 of the IPS Group, Germany's largest independent press distributor. The IMC International Media Conference took place this year as a digital event.
"Our appointment portal was the cornerstone for the success of this purely digital event," says Andreas Grunszky. During the ten-day digital event of the IPS Group, Germany's largest press exporter, all participants were able to meet, exchange ideas and see each other in special virtual lounges. "With our portal, we have not only successfully implemented an event for the publishing industry digitally, but also shown that Germany can play a leading role when it comes to digitization," says Andreas Grunszky.
The agency BEEFTEA group, based in Berlin, Cologne and Hamburg, has been organizing events for numerous major customers since 1998 and is one of the leading agencies for national and international digital and live events.
Original content by: BEEFTEA group GmbH, transmitted by news aktuell