In this article:

• Where is it?
• Setting up for virtual meetings
• Creating a virtual meeting
• What your participants see

Where is it?

Once our team enables virtual meetings for your event, you’ll create the meetings as you’d normally do for your meeting program:

• Moderated program: creating meetings from requests
• Moderated program: creating meetings from scratch
• Unmoderated program: creating meetings from requests

Once you’ve purchased Zoom rooms from us, you’ll attach those rooms to meetings from the Meetings tab:

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Setting up for virtual meetings

Step 1. First, you’ll decide how many simultaneous virtual meetings your event will have. That tells you how many Zoom rooms you’ll need.

(In other words, you don’t need a Zoom room for every single meeting. You only need enough rooms to cover the maximum number of meetings that are happening at once.)

Step 2. Reach out to your TWST Sales Rep. They’ll enable the correct number of virtual rooms for your event.

Step 3. After that, our Support team will enable virtual meeting creation for your event.

You might want to consider our add-on virtual event coordination services. Ask your TWST Sales Rep for details.

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Creating a virtual meeting

Step 1. Create all of your event’s meetings in MeetMax. After that, you’ll attach the virtual meeting details to each one.

The way you create meetings depends on your meeting program. Choose the link that matches your needs:

 • Moderated program: creating meetings from requests

 • Moderated program: creating meetings from scratch

 • Unmoderated program: creating meetings from requests

For virtual meetings, there’s no need to add a meeting location. You can leave the Location field blank for all meetings. Once you add the virtual room details, that serves as the meeting location.

Step 2. Once your meetings are created, head to the Meetings tab. Choose Virtual Conferencing, then Zoom:

Step 3. On the Zoom page, click the Create Virtual Meetings button:

Step 4. MeetMax will attach a Zoom room ID to each of your meetings. The process could take a few minutes, depending on the number of meetings you have.

When it’s complete, you’ll see a message like this:

	If you prefer, MeetMax can automatically attach a Zoom room to each meeting as you create it - so you’d skip this process. Reach out to our Support team to learn more about this option.
	If you exceed the number of Zoom rooms you’ve purchased, you’ll see an error message on this page. You can always contact your TWST Sales rep for more.

Step 5. Head to the Meetings tab again, and choose Meetings:

You’ll now see a Zoom meeting ID for each meeting:

	If you schedule more meetings after this point, return to the Virtual Conferencing tab and repeat this process.
	You can only add virtual details to unexpired (future) meetings.

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What your participants see

Your Attendees and Companies can log into MeetMax and head to the Your Schedule tab:

On the Your Schedule page, they’ll see the virtual meeting ID on each of their meetings:

Participants can click on any meeting ID to open a pop-up. That contains the meeting link and dial-in numbers for this meeting:

If the participant exports their meeting schedule to a personal calendar, the Zoom details will export alongside each meeting.

What’s next?

Now that you’ve created virtual meetings, you can:

• See them in the Meetings List
• Reschedule or cancel them like any in-person meeting. (This will change the Zoom meeting ID.)