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Home > 1x1 Meetings > Optional Tools for Meetings > Setting Meeting Type Rules for your event
Setting Meeting Type Rules for your event
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With this tool, you can create custom definitions for the types of meetings you need at your event.

In this article:

Where is it?

You’ll set your event’s rules from the Configure tab:

This tool defines what types of meetings your event will host. You can set as many different types as you like. MeetMax has a default set of types, which you can edit as needed.

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Why is it important?

Every event is different. Your event might want to host:

  • Only 1x1 meetings, but nothing larger
  • Only group meetings, with a specific number of participants
  • Meetings where three unaffiliated Attendees can meet with one Company Rep at the same time

Meeting types are based on the number of Companies involved. (More in this below.)

If your event will have Attendees from different companies attending the same meetings, these Meeting Type designations are very useful.

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Parts of a Meeting Type Rule

Before you start setting up your rules, let’s take a look at the defaults. They’re useful for understanding the segments of a rule:

  • Comparison Operator: This setting tells MeetMax how to limit the number of meeting participants. You can set it to Equal, Greater Than, Less Than, and so on.
  • #Co’s: Enter the baseline number of participating Companies here. Then MeetMax will use the Comparison Operator on this number.
  • Type Label: Enter the name you want this type of meeting to have in MeetMax.
  A participating Company in this case can be an Attendee’s company, or the registered Company (institution) that’s hosting the meeting.
  Keep in mind that when you add Colleagues to a meeting, they’re participants from the same company. So there might be two Colleagues at a meeting, but they’ll count as one participating Company. (See a sample of this below.)

In the default meeting type rules above, we can see that:

  • A Group meeting must have at least 5 Companies involved, but can have more
  • A 3x1 meeting can only involve 4 Companies
  • A 2x1 meeting can only have 3 Companies

Participant filter

This optional filter causes specific groups of participants not to be counted as meeting participants. You’ll still be able to schedule these participants in meetings. They just won’t be counted as part of the Meeting Type.

For example, let’s say Central Fund is a VIP sponsor at our event. We want them to be able to sit in on meetings, but we don’t want them to count as meeting participants.

We can set the Participant Filter this way:

Now, we might have a 2x1 meeting scheduled. We can add Central Fund to this meeting, but that won’t change it to a 3x1 meeting.

You can choose any filter in the menu. Your custom form fields are available as filters as well:

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Adding a Meeting Type Rule

You might want to remove all or some of the default rules before adding your own. Click the X icon to delete any rule.

You can also add rules to the default set using the Add button:

You can also update the default rules. Let’s update the Group meeting type here.

In this example, we want our Group meetings capped at 5 participating Companies. They can have fewer than 5, but no more. So we’ll change the Comparison Operator:

Now, let’s add a new rule. In this example, we want a 2x2 meeting, where two Attendees can meet with two Company Reps:

  This is also a 4-participant meeting, but we’ve created a new type. That way, MeetMax can schedule this type of meeting separately from a 3x1 meeting type.

Be sure to click Save!

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How Meeting Types appear in scheduling

You won’t need to choose meeting types while you’re scheduling. MeetMax adds them automatically, based on the rules you’ve set.

If you want the meeting types to be visible, you can add the Meeting Types column to the Attendee or Company schedule. Learn more about schedule settings here.

Let’s look at an Attendee schedule. Head to the Attendee List:

From any Attendee record, use the Action menu to choose Your Schedule. We’ll use Mary Adams as an example here:

Here in Mary’s schedule, we can see the Meeting Types of her scheduled meetings:

  • In Mary’s Bank of Colorado meeting, there’s a second Attendee from a different company, Harold Exampl. That makes this a 2x1 meeting.
  • The Bank of New Orleans meeting has two Attendees from other companies, in addition to Mary. So it’s a 3x1 meeting.
  • The Bank of New Mexico has 4 other Attendees from other companies, in addition to Mary. So it’s a Group meeting.

Colleagues don't change Meeting Types

As a reminder, Colleagues (or Attendees from the same company) aren’t counted as meeting participants.

In the example below, the Central Fund meeting has Mary and her colleague Janice Exampler. But it’s still a 1x1 meeting, because they’re both from the same company:

As you make changes to meetings, MeetMax automatically adjusts the meeting type as needed.

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