In this article:

• Where is it?
• How does it work?
• Sending a batch of calendar invitations
• Updating calendar invitations
• Canceling a calendar invitations
• What Attendees see

Where is it?

Once you’ve created a Presentation, you’ll be able to send calendar invitations via the batch emailer:

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How does it work?

This feature is designed to make your MeetMax presentations more easily visible to the participants who’ve signed up.

You’d first collect sign-ups for the Presentation in MeetMax. Then you’d send those people a calendar invite.

That way, they’ll see the session they’ve committed to, without having to log into MeetMax. Now it’s easier for them to remember to attend!

• Calendar invites are available for both in-person and virtual presentations.
• Each invitation represents one presentation. Currently, MeetMax doesn't support invites for multiple presentations at once.
• You can send invitations to presentations on any future date.
• You can send invitations to all Attendees, or filter the Attendee List to a specific group - just like you would with any batch email.

MeetMax then sends the invitation in two ways:

• Email notice: Contains the date and time, and any other message you add. (See a sample below.)
• Calendar invitation: The presentation also appears as a proposed event on the participant’s external calendar. They can accept, decline, or respond with a “Maybe.”

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Sending a batch of calendar invitations

We’re assuming here that you’ve already added the presentation to MeetMax - whether it’s in-person, a webcast, or a MeetMax Webinar.

Step 1. Head to the Attendee List:

Step 2. Choose the recipients for this invitation. There are two approaches:

   • Inviting all registered Attendees: If your event is hosting one presentation or a few, this is a good option.

    In the Filter tab, make sure all filters are cleared so you’re sending to the entire Attendee List:

   

   • Inviting Attendees who’ve expressed interest in the presentation: If your event has multiple presentations, your attendees can express interest ahead of time via MeetMax.

   If you’re sending to those who’ve expressed interest, set the Filter menu to With Attending Presentation. Then choose the presentation from the menu:

   

Step 3. When you have the view of the Attendee List you need, head to the top right corner of the page.

Use the Bulk Actions menu to choose Batch:

Step 4. You’re now in the batch emailer. Head to the Attachments menu, and choose Presentation iCal Invite. Then choose the presentation you want to send invitations for.

Step 5. Add a Subject line.

If you’d like a notification when the batch send is finished, add an email address to the Batch Complete email field.

Add an additional Message if you like:

Step 6. Click Continue to Preview:

Step 7. You’ll see a preview of each invitation email. If all looks correct, click Begin Sending:

MeetMax sends emails in batches of 50. At the end of each batch, you’ll be prompted to send the next one:

If you’ve added an address to receive the Batch Complete email, MeetMax will email a notification for each batch of 50.

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Updating calendar invitations

If you change the date/time of a presentation, you can always re-send the Presentation iCal Invite attachment to the same Attendees. Use the same steps in the section above.

This send will:

• Notify everyone of the change by email.
• Update everyone’s external calendar (assuming they haven’t already declined the invitation).

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Canceling a calendar invitation

If you need to cancel a presentation and you’ve already sent calendar invitations, we recommend these steps:

Step 1. Edit the Presentation to include the word “Canceled” in its title. Leave it in place for now.

Step 2. Use the batch emailer to re-send the Presentation iCal Invite attachment. That causes everyone’s calendar entry to reflect the updated title.

Include a note in the batch email about the cancellation as well. That way, all Attendees will see a clear cancellation message in both email and their calendar.

Step 3. After allowing some time for everyone to see the message, delete the Presentation from MeetMax.

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What Attendees see

In addition to the email notice shown above, each Attendee will see the proposed event on their external calendar.

• If it’s a virtual presentation, the calendar event will contain the virtual room credentials as shown below.
• For all types of presentations, the calendar event contains the date, time, location, and description from the MeetMax Add Presentation form.

The Attendee then indicates whether they’ll attend or decline the invitation. (Different calendar software will present these options a bit differently.)