Turn Every Expo Into
a Meeting Machine
Let attendees and exhibitors book 1:1 meetings based on real availability — no email chains, no scheduling chaos. AI-assisted matchmaking surfaces the right connections, in-app booking closes them, and automated reminders make sure they show up.
Right people. Right time.
Booked automatically.
Everything You Need for B2B Meeting Scheduling
From AI-powered matchmaking to exhibitor meeting calendars — EventHex turns your expo or conference into a structured networking engine where every valuable conversation gets booked, not missed.
Availability-Based Booking
Attendees and exhibitors publish their availability windows — meetings only get booked in open slots
In-App Booking Flow
Requestors send a meeting request, recipients confirm or suggest an alternative — all inside the event app
Automated Reminders
Meeting reminders are sent automatically before each scheduled appointment so no-shows are minimized
Meeting Calendar View
Every participant has a personal calendar showing upcoming and past meetings with details and notes
Meeting Cancellation & Rescheduling
Participants can cancel or reschedule directly in-app — the calendar updates instantly for both parties
AI-Assisted Matchmaking
EventHex analyses attendee and exhibitor profiles to surface the most relevant meeting suggestions for each participant
Interest & Category Matching
Match attendees to exhibitors based on product categories, industries, or custom profile fields
Mutual Match Scoring
Each suggested match is scored by relevance so participants focus their meeting time on the highest-value connections
Match Notifications
Participants are notified of new AI-suggested matches and can accept or decline with one tap
Matchmaking Rules
Organizers configure matching criteria — attendee tier, session interest, geography, company size — per event
Exhibitor Booking Pages
Each exhibitor gets a dedicated booking page where attendees can view availability and request meetings
Team Availability Management
Exhibitors with multiple booth staff can assign meetings to specific team members based on their calendars
Exhibitor Meeting Dashboard
Exhibitors see all confirmed, pending, and completed meetings in a single dashboard with attendee details
Meeting Notes & Follow-Ups
Booth staff can log meeting notes directly in the app and flag leads for post-event follow-up
Meeting Volume Reporting
Organizers and exhibitors both get reports on total meetings booked, attended, and cancelled per exhibitor
B2B Meeting Features
That Drive Connections
AI Matchmaking That Finds the Right Meetings
EventHex analyses every attendee and exhibitor profile to surface the most relevant 1:1 meeting suggestions — before your event even begins. Participants arrive with a prioritized meeting list, not a blank calendar.
Explore More
In-App Booking With Zero Email Back-and-Forth
Attendees browse exhibitor availability, send a meeting request, and get a confirmation — all inside the event app. No email threads, no spreadsheet coordination, no double bookings. The calendar updates instantly for both sides.
Explore More Every Meeting Tracked From Request to Follow-Up
Participants see upcoming and past meetings in one calendar view. Exhibitors log notes and flag leads during the meeting. Organizers get a full picture of networking activity across the entire event floor.
Explore More How B2B Meeting Scheduling Works
Set Up Meeting Scheduling for Your Event
Enable the meetings module, configure availability windows, and set matchmaking criteria — industry, interest, attendee tier, or custom fields.
AI Suggests the Best Connections
EventHex analyses attendee and exhibitor profiles and sends each participant a list of AI-suggested meetings ranked by relevance.
Attendees & Exhibitors Book Meetings
Participants browse availability, send meeting requests, and confirm bookings entirely in-app. Automated reminders handle the follow-through.
Track Meetings & Capture Leads
Exhibitors log notes and follow-up flags in real time. Organizers see live meeting analytics across the full event.
Why Organizers Choose EventHex for B2B Meetings
AI Matchmaking
Relevant meeting suggestions for every participant — ranked by mutual fit
Zero Email Scheduling
Availability-based in-app booking replaces all back-and-forth coordination
Automated Reminders
Meeting reminders sent automatically — no manual follow-up required
Exhibitor Lead Capture
Booth staff log notes and follow-up flags during every meeting
Meeting Analytics
Live reporting on meetings booked, attended, and cancelled per exhibitor
Ready to Turn Your Expo Into a Structured Networking Event?
See how EventHex eliminates scheduling chaos and helps every attendee and exhibitor walk away with the meetings that matter.
How does B2B meeting scheduling work at an expo?
Attendees and exhibitors publish their availability windows in the EventHex app. Participants can then browse each other's availability and send meeting requests. Once confirmed, the meeting appears on both calendars and automated reminders are sent before the appointment.
How does AI matchmaking work?
EventHex analyses the profiles of all attendees and exhibitors — including interests, industries, session registrations, and custom profile fields — and generates a ranked list of suggested meetings for each participant. The more profile data provided, the more accurate the matches.
Can exhibitors manage multiple team members' availability?
Yes. Exhibitors with multiple booth staff can add team members and assign their individual availability. Incoming meeting requests can be routed to the most appropriate team member based on topic or availability.
Are attendees notified about their meetings?
Yes. Participants receive automated in-app notifications and email reminders before each scheduled meeting. They can also view all upcoming and past meetings in their personal meeting calendar.
Can organizers see meeting activity across the whole event?
Yes. EventHex provides organizer-level reports showing total meetings booked, attended, cancelled, and completed per exhibitor and across the entire event — giving you a live picture of networking activity on the event floor.
Is this suitable for trade shows?
Yes. The appointments and meetings feature was designed specifically for trade shows and expos where structured 1:1 networking between attendees and exhibitors is critical. It replaces email scheduling and paper-based appointment systems entirely.
