Event meeting scheduling software

Turn event networking into meetings people can actually schedule

Define when and where meetings can happen, then let registered attendees propose, confirm, reschedule, cancel, and revisit one-to-one meetings inside the event experience.

See it with your event See the meeting flow
  • Event-specific meeting hours
  • Two-calendar conflict checks
Creators Conference dashboard showing the event date and Asia Kolkata timezone Meetings module enabled in the EventHex attendee mobile app settings Meetings enabled
  1. One Connected Flow
  2. Discover Registered attendees
  3. Request Choose time and add context
  4. Confirm Accept or suggest a new time
  5. Attend Adjust, reminders and details

One meeting view, every next action clear

Separate confirmed plans from requests that need attention, while keeping sent invitations and meeting history close.

Upcoming and requests

See confirmed meetings first, then handle invitations that still need a response. Time, person, and place stay visible at a glance.

EventHex attendee app preview showing the personal meeting experience EventHex meeting notification settings for upcoming requests ✓  Personal app viewReview request
EventHex registered attendee directory used to find meeting participants EventHex meetings module settings supporting sent invitations and meeting history ✓  Meeting history retainedView meeting

Sent and history

Track requests awaiting a reply and revisit declined, cancelled, expired, or completed meetings without mixing them into what is next.

Organizer controls

Set the booking boundaries
before attendees start requesting time

Configure a predictable meeting structure around the event programme and venue.

Enable meetings

Turn attendee scheduling on for the event.

Choose slot length

Offer 15, 20, 30, 45 or 60-minute appointments.

Add meeting windows

Set the dates and hours that fit your event programme.

Name meeting points

Give attendees a clear place to meet at the venue.

Limit open requests

Control how many unanswered invitations one attendee can hold.

Allow free-time mode

Leave meeting windows empty when attendees should choose arbitrary times.

In-app coordination

Let attendees propose a meeting with the essential details attached

The request carries the two people, event, start and end time, plus optional title, message, and place.

Book a Demo
01

Open a profile

Start from another registered attendee.

EventHex registered attendee directory used to open an attendee profile Open a profile
02

Pick an available time

Choose from the event's configured meeting schedule.

EventHex event date, time and location settings used to define available meeting slots Pick an available time
03

Add context

Include an optional title, message, and meeting place.

EventHex attendee app configuration where meeting details appear in the personal experience Add context
04

Send the request

Create a pending invitation for the other attendee.

EventHex meeting request notification settings used after an invitation is sent Send the request
✦ Before, during, and before confirmation

Put Every Availability Check at the Moment It Can Help

Accepted meetings determine whether a slot is free, busy for the requester, or busy for the other attendee.

01 · Before a Request

Define the Event-Timezone Grid

Generate future slots from organizer meeting windows and the event timezone.

  • ✓ Event-timezone grid
  • ✓ Past-time protection
Explore More
EventHex event timezone, schedule and venue settings used to generate meeting availability
Windows ready
02 · While Choosing

Protect Both Participants' Calendars

Remove any time that overlaps an accepted meeting for either person.

  • ✓ Requester calendar
  • ✓ Invitee calendar
Explore More
EventHex attendee app settings for the personal experience where participants choose meeting times
Calendars checked
03 · Before It Changes

Recheck Before Accepting or Rescheduling

Run the same two-calendar guard again before a proposed time becomes confirmed.

  • ✓ Accept-time recheck
  • ✓ Reschedule-time recheck
Explore More
EventHex meeting request notification settings supporting confirmed meeting changes
Safe to confirm
A clear response at every stage

Keep each meeting in an explicit lifecycle state

Participants can act on the meeting while the system keeps the next step unambiguous.

01
PendingWaiting for the invited attendee to respond.
  • Open to accept, decline, or reschedule
  • Request stays visible to both participants
  • No meeting is confirmed yet

Waiting for the invited attendee to respond.

EventHex product screen illustrating the pending meeting statePending
02
AcceptedConfirmed and shown in both participants' upcoming meetings.
  • Both calendars show the confirmed time
  • Meeting details stay ready to revisit
  • Reminder window can now begin

Confirmed and shown in both participants' upcoming meetings.

EventHex product screen illustrating the accepted meeting stateAccepted
03
DeclinedClosed after the invited attendee says no.
  • Request closes without confirmation
  • No slot is held for either participant
  • The response remains in meeting history

Closed after the invited attendee says no.

EventHex product screen illustrating the declined meeting stateDeclined
04
RescheduledA new time has been proposed for review.
  • New time is sent for review
  • Original request stays traceable
  • Availability is checked before confirmation

A new time has been proposed for review.

EventHex product screen illustrating the rescheduled meeting stateRescheduled
05
CancelledClosed by either participant after confirmation.
  • Meeting leaves the upcoming view
  • Both participants see the closed state
  • The record remains available in history

Closed by either participant after confirmation.

EventHex product screen illustrating the cancelled meeting stateCancelled
06
ExpiredClosed when an unanswered request passes its start time.
  • Unanswered request closes automatically
  • No late confirmation is possible
  • The state remains clear in history

Closed when an unanswered request passes its start time.

EventHex product screen illustrating the expired meeting stateExpired
EventHex meeting request notification settings used for participant reminders
Meeting alerts enabled
Before the meeting

Remind both participants with the time, person, and place

Accepted meetings approaching their start time enter the reminder window and receive a deduplicated push notification.

  • Accepted meetings only
  • Sent near the start
  • Includes useful context
  • Stored to prevent repeat sends
Discovery and communication

Use the specialist feature that
owns each adjacent job

Meeting scheduling coordinates time; connected features handle discovery, messaging, and operational alerts.

AI Smart-Connect

Explain AI-assisted attendee recommendations and matching.

Event Mobile App

Give attendees access to their meeting workflow on the event app.

Event Notifications

Coordinate wider event communication and operational alerts.

Exhibitor Management

Manage exhibitor operations outside the attendee-meeting lifecycle.
Built for scheduled conversations

Match the meeting policy to the way your event creates value

Choose the setup that reflects how people move through your programme.

Create Valuable Meetings Around the Show Floor

Set named meeting points and focused booking windows so attendees and exhibitors can turn discovery into scheduled conversations.

MEETING POLICY
  • Show-floor meeting windows
  • Named venue meeting points
  • Attendee and partner conversations
EventHex multi-event workspace for exhibition meeting programmes Exhibitions setup

Place One-to-One Conversations Around the Program

Build meeting availability around sessions and breaks while keeping every request aligned with the event timetable.

MEETING POLICY
  • Session-aware availability
  • Focused networking windows
  • Conflict-aware booking
EventHex event schedule and venue settings for conference meeting windows Conferences & tech setup

Give Members a Structured Way to Connect

Help members discover one another, request time, and keep confirmed conversations organized inside the event experience.

MEETING POLICY
  • Registered-member discovery
  • Clear request lifecycle
  • Personal meeting views
EventHex registered attendee directory for association member discovery Associations setup

Coordinate Partner Meetings Across Event Days

Configure each event date separately and create controlled windows for internal, client, and partner conversations.

MEETING POLICY
  • Day-specific schedules
  • Internal and partner meetings
  • Adjustable time and place
EventHex event dashboard showing a dated multi-day event and its timezone Corporate & multi-day setup
Quick Answers

Meeting Scheduling
Questions, Answered.

Find quick answers about attendee access, booking windows, conflict checks, meeting states, and reminders.

Visit Help Center
Who can schedule a meeting?

Both participants must be registered for the same event, and the mobile module must be enabled for that event.

Can organizers control when meetings happen?

Yes. Organizers can enable meetings, choose 15, 20, 30, 45 or 60-minute slots, add event-day meeting windows, name meeting points, and limit open requests.

How are double bookings prevented?

EventHex checks accepted meetings for both participants when a request is created and checks both calendars again when a meeting is accepted or rescheduled.

Can attendees propose a different time?

Yes. Either participant can propose a new time, and the same availability checks are applied before the meeting is confirmed.

What happens to unanswered requests?

A pending request is marked expired after its proposed start time has passed, keeping active and historical meeting views clear.

Are reminders supported?

Yes. The workflow sends a deduplicated push reminder to both participants before an accepted meeting. Email and external-calendar reminders are not implied.