Within the Desktop Meeting Hub or within the vFairs mobile app, you can mark yourself available during specific dates and times.

• Desktop (Use Chrome or Firefox; Not Safari):
  • Open My Meetings & Availability in the top right corner of the page and select Availability.
  • Click the + to select the date.
  • Select all time slots that you are open to receive meeting requests.
    • *NOTE: Do not select time slots of sessions you are attending. Review your sessions under My Agenda to ensure you did not mark yourself available during a session that is on your schedule.
  • Click Add to save.
• vFairs Mobile App:
  • Select Meetings on the Home Page.
  • Click the three dots in the top right corner.
  • Select Your Availability.
  • Tap the + in the bottom right corner..
  • Choose the date.
  • Select start and end times. Be sure to exclude the time slots of the sessions you are attending to avoid double booking yourself. 
• NOTE: By default, you will be listed available for all meeting time slots until you mark which slots you are available to meet. If you never visit the Availability feature, by default you are marked available for all slots.
  • Once you add one slot, it will mark you unavailable for all other dates/time slots until you add any other time slots that you are available. 

You can search for Deal Connect Table Hosts in both the Desktop Meeting Hub and in the vFairs mobile app. It's the same process for both!

All Deal Connect hosts are identified under the Attendee Directory.

• Under the Attendee Directory, use the filter to display Deal Connect Table Hosts only.
• Click the Send Meeting Request button to get started. (See below under the Desktop or Mobile App steps for How to Request a Meeting.)
• Select a time slot within the designated Deal Connect session times during the conference. (Tues 1-4PM; Wed 10AM-12PM & 1-4PM)
  • If time slots are full, send a direct message to the table host to find an alternate time to meet.
    • Note: Deal Connect Table Host time slots may appear unavailable, as pending meeting requests hold a specific slot until the request is either accepted or rejected by the Table Host to avoid double booking. If a meeting is rejected, that time slot will open back up. Check back often to see if availability has changed. 
  • You can also drop by during any of the Deal Connect sessions to see if the table host is available for a quick meeting.
• Each Deal Connect Table Host will be assigned a table. When selecting the meeting location, be sure to select the correct table (the host's name and company will be listed).

1. Go to Attendee Directory to search for attendees.
2. Enter keyword or attendee name in the top search bar, or click the Filter button for additional search criteria.
   • If searching by filter, scroll down after entering criteria to select the Apply Filter button.
   • Select Deal Connect Table Host from the drop-down to show table hosts during Deal Connect.
3. Click Recommended Profiles to view attendees that match your meeting interests.
4. Click the calendar icon on a profile to Send Meeting Request.

1. Go to Attendee Directory to search for attendees.
2. In the attendee profile, select the calendar icon to Send Meeting Request.
3. In the Meeting Request, under Add Meeting Details:
   • Enter a Meeting Title that identifies you and the participants.
     • The Meeting Title will autofill with the invitee's name. Tip: Add your name to the title after the invitee's name.
   • Select a Meeting Type (either 1:1 Meeting or Deal Connect Meeting*).
     • *Only select Deal Connect Meeting if the request is for a meeting with a designated table host during Deal Connect times.
   • Enter a reason for meeting and click Create Meeting.
4. Under Add Guests, the invitee is already included.
   • You can search by name to add additional participants to this meeting.
5. On the next page, select an available meeting time slot. The colored time slots show when both parties are available to meet. 
6. Next, select a meeting location based on your Meeting Type. 
   • For 1:1 Meetings locations:
     • Choose to meet in a general location or choose a numbered table in a meeting room.
       • Tables will be numbered in each room and will be limited to host one meeting per time slot.
       • Table availability will vary based on the meeting request status. Pending and confirmed meeting requests reserve the selected table. Rejected meetings will release the table back to inventory, which can be reserved by anyone initiating or editing a meeting request.
   • For Deal Connect locations:
     • Select the table name of the Deal Connect Table Host you are requesting a meeting with.
     • The Deal Connect Table Host will be stationed at a designated table during Deal Connect.
7. Click Save and Close!
8. The invitee will receive the meeting request via email and will see the request in both the Desktop Meeting Hub under My Meetings & Availability and in the mobile app under Notifications and under Meetings > All. 
9. You can view your meeting requests in My Meetings & Availability located in the top right corner of the page.
   • Under Bookings, meetings denoted with Organizer are the meeting requests you have sent.
   • Click into the meeting details to see the status of Accepted, Pending or Rejected.
   • As Organizer, you can edit the meeting details any time. Open the meeting details and select the detail item at the top to edit.
   • All participants will be notified changes have been made to the meeting.

NOTE:

• The meeting request will appear on the organizer's calendar whether or not the invitee accepts or declines the meeting.
• The pending meeting request will appear on the invitee's calendar and will block the requested time slot to others to deter double booking. The scheduling system only allows one meeting request per time slot. 
  • i.e. When you receive a meeting request, that time slot will be held on your calendar until you respond by either accepting or declining. You will only receive one request for each time slot to prevent double bookings.
• The invitee must respond by accepting to confirm the meeting or rejecting the request to free up that time slot to receive other meeting requests.
• See below for instructions on confirming meetings to ensure your schedule is accurate.

1. Open My Meetings & Availability in the top right corner of the page.
2. Under Bookings, find meetings that are Pending, and click on the meeting request to view details. 
3. Respond by selecting Accept or Reject.
   • If Accepted, the meeting will appear on both parties calendars and an email confirmation will be sent. 
   • If Rejected, either enter a reason for the decline or leave it blank.  
     • If you're Rejecting Due to Scheduling Conflicts: List alternative meeting times in the decline reason. The organizer will receive an email with the rejection response and can edit the meeting request details to adjust the time on the request. The meeting status will change from Rejected to Pending for the invitee to accept when edits have been made.
     • Meeting requests you reject will only appear under Bookings and won't appear on your calendar. Rejected requests cannot be removed unless you are the Organizer. 

Direct messaging through the chat feature for alternative meeting times is recommended if time has lapsed since email notification.

1. Under My Meetings & Availability, select Bookings to review meeting requests.
2. Bookings will list all meeting requests you have drafted, sent or received, whether they are confirmed, pending or rejected.
   • NOTE: Under Bookings, you will see meetings denoted as one of the following statuses:
     • Organizer = Meeting requests you sent to others. You are the organizer. Open the details to see the response status.
     • Pending = Meeting requests you have received from others that are waiting for a response from you. You will see an option to Accept or Reject.
     • Rejected = Meetings that you rejected.
     • Draft = Incomplete drafted meeting requests. The Organizer must enter time and location to make the request official.
3. As the Organizer, open the meeting details to check if the status is Accepted, Pending, or Rejected. 
   • IMPORTANT: Your meeting requests marked with Organizer will not show the meeting status. You must open the meeting details to check the participant response.
4. If Rejected due to Schedule Conflicts: Do not delete the request. If an alternate time is listed in the reason and the slot is unavailable, direct chat with attendee to find available times if needed. Edit the meeting details to select an alternate time and click Update. 
5. If Rejected, you must delete the meeting from your calendar by selecting the trash can icon in the top right of the meeting details pop-up.
   • IMPORTANT: Deleting the meeting from your calendar will free up that time slot so others can see that you are available to meet. It will also remove the rejected request from the invitee's Meetings Requests.
6. If Pending, send a direct chat message or a quick email reminder to the invitee. 
7. If Accepted, select the download arrow in the top right of the Appointment Widget to export the meeting details in a .csv to import into your personal calendar.

To review your meeting requests in calendar view, you will have to open the mobile app and click on My Schedule > All Events > then adjust the date to view your meetings (accepted, pending and rejected) along with the sessions you added to your calendar. 

Scan the QR code to download the latest version of the vFairs mobile app from iOS Store or Google Play Store.

Editing your profile allows you to share what you can provide to others and list what your main meeting interests and industries are. 

In the Attendee Directory, search criteria, such as Profession, Meeting Interests or Deal Size, can be filtered to populate matching results to deliver the best prospects for scheduling meetings.

Selecting your Meeting Interests, Industries and Deal Size will enhance your meeting success.

1. If it's your first time logging in, the app will open directly into the Edit Profile page. If not, select Edit Profile from the home page.
2. Review / edit any information under your profile.
3. Scroll down to the bottom and click Update to save.

You can edit your profile at any time by clicking on Edit Profile on the home page.

1. Go to Attendee Directory to search for attendees.
2. Enter keyword or attendee name in the top search bar, or click the filter icon in the top right to filter search options.
   • If searching by filter, scroll down after entering criteria to select the Filter button.
   • Select Deal Connect Table Host from the drop-down to show table hosts during Deal Connect.
3. Open a profile to view details, enter notes, direct message or invite to share your contact information.
4. Click Recommended Profiles to view attendees that match your meeting interests.

Go to Attendee Directory and in the results list, select the Meeting Request icon (as shown below).

1. In the Meeting Request, under Add Meeting Details:
   • Enter a Meeting Title that identifies you and the participants.
   • Select a Meeting Type (either 1:1 Meeting or Deal Connect Meeting*).
     • *Only select Deal Connect Meeting if the request is for a meeting with a designated table host during Deal Connect times.
   • Enter a reason for meeting and click Create Meeting.
2. Under Add Guests, the invitee is already included.
   • You can search by name to add additional participants to this meeting.
3. On the next page, select an available meeting time slot. The colored time slots show when both parties are available to meet. 
4. Next, select a meeting location based on your Meeting Type. 
   • For 1:1 Meetings locations:
     • Choose to meet in a general location or choose a numbered table in a meeting room.
       • Tables will be numbered in each room and will be limited to host one meeting per time slot.
       • Table availability will vary based on the meeting request status. Pending and confirmed meeting requests reserve the selected table. Rejected meetings will release the table back to inventory, which can be reserved by anyone initiating or editing a meeting request.
   • For Deal Connect locations:
     • Select the table name of the Deal Connect Table Host you are requesting a meeting with.
     • The Deal Connect Table Host will be stationed at a designated table during Deal Connect.
5. Click Save and Close!
6. You will receive an email copy of your meeting request to the invitee.
7. You can view your meeting requests under Meetings, then select All at the top. 
   • Under All, meetings denoted with Organizer are the meeting requests you have sent.
     • Click into the meeting details to see the status of Accepted, Pending or Rejected.
     • As Organizer, you can edit the meeting details any time. Open the meeting details and select the detail item at the top to edit.
     • All participants will be notified changes have been made to the meeting.

NOTE:

• The meeting request will appear on the organizer's calendar whether or not the invitee accepts or declines the meeting.
• The pending meeting request will appear on the invitee's calendar and will block the requested time slot to others to deter double booking. The Appointment Widget only allows one meeting request per time slot.
  • i.e. When you receive a meeting request, that time slot will be held on your calendar until you respond by either accepting or declining. You will only receive one request for each time slot to prevent double bookings.
• The invitee must respond to either confirm or reject the request to free up that time slot for other meeting requests.
• See below for instructions on confirming meetings to ensure your schedule is accurate.

1. Go to Meetings in the app.
2. Under All, find meetings that are Pending, and click on the meeting request to view details. 
3. Respond by selecting Accept or Reject.
   • If Accepted, the meeting will appear on both parties calendars and an email confirmation will be sent. 
   • If Rejected, either enter a reason for the decline or leave it blank.  
     • If Rejected Due to Scheduling Conflicts: List alternative meeting times in the decline reason. The organizer will receive an email with the rejection response and can edit the meeting request details to adjust the time on the request. The meeting status will change from Rejected to Pending for the invitee to accept when edits have been made.
     • Meeting requests you reject will only appear under Bookings and won't appear on your calendar. Rejected requests cannot be removed unless you are the Organizer. 

Direct messaging through the chat feature for alternative meeting times is recommended if time has lapsed since email notification.

1. Under Meetings in the app, select All at the top to review meeting requests.
2. All will list all meeting requests you have drafted, sent or received, whether they are confirmed, pending or rejected.
   • NOTE: Under All, you will see meetings denoted as one of the following statuses:
     • Organizer = Meeting requests you sent to others. You are the organizer. Open the meeting details to see the response status.
     • Accepted = Meeting requests you have accepted from others. 
     • Pending = Meeting requests you have received from others that are waiting for a response from you.
     • Rejected = Meetings that you rejected.
     • Draft = Incomplete drafted meeting requests. Enter time and location to make the request official.
3. As the Organizer, open the meeting details to check if the status is Accepted, Pending, or Rejected. 
   • IMPORTANT: Your meeting requests marked with Organizer will not show the meeting status. You must open the meeting details to check the participant response.
4. If Rejected due to Schedule Conflicts: Do not delete the request. If an alternate time is not listed in the reason or if the slot is unavailable, direct chat with attendee to find available times if needed. Edit the meeting details to select an alternate time and click Update.  
5. If a Meeting is Rejected, you must delete the meeting from your calendar by selecting the trash can icon in the top right of the meeting details pop-up.
   • IMPORTANT: Deleting the meeting from your calendar will free up that time slot so others can see that you are available to meet. It will also remove the rejected request from the invitee's Meetings Requests.
6. If Pending, click on the attendee profile and send a direct chat message or a quick email reminder to the invitee. 
7. If Accepted, select the Add to Calendar icon on the meeting request to import into your personal calendar. (The icon is under the meeting status.)
   (Participant info and description will not be transferred. Be sure to copy and paste missing info into your personal calendar.)

To review your meeting requests in calendar view, click on My Schedule in the app > under All Events > then adjust the date to view your meetings (accepted, pending and rejected) along with the sessions you added to your calendar.