MIT4LS BE 2022
Face-to-Face sessions
26th - 27th October 2023
Virtual meetings will be carried over the following days:
- 26 October, 9-13 and 14-19
- 27 October, 9-13 and 14-19
Registration deadline, 19 October 2023 13:00
Request for meetings will open from the 9th October, 09:00 and close on the 26th October 13:00
Availabilty for meetings over the two days has to be given selecting the proper time slots under My availabilty in your profile or from Meetings/Availability participant panel.
Searching for partners
You can look for potential partners accessing the Participants or Organisations section
from the menu bar. You can sort them by contact person/organisation
alphabetically or newest first or using the filters and the free text
search on the left order following the organisation name.
In a similar manner, you can navigate through Marketplace offers
and requests. Before the opening of the booking phase (9 October) you can't ask for meetings, but you can get in touch with the
other participants using the internal message system (Send message function, from the message icon on the left of the request button icon of each participant).
Before entering the meeting selection phase, please check your attendance, under My availabilty or Meetings/Availability. If you have no time slots
selected you cannot ask for meeting.
Please remember: reducing your time slots availability reduce your chances of meetings and can impact in already booked meetings, that in case you have to reschedule.Thus, consider if you can increase your time slots availability, in order to maximise your chances of meeting.
Select and meet your partners
Asking or receiveing requests for meetings will be possible when the booking phase opens, on the 9th of October. Browse published participants profiles, as described above, and send meeting requests to those you want to meet at the event, if available (a blue Request meeting appears viewing the profile / Marketplace entry).
You can take advantage of the Send message function (message icon on the left of the request button) to introduce yourself, verify interest, check time and date for meetings. You can reply to meeting messages from the Meetings panel (you see a numbered circle warning if you have unread messages).
Bookings are assigned based on the "First Come - First Served" principle. The longer you wait, the higher is the possibility that interesting profiles will be already fully booked.
Meetings requests wait for confirmation and have to be accepted or rejected by participants. Once accepted, the meeting appears in the participant agenda (under Agenda/My Agenda and Meetings). You can add the meeting at your personal calendar using the file attached to the meeting confirmation notification.
The guest can propose alternative time using the rescheduling option. Date and time could be discussed in advance by chatting through the Send Messages functionality. Check your personal calendar to remove previously fixed meetings that have been rescheduled or cancelled, as at present those are not automatically updated.
In order not to block other participants time slots, meeting requests have an expiration time, from some days to hours approaching the beginning of the event.
The latest agenda can always be dowloaded from Agenda/My Agenda section, both as pdf file or as additional calendar through the subscribe to calendar option (see here for details; please consider that depending on your e-mail client, it could take hours for calendar synchronization).
Virtual meetings take advantage of the internal video call system.
A guide about meeting request can be found here.
Meeting schedule
Meetings are arranged by participants. A participant will send a meeting request and the other participant has to select a time slot when accepting the meeting. Meetings requests will appear pending under the Meetings panel (on the right at the top bar menu) until accepted or rejected. You can also check your meeting agenda via the B2match app, that can be downloaded from the links in the footer of all the webpages of the platform.
Meetings can also be rescheduled through the corresponding button. Rescheduling options allows the guest to propose alternative times in respect to the one proposed by the requester. Alternatively, the date and the time for the meeting can be discussed by chatting, through the Messages functionality.
As last minutes changes are not uncommon in these kind of events,
your meeting schedule can change, but only within the time slots
framework you provided. Please check your agenda regularly accessing
the Agenda section
online, My Agenda, that always provides the most updated meeting schedule, taking
into account also last minute changes and cancellations.
Please remember:
- in order not to block other participants time slots, meeting
requests are set to have an expiration time, after which, if still
pending, they will be automatically canceled. The expiration time will
be set as few days when the booking opens, and shortened closer to hours
at the beginning of the event. You will be informed by e-mail of those
changes.
- deselecting a time slot connected to a meeting in the agenda corresponds to the cancellation of that meeting. Thus be quite careful in deselecting meeting time slots.
Virtual meetings
You can have the overview of your scheduled meetings under Agenda/My agenda and under the Meetings panel.
To start the scheduled meeting, go to your Meetings panel and click on the green button Start Meeting.
You can share the link of the virtual meeting up to 5 guests (no need to register to the matching platform) clicking "Invite guests" and copying the link provided. More about the invite guests features here.
You can also create group meetings with other participants: see here for details.
A virtual meeting can be started at any given time before its ending time and it won't stop automatically. One of the participants has to end
it. The remaining time is displayed on the top left corner.
For a detailed guide on how to initiate virtual meetings, have a look here.
Be respectful towards the other participants time and show up to all
your meetings. Inform them about unforeseen circumstances and how to
explore the contact anyway.
