How it works
You describe the room. The software solves the scheduling.
Seating a matchmaking event is a combinatorics problem: who sits with whom, in what order, with nobody meeting twice. A spreadsheet takes hours to get it wrong. Here it is the first thing that happens.
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01
Import your list
A spreadsheet (.xlsx or .csv) or typed in. Company, contact, what they sell and what they are shopping for. Those last two fields are what turn a schedule with no repeats into a schedule with the right people at the table.
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02
Describe the room
How many tables the venue fits and how many seats each one holds. That is the physical constraint, and everything else follows from it.
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03
The schedule gets built
The software works out who sits at which table in every round. No repeat pairings is a hard rule. If the layout cannot carry the number of rounds you asked for, it tells you how many fit and why, instead of quietly seating people together twice.
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04
Set the clock
Minutes per meeting, changeover time, breaks and the opening remarks. The length of your event stops being a guess: you know it before you send the invitation.
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05
Run the room
On the day the software leads: timer on screen, an audio cue at the end of each turn, the table change called out, and the main screen showing everyone where to go. You get to look at people instead of a laptop.
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06
Handle the mess
Someone no-showed, someone came late, a company left at the break. You adjust, it rebuilds, and the meetings that already happened stay untouched.
Who decides what
You decide
- Who is in the room
- How many tables and seats
- How long each meeting runs
- Where the breaks go
- What to do about no-shows
The software figures out
- Who sits with whom, in every round
- How many rounds fit with no repeats
- How many companies each participant will meet
- How long the event will actually take
- The rebuild after every change
Questions from people evaluating it
- Does it need the internet?
- Only once, to activate the license. After that the software runs on the organizer's computer, and if the venue network drops mid-event, the event carries on.
- How many people can take part?
- There is no artificial limit. The room sets the size: how many tables fit and how many seats each one has. Before the invitation goes out you already know how many rounds fit.
- What if people do not show up?
- One click reorganizes only what is needed. What already happened does not change, and nobody ends up meeting twice because of the absence.
- Can I pause the event?
- Yes. Pause, skip ahead or give a speaker a few more minutes without breaking the schedule of the next rounds.
- How do participants know where to go?
- The big screen shows where everyone sits, in large type, and the audio announces the start, the table change and the last seconds. Nobody has to ask the front desk.
- What do I get at the end?
- The event report: how many meetings took place and between whom. It is the number you show your board and your sponsor.
- Does it work with anchor companies?
- Yes. The anchor company stays at its own table while the other participants rotate, with no repeat meetings.
- And for an internal event?
- That too. The same format works for meetings across departments, branches, franchisees or suppliers: everyone talks to someone new in every round.
Go deeper
The guides and the pages for each type of organizer.
- How to run a B2B matchmaking event: a step-by-step guide for organizers
- Business matchmaking event: what it is, how it works and how to organize yours
- How many rounds fit your event (and why you do not get to choose)
- Repeat meetings at a matchmaking event: why they happen and how to prevent them
- What business matchmaking software does for you, before, during and after the event