Via the meeting scheduling system, you can request and respond to requests for one-to-one meetings with other attendees. Scheduling your meetings ahead of the conference will allow you to arrive onsite knowing with whom you will be meeting, including when and where.

• Step 1 - Set your availability
  • By default you are automatically marked off as unavailable. Please click on the Meeting Availability link and mark off the times that you are able to meet with other attendees within the "Available - Yes" column. When finished click on the Save button to update your settings. You will not be able to schedule meetings unless you set your availability.
  
  
• Step 2 - Submit your meeting requests
  • To request a meeting with an attendee, click on their Request Meeting button. Once you click on the button, you will be asked to fill out a short request form. The form enables you to set your meeting preferences. You will be able to indicate on what date and at what general time (AM or PM) you prefer to meet with that attendee, as well as include a short note to clarify what you would like to discuss. Please keep in mind that the system will try to match your meeting preferences whenever possible.
  • If an attendee does not have a Request Meeting button that means he/she is not accepting meeting requests. We recommend that you submit the request to his/her colleague, if one is available.
  
  
• Step 3 - Respond to meeting requests
  • Each time you receive a meeting request from another attendee, the system will notify you via email. The emails are an automated notification generated by the system and will include basic information about the request (i.e. the name of the attendee requesting the meeting, any comments/notes attached to the request).
  • To accept/decline the meeting request please click on the link provided within the text of the notification email; the link will automatically log you in to your account.
  • Alternatively, you can go to www.biopartnering.com and enter your username and password; once logged in, click on the Awaiting Confirmation link, which is located within the My Meetings module. All meeting requests that you have received but have not accepted/declined will be listed on this page.
  • To accept a meeting request, click on the Confirm button. To decline a meeting request, click on the Decline button.
  • Important Note: If you click on the Awaiting Confirmation link and the system directs you to the Meeting Availability page, that means you have not set your availability. Please mark off the times that you are available for meetings and then click on the Save button to proceed.
  
  
• Step 4 - Schedule your meetings
  • Once you accept a meeting request, the system automatically schedules the meeting based on information gathered from your and the other attendee's personalized schedules, existing meetings, and room availability. As long as the system can find a mutual time during which you and the other attendee can meet and a meeting space is available, the system will schedule your meeting.
  • If the system is unable to find a mutual time, it will return an error message notifying you that the confirmation process failed. Please review your meeting availability to ensure that you are not fully booked (that you have open meeting slots).
    • If you are booked, please try to adjust your availability by freeing up additional time slots and then try to confirm the meeting request.
    • If you have availability on your schedule but still receive the error message, it means that your meeting availability does not match the other attendee's availability. We recommend that you contact him/her with information about what times would work for you and inquire if he/she can match any of those times.
  
  
• Step 5 - Invite a colleague to a meeting
  • Once a meeting has been scheduled, you can invite your colleague to attend it. To send a meeting invitation, click on the Meeting(s) Confirmed link, which is located within the My Meetings module. Then click on the Invite Coworker button to the right of the meeting in question. As long as your colleague is available, you will be able to invite him/her to the meeting in question. Please remember that your colleague will have to accept your meeting invitation before they can be added to the meeting.
  • You can only invite a colleague who is registered to attend the event and is listed in biopartnering.com.