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  • Writer's picturePornprapun Sriyotha

Optimizing B2B Matchmaking: Mastering On-site Meeting Schedules with Airtable

The art of B2B matchmaking at events hinges on the delicate balance of schedules, preferences, and timely coordination. In the fast-paced environment of a one-day event, where buyers and sellers have limited time to connect, organizing 10-15 meeting slots per participant becomes a logistical challenge. This blog post explores how Airtable can be your ally in ensuring that every participant maximizes their time and meets all relevant parties effectively.




Understanding the Scheduling Challenge

B2B events require a nuanced approach to scheduling, considering the varying arrival times of buyers and their diverse interests in meeting different companies. The aim is to create a satisfying experience for both buyers and sellers, facilitating meaningful and timely connections.


Building the B2B Meeting Matrix with Airtable

Airtable's flexibility and ease of use make it ideal for managing complex schedules. Here’s how you can leverage it:

  1. Data Collection and Organization: Begin by inputting critical data into Airtable, such as the buyers' arrival times and their list of preferred companies for meetings.

  2. Customizable Scheduling Templates: Utilize Airtable to create adaptable scheduling templates that can accommodate different meeting lengths and preferences, ensuring a personalized approach to each participant’s agenda.


Example of B2B Meeting Matrix: TH is the code for Buyer and TR is the code for Seller


Real-Time Scheduling Adjustments

In the ever-changing landscape of a live event, the ability to adapt schedules in real-time is essential. Airtable facilitates this with its live data updating capabilities:

  • Instant Schedule Modifications: Quickly revise meeting times or add new meetings in Airtable as changes occur, ensuring up-to-date information is always available.

  • Seamless Communication: Use Airtable’s integration features to promptly notify participants of any changes to their schedules, maintaining clear and constant communication.


Prioritizing Participant Satisfaction:

The ultimate goal is to ensure that both buyers and sellers achieve their objectives at the event:

  • Balancing Meeting Opportunities: Strategically allocate meeting slots in a way that maximizes the availability and preferences of both buyers and sellers.

  • Feedback and Adaptation: Post-event feedback gathered through Airtable can be instrumental in refining future event planning, making each experience better than the last.


Efficient B2B matchmaking is a critical component of successful business events. By utilizing Airtable to manage the intricate details of on-site meeting schedules, organizers can provide a streamlined, satisfying experience for all attendees. This approach not only fosters effective business connections but also showcases the power of organized, responsive event management.

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Sona Topas Tower - 5A Floor Jl. Jend Sudirman Kav.26 Jakarta-12920 Indonesia

Office in Indonesia

+62 816 195 8860

888/143 Mahatun Plaza - 14 Floor, Ploenchit Road, Lumpini, Patumwan, Bangkok

Office in Singapore

+662 627 3080

888/143 Mahatun Plaza - 14 Floor, Ploenchit Road, Lumpini, Patumwan, Bangkok

Office in Malaysia

+662 627 3080

888/143 Mahatun Plaza - 14 Floor, Ploenchit Road, Lumpini, Patumwan, Bangkok

Office in Thailand

+662 627 3080

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