What are the best meeting formats for events?

Meetings are the beating heart of any event. Formats may differ – from high-speed networking to curated board sessions – but their success depends on one thing.

That is meaningful human connection, enhanced by smart technology.

Here’s how each meeting format is evolving into a smarter and more rewarding experience for organizers, exhibitors and attendees alike.

1. Self-Requested Meetings: Empowering choice through connection

Attending an event has often relied on luck with meeting a few good leads between sessions.

Now armed with an event app, they can send meeting requests directly to relevant prospects – no awkward cold introductions, no wasted time.

What used to be guesswork becomes precision matchmaking. AI auto-scheduling and calendar sync fills the week with high-value conversations that actually lead somewhere. 

Meanwhile, organizers gain analytics that reveal who’s connecting, what topics trend and how engagement translates to ROI.

Self-requested meetings empower participants while relieving organizers of administrative headaches. It’s networking on the attendee’s terms – but with the organizer’s control and insight.

2. Speed Networking: When every minute counts

Your participants have a limited budget and limited time. They’re surrounded by thousands at a mega trade show. So who should they talk to first?

Enter speed networking – the event world’s answer to strategic speed dating. 

Organizers configure parameters through an AI matchmaking engine that can automatically pair participants based on goals, interests and compatibility scores. 

Each conversation runs like clockwork – a few minutes, one table, one chance to connect.

Participants walk away not just with business cards, but with qualified leads. 

AI ensures their time isn’t wasted on mismatched conversations. Organizers can analyze meeting ratings and feedback to refine future sessions.

Think of it as the only kind of speed dating where everyone actually follows up the next day.

Why it matters: Random networking is risky – intelligent networking is revolutionary. AI transforms what used to be chaos into chemistry by analyzing profiles, behavior and feedback loops.

Real life example: ExpoPlatform speed networking – now known as NetWorks – has been utilised at UFI events to maximize connections among participants through short, fast-paced meetings.

The Americas and European conferences achieved an average meeting rating of 4.6 out of 5. A total of 89% of participants rated the matchmaking as highly effective.

Visit NetWorks to see how AI-powered speed networking could be used in your events.

3. Exhibitor Events: Let the brands take the stage

Exhibitor events can be little more than glorified sales pitches. A handful of people wander in, listen politely and leave without remembering a single slide.

But now technology means exhibitors can organize branded sessions that feel more like community gatherings than product demos. 

These events can be made up of product demos, workshops or training sessions, networking sessions, one-on-one meetings or panel discussions.

Exhibitors can use different customizations to tweak their offerings while the overall experience is curated and controlled by the organizer.

The result? Standing-room-only sessions and real engagement data – not just a headcount. 

Exhibitors get leads, attendees get insights, organizers get a richer program without lifting a finger.

Why it matters: Exhibitor events decentralize knowledge-sharing while enhancing event value. Technology ensures relevance and reach, creating a triple win for exhibitors, visitors and hosts.

4. Hosted Buyer Programmes: Precision meets partnership

Hosted buyer programmes can be logistical nightmares. Matching buyers and suppliers requires spreadsheets thicker than a phonebook and endless email chains.

Now, technology allows you to map out a seamless onboarding journey to qualify your hosted Buyers with a data-driven dashboard efficiently.

The system helps to manage buyer hospitality, meetings and documentation. Attendees are given allowance details, essential paperwork and hospitality information on the portal.

Organizers see new levels of efficiency: meetings flow on time, buyers leave satisfied and suppliers secure deals before the event even ends.

Why it matters: These hosted buyer programmes are about trust. When curated correctly, they drive measurable ROI. Technology doesn’t replace the human handshake – it makes sure that handshake happens between the right people.

5. Concierge Meetings: The VIP touch

High-profile executives don’t have time to browse through attendee lists. They expect white-glove service – relevant introductions without the admin.

Concierge meetings – powered by semi-automated scheduling – allow organizers to act as curators. AI shortlists matches which the concierge team fine-tunes with a personal touch.

It means your top-tier buyers have calendars filled with quality meetings – their satisfaction soars and the event earns a reputation for premium service.

Why it matters: Technology scales personalization. The true hybrid model – AI efficiency plus human empathy – delivers the best of both worlds.

6. Board Meetings: Strategy, not serendipity

Corporate board-style sessions at events used to be exclusive – and often inefficient. Ten decisionmakers, one presentation and no structured outcomes.

Now, scheduling tools allow one-to-many meetings where an exhibitor presents to a curated group of buyers. The system ensures balance across session types and tracks engagement.

What emerges are strategic growth sessions – focused, data-backed and outcome-driven. The exhibitor gets qualified feedback and targeted exposure. Buyers gain insights, not sales pitches.

Why it matters: Board meetings showcase thought leadership while shortening sales cycles. With tech handling logistics, organizers can focus on fostering meaningful dialogue.

7. Round Tables: Where collective wisdom meets precision

Round tables once relied purely on luck – who sits next to whom, who speaks up first. The conversations were rich but unstructured.

Data now helps organizers balance groups and ensure diversity of thought when scheduling participants to tables based on shared interests or complementary expertise.

The result? Sessions that feel spontaneous but are intelligently orchestrated. Organizers can capturing insights that might otherwise evaporate into thin air.

Why it matters: Great ideas happen when the right mix of minds meets. Technology ensures those minds can meet and their insights are remembered.

The power of AI: Turning intent into impact

Every meeting format shares a common challenge – time. Organizers have too little of it, attendees want to maximize it and exhibitors are desperate to prove it was worth it.

That’s where technology quietly becomes the hero of our story.

Intelligent systems – from an AI-automated meeting scheduler to a speed networking algorithm – reduce friction and amplify connection. 

They turn profile data into compatibility insights, transform intent into booked meetings and convert conversations into actionable summaries.

In an era where attention is fleeting, AI ensures every meeting has meaning.

Why we do this

Technology isn’t the story – people are.

The reason behind innovation is simple – to give organizers the power to create experiences where technology fades into the background and human connection shines through.

Behind every data point is a person with a story – a buyer searching for the right supplier, an entrepreneur pitching a dream, a marketer chasing that next big idea.

We exist to make sure they meet. The best event tech doesn’t just digitize logistics, it humanizes experiences. 

Meetings may continue to evolve, but their goal remains timeless – connection.

Want to see how these meeting formats in action at your events? Get in touch for a free expert consultation.