Is there a way to automate meeting bookings and routing for events?

Managing event meetings can be overwhelming—badge scans and business cards pile up, creating a post-event nightmare of routing leads to the right reps. Pre-event outreach sparks interest, but that interest fades as reps play calendar tetris. Meanwhile, a messy CRM struggles to track which meetings came from which events.

H🧐w can I do that?

Create dedicated event meeting types that automatically restrict availability to event dates and only route to reps attending the event. Share booking links in pre-event campaigns to fill your calendar before the show starts. At the booth, prospects can instantly book meetings by scanning QR codes - routing automatically to available reps. All meetings sync to your CRM with proper event tracking and your reps' regular meetings stay protected from conflicts.

Why should I do it?

✅ Pre-book your reps' calendars to maximize event ROI 

✅ Convert booth conversations to meetings without the back-and-forth

✅ Prevent calendar conflicts between event and regular meetings 

✅ Sync meetings to reps’ calendars and automatically update your CRM.

How have others done this?

For B2B SaaS teams
For non-SaaS B2B teams:
Enterprise Software
  1. Create an event meeting type. Eg. "AWS re:Invent" 
  2. Set team availability for event dates
  3. Prospects can:
    • pre-book a meeting for the event 
    • scan the QR code at the booth 
  4. RevenueHero checks account status
  5. Routes to the available event team member and books the meeting
Financial Services
  1. Create "FinTech Summit" schedule
  2. Different meeting types by service
  3. Prospects book through event link
  4. RevenueHero routes based on interest
  5. Books with relevant specialist
Healthcare
  1. Set up "Dental Convention" calendar
  2. Specialized demo and consultation slots
  3. Practices book through the event portal
  4. RevenueHero matches practice type
  5. Books appropriate specialist

Implementation Templates

We understand how daunting a blank page can be, so we’ve created templates that might be relevant to your industry for inspiration.
Major Industry Conference
Major Industry Conference
Healthcare Conference

Event Structure:

  • Name: Industry Summit 2024
  • Duration: 3 Days
  • Location: Convention Center

‍

Team Setup:

  • Executive Team: CXO meetings
  • Sales Team: Product demos
  • Technical Team: Deep dives
  • Solutions Team: Custom requirements

‍

Meeting Types:

  • Executive Briefing (60min)
  • Product Demo (30min)
  • Technical Deep Dive (45min)
  • Custom Solution Review (45min)

Required Context:

  • Account Status
  • Primary Interest
  • Meeting Objective
  • Current Solutions

Routing Rules:

Rule 1:

  • Criteria: Account_Tier = 'Strategic' AND Executive_Requested = TRUE
  • Assignment: CXO + Regional_VP
    ‍

Rule 2:

  • Criteria: Technical_Interest = TRUE AND Current_Customer = TRUE
  • Assignment: Solutions_Architect + Product_Manager
    ‍

Rule 3:

  • Criteria: Product_Interest = 'Enterprise'
  • Assignment: Enterprise_AE + Solutions_Engineer
    ‍

Rule 4:

  • Criteria: First_Time_Attendee = TRUE
  • Assignment: Product_Specialist
    ‍
No Match: Lead is disqualified

Event Structure:

  • Name: Dental Innovation Summit
  • Duration: 2 Days
  • Location: Medical Center
    ‍

Team Setup:

  • Practice_Consultants: By specialty
  • Technical_Specialists: By integration
  • Training_Team: By system
  • Support_Team: By region
    ‍

Meeting Types:

  • Practice Assessment (45min)
  • Technical Overview (30min)
  • Implementation Planning (60min)
  • Training Preview (30min)

Required Context:

  • Account Status
  • Primary Interest
  • Meeting Objective
  • Current Solutions

Routing Rules:

Rule 1:

  • Criteria: Practice_Type = 'DSO' AND Location_Count > 5
  • Assignment: Enterprise_Consultant + Integration_Specialist
    ‍

Rule 2:

  • Criteria: EMR_System = 'Legacy' AND Migration_Interest = TRUE
  • Assignment: Migration_Expert + Technical_Architect

Rule 3:

  • Criteria: Specialty = 'Orthodontics'
  • Assignment: Specialty_Consultant
    ‍

Rule 4:

  • Criteria: Training_Interest = TRUE
  • Assignment: Training_Specialist
    ‍
No Match: Lead is disqualified
  • Create QR codes for quick on-site booking
  • Set up different meeting types for different booth locations
  • Use event-specific qualification questions
  • Track booth location in meeting source

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