Hosted Meetings
Program Guidelines

(This should take no more than 5 mins to complete)

Make sure you have enough registered attendees to join your Hosted Meetings (your Meetings Reps)

• The POSSIBLE team will have shared details on how to register your organization’s attendees. If you need assistance, please email registration@possibleevent.com.
• There is no limit to how many Meeting Reps your organization can have. However, we recommend that for every 10 meetings purchased, you have at least 1 Meeting Rep.

Note on Hotel Accommodations: Preferred room blocks at the Fontainebleau and Eden Roc will be available exclusively to POSSIBLE attendees. Booking access will be provided with confirmed ticket registration. Hotel info.

(This should take no more than 5 mins to complete)

Your Connect Hosted Meetings journey starts here!

• Once you receive your Welcome Email for the Connect Hosted Meetings Program platform, simply created your password and you can immediately start reviewing and completing your profile.
• Your profile is what others will see and use to request meetings with you, so make sure it is complete and accurate.
• Some items of your profile will have already been completed when you registered, saving you time!
• To edit your profile please click “Edit Profile” where you can update your information. Click “Save” at the bottom of the page once done.
• The deadline to complete your profile is Friday, March 12 at 6pm EST, however we do recommend completing it sooner if possible

Sponsor Admin (the main point of contact from your organization) – this is the person looking after your Partner Registration portal including the organization info.

• If you have not yet registered all of your attendees for the event, please do that now!
• You can register yourself and your team via your login details on your dashboard.
• To register a member of your team follow these simple steps:
  • Select “Your Team” from the dashboard
  • Select “Add Staff”
  • Select “Register Exhibitor Representative”
  • Enter their details. You can either register people yourself, or you can invite them to register their details themselves.
• Once registered, everyone can create their profiles from Monday, March 1 to Friday, March 12.
• You must assign your Meetings Reps by no later than Friday, March 12, however we strongly recommend setting this up much sooner if possible. Your Meetings Reps are those people that will be taking your Hosted meetings on-site during the Connect Hosted Program.
• Should you want a member of your team to help you with creating your profile, making requests, and opt-ins then please assign them as a Sponsor Admin when creating your organization’s Profile in the Connect Hosted Meetings platform.
• You can assign as many registered attendees as additional Sponsor Admins as you’d like.

(Please allow 60 minutes for this stage)

It’s time for you to make requests to all the brand marketers that you would like to meet with!

• You can log into the Connect Hosted Meetings platform beginning on Monday, March 15.
• Please ensure your profile is fully complete, as this will ensure maximum visibility of your profile for other attendees looking to make their requests.
• If you haven’t done so already, please ensure all Meetings Reps are assigned in the platform. These are attendees that will be taking your paid-for Connect Hosted meetings.
• The deadline to complete your requests is Thursday, March 25 at 6pm EST.
• Make as many requests with people you are interested in- there is no limit! You are advised to submit at least four meeting requests for each hosted meeting purchased. e.g. if you have purchased 10 Hosted meetings, then we recommend you individually make 40+ Hosted requests each. Please feel free to make as many more than that as you like!
• You can add a personalized message to each request you make.
• Some attendees may be of more interest to you than others, so you can choose either ‘Relevant’ or ‘Super Relevant’ for each request. This priority choice will not be shared with the other person!
• You can apply filters to help you narrow down your search.
• Request meetings with as many people from the same organization as you like, safe in the knowledge that we will only ever schedule you 1 meeting with any organization.
• Your Sponsor Admin can assist with making those all-important requests on your behalf!
• Should we not be able to fill your Hosted meetings, and you have not made the recommended number of requests, you will not be eligible for a refund.

Each Meetings Rep from your organization must make their own requests.

(This should only take up to 20 minutes)

Here’s where you find out who wants to meet you!

• During this stage you will see all of the brand marketers that requested to meet with you and opt-in to their requests.
• If someone requests you and you requested them in the previous stage, then you won’t need to opt-in to that meeting here- you’re already a match (however, not confirmed quite yet!)
• We can only schedule meetings if both people agree, so opting in to all of the meetings you are interested in is extremely important. If you don’t opt in, that meeting will definitely not happen!
• This is your final chance to change your availability- you may be scheduled for meetings for any time slot that is not blocked.
• Opting in to a request you receive from a Hosted Brand Marketer will become a Hosted meeting if it is scheduled.
• Please note that not all opt-ins will become scheduled meetings.
• The deadline to complete all of your opt-ins is Tuesday, March 30 at 6pm EST.

Assign Meetings Reps to your Hosted Meetings starting on Friday, March 26, but no later than Tuesday, March 30 at 6 pm EST

• A Meetings Rep must be assigned to each Hosted Meeting, otherwise it won’t get scheduled.
• If you haven’t assigned Meetings Reps yet, you can do this until Tuesday, March 30 at 6 pm EST. As soon as you’ve assigned a Meetings Rep, you can assign meetings to them.
• You should assign the most appropriate Meetings Rep for each Brand Marketer, based on the characteristics of the hosted buyer, their (or your) reason for meeting, which products, solutions or services they’re interested in, Meetings Rep availability and other factors.
• As a reminder, you will not receive refunds for Hosted Meetings you don’t assign Meetings Reps to, since those meetings could have been scheduled.

(This should take less than 5 minutes)

You can view your schedule on the Connect Hosted Meetings platform, as well as in the Possible 2027 mobile app. You can download the mobile app by visiting the App Store and selecting ‘Possible 2027’. You can view the agenda details, your scheduled Connect Hosted Meetings, and more!

Join Your Hosted Meetings:

• Where are the meetings? All meetings are held in a dedicated Hosted Meeting Program area on the beach (within the covered Beach Pavilion) and each meeting is assigned to a table number.
• How do I know where to go? Check the POSSIBLE mobile app for the assigned table number for each meeting, and at the start of each scheduled meeting proceed directly to the assigned table. Your meetings will not all be at the same table.
• What happens if the person I’m meeting isn’t there? Give them 5 minutes and if they’re still not there, you can “Mark as a No Show” in the mobile app or scan the QR code on the table.
• What happens if the meeting overruns? There is a short transition time between time slots to allow you to get to your next meeting.

Following the event and upon completion of your purchased meetings, our team will complete a post event reconciliation approximately 60 days post event. Our team will reach out regarding any meetings that you may be eligible for a credit for within 60 days.