Your organization has purchased meetings in the Hosted Meetings Program!
Sponsor Organization Admins & Meetings Reps
Hosted Meetings
Program Guidelines
- If you’re an Organization Admin, you can complete the Hosted meetings Program tasks for your organization beginning on March 24th.
- If you’re a Meetings Rep, an Organization Admin will assign you to take meetings as early as April 3rd. The deadline to assign Meetings Reps is April 25 at 6pm EST.
To Do List for Org Admins and Meetings Reps:
Don’t worry, we’ll help you each step of the way with reminders. If you don’t get an email, check spam (from donotreply.possible25@eventpt.com), then let us know at experience@possibleevent.com.
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 Meetings Reps your organization can have. To calculate the minimum number of Meetings Reps you’ll need, divide the number of meetings you purchased by 14 and round up to the nearest whole number.
(For example, if you purchased 30 meetings, 30 / 14 = 2.1, rounded up to 3 Meetings Reps required.)
Start Your Organization Profile on Monday, March 24, and complete it by Wednesday, April 2 at 6 pm EST
- Your Organization Profile will help hosted buyers (Brand Marketers & Agencies) decide if they’re interested in meeting with you.
- Tell us how many Meeting Reps you’ll have available to meet with buyers during each time slot.
- The more meeting representatives you make available concurrently, the more likely we will be to schedule all of the meetings you have purchased.
- You can change this at any time until Thursday, April 24 at 6 pm EST.
- Consider making an Announcement: Tell POSSIBLE’s hosted buyers about your newly announced products, partnerships, funding, acquisitions, research and anything else!
You can also:
- Assign individuals from your organization as Meetings Reps (if you haven’t already), until Thursday, April 24 at 6 pm EST.
- There is no limit to the number of Meetings Reps your organization can have. To calculate the minimum number of Meetings Reps you’ll need, divide the number of meetings you purchased by 14 and round up to the nearest whole number.
- We recommend you don’t leave assigning Meetings Reps to the last minute.
Takes You: 30-45 min
We’ll Email You On: Monday, March 24, 2025
Your Deadline: Wednesday, April 2, 2025
It’s time to request Hosted Meetings for your organization (there are 400+ qualified Brand Marketers & Agencies to choose from)
Hosted buyers opt in to your requests and select who they want to meet
- Start requesting Hosted Meetings on Thursday, April 3 and complete by Wednesday, April 9 at 6 pm EST.
- You should select ALL Brand Marketers & Agencies you would like to meet.
- At a minimum, we recommend you request Hosted Meetings equal to 4x the number of Hosted Meetings your organization has purchased.
- You can request to meet >1 individual from an organization, but you won’t have >1 Hosted Meeting scheduled with the same organization.
- You should consult others in your company, such as your sales teams, when requesting your meetings.
- Just click ‘Very Interested’ or ‘Interested’ to request a meeting. Meeting requests are saved automatically as you go.
- ‘Very Interested’ meeting requests get scheduled first, before ‘Interested’ ones.
- You can provide a reason why your organization wants to meet a hosted buyer – they’ll be able to see this when they’re opting in to Hosted Meeting requests.
- You can view summary information about each hosted buyer, as well as a detailed Profile (click ).
- Use Filters and Predefined Lists to zero in on the most interesting Brand Marketers & Agencies for your company.
- Don’t wait til the last minute to request meetings! With tools like Bookmarks and Saved Lists, you can start requesting meetings and come back, if needed, to finish them.
You can also:
- Assign individuals from your organization as Meetings Reps (if you haven’t already), until Thursday, April 24 at 6 pm EST.
Takes You: 60-90 min
We’ll Email You On: Thursday, April 3, 2025
Your Deadline: Wednesday, April 9, 2025
Opt-in to Meeting Requests From Hosted Buyers You Didn’t Previously Select:
- Opt-in to Meeting Requests on Thursday, April 17 and complete by Monday, April 21 at 6 pm EST.
- We facilitate meetings based only on the requests your organization opts in to (and your organization’s own requests if there is a mutual match), so you should opt-in to every request from a hosted buyer that your organization would want to meet with.
- Some of these requests may be from newly added individuals that joined the Hosted Meetings Program after you completed your initial meeting requests.
- The more requests you opt in to, the more likely we will be to schedule all of the meetings you’ve purchased.
- You won’t have >1 Hosted Meeting scheduled with the same organization.
You can also:
- Assign individuals from your organization as Meetings Reps (if you haven’t already), until Thursday, April 24 at 6 pm EST.
Takes You: Less than 30 min
We’ll Email You On: Thursday, April 17, 2025
Your Deadline: Monday, April 21, 2025
Assign Meetings Reps to your Hosted Meetings starting on Tuesday, April 22 but no later than Thursday, April 24 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 Thursday, April 24 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.
Takes You: Less than 15 min
We’ll Email You On: Tuesday, April 22, 2025
Your Deadline: Thursday, April 24, 2025
Accept Meetings Calendar Invites: On Friday, April 25, Meetings Reps will receive a calendar invite for each scheduled Hosted Meeting they have. THEY MUST ACCEPT all calendar invites THE SAME DAY by 6 pm EST. This is a quick turnaround, but it won’t take more than 5 minutes.
-
- Important note: If your Meetings Rep cannot attend the meeting, they must email us at experience@possibleevent.com to let us know. Neither we nor the Buyer will be notified if your Meetings Rep declines a calendar invite!
- We can’t change any meeting times (fun fact: the Hosted Meetings Program is enabling 1,250+ meetings!).
- If a hosted buyer who one of your Meetings Reps is scheduled to meet is no longer available, we’ll let your Meetings Rep know and you’ll be refunded for the meeting after the show. People have emergencies, so this does happen once in a while.
- We will communicate with Meetings Reps directly on accepting their Hosted Meetings.
Takes You: Less than 5 minutes
We’ll Email You On: Friday, April 25, 2025
Your Deadline: Friday, April 25, 2025
Meetings Reps Join Your Organization’s Hosted Meetings
Your Meetings Reps must join all your scheduled Hosted Meetings. Here’s what you and they need to know:
-
- Where are the meetings? All meetings are held in a dedicated Hosted Meetings Program area (Sea Green Lawn beside La Côte) and each meeting is assigned a table number.
- How do Meetings Reps know their meeting details? They should check the POSSIBLE mobile app or their calendar invites for times and details of each meeting they have.
- What happens if the person they’re meeting doesn’t show up? Meetings Reps should give them 5 minutes and if they’ve still not joined, click the “Mark as No Show” button in the POSSIBLE mobile app. If your Meetings Rep connects with them at a different time, you can always undo “Mark as No Show”.
Other Do’s and Don’ts are there for Meetings Reps:
Meetings Reps should:
- Join each meeting on time and don’t exceed the allotted 15 minutes for each scheduled meeting. There is a short transition time between each meeting.
- Download the POSSIBLE mobile app ahead of meetings. Meetings Reps can take notes and request follow-ups in the app.
Meetings Reps should not:
- Contact any individual hosted buyer prior to Hosted Meetings in relation to Hosted Meetings, or use the confidential information we have provided at any stage of the program to reach out to participating individuals using non-program channels.
- Assume the hosted buyer they are meeting have prepared for the meeting. These individuals may have agreed to meet based solely on categories or search filters rather than any specific understanding of your organization or solutions. Meetings Reps must assume the hosted buyers have no knowledge of your organization or your products, and should be prepared to give a complete sales pitch during their 15-minute meeting as well as leave time for any Q&A.
We’ll Email You On: Tuesday, April 29, 2025
Your Deadline: Wednesday, April 30, 2025
Help us to help you! On Thu, May 1, each Meetings Rep will receive an email to provide feedback on their Hosted Meetings, the meetings program and the event to help us improve POSSIBLE–please share your thoughts by Mon, May 12.
- Once Meetings Reps provide feedback, they can download a summary of their meetings, including their notes and contact details of who they met
We’ll Email You On: Friday, May 1, 2025
Your Deadline: Monday, May 12, 2025
TIMING OF HOSTED MEETINGS
All the action takes place on Tuesday, April 29 and Wednesday, April 30 and your organization will be part of it! You’ll assign meetings to individual Meetings Reps from your company beforehand. For now, please ensure your Meetings Reps will be available during all time slots.
Some Fine Print:
Our participant list is confidential, and shouldn’t be (1) shared with anyone else, (2) downloaded or (3) used other than as described by us. Based on information you receive as part of the Hosted Meetings Program, you can’t solicit participants (including individuals you’re scheduled to meet prior to your meetings) outside of the event other than as we permit. If you breach this provision, you may be eliminated from further participation and barred from future programs. Do not assume that requests (or opt-ins) to meet with you as part of the Hosted Meetings Program indicate any interest in meeting with you outside of the Hosted Meetings Program.
