Hosted Meetings Program

1. If you haven’t already, get your organization’s travel and hotel booked ASAP! Prices will go up and our room block will sell out, so book now to lock in the best rates.

• Flights: We recommend arriving on Mon, Apr 15 and leaving on Thu, Apr 18.
• Hotel: We’ve secured preferential rates at Fontainebleu Miami Beach. Please click here to purchase your room in our block.

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

• 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 (28) and round up to the nearest whole number.
• For example, if you purchased 40 meetings, 40 /  28 = 1.4, rounded up to 2 Meetings Reps required.

You can do this on: Desktop ✅ 

1. Start Your Organization Profile on Mon, Mar 11, and complete it by Wed, Mar 20 at 6 pm ET. 

• Your Organization Profile will help Hosted Brand Marketers 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 Mon, Apr 8 at 6 pm ET. 
• Consider making an Announcement: Tell Hosted Brand Marketers about your newly announced products, partnerships, funding, acquisitions, research and anything else! 

2. Assign individuals from your organization as Meetings Reps (to take Hosted Meetings) by Thu, Apr 11 at 6 pm ET.

• Individuals must be registered to attend Possible by Thu, Apr 11 at 6 pm ET to be assigned as Meetings Reps. 
• 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 (28) and round up to the nearest whole number.
• We recommend you don’t leave assigning Meetings Reps to the last minute.

You can do this on: Desktop ✅  

1. It’s time to request Hosted Meetings for your organization (there are 150+ qualified Brand Marketers to choose from!). 

• Start requesting Hosted Meetings on Thu, Mar 21 and complete by Wed, Mar 27 at 6 pm ET. 
  • You should select ALL Brand Marketers 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 Brand Marketer – they’ll be able to see this when they’re opting in to Hosted Meeting requests. 
• You can view summary information about each Brand Marketer, as well as a detailed Profile (click ).
  • Use Filters and Predefined Lists to zero in on the most interesting Brand Marketers 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.

2.You can also:

• Assign individuals from your organization as Meetings Reps (if you haven’t already), until Thu, Apr 11 at 6 pm ET. 
• Update how many Meetings Reps you have available at each time slot, until Mon, Apr 8 at 6 pm ET. 

1. Opt In to Meeting Requests From Brand Marketers You Didn’t Previously Select:

• Opt in to Meeting Requests on Thu, Apr 4 and complete by Mon, Apr 8 at 6 pm ET. 
  • 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 Brand Marketer your organization would meet with. 
  • Some of these requests may be from newly added individuals that joined the Hosted Brand Marketers 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.

2. You can also:

• Assign individuals from your organization as Meetings Reps (if you haven’t already), until Thu, Apr 11 at 6 pm ET.
• Update how many Meetings Reps you have available at each time slot, until Mon, Apr 8 at 6 pm ET.

You can do this on: Desktop ✅  

1. Assign Meetings Reps to your Hosted Meetings starting on Tue, Apr 9 but no later than Thu, Apr 11 at 6 pm ET. 

• 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 Thu, Apr 11 at 6 pm ET at 6 pm ET. 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 Brand Marketer, 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.

1. Accept Meetings Calendar Invites: On Fri, Apr 12, 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 ET. 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 hosted@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 Brand Marketers Program is enabling 750+ meetings!).
• If a Brand Marketer 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.

1. 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:

1. 1. Where are the meetings? All meetings are held at your exhibit booth.
   2. 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.
   3. 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”.

What 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 15-minute transition time for Hosted Brand Marketers to move 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 Brand Marketers prior to Hosted Brand Marketers meetings in relation to Brand Marketers meetings, or use the confidential information we have provided at any stage of the Brand Marketers to reach out to participating individuals using non-program channels. 
    • Assume the Hosted Brand Marketers 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 Brand Marketers 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. 

Help us to help you! On Fri, Apr 19, 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 Fri, May 3. 

Once Meetings Reps provide feedback, they can download a summary of their meetings, including their notes and contact details of who they met.