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					                 Quick Guide


        B2Match
             at a glance




    www.B2Match.com
www.B2Match.eu/test (Test page - please register)
                                                                      Content
Managing a Brokerage Event with B2Match ..................................................................................................... 3
B2Match features – Overview ........................................................................................................................... 4


Why B2Match? A few reasons why to choose B2Match .......................................................................... 5



Frontend – Participant view (Screenshots)
A typical start page ............................................................................................................................................ 7
Search options and result list ............................................................................................................................ 8
Registration forms (Organization & Profiles) .................................................................................................... 9
Booking meetings ............................................................................................................................................ 11
Meeting schedule in PDF format ..................................................................................................................... 12



Backend - Administrator view (Screenshots)
The backend window ....................................................................................................................................... 13
Participants ...................................................................................................................................................... 14
Scheduler ......................................................................................................................................................... 15


Should I spend money for a web-based tool? ................................................................................................. 16
References - Energy, ICT, Nano, Health, Food, Environment, etc. .................................................................. 17
B2Match – Design examples ........................................................................................................................... 18


Terms, Conditions and Contact ....................................................................................................................... 19
                              Managing a Brokerage Event with B2Match                                                  3
The B2Match Work-Flow
To successfully handle a Brokerage Event with B2Match the following eight activities have to be undertaken.

The eight steps to manage a Brokerage Event with B2Match




1. Licensing B2Match
First of all a B2Match license have to be ordered. The license is valid for one event and the costs depend on the size of
the event.
2. Customizing the website
Every event is different in relation to topics addressed or type of information has to be inserted. Therefore the B2Match
helpdesk needs specific information to be able to setup the website. The following templates give an impression what
information is needed to customize an event. Once the files are returned the website is ready in 2-3 days.
Registration page: www.b2match.com/download/registration.doc
Start page:          www.b2match.com/download/start.doc
Banner               www.b2match.com/download/Banner.ppt

Training - The B2Match administration backend:
Once the website is online you will get a 30 min training by phone about the administration backend of B2Match (how
to edit pages - add co-organizers - upload logos – validate profiles – send email alerts - schedule meetings, etc.). A
manual offers further information and checklists on how to manage a brokerage event.
3. Registration of participants
During this phase you will be able to manage most of the issues on your own, e.g. validate the profiles and inform
participants with low quality profiles on how to improve them.
4. & 5. Mailing alerts and booking of bilateral meetings
About 2-3 weeks before the event participant are informed by a personalized mailing that booking of bilateral meetings
is now possible. Participants have on average two weeks to book meetings online. During this phase the event
organizers send 2-3 mailings to keep participants updated on dates and deadlines and remind those who have not
booked meetings so far.
6. Preparation of meeting schedules
The highly sophisticated B2Match scheduler prepares and optimizes meeting schedules within seconds. You can
overrule the results from the automatic scheduling to meet specific wishes from clients. About 3-4 days before the
event each participant receives his personal meeting schedule as PDF file by email. The chronological meeting schedule
list all meetings partners, timeslots of meetings and the respective table number where the meeting takes place.
7. Management of the event on-site
The B2Match manual offers checklists and tips and tricks helping you to manage the event the best way.
8. Online Feedback
Via B2Match you can collect online the feedback form participants regarding bilateral meetings and the event itself.
B2Match offers a powerful online feedback editor allowing you define feedback related questions by yourself.
                              B2Match Features - Overview                                                             4
B2Match is a web-based event management software enabling you
to manage any kind of event including parallel sessions such as:
    Bilateral meetings and/or
    Presentations, workshops or company visits
    Social events
It is easy-to-use for participants and easy-to-handle for organizers.
B2Match is highly flexible and can be easily adapted to your wishes and
needs! Since 2007 130 events have been managed, bringing together
12,000 people in 30,000 meetings.


Benefits for participants
 Simple and easy-to-use online registration form
 Participants can edit/update their profiles any time
 Upload of photos, logos and PDF files
 Powerful search functions for quick identification of most promising business partners
 Easy and intuitive online selection and reservation of meetings
 Meetings schedules are accessible before the event

Benefits for event organizers
Screenshot of the B2Match backend used to customize and manage your Brokerage Event




                           All-in-One Solution – Set-up, Registration, Booking, Scheduling, Feedback
                           Flexibility – B2Match is highly flexible. Many profile fields can be switched On/Off
                            e.g.: Profile title, -type, -description, co-operation focus, Areas of activities, etc.
                           Side Events – Manage any kind of side events (Workshops, Presentations, Company visits)
                           Fast Set-up Time – Set-up of the event within 2-3 days
                           Design and Layout – Layout customizable according to your own wishes
                           Co-organizers – Easy management of co-organizers’ access rights
                           Simple Use – Most B2Match features are self explanatory. A short telephone training gives
                            a complete overview of all B2Match features
                           Automatic Scheduling –Schedule 400 meetings in 10 seconds
                           Manual scheduling – Scheduled meeting can be rearranged by simply drag and drop
                           Mailing system – B2Match offers an integrated mailing system which allows any type of
                            mailings (request to book meetings, reminders, confirmation of participation, etc.)
                           Excel Export – Export participant-, meeting-, feedback lists to Excel
                           Event Evaluation – B2Match allows feedback questions to be created individually for your
                            event. Rating of the single meetings is included in the online feedback
                           Online payment – Integrated online payment
                               Why B2Match?
                               A few reasons why to choose B2Match                                                      5
Meanwhile various BEMT tools (Brokerage Event Management Tool) are available on the market. Event
organizers ask themselves which one to choose to manage Brokerage Events most efficiently. Enclosed you can
find some unique features distinguishing B2Match from other BEMT tools.

Outstanding features of B2Match
Two navigation bars – One for matchmaking another for anything else
A typical event addresses
beside the matchmaking very
often further topics like
conferences,      workshops,
presentations, etc.
If a BEMT tool can’t clearly
separate the one from the
other this can lead to
confusion             during
registration.       B2Match
therefore     offers    two
navigation bars.                                            www.B2Match.eu/futurematch - 260 participants, 1 300 meetings



The horizontal menu is giving conference related information (Home, Agenda, Contact, Side events, etc.) while
the vertical menu is focusing on the matchmaking related process (participants, profiles and meetings). This
clearly arrangement has significantly reduced the phone calls from participants having got lost.

Registration forms must be customizable to consider any kind of side events
                                                                                            The B2Match producers
                                                                                            have learned one thing in
                                                                                            the past.
                                                                                            “There is hardly any
                                                                                            Brokerage Event without
                                                                                            accompanying side events
                                                                                            like        presentations,
                                                                                            workshops, company visits,
                                                                                            etc.”


If a BEMT tool can’t integrate any kind of side events into the standard registration form easily than the search for
a way around begins which very often ends up with non-professional time consuming solutions. If event sessions
take place in parallel with bilateral meetings B2Match allows you to define if they may be selected in parallel or
not. Selecting the “Not” option has reduced the number of “No shows” at the face-to-face meeting significantly.
                              Why B2Match?
                              A few reasons why to choose B2Match                                                      6

Scheduling - Automatic or manual – Both are needed
Unfortunately the functionality of the scheduler is realized the first time a few
days before the event. If you have to schedule 700 bilateral meetings in 1-2
hours it’s too late to find a better alternative.
Therefore the following options are a must:
Automatic scheduling: B2Match schedules 400 meetings in 10 seconds! The
scheduler optimizes schedules for participants by minimizing their “standby
time”.
Manual scheduling: Overrule the results from the automatic scheduling! Pre-
determine specific time slots for special guest requests (e.g. arriving late or
leaving earlier). Relocation of meetings is simple done by using your mouse
(Click & Move).
Meeting schedules: Once schedules are prepared, participants can download
them directly from the webpage. Participants are also notified by email about
the availability of schedules.


Powerful backend options for quick and easy customization
As a result from setting up 150 events a set of nearly 100 options are available in the meantime allowing
you to customize and fine tuning the matchmaking event the way you like it.
The more options a BEMT tool has integrated by default the more flexible the handling and additional costs for extra
adaptations are kept low. Enclosed a short extract of features which can be easily adjusted or simply turned On/Off in
the administration back-end of B2Match.

website design customizable  powerful search functions  visibility of contact data  personalized mailings  statistics
 acceptation/deletion of meeting requests  on-site scheduling  free defined meeting start/length  online payment
 SMS messaging  feedback/event evaluation  co-organizer management  CMS features  logo/photo/PDF upload
 prevention of overbooking  internal mailings  Excel data export  creation of free defined questions
 … and many more
                          Screenshots - Frontend
                          Start page (Home)                                                                      7
The simple and clear structure allows a quick orientation

Horizontal menu:     Freely customizable (Agenda, Event, Travel Arrangements, Partners, Side events, Contact, etc.)
Vertical menu:       Dedicated to participants’ profiles and identical for each event




www.B2Match.eu/antwerp2010
                         Screenshots - Frontend
                         Search options and result list                           8

                                                          B2Match search
                                                          options

                                                          The powerful search form
                                                          allows a fast identification
                                                          of the most promising
                                                          business partners




                                                          B2Match result list

                                                          Within seconds you can
                                                          identify exactly the
                                                          profiles matching your
                                                          needs

                                                          Focusing on 16 profiles is
                                                          much more efficient than
                                                          going through 119 profiles




http://www.b2match.eu/setplan2010
                         Screenshots - Frontend
                         Registration form (Part 1 – Contact data)                            9
                                                                     Registration form
                                                                     The registration form
                                                                     consists of two parts.

                                                                     Part 1

                                                                     Organization contact
                                                                     data




                                                                     Participant




                                                                     Participation
                                                                     Which sessions of the
                                                                     event will be visited?


                                                                     Organization details

                                                                     Background, facts and
                                                                     figures




                                                                     Areas of activities

                                                                     What are the fields you
                                                                     are interested in?

                                                                     These settings allow a
                                                                     quick selection of the most
                                                                     promising participants
                                                                     later on


http://www.b2match.eu/setplan2010
Screenshots - Frontend
Registration form (Part 2 – Profile description)                   10

                                                   Part 2

                                                   Add one, two or
                                                   even more profiles


                                                   Type of profiles:
                                                   Business, Technology,
                                                   Research
                                                   Offer, Request

                                                   Profile title


                                                   Profile description
Screenshots - Frontend
Booking meetings                          11
                         Booking meetings




                         Own bookings




                         Guest bookings




                         Participants still
                         available for meetings




                         An alternative way of
                         getting an overview on
                         the current booking
                         situation (own and
                         guest bookings)

                         All booking - including
                         contact data, pictures
                         and type of
                         collaboration interested
                         in - on one page.
                           Screenshots - Frontend
                           Event and Meeting Schedule as PDF file                                      12
Once meetings are scheduled you can easily send individual meeting schedules in PDF format to all
participants via the B2Match mailing system 2-3 days before the event. The PDF event schedule is the perfect
timetable for the whole event.

Schedules contain information on time, location and type of events such as:
   a) Presentations, Workshops, Side events, etc.
   b) Bilateral meetings

Meeting schedule in PDF format (event with bilateral meetings only)
Screenshots - Backend
Menu options and settings                      13

                            Menu options and
                            settings


                            The backend offers
                            many powerful options
                            to customize your
                            event and manage
                            participants.

                            Main features:
                             Customization of the
                              website
                             Validation of
                              participants’ profiles
                             Mailings
                             Reports (Excel, PDFs)
                             Generation of
                              meeting schedules
Screenshots - Backend
Management of Participants                        14

                             Management of
                             participants

                             The participants’ menus
                             allow you to manage all
                             participant related
                             information and data such
                             as:

                              Validation
                              Editing of organization
                               data and profiles
                              Booking of meetings for
                               participants
                              Editing of pictures, logos
                               and adding of notes for
                               anything to consider for
                               the event.
Screenshots - Backend
Meeting Scheduler                             15

                        Scheduler

                        The scheduler is the core
                        of the B2Match software.
                        The scheduler can arrange
                        hundreds of meetings
                        within seconds.

                        How to use the
                        scheduler?

                        First run the automatic
                        scheduler and then
                        manually perform the fine
                        tuning.

                        Automatic scheduling
                        The scheduler optimizes
                        meeting schedules for
                        participants by minimizing
                        their “standby time”.

                        Manual scheduling
                        Overrule the results from
                        the automatic scheduling!
                        Pre-determine specific
                        time slots for special guest
                        requests (e.g. arriving late
                        or leaving earlier).

                        Meeting schedules
                        Once schedules are
                        prepared participants can
                        download them directly
                        from the webpage.
                        Participants involved in
                        meetings are notified by
                        email about the
                        availability of schedules.
                             Should I spend money for a web-based tool?
                             Web based vs. Word and Email                                                           16
Often event organizers ask themselves if they should spent money for a web-based software tool.
Answer: If more than 40 participants are expected, a web based tool is the most favorable solution.

       Elevator Pitch                        Working groups                          Web based tools




A short (3-5 min) project            Participants are clustered in thematic    • Online registration
presentation. Individual meetings    groups in rooms or at tables. Outcome     • Project ideas publicly visible
arranged on-site                     depends on working groups                 • Individual meeting selection
Advantages
• Less know-how needed               • Less know-how needed                    • Unlimited participants/meetings
• Less preparation time              • Less preparation time                   • Projects known before the event
• Less administrative work           • Less administrative work                • Everyone selectable for meetings
Disadvantages
• Sometimes boring presentations     • Introduction phase sometimes chaotic    • Software needed (Costs?)
• Limited number of presentations    • Limited number of meetings              • Knowledge on how to manage
  and bilateral meetings             • Other groups’ presentations unknown       Brokerage Events
Number of participants
              < 30                                   < 50                                  > 40-50
Workflow when using old-fashioned working style based on Email and Word




Cost calculation (without web tool)                    Cost calculation (with web tool)
Labor input:       80h x 30 €/h = 2400 €               Labour input: 16h x 30 €/h ~ 480 €
Two weeks                                              Two days        Software:     ~ 1000 – 1500 €
Based on ~70 participants and 200 meetings             50 or 500 participants your workload differs only slightly
                                     B2Match - References                                                                         17
Since 2007 about 130 B2Match events with 12,000 participants and 30,000 meetings were managed.

List of events (Please use either the Domain B2Match.eu or B2Match.com as indicated)
 Date    Reg Sector                     Title                                            Part. / B2B   www.B2Match.
  Sep 10 DE Automotive                  Automechanika 2010                                210 / 150    com/automechanika
  Jan 11 AT Biomass                     Biomass Business Talks 2011                        77/144      eu/biomass2011
  Oct 10 IT Biotech                     BIOTECH 2010 and NUCE INTERNATIONAL 2010           50 / 130    com/biotech2010
  Oct 09 SE Cleantech                   Swedish Swiss Innovation and Cleantech Forum      140 / 120    com/innoforum
  Jun 10 CH Cleantech                   Meet4Cleantech in Geneva                          270 / 520    com/cleantech
  Mai 10 IT Design                      TORINO CONNEXION: Design for Manufacturers         70 / 250    com/torinoconnexion2010
  Mai 09 IT Energy                      SOLAREXPO                                         170 / 390    com/solartech
  Sep 09 BE Energy                      FP7 Energy - 4th Call                             110 / 220    com/c-energy2009
  Oct 09 IT Energy                      ECOMONDO –Trade Fair on Material & Energy         170 / 550    com/ecomondo
 Mar 10 AT Energy                       expoEnergy                                        120 / 200    com/expoenergy
 Nov 10 BE Energy                       FP7 Energy & SET-PLAN - Cooperation Forum         120 / 150    eu/setplan2010
 Nov 10 IT Energy                       ECOMONDO - International Trade Fair               320 / 790    com/ecomondo2010
  Feb 10 ES Environment                 BE2WEEN @ SMAGUA 2010                             130 / 450    com/smagua
  Sep 10 TR Environment                 Marine Research in FP7                            160 / 150    com/marineistanbul2010
 Mar 10 FR Food                         International Taste-Nutrition-Health Congress      90 / 380    com/taste-nutrition-health
  Apr 10 FR Food                        B.I.O. n Days                                     170 / 300    com/biondays
  Apr 10 CH Food                        Research & Innovation in the Food sector           60 / 30     com/foodresearch
 Nov 10 AT Food                         Food producers meet Retailer                      140 / 570    com/food2010
  Oct 09 TR ICT                         eChallenges Pre-Conference                         100 / 70    com/echallenges09
  Dec 09 AT ICT                         European Semantic Technology Conference            100 / 70    com/estc2009
  Sep 10 AT ICT                         I-KNOW 2010 Conference                             70 / 105    com/iknow2010
 Nov 10 DE ICT                          Clustersforum Québec-Bavaria                       40 / 60     eu/clustersforum
 Nov 10 AT ICT                          Austria's leading eGovernment providers!           70 / 200    com/egovernment
 Nov 10 IT ICT                          ITN – Infrastructure, Telematics & Navigation      70 / 170    com/itn2010
 Mar 11 AT ICT                          International B2B Software Days                                eu/softwaredays
 Mar 11 DE ICT                          Future Match 2011                                260 / 1340    eu/futurematch
  Sep 10 CH Industry                    Forum d'Affaires Franco-Suisse 2010               170 / 340    com/fafs2010
  Oct 10 CH Industry                    Swiss CEO Day                                     370 / 400    com/ceoday
  Oct 10 BE Innovation                  Conference of the Enterprise Europe Network       170 / 420    eu/antwerp2010
  Jun 09 HU Life Sciences               SMEs go Health & Health NCP Net                   120 / 150    com/fp7health
 Nov 09 AT Life Sciences                Alps Bio Cluster - Medtech Partnering Day 2009     60 / 70     com/medtech09
  Mai 10 PL Life Sciences               Central European FORUM of BIOTECHNOLOGY          1000 / 770    com/bioforum2010
  Jun 10 BE Life Sciences               Brokerage Event for "HEALTH" in FP7               130 / 120    com/FP7health2010
  Aug 10 FI Life Sciences               HealthBIO Partnering Event                         50 / 140    com/HealthBIO
  Jun 09 DE Material                    Techtextile                                        90 / 150    com/techtextil
  Sep 10 BE Materials                   Industrial Technologies 2010                     1030 / 560    com/industrial-technologies2010
  Oct 10 FR Materials                   Micro & Nanotechnologies brokerage event          100 / 340    com/micro-nano-event
 Nov 10 FR Mobility                     Urban Mobility                                     80 / 190    com/mobilis
  Oct 09 BE Socio-economic              EU FP7 SCIENCE IN SOCIETY                         160 / 330    com/fp7eurosis
  Oct 09 BE Socio-economic              Meeting point for SSH researchers                 140 / 170    com/SSHmeetingpoint09
  Jun 10 BE Socio-economic              Educational Sciences go FP7 and beyond            110 / 140    com/FP7Education
Part. = Participants; B2B = Bilateral Meetings
B2Match - Each event is different   18
                                  Terms, conditions and support                                                                   19
How much does B2Match cost?

 Number of Participants            < 50           < 100           < 200          < 500           < 1000             > 1000
 Price (Euro)                     1 100           1 300          1 500           1 700           2 000           Please call us
 Note: In case of multiple events, we offer special conditions, applicable from the 3rd event onward.

Standard price includes:
     License fee for one event
     Set-up and customization of the B2Match website and HTML pages
     Introduction to the B2Match software (short training via phone)
     Manual and check lists
     Helpdesk support for up to 10 requests

What is not included in this price?
  Modifications in the B2Match software system which requires programming activities
      B2Match is very flexible and offers about 100 options for fine tuning. In case you have special wishes which are not
      integrated in the standard system we can offer a customization of the B2Match system. Experiences have shown
      that many adaptations can be solved with 1-2 hours efforts. The hourly rates charged are: 75.- Euro/hour
  Excessive Helpdesk support (more than 10 requests)
      The B2Match manual gives answers to most of the questions you may have. In case you prefer to contact the
      B2Match support instead we also offer an extended “Helpdesk Support” package.

 Even the manual describes all functionalities and the work flow in detail some kind of experiences in managing a
 Brokerage Event is advantageous. For event organizers who have to manage the first time a Brokerage Event one of
 the following support packages could be of interested.

Additional support packages which can be ordered on request
     Package                              Costs           Remarks
     Extended Support                     200 €           Further 10 requests for support by email/phone
                                                          Followings tasks are taken over by the B2Match Helpdesk
     Whole Event management                                Updating HTML pages, uploading logos, files, etc.
     The easy living easy going           500 €            Mailing Management (eg: book meetings, reminders, schedules, etc.)
     package                                               Scheduling of the bilateral meetings & preparation of schedules as PDF
                                                           Managing the event feedback

Terms of payment
After the event you will receive an invoice and payment is due within four weeks after receipt of invoice.
The prices given are all-inclusive, no VAT will be added. No advance payment is required.
How to order B2Match for your event?
For setting up a B2Match website the first time the following three files (Banner, Registration form, HTML pages) are
needed. Files have to be adapted to your specific needs and returned to: office@b2match.com
www.b2match.com/download/registration.doc
www.b2match.com/download/start.doc
www.b2match.com/download/Banner.ppt


If you have any questions, please do not hesitate                      +43 660 3413 468      (Thomas RÖBLREITER)
to contact us: office@B2Match.com                                      +43 650 9630 413      (Kurt BURTSCHER)

				
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