The Organiser's Checklist for Launching Matchmaking at Your Next Event
A week-by-week checklist for switching on B2B matchmaking, from profile fields and request caps to the day-one host briefing.
Matchmaking succeeds or fails on preparation done weeks before doors open. This checklist is the one our producers work through with clients.
Adapt the timings to your event size, but keep the sequence.
Six weeks out: design the profile
Agree the profile fields, the sector and interest lists, and the meeting objectives delegates can select. Keep the form under two minutes to complete.
Decide which ticket types can send requests and what the caps are.
Four weeks out: configure the grid
Set meeting windows, slot length, table count and any protected profiles. Confirm the physical zone with the venue at the same time, not later.
Approve the invitation and reminder copy that will drive delegates into the directory.
Two weeks out: open and prompt
Open the directory, send the launch message, then chase incomplete profiles. Profile completion is the single biggest driver of match quality.
Monitor early acceptance rates and adjust caps if one segment is overwhelmed.
72 hours out: lock and print
Freeze new requests for confirmed schedules, generate personal agendas, and brief the meeting zone hosts on rebooking rules.
Print table numbers, the zone board and a fallback paper schedule.
Event day and after
Run the clock, log no-shows, and export the report within five working days while the follow-up window is still warm.
To run this with our team, email info@cara.co.ke or start at events.cara.co.ke.
Work with our team
Matchmaking runs inside every programme we deliver. See our event management services service, or explore the platform at events.cara.co.ke.
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