RRR Event-based matchmaking and B2B meeting organiser
rentiT Rapid Rendezvous (RRR) – event matchmaking and B2B meeting scheduling
rentiT Rapid Rendezvous (RRR) is a matchmaking solution developed by rentiT, available as a standalone module and capable of integration with the REM event platform. Participants at conferences, exhibitions, business forums and professional events can search for meeting partners, initiate meetings and agree on suitable times. The system assigns a table, stand or location to confirmed meetings and presents each participant's personal schedule in both calendar and list views. Organisers can monitor invitations, bookings and available capacity through a dedicated administration interface.
Quick overview
- Primary purpose: Arranging business meetings and managing their on-site allocation
- Users: Event organisers, event administrators and participants
- Interface: A browser-based web application that adapts to mobile devices and computers
- Event structure: Single-day and multi-day events, with multiple networking sessions and breaks each day
- Meeting scheduling: Multiple invitation workflows selectable for each event
- On-site information: Digital signage screens and table displays
- Data transfer: Excel import, EES and REM integration, and an API for other systems
- Interface languages: Multilingual
- Availability: Available as a standalone matchmaking module and capable of integration with the REM event platform
Pre-arranged meetings during the event
A key consideration for participants is whom they can meet and when they can have a meaningful conversation during the event. Organisers need to coordinate the available time, the number of meeting tables and the participants' differing attendance schedules.
RRR brings the process together in one interface, from finding a meeting partner to confirming the meeting. Participants choose whom they would like to meet; scheduling takes account of their shared attendance days, meetings already recorded in the system and available tables. Each confirmed booking includes the meeting partner, the start and end times, and the table number.
The rentiT Rapid Rendezvous solution supports the organisation of conferences, professional association events, partner days and business forums where face-to-face meetings take place within predefined time periods. Organisers set the relevant timeframes, while participants can arrange their own meetings before the event.
Participant connections and meeting scheduling
Searchable professional profiles
Searches by name, company, position and industry help participants select suitable meeting partners. Profile introductions, together with attendance days and actual presence information aligned with data from the rentiT EES access control and on-site registration system, enable efficient meeting arrangements that organisers can also oversee.
Invitation workflows tailored to the event
The system supports several approaches to meeting scheduling, including:
- The invitee selects a time: The recipient books one of the mutually available time slots.
- The inviter proposes one time: The recipient accepts the proposed time or declines the invitation.
- The inviter offers several times: The recipient selects one of the proposed times; the organiser sets the number of time slots that can be offered.
Participants can add comments to invitations and cancellations and manage them easily and flexibly.
Personal schedule and calendar export
Confirmed meetings appear in calendar view and in a chronological list. The calendar also shows networking sessions, breaks and proposed times for pending invitations, allowing participants to view their confirmed schedule and opportunities still under discussion in one place.
Individual meetings can be saved to Google Calendar and Outlook or downloaded as ICS files. No separate application installation is required to use the interface; participants sign in through a unique link received by email.
Participants can flexibly adjust their availability at the event through their profiles.
Organiser overview and participant management
Preparing participant data
Participant data can also be uploaded from an Excel file through the intelligent administration interface, which maintains data integrity. However, rentiT Rapid Rendezvous also operates in close integration with the rentiT EES system and the rentiT REM event platform. This allows rentiT to provide a complete event ecosystem as a comprehensive event networking solution: participant data is automatically available to online registration, on-site registration and check-in, and the event application without manual intervention, eliminating the need for complex operations involving Excel files.
Organisers can individually edit all participant and scheduled meeting data through the administration interface.
rentiT Rapid Rendezvous (RRR) can also manage multiple events running concurrently.
Timeframes and table capacity
Daily networking sessions, breaks and available table capacity can be configured flexibly. The maximum number of meetings each participant can arrange can also be customised.
The system prevents participant scheduling conflicts and table double-bookings within the same time slot.
Reports and exports
Organisers can monitor the event's networking activity in real time through the administration interface. They can check the number of participants who have signed in, invitation statuses, active and cancelled meetings, and capacity utilisation by day and time slot. Participant, invitation and meeting data can be exported for further processing.
Email communication, on-site digital signage and table displays
Based on configurable notification types, email messages provide information about invitations, acceptances, declines and meeting cancellations. The system can send reminders to participants who have not yet signed in, either automatically or at the organiser's initiative. A comprehensive message template editor is available to organisers through the administration interface.
The content shown on on-site digital signage screens can be configured as required, including the event programme, schedule, sponsors and upcoming time slots. Displays placed on the tables show the participants and companies attending the current or next meetings. This provides a shared point of reference in the networking area, alongside each participant's personal schedule, which is also available in the application.
Access and conditions of use
In addition to names and email addresses, the system processes company and professional profile information, attendance days, invitations and meeting data. Participant and organiser interfaces are accessible according to the respective tasks and access permissions, and the system maintains a full audit trail of all administrator activity.
Proprietary development for event meetings
As part of rentiT's proprietary event ecosystem, rentiT Rapid Rendezvous (RRR) works flexibly with other software and hardware solutions offered by rentiT, including EES, REM, regiPod and the mobile turnstile system.
Frequently asked questions (FAQ)
- Is it available as a standalone matchmaking / networking module?
RRR is also available as a standalone module for arranging business meetings.\
However, integration with the REM event platform and connections to a range of other rentiT services enable a comprehensive event experience and visitor journey that extend beyond the original requirements.
- Do participants need to install an application?
No. The participant interface runs in a browser on mobile phones, tablets and computers. Participants sign in through a link received by email.
- Who chooses the meeting partner?
Participants select their meeting partners from the searchable professional profiles. The system manages scheduling and assigns an available table.
- Does it support multi-day events?
Yes. Separate networking sessions can be assigned to each event day. The partner list and meeting scheduling take account of the days on which participants are attending.
- Can meetings be added to a personal calendar?
Yes. Individual meetings can be saved to Google Calendar and Outlook or downloaded as ICS files. Saving a meeting does not provide two-way calendar synchronisation.
Request a quotation for event networking and matchmaking
The event date and venue, expected participant numbers, time allocated to networking, number of tables and any data integration requirements provide the starting information for preparing a quotation.