1:1 Meetings

Overview  What's Included?  Scheduling Your Meetings  Setting Up for Your Meetings  

Tips for Successful Meetings  Rules & Regulations  Meals & Networking Guidelines

Shipping, Move-in & Move-out Information

 

Overview of 1:1 Meetings

1:1 Meetings are one of the Renewable Energy Forum’s most exciting features! This area allows your company the opportunity to engage executive buyers during a 20-minute meeting and interact with them in a one-on-one business planning session.

• Meet one-on-one with executive buyers
• Each meeting is 20-minutes
• Review Buyer Profiles in advance to understand customer objectives
• Present your programs, capabilities and solutions

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What's Included in Your 1:1 Meetings

• Table with chairs (# of tables per company varies based on sponsorship level)
• Tabletop sign per table with company logo
• Wastebasket
• Access to power

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Scheduling Your 1:1 Meetings

• May 21*: Buyer Profiles distributed to sponsors. (*Subject to change)

• May 22: Mandatory 1:1 Meeting Scheduler training (invitations to be sent prior to)

• May 29: Online Meeting Scheduling tool opens. NOTE: The 1:1 Meeting Scheduler is open to Main Point of contact only

• Please ensure your team reviews the Buyer Profiles prior to booking any meetings.

• Watch for meeting requests and respond quickly to avoid bottlenecks. You may receive invitations from buyers in your email inbox sent from Renewable Energy Forum on behalf of Smart Energy Decisions via "noreply@swoogo.com". Note: Please check your Spam folder and approve "noreply@swoogo.com" as a sender if you notice messages are being sent to that folder. You can add the following IP addresses as trusted senders: 167.89.98.146 and 167.89.89.46.

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Setting Up for Your 1:1 Meetings

• 1:1 Meetings table assignments will be provided upon event check in on-site and are nonnegotiable

• Wednesday, June 12 1:00 pm - 4:00 pm*
• Thursday, June 13 7:30 am - 9:00 am (additional hours if unable to set-up on Wednesday)

1:1 Meeting Days	Times
Thursday, June 13	10:15 am - 11:25 am 3:15pm - 4:25 pm
Friday, June 14	10:45 am - 12:20 pm

• Friday, June 14 12:30 PM – 2:30 PM

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Tips for Successful 1:1 Meetings

• 1:1 meetings are 20 minutes in length and take place during the scheduled times on the agenda. please respect the schedule.
• Each sponsor will have a dedicated table location to conduct their pre-scheduled 1:1 meetings. This is an opportunity to have a private appointment with a potential or current customer attending the event. These 1:1 Meetings are set prior to the event between you and attendees using our scheduling system.
• Once registered, your main point of contact will have the opportunity to send messages and schedule meetings with buying executives by sending a meeting invite. We suggest you maximize the opportunity to schedule as many appointments as you can during that time. Attendees can also request meetings with you, for this reason, we suggest you leave one or two open time slots to accommodate on-site add-ons.
• Inevitably you will have some attendees who decline your meeting invitation. There are numerous reasons why an attendee could decline your meeting invitation such as: pre-scheduled appointment during that same time, have a contract in place with a competitor, not interested in your services at this time. These attendees are here to meet with suppliers, so declines are typically for a good reason. If it is simply a scheduling conflict our team will work to resolve it.
• Although rare, there is the potential that an attendee may miss a pre-scheduled 1:1 meeting. Our staff members are stationed throughout the room to monitor meetings and will be aware if there is a no-show. They will contact the missing party on your behalf. After a courtesy phone call, we are usually able to track down the missing party. If your meeting is significantly late or simply does not show, our team members will try and reschedule a time for both of you and inform both parties of the change. Should a meeting simply not show up to their scheduled 1:1 meeting and we are unable to reschedule that missed appointment, we will set up a conference call post event between you and the customer. Again, this is rare but it can happen.

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Meeting Rules & Regulations

These rules are put in place to keep a consistent look and feel to the area and to help you successfully meet with buying executives.

• You can supply your own tablecloth with or without logo for the provided long table. 
• You can supply your own Roll-up or Retractable Banner Display sign. One banner per meeting table is allowed. Standard banner size is recommended. Banners cannot exceed display size of 2.8' x 6.9' (banner size: 2.6' x 6.6')
• Promotional material may only be displayed within your designated space.
• No promotional materials may be distributed within Sponsor locations, unless during open hours of the 1:1 Meeting Area.
• It is mandatory that your location in the 1:1 Meeting Area be staffed during open hours of the 1:1 meetings and ½ hour before opening and closing.
• Smart Energy Decisions is not responsible for lost, stolen, or broken items. Please bring any laptops, hand-held computers, or items of value to your guestrooms at the end of each day.
• Any items a Sponsor has removed from the 1:1 Meeting Area are subject to a labor and storage fee. These items will not be returned until after Meeting Area closes on Friday June 14.
• Participating Sponsors are solely responsible for their own demonstration materials, products, and other property and should insure products from loss or damage from any cause whatsoever. All property of participating Sponsors in transit to, from, or within the confines of the demonstration area is in the care, custody, and control of the Sponsors themselves. Management or its suppliers or service providers shall bear no responsibility for lost, stolen, damaged, or abandoned materials. All property remaining in the Event facility after the end of the Event shall be subject to storage or disposal at the Sponsor's expense, at the sole option of the Management.

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Meals & Networking Guidelines

• Sponsors are expected to respect the integrity of the event and attend all meals and networking functions.
• Sponsors are not permitted to schedule any events, meetings, meals, etc. between 3:00 pm Wednesday, June 12 through 1:30 pm Friday, June 14. This includes food functions and evening activities.  Any sponsor who schedules a meeting that pulls an attendee away from the event during these hours will be banned from future events. 

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Shipping, Move-in & Move-out Information

Refer to the Shipping, Move-in & Move-out Information section to find details on shipping your materials to the event, sponsor and exhibitor move-in and move-out hours, and other important logistical information on the set-up and removal of your materials.