How to organise a B2B matchmaking event

A successful B2B matchmaking event depends on the quality of the matches, not just the number of attendees. Start by defining who should meet whom, then build the registration process around the information needed for those decisions. Confirm the programme, collect company profiles and dietary requirements early, and close the participant list before printing badges and match cards. On the day, keep registration, match tables, refreshments and presentation equipment ready before the first guest arrives.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the date and program
2 people
2
Define the participant profile
2 people
3
Create a registration form
4
Send invitations
2 people
5
Process registrations
2 people
6
Confirm registrations
7
Collect dietary requirements
8
Collect company profiles
2 people
9
Set match criteria
2 people
10
Set up the matching schedule
3 people
11
Check the match schedule
2 people
12
Close the participant list
13
Design name badges
14
Print name badges
2 people
15
Print program leaflets
16
Confirm deliveries
17
Report catering quantities
18
Check reservations
19
Check the shopping list
2 people
20
Do the shopping
2 people
21
Receive chilled products
2 people
22
Chill drinks
2 people
23
Sort match cards
2 people
24
Bundle registration materials
25
Open venue
2 people
26
Check rooms
2 people
27
Set up tables
4 people
28
Set up chairs
3 people
29
Set up registration desk
2 people
30
Lay out name badges
31
Number the match tables
2 people
32
Hang up the program clearly
33
Set up signage
2 people
34
Test presentations
2 people
35
Test microphones
2 people
36
Set up the catering buffet
3 people
37
Set up coffee station
2 people
38
Place allergen cards
39
Hold the staff briefing
4 people

Event

40
Staff the welcome desk
2 people
41
Register participants
3 people
42
Serve welcome drinks
2 people
43
Host the opening
44
Explain the match rules
45
Guide First Matches
3 people
46
Set up coffee break
2 people
47
Serve coffee and tea
2 people
48
Guide Second Matches
3 people
49
Refill drinks
2 people
50
Facilitate the open networking session
3 people
51
Restock the buffet
3 people
52
Serve dinner buffet
4 people
53
Clear tables during the event
3 people
54
Lead the evening matches
3 people
55
Hand out contact cards
2 people
56
Refill drinks during the reception
2 people
57
Announce the closing
58
Guide participant departures
2 people

Aftercare

59
Store leftovers in the fridge
2 people
60
Collect tableware
3 people
61
Sort waste
2 people
62
Clear tables and chairs
4 people
63
Switch off equipment
2 people
64
Wash dishes
3 people
65
Clean the venue
4 people
66
Remove decorations
2 people
67
Inventory materials
2 people
68
Return borrowed items
2 people
69
Send a follow-up email to participants
2 people
70
Forward contact requests

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Match tablesqty 12
Bistro tablesqty 8
Chairsqty 72
Registration desk
Buffet tablesqty 4
Stoolsqty 12

Tableware

Wine glassesqty 90
Water glassesqty 90
Coffee cupsqty 75
Platesqty 90
Cutlery setsqty 90
Serving plattersqty 12
Serving tongsqty 8

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 8
Charging stationsqty 3
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2
USB sticksqty 3
HDMI cablesqty 3
HDMI adaptersqty 4
Presentation clickerqty 2
Power banksqty 4

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving spoonsqty 8
Cooling matsqty 4
Food containersqty 12
Cling filmqty 2
Aluminum foilqty 2
Serving plattersqty 16
Bread basketsqty 8
Herb containersqty 6

Decorations

Tableclothsqty 16
Flower arrangementsqty 8
Name card holdersqty 72
Table numbersqty 12
Pen holdersqty 12
Buntingqty 4
Cable traysqty 10
Flip chartsqty 4
Flip chart paperqty 8
Markersqty 24
Post-it padsqty 20
Pensqty 80
Notepadsqty 80
Clipboardsqty 6
Wayfinding signsqty 10
Table signsqty 20
Badge holdersqty 80
Lanyardsqty 80
Contact cardsqty 200
Match cardsqty 160
Program leafletsqty 80
Registration listsqty 4
Arrow stickersqty 30
Name stickersqty 100
Table number cardsqty 12

Lighting

LED lampsqty 8
Mood lightingqty 4

Catering

Water jugsqty 10
Coffee urnqty 2
Tea boxesqty 4
Buffet platesqty 10
Drink cratesqty 8
Ice packsqty 20
Napkin holdersqty 8
Corkscrewqty 2
Bottle openersqty 3
Ice bucketsqty 3
Drink dispensersqty 3
Groceries
Drinking glasses for receptionqty 100
Coffee spoonsqty 80
Milk jugsqty 8
Sugar bowlsqty 8
Napkin dispensersqty 8
Label holdersqty 20
Thermos bottlesqty 4
Serving traysqty 6

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning clothsqty 12
Rubber glovesqty 6

Tips

Set the participant profile before sending invitations. Decide which company types, sectors, roles or needs belong at the event so you can screen registrations consistently.
Make the registration form collect usable matching data, not just names and email addresses. Ask for company details, what each participant offers, what they are looking for and any meeting preferences.
Close registrations before creating the matching schedule and printing materials. Allow at least 3 working days to check the schedule, resolve duplicate matches and prepare name badges, programme folders and match cards.
Plan each meeting slot with a clear table assignment and a simple way to find it. Match tables, name badges and sorted match cards should be ready together at registration rather than assembled during the first round.
Check the practical setup the day before. Test the laptop, projector, screen, microphones, speakers, extension leads and power strips, and keep chilled products, drinks and catering quantities aligned with the final participant count.

Frequently asked questions

How far in advance should I organise a B2B matchmaking event?: Start planning at least 8 to 12 weeks before the event. Send invitations early enough to allow registrations, profile reviews and schedule changes before the participant list closes.
How many participants do I need for a B2B matchmaking event?: There is no fixed minimum, but a useful first edition often needs at least 20 participants to create enough possible combinations. Build the schedule only after you know the final number and the required match criteria.
When should I close registrations for a matchmaking event?: Close registrations 3 to 5 working days before the event. This gives you time to verify company profiles, complete the matching schedule, print badges and prepare the match cards.
What should I prepare on the day of a B2B matchmaking event?: Open the venue at least 2 hours before registration. Set up the registration table, match tables, seating, signage, presentation equipment, refreshments and sorted materials before participants arrive.

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