How to organize an online matchmaking event

An online matchmaking event works best when participant information, matching rules, timing, and technology are arranged in that order. Start by defining who should meet and what makes a useful match, then collect consistent profile data before building the matching matrix. Schedule short discussion rounds with clear transitions, assign moderators, and test every connection before invitations go out. Keep a participant list, run sheet, and backup connection ready so small technical problems do not disrupt the program.

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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
Define the matchmaking audience
2 people
2
Setting matching criteria
2 people
3
Reserve the video platform
4
Create a registration form
5
Add privacy text
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Check participant profiles
2 people
10
Create a matching matrix
2 people
11
Schedule discussion rounds
2 people
12
Confirm participants
13
Send technical instructions
14
Schedule moderators
15
Finalize the program
2 people
16
Prepare presentation and screens
17
Run a technical test
3 people
18
Test backup connection
2 people
19
Set up workstations
3 people
20
Chill drinks
2 people
21
Set out snacks
2 people
22
Prepare the participant list
23
Brief the moderators
4 people

Event

24
Open waiting area
2 people
25
Check in participants
3 people
26
Opening and introduction
2 people
27
Match participants
3 people
28
Lead the first round of discussions
4 people
29
Lead the second round of interviews
4 people
30
Handle technical questions
2 people
31
Refill drinks
2 people
32
Lead the third interview round
4 people
33
Announce breaks
34
Lead the fourth round of interviews
4 people
35
Moderate the Q&A
2 people
36
Present closing
2 people
37
Check out participants
2 people
38
Close the video rooms
2 people

Aftercare

39
Switch off equipment
2 people
40
Store equipment
2 people
41
Wash dishes
2 people
42
Sort waste
43
Clean the venue
2 people
44
Send thank-you email
45
Follow up with match contacts
46
Delete recordings and data
47
Collect participant feedback

What to bring

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

Equipment

Laptopsqty 4
Webcamsqty 4
Headsetsqty 4
Smartphonesqty 2
Webcam tripodsqty 4
Ring lightsqty 2
USB hubsqty 4
Power banksqty 2
Backup Wi-Fi router
Chargersqty 8
Power stripsqty 4
Extension cordsqty 3

Office

Printed run sheetsqty 10
Printed participant listsqty 6
Pensqty 20
Notepadsqty 10
Sticky notesqty 4

Catering

Mugsqty 12
Water glassesqty 12
Water carafesqty 2
Serving traysqty 2
Groceries

Kitchen

Cutting boardsqty 2
Bread knivesqty 2

Cleaning

Waste binsqty 3

Tips

Set the audience and matching criteria before creating the registration form. Ask only for information you will use, and add privacy wording before sending invitations.
Close registration at least 5 business days before the event if you need time to review profiles and build the matching matrix. Confirm dietary requirements at the same point rather than chasing them later.
Use discussion rounds of 15 to 20 minutes with a 5-minute transition. Send the schedule and technical instructions at least 48 hours in advance so participants know when to join and what to test.
Run a full technical test 24 to 48 hours before the event using the same laptops, webcams, headsets, lights, and connection setup planned for the session. Test the backup Wi-Fi router and chargers separately.
Give moderators a printed run sheet and participant list, then brief them 30 minutes before opening the waiting area. Keep one person responsible for check-in while moderators focus on introductions and timekeeping.

Frequently asked questions

How far in advance should I organize an online matchmaking event?: Start planning 4 to 6 weeks ahead. Open registration early enough to collect profiles, then close it at least 5 business days before the event so you can create and check the matching matrix.
How long should online matchmaking rounds be?: Plan 15 to 20 minutes per conversation and allow about 5 minutes between rounds. For four rounds, reserve roughly 90 to 110 minutes including instructions, transitions, and a short closing.
When should I send online matchmaking instructions?: Send the platform link, technical instructions, schedule, and contact details at least 48 hours before the event. Ask participants to check their camera, microphone, headset, and internet connection before joining.
How many moderators do I need for an online matchmaking event?: Use one lead moderator for the program and one moderator for every 20 to 25 participants. Add a separate check-in or technical support person when the group is larger than 30 participants.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.