What is Meet in Italy for Life Sciences 2019 Brokerage Event - MIT4LS2019 BE
MIT4LS2019 BE is the MIT4LS2019 brokerage event (see the video here for details on brokerage events), a quick and easy way to meet potential partners for your activity all in one place and in a short period of time. MIT4LS2019 BE is an international event, thus the official language is English.
One-to-one sessions (1-to-1) will take place at MOLO IV, with a break for lunch (16 and 17 Oct), on:
Wed 16 Oct 11:00 - 18:30
Thu 17 OCt 09:30 - 18:30
Fri 18 OCt 09:30 - 12:30
Meetings selection, 23 September 09:00 - 09 October 14:00
Registration deadline, 07 October 13:00
1. How to join - Registration is open until 7October 2019, 13:00
- New registration to Meet in Italy for Life Sciences events
If you have never participated to a MIT4LS event before, just click the Register now button (upper right corner in the main menu bar) and create your account on the B2match platform, entering your e-mail and password. You receive a request for e-mail verification from firstname.lastname@example.org.
- Registration if you participated in previous Meet in Italy for Life Sciences editions
If you participated in previous editions of MIT4LS, you should have received an invitation from the system asking to join MIT4LS2019 (check your spam folder in case). If you already have participated in other B2match events, the system will recognize you and ask for the password (reset is possible if you don't remember, click Forgot password).
- Completing your profile for activation
Check and complete your profile, your contact person and your organisation details (see here for help).
Plan your attendance, selecting time slots you will be available for meetings. Here, only for those who participate to 1-to-1 sessions, it is also possible to select other MIT4LS initiatives of interest (conference, worskshops, bootcamp pitch sessions), the system will not allow the selection of overlapping sessions at the same time.
You can define and refine your attendance later on, but remember that at least one meeting session has to be selected before the booking phase begins, on the 23 September, to be able to ask and receive requests for meeting.
Your strongly advised to create one or more Marketplace entries (product, service, partnership, project cooperation, investment opportunity, generic request). Marketplace profiles enable participants to list their offer and request items and to search for the suitable business partners by these items. Therefore, they represent a more effective way to provide information on business offers or needs than the organisation description, and specify types of collaboration sought, enhancing the chances to find suitable partners.
Please, be advised that:
- max 2 persons for each organisation profile are allowed, i.e. 1 accompanying person. You have to provide the date of the accompanying person in the Organiser questions, under your profile. The availability for further persons participation should be checked close to the beginning of the event with the organisation staff.
- a second, separated profile of the same organisation (different registration, different contact person) has to be checked with the organisers staff, and it is generally discouraged to maximise the number of participant organisations and thus the matching opportunities for everyone. A second profile is generally allowed only if the participants believe they are going to obtain a lot of meetings (i.e.>20).
- Profile activation
Your profile will be checked by the organisation staff. You may be contacted by the staff or your EEN supporting office if something is missing or it is not clear, or to suggest improvements in order to maximize the visibility and impact of your profile.
Your profile has to clearly show your involvement in the life sciences value chain (pharma, biotech, medical devices, nutraceutics, ICT for health), otherwise the profile won’t be activated and you will be asked for integration/clarification
If everything is fine, your profile will be activated and made public to everyone, and you will receive an e-mail informing about the activation. You can update your profile, attendance, account settings and add other Marketplace entries at any given time before the booking phase begins (23 September). Remember to press Save at the bottom of the page after any changes.
TIPS: your profile (organisatio description and, in particular, Marketplace entries) should describe in a clear and concise manner who you are, what you can offer or you are requesting from potential partners and who you want to meet, in order to generate meaningful meetings. Don't forget your profile will be live and visible for at least 2 years after the event. Take the most from the event visibility and complete your profile as soon as possible!
2. Searching for partners
You can look for potential partners accessing the Participants section from the menu bar. You can sort them by contact person/organisation alphabetically or newest first or using the filters and the free text search on the left order following the organisation name.
In a similar manner, you can navigate through Marketplace offers and requests.
Until the beginning of the booking phase, it is not possible to ask for meetings.
3. Select and meet your partners
Meeting selection, 23 September 09:00 - 09 October 14:00
From the 23th of September to the 9th of October you can ask and receive requests for bilateral meetings to boost business and collaboration opportunities. Browse published participants profiles, as described above, and send meeting requests to those you want to meet at the event, if available (a blue Book meeting appears viewing the profile / Marketplace entry).
Not available participants provided time slots availability not in common with yours or have no free time slots.
You can send message to the other participants once selected (panel on the left, under the picture) or add a message accompanying your request regarding why you are interested in the meeting. You can reply to meeting messages from the Meetings panel (you see a numbered orange circle warning if you have unread messages).
Bookings are assigned based on the "First Come - First Served" principle. The longer you wait, the higher is the possibility that interesting profiles will be already fully booked.
Check your attendance section before entering the booking phase, if you have no time slots selected you cannot ask for meeting. Consider, also during the booking phase, if you can increase your time slots availability, in order to maximise your chances of meeting.
- requests of meeting are given ACCEPTED by default up to the 9th of October. If you want to cancel or reject a meeting, you have to manually do it from the Meetings panel. Check regularly your meetings during the booking phase to cancel meetings not interesting to you and to get back free time slots for other meetings.
- reducing your time slots availability reduce your chances of meetings and can impact in already booked meetings. You are strongly advised to contact the organisers or your local EEN supporting office before reducing your time slots availability.
- After the 9th Octt, no further bookings will be possible until the first participants agenda is released, on the 11th of October.
Your meeting schedule will be set up according to the time availability you provided in My attendance section. For the release of the Agenda on the 11th of October, you cannot decide the specific time of each meeting within the time frame you selected, the system will optimise all the schedules.
After the agenda release, you will be given the opportunity to
arrange by yourself further meetings, they are going to be accepted and
defined by the participant receiving the request.
Details will be provided when the booking will be re-opened. Publication of the meeting agenda will be notified by e-mail.
- Meeting schedule
After the booking phase closure, meeting schedule will be arranged by the organisers according to the time slots availability you provided as your attendance plan. A semi-automatic scheduler algorithm optimizes the meeting schedule, taking into account the sessions availability of all participants and trying to limit the time between each meeting whenever possible. Some manual operations, done by the organisation staff, is generally needed to complete the scheduling and to try also to fulfil particular requests.
A first version of the meeting agenda will be published in your Meeting section on the 11th of October at the latest, that can be downloaded from the Agenda section. A notification e-mail regarding that will be sent to you. You can also check your meeting agenda via the B2match app.
After the meeting agenda release, deselecting a time slot connected to a meeting in the agenda corresponds to the cancellation of that meeting. Thus be quite careful in deselecting meeting time slots.
If you need to change your schedule, you have to contact the organisers. Participants are strongly recommended to ask for changes only for really unavoidable matters.
In order to provide further opportunities of partnering, after the release of the first agenda participants will be given the possibility to requests other meeting if they have free time slots.
However, and only in that time frame, few days before the event, the meeting requests are no longer accepted by default and have to be accepted by the participant receiving the request. The meeting will have the 'Request sent - Waiting for response' status until the moment when the invited participant will accept it and choose its time slot among the available ones (those in common to the two participants and not yet engaged in other meetings).
Please, have a look here for a full description of the above mentioned mode Participants schedule meetings themselves and requests have to be accepted by participants
Please, be aware of your time availability when requesting a meeting, as requesting for a meeting implies that you are ok that the meeting will be set in whatever time slot within your availability, if accepted. That may potentially lead to some waiting times if you have wide availability. In that case, add some info in the message accompanying the request, for possible limitations or preferred time regarding the meeting setting.
As last minutes changes are not uncommon in these kind of events, your meeting schedule can change, but only within the time slots framework you provided. Please check your agenda regularly accessing the Agenda section online, that always provides the most updated meeting schedule, taking into account also last minute changes and cancellations.
As described above, if you need to reduce you time slots availability, contact the organisers or your local EEN supporting office in order to minimize the impact of changes, for you and for the participants involved in your meetings, i.e. meeting possible cancellations o rearrangement.
4. Cancellation of participation
If you have to cancel your attendance to MIT4LS2019 BE, go to My attendance section in your profile and click the orange link "Cancel participation" at the top right of the page. If you have booked meetings, you should cancel them providing the other participants info on how to proceed with the established contact.
Please, contact also the organisers to inform them about your cancellation.
Organisers cannot undone your cancellation. You can do that accessing your profile and choosing a session in the My attendance section.
If you are interested in keeping visible your profile even if you cannot attend (for about 2 years on the platform), don't click Cancel participation, and contact the organisers. Your profile will be deactivated and put back online after the event.
5. At the event
Check in at the registration desk and receive the meeting schedule updated to the day before morning.
Download the B2match app if you have a suitable devices, helping in checking schedule and getting alerts.
Be at the Brokerage Event location at least 10 minutes before your meeting.
Be respectful towards the other participants time and show up to all your meetings. Inform them about unforeseen circumstances and how to explore the contact anyway.
Ask for organisers support for extra-meetings you would like to set at the event, and communicate to them those already carried out not in your agenda. It is possible that during the event the booking will be opened again to allow participants managing extra-meetings directly from their profile account
The organisation and EEN co-organisation staff will be at your disposal for any question that may arise during the matchmaking event.