EventReference Diary System
Get ahead with prebooked appointments for visitors and exhibitors
EventReference Diary System
The EventReference Diary System is a great event feature that allows registrants to book or schedule one to one appointments with your Exhibitors. There are many circumstances when appointments make life easier: networking at exhibitions; ride and drive programmes for car launches; hosted buyers meeting exhibitors; capacity control in venues and rooms.
The process is designed to be easy with EventReference:
- Create the desired amount of appointment slots
- Determine the length of the appointment slots
- Enable participants to request/book a meeting
- Cancel, move and decline appointments
- Create and manage multiple diary's, especially useful when you have multiple stand staff
The EventReference Diary System is only available through our Project Managed Service.
Exhibitor list
Visitors can navigate through an engaging exhibitor list, viewing full company descriptions and logos. There are comprehensive search tools available such as by country, with filters for regions and categories.
Custom profiles
Custom profiles are extremely useful as they provide valuable insights on the registrant. Exhibitors can view these, including photographs of the participants they are meeting with so that they can prepare for their upcoming appointments.
Additional diaries
Additional diaries can be set-up to allow staff to have their own dedicated diary. Slots can be blocked to ensure appointments are not scheduled in for an inconvenient time. Exhibitor appointments can be moved from one diary to another.
Diary messaging
If required, Exhibitors can be allowed to send appointment requests with a personalised note to specific registrants. Only the registrant's company name and job title details are visible at this stage. Additional details are only displayed if the visitor accepts the request. The two-way messaging system allows both parties to plan and communicate in the build up to the appointment. This ensures a tailored, needs-focussed conversation.
Bookable sessions
The system displays flag and count notifications to indicate new appointments, new messages or new appointment requests. Bookable sessions can be added to diaries from the comprehensive events session directory.
Diary features
Selected sessions automatically book into the diary if the diary slot space is available i.e. it doesn't already contain an appointment or hasn't been reserved or blocked out. All diaries can be printed and exported into iCal or Excel.
Viewing and navigation around the diary system is mobile device optimised and can be accessed directly from the Event App. The system allows you to have a custom dashboard that links to other useful contents. These can be updated from the back office and could include items such as travel and accommodation advice, event news, entry barcode etc.
Award-winning event registration solutions trusted by event organisers around the world.
With EventReference Project Managed Service you get access to many more online event registration features and functions.
As well as the Diary System, you might also be interested in:
Best Match / Matchmaking feature that matches buyers and exhibitors or suppliers depending on their preferences.
Exhibitor Manual keeps your exhibitor information and documents in one place and helps keep them on track.
Got a question or want to send us a brief for your event?
Call our expert team on +44 (0) 1827 61666 or send us a message
Client testimonials
I just have to say, having the support of Alex leading up to the show was first class. In addition, Alex and Penny were fantastic on the day of the show. Nothing was an effort and they just got stuck in on the front line along with our team. They both are a credit to Reftech. We all would just love to work with both of them at our October Show and indeed all future shows.
Steve Hanbury, National Landlord Investment Show 2025 – July 2025
Reftech continue to be the best supplier for on-site registration!! Ansar was fantastic on site, and both Sarah and Charles were fabulous as always in sales stages
Fresh Group, AAN & T Level Conference - March 2025
The RefTech matching portal has been a remarkable asset for our best match Hosted Buyer program. Not only is the customer service outstanding, but the intuitive design of the portal ensures a seamless experience for our attendees. The appointments generated through this best-matching platform have forged valuable connections and established lasting relationships, all while maximizing time. It's an essential tool for anyone looking to efficiently drive business success through hosted buyer appointments.
Allison B., Director of Exchange Programs - March 2025
Case studies
Read how some of our customers are using RefTech for successful event registration, badging and attendee management.