---
title: How to Set Up a Meeting
description: With the Chat Booking Widget, exhibitors, organizers, and attendees can easily schedule meetings that are visible and accessible. By following these simple steps, you can ensure your meeting is set up and ready for attendees to book.
---
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# How to Set Up a Meeting
## With the Chat Booking Widget, exhibitors, organizers, and attendees can easily schedule meetings that are visible and accessible. By following these simple steps, you can ensure your meeting is set up and ready for attendees to book.
### **Overview**
Setting up a meeting in vFairs allows you to organize group discussions, one-on-one sessions, or any other type of meeting during the event.
---
### **Steps to Set Up a Meeting**
#### Step 1: Ensure Group Meeting Settings Are Enabled
1. **Log in** to your **vFairs event backend** with your organizer credentials.
2. **Ensure that meeting general settings** are enabled in the event's backend to allow scheduling and booking meetings.
#### Step 2: Log In to the Event Frontend
1. After verifying the settings in the backend, **log in to your event frontend** using your credentials.
#### Step 3: Access the Chat Booking Widget
1. Once logged in, locate the **Chat Booking Widget**, which is typically located on the **right side** of your event screen.
2. **Click** on the **Chat Bookings Widget** to open the booking interface.
-4.png?width=670&height=405&name=image%20(1)-4.png)
#### Step 4: Click the "+" Icon to Add a Meeting
1. In the **Chat Booking Widget**, click on the **"+" sign** at the **top right** of the widget screen to start setting up your meeting.
#### Step 5: Add Meeting Details
1. **Enter the meeting details** such as:
- **Meeting Title**
- **Meeting Type (i.e Virtual, Physical.)**
- **Meeting Description**
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#### Step 6: Add Guests
1. **Add guests** to your meeting by entering their names or email addresses. This allows you to invite the specific people who need to attend the meeting.
-1.png?width=670&height=658&name=image%20(6)-1.png)
#### Step 7: Select Meeting Time
1. **Choose a date and time** for your meeting. Make sure to select a time that aligns with your availability and your attendees' schedules.
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#### Step 8: Select Meeting Location
1. **Select the meeting location**:
- If your meeting is **virtual**, this step will not appear.
- If the meeting is at a **physical location**, this step will prompt you to enter the location details (e.g., room number, address, etc.).
-2.png?width=670&height=650&name=image%20(8)-2.png)
#### Step 9: Save the Meeting
1. Once you have filled out all the necessary fields, click the **Save** button to finalize the meeting setup. Your details will be visible for preview. Click **'Close'** after your review your details.
.png?width=670&height=403&name=image%20(9).png)
2. Your meeting will now be displayed in the **Booking Tab** of your **Chat Booking Widget**, and attendees can book a spot in your meeting directly.
**Note:** If you wish to cancel the meeting, click the **Cancel** button seen under your meeting details.
---
### 🧠 **What Happens After Setting Up Your Meeting?**
- **Meeting Display:** The meeting you created will be shown in the **Booking Tab** of the Chat Booking Widget, allowing attendees to view and book it.
- **Real-Time Updates:** Any changes you make to the meeting (e.g., time, details, guest list) will be automatically updated for attendees.
- **Easy Scheduling:** Attendees can easily select and book their preferred time slots for your meeting, ensuring smooth scheduling.
### 💡 Pro Tips
- **Add Buffer Time:** Make sure to leave buffer time between meetings to avoid back-to-back bookings and give yourself time to prepare.
- **Update Meeting Info:** If there are changes to the meeting time, location, or guest list, be sure to update the details promptly.
- **Set Reminders:** Use the reminder features to notify guests of the meeting time and any last-minute changes.
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