Matched Networking

The Small Business Conference features one-on-one appointments between attendees and Hosts (Government Agencies/Exhibiting Companies). These meetings will lay the foundation to develop new client-consultant relationships, teaming partners, and more! Appointment-Making  is ONLY available to Private Industry Full Conference registrants and are on a first-come, first-serve basis. Parties will be matched based on criteria that Hosts need to fill in.

Here’s how it works:

1. Hosts (Government Agencies and Exhibiting Companies) will complete a profile indicating what types of businesses they are looking for (criteria such as primary NAICS code, small business designations, where business is conducted, etc.). Hosts can access and complete the Matched Networking Host Profile form beginning September 25, 2023, via the Exhibitor Service Center (ESC). 
   • The Booth Coordinator for your company has access to the ESC and will be in charge of managing appointment requests and assigning appointments to team members (they must be registered via Booth Staff Form).
   • If you would like someone else from your team to manage Matched Networking Appointments, please email exhibit@same.org
2. Upon registering for SBC, individuals who indicate they desire to participate in Matched Networking will complete a profile about their company and the work they do. Some of the profile questions correspond to the Hosts' requirements. Other questions on the profile have specifically been requested by Hosts as important to understand.
3. Attendees will see which Hosts they match with and can request appointments with them….and know that they have met some or all of the desired criteria for the Host, making a future relationship that much closer!
   • Small Business attendees can request appointments starting October 16, 2023, at 12:00 p.m. EDT
   • Medium and Large Business attendees can request appointments starting October 23, 2023, at 12:00 p.m. EDT
4. SAME will post how-to-guides and video tutorials on how to set up matched networking profiles, send requests and accept/decline appointments so everyone understands how to manage their participation.

One-on-One Matched Networking appointments schedule:

• Wednesday, November 1, 2023: 1:30 p.m. - 5:30 p.m. Central Time
• Thursday, November 2, 2023: 10:30 a.m. – 4:30 p.m. Central Time
• Friday, November 3, 2023: 8:30 a.m. - 11:30 a.m. Central Time

*Please note that availability is at the discretion of each Host; Hosts are not available for the entirety of the posted time period.

Hosts (Government Agencies and Exhibitors) can update their profiles and schedules starting September 25, 2023. Attendees will answer similar questions when they register for the event. When a Host logs into their Matched Networking scheduling portal, they can see the attendee’s information and matched networking score. The score is based on the correlation between questions answered by each party. The score will help the Hosts determine if the attendee is a good fit. Attendees can make appointments with any Exhibitor/Government Agency regardless of their matched networking score.

What you need to know:

• Appointments are 15 minutes long with a 5-minute break between appointments.
• All appointments are ONE-ON-ONE! Participants meet with the Host individually.
• All appointments are in-person during SBC in San Antonio, TX, at the Henry B. Gonzalez Convention Center in Bridge Hall. Bridge Hall is connected to the Exhibit Hall and adjacent to the Help Desk/Registration area. Each Host has an assigned table.
• Each individual is limited to requesting 3 appointments prior to the start of SBC. This allows for maximum participation.
• If appointments are available once the conference begins, individuals may book additional appointments beyond the initial 3.
• Please honor all appointments in your schedule. If you are unable to make an appointment due to a schedule conflict, please message the other party and ask to reschedule.

SAME is not responsible for making appointments, approving appointments, accepting or denying appointments, checking appointment schedules, providing appointment reminders, ensuring the accuracy of the Host's availability, and does not guarantee that appointment requests will be accepted by the Hosts.

Attendee Appointment Requests

• Complete the appropriate "Supplemental Information Form" and email it, along with your capabilities statement, to your host:

      

  Download Business to Government Supplemental Info Form

  Download Business to Business Supplemental Info Form

 

Hosts (Government Agencies & Exhibiting Companies) 

Download Host How-To Guide

Hosts (Government Agencies/Exhibiting Companies) can access and complete the Matched Networking Host Profile form beginning September 25, 2023, via the Exhibitor Service Center (ESC). Anyone who indicated an interest in serving as a host will receive notification and instructions when it's ready to access. 

• The Booth Coordinator for your company has access to the ESC and will be in charge of managing appointment requests and assigning appointments to team members ( they must be registered via Booth Staff Form).
• If you would like someone else from your team to manage Matched Networking Appointments, please email exhibit@same.org

The host profile correlates to questions posed on the attendee profile, creating a list of matches presented to the attendee.  Attendees can then request an appointment with the Hosts.

When a Host logs into their Matched Networking portal, via the Exhibitor Service Center (ESC) account, they can see the attendee’s profile and matchmaking score. The score may help hosts determine if the attendee is a good fit for them. Attendees can request appointments with any Exhibiting Business/Government Agency regardless of their matchmaking score. After reviewing the attendee’s profile, the Host may accept the appointment if they would like to meet with the individual, or decline the appointment if you are unable to work together at this time; it is appropriate and acceptable to decline an appointment if they cannot fill the requirements you need – set up an informational meeting after the conference to discuss possibilities down the road! Remember that there are thousands of participants so someone else will definitely want that time slot!

Hosts should log into the ESC and look for the Matched Networking menu item to manage their schedule – the Host controls what times they are available for attendees to request appointments. The schedule defaults to show that the Host is available at every appointment time frame – it is imperative that the Host blocks the times the Host is not available. Please block necessary breaks, sessions you need to attend, meetings, and lunch as you see fit. It is the Host’s responsibility to log into the ESC account to set and manage their schedule!

Small Businesses will request appointments with you. You must either accept or decline the appointment requests. Notifications are sent from the system to alert both parties of the appointment. You can log into the ESC at any time to see your appointment requests, and review the attendee profiles, approved appointments, and appointment schedule. Small businesses have no deadline to request appointments for open time slots, so it is important to check your schedule and appointment requests through the conference. It is imperative that Hosts honor all appointments that they approve.
 

During the Event

• Appointments will take place in Bridge Hall at the Henry B. Gonzalez Convention Center (connected to the Exhibit Hall and adjacent to the Help Desk/Registration area). Each Host has an assigned table. 
• All appointment holders and Hosts should arrive a few minutes before each scheduled appointment starts. As a reminder, each appointment is 15 minutes long with a 5-minute break in between.
• SAME will not keep track of time for each appointment so we ask that both the Host and attendee respect each other’s schedules and arrive at the appointment on time and be aware of the length of each meeting.

Questions? Need Help? Please contact Registration@same.org for Attendee Appointment setup and Exhibit@same.org for Exhibitor/Government Host setup.