B2B meeting and business forum management
B2B meeting management starts with the right pairs: which company meets whom, at what time and at which table. Vantage Events builds programmes like this in Baku and the regions. The high-level B2B meetings programme at Four Seasons Baku brought together more than 1,000 participants from different sectors. For the Turkey–Azerbaijan technology and electronics market programme we organised B2B meetings and a business forum for Turkish companies. In the agrotourism B2B meetings we matched farms with tourism companies in Baku–Absheron and Lankaran. One team handles everything from the participant list to the meeting schedule, and from transport to the technical build of the room.
How the meeting schedule is built
We collect a profile from every participant: their sector, what they offer and what they are looking for. From that we match pairs and prepare a meeting schedule with table numbers. On the day, facilitators keep time and move a late meeting to the next free slot.
If a foreign delegation is coming, we also plan international and local transport, accommodation and catering. For the forum part, staging, LED screens, sound and microphones come from our own inventory. When the programme ends, the client receives a list of the meetings held and a results report.
The outcome of a meeting does not end at the table. If you wish, participants fill in a short form after each meeting: whether they want to continue and what the next step is. That goes into the results report, so the client sees which connections the programme created.
What's included
- 01Design of the meeting programme and format
- 02Participant profiles and pair matching
- 03Table-numbered meeting schedule
- 04Transport and accommodation for foreign delegations
- 05Stage, LED screens and sound for the business forum
- 06Meeting facilitation and timekeeping
- 07Catering, protocol and a results report
How we work
Five steps. Each one ends in a document, so the client can see what is ready at every stage. The word methodology usually stays on a slide. Here each step has an owner, a deadline and an approver written down in advance. As events grow, the steps stay the same and only the documents get thicker.
- 01
Brief and objective
We write down who should do what after the event. The measure of success comes from here, not later.
- 02
Concept and programme
Format, narrative, guest journey and a minute-by-minute programme.
- 03
Drawings and clearance
Stage plan, rigging plan, load calculation. The venue's technical department signs it.
- 04
Build and delivery
The crew works to the drawing. On the day the operating crew stays in the room.
- 05
Derig and report
The venue is handed back. The report sets what was planned beside what happened, cost included.
Technical base
The technical base of the event is ours and does not depend on a rental chain. Our own team produces the drawings. Since 2023 we have delivered 17 projects, and our clients include 15 government and international institutions.
- 1,000 m²
- LED screens
- 920
- lighting fixtures
- 1,200 m
- TÜV-certified truss
- 186
- PA units
- 249
- microphones
- 1,000+
- guests at our largest event
Frequently asked questions
What is the difference between B2B meetings and a business forum?
A business forum has a stage and speeches; at B2B meetings the work happens at the table between two companies. The two are often combined in one programme: the forum first, then the meetings. The Turkey–Azerbaijan technology programme was built that way.
Who chooses the meeting pairs?
We propose them from participant profiles and the client approves. Before the meeting each side receives a short profile of the other, so the conversation starts with business rather than introductions.
Do you handle logistics for foreign companies?
Yes: international and local transport, accommodation and catering. For the multi-day programme for Turkish companies, all of this was ours to run.
Can B2B meetings be held in the regions?
Yes. In Lankaran we ran agrotourism B2B meetings with local farms and tourism companies. In the regions, local logistics and the technical readiness of the venue are planned separately.
How many participants can you handle?
From a session of a few dozen companies to programmes with more than 1,000 participants. The larger the event, the earlier the meeting schedule, registration and room plan are prepared.
How is the room set for meetings?
Every table is numbered on the room plan and matched to the meeting schedule. Registration, a waiting area and the stage for the forum part are shown separately. Each participant receives their own schedule at the entrance and finds their table easily.
Let's discuss your event
A brief can be one paragraph: what the event is, the date, the number of guests and which part you need from us. We reply within one working day with a technical plan and a budget.