Step 1: Define matchable intent (week before)
List 4 to 6 tags aligned with why people attend: raising seed, hiring engineers, finding customers, meeting alumni in fintech. Avoid vague tags like 'networking' that match everyone to everyone.
Write one optional free-text prompt: 'What would make this reception a win for you?' Hosts use answers to spot outliers worth manual pairing.
Step 2: Configure guest join (48 hours before)
Publish a short link in the conference app announcement and on slides before the reception. Test on venue WiFi with airplane mode toggled. Backup: printed QR on easels at two door points.
In Pond, set participant cap to your tier, privacy to unlisted, and matching mode to structured rounds with seven-minute duration.
Step 3: Host console on event day
Assign two staff: door host (QR + troubleshooting) and floor host (announcements + energy). The floor host watches check-in rate and starts round one when 70 to 80% of expected guests are present.
From the organizer console, start rounds manually so you can pause if a speaker runs long. Display optional countdown on projector for room energy.
Step 4: Run 1:1 rounds
Announce rules once: 'You will see a name on your phone. You have seven minutes. When the timer ends, find your next match.' Encourage notes on mutual interest, not card shuffling mid-round.
After round two, skim analytics: are any guests repeatedly unmatched? Add wildcard pairs or extend open mingling if the room prefers unstructured time.
Step 5: Mutual follow-up and export
Prompt guests before they leave: 'Tap yes only if you want to share contact info.' Export mutual pairs within 24 hours while context is fresh. Share aggregate stats with conference leadership: attendance, rounds, mutual rate.
Common questions
- How many 1:1 rounds fit in a 90-minute reception?
- Plan four rounds of seven minutes plus two-minute transitions. That uses about 36 minutes of structured time, leaving room for arrival and open mingling.
- Should matchmaking be opt-in?
- Yes for professional conferences. Let guests choose participation at check-in. Non-participants can still attend; they simply skip round assignments.