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.
Approval Process for verification of registrants based on criteria.
Exhibitor Manual keeps your exhibitor information and documents in one place and helps keep them on track.
Event App to deliver your event information, realtime content updates and messages directly into the hands of your attendees.
Take a look at the most popular features managed by our expert project managed service.

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

Chris is always excellent onsite. He's always calm and cheery and assists with lost barcode queries which is incredibly helpful during the busy periods. Keith is also a great asset. He's always very adaptable and solutions focused. With events, it can be short turnarounds and high pressure, but Keith and Chris always make everything feel easy and achievable. Rob is also always very warm, helpful, and knowledgeable. Suzie and Penny are also always very helpful, keeping me well informed when payments are due and accommodating our internal procurement processes.

Wonderly Agency/Haymarket

India was great as always, she's always very helpful and quick to respond. It's a pleasure working with her.


Ben Harrison as always was extremely helpful in the build up to the event. Pete Thompson as well was brilliant and made the process very easy. Thanks again RefTech team!

A & I Group


Case studies

Read how some of our customers are using RefTech for successful event registration, badging and attendee management.