One on One Meetings Information & Resources
schedule creation & multiple teams
The creation of AWDA One-on-One Meeting schedules is a detailed process that begins nearly two months before the actual event dates. Strict attention and adherence to the deadlines will ensure schedules are delivered on a timely basis and with enough time for companies to properly prepare for each important business meeting.
One-on-One Schedule Process Overview:
- After proper registration, each company will create an account in the MeetMax online Scheduling software.
- Companies will select and rank their preferred companies.
- Meeting creation is automated and MeetMax algorithm focuses on mutual, high ranking selections between companies.
- Companies may anonymously block or “opt-out” out of meetings with certain companies. (Limit of 3 opt-outs)
- Companies may bring multiple teams to allow for more one-on-one meetings.
- There is no additional registration cost for added teams, just the cost for each added attendee.
- Teams can be approached in two ways. Additional teams that have a specific business function (Ex. Marketing, IT) may need to create their own MeetMax account to ensure distinct schedules
- Additional teams that are "generic" with the goal of allowing for a higher number of meetings can utilize just one MeetMax account.
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FAQs
I don't have a username or password to log in to MeetMax. How do I access the system?
Supplier one-on-one coordinators will receive an invitation to create the MeetMax company profile within a few days of registering for the conference. Once the profile is completed, the coordinator will receive an email with a one-click login link to MeetMax. Please retain this email to re-access the platform.
Distributor one-on-one coordinators will receive their MeetMax invitations on Aug. 18, 2025 to access the system. Once the profile is completed, the coordinator will receive an email with a one-click login link to MeetMax. Please retain this email to re-access the platform.
Please contact ashlie.vesper@autocare.org to have the invitation resent.
Distributor one-on-one coordinators will receive their MeetMax invitations on Aug. 18, 2025 to access the system. Once the profile is completed, the coordinator will receive an email with a one-click login link to MeetMax. Please retain this email to re-access the platform.
Please contact ashlie.vesper@autocare.org to have the invitation resent.
Can someone else within my company access our MeetMax account, if needed?
Yes. While designated one-on-one coordinators will receive the initial MeetMax access link once the company profile is created, this email may be forwarded to colleagues needing access. The one-on-one coordinator will remain the same individual; please contact ashlie.vesper@autocare.org to designate another coordinator, if needed.
Can I edit or add meetings after schedules have been created?
Yes, after schedules have been sent to companies by Sept. 26, companies may manually edit schedules and request new meetings between Sept. 27 - Oct. 24. After Oct. 24, any edits must be sent to ashlie.vesper@autocare.org.
I won't be available for all timeslots. Can I block my availability during these times?
Yes, within the MeetMax scheduling software, please select any timeslots in which you are available under "Company Availability". A meeting will not be created during any timeslots that are not selected.
I registered my company for one team, but more people are attending now. Can I add another team?
Yes, companies may bring multiple teams to allow for more one-on-one meetings. There is no additional registration cost for added teams. Additional teams must be added by Sept. 26 before schedule creation.
Please contact ashlie.vesper@autocare.org to add another team.
Please contact ashlie.vesper@autocare.org to add another team.
Will I get a meeting with every company I request?
Meeting creation is automated and the MeetMax algorithm focuses on mutual, high ranking selections and availability between companies. Selecting and highly ranking another company that does the same for yours will increase the likelihood of a confirmed meeting. All requests can not be guaranteed to result in a confirmed meeting, however.
How do I order AV, food & beverage, or ship materials to my one-on-one suite?
AV, food and beverage, and shipping information is coming soon.
Upcoming Deadlines
Distributor/WD Deadlines
Supplier/Manufacturer Deadlines
| Deadlines | Action |
| By Aug. 15, 2025 | Register Company (includes one attendee) |
| Aug. 18, 2025 | Begin selecting/ranking companies you'd like to meet |
| By Aug. 29, 2025 | Deadline to finish selecting/ranking your preferred companies |
| By Aug. 15, 2025 | (Optional) Reserve Venetian Hotel Room at AWDA discounted rate |
| By Sept. 26, 2025 | Schedules Sent to Companies |
| Sept. 27 - Oct. 24, 2025 | Companies may manually edit schedule or request new meetings |
| Begins Oct. 1, 2025 | Additional Delegates Registration Fee Increases by $100 |
| By Oct. 22, 2025 | Supplier Suite Assignments are shared |
| Nov. 2 - 3, 2025 | One-on-One Meetings |
| Deadlines | Action |
| By Aug. 15, 2025 | Register Company (includes one attendee and cost of first four meetings) |
| By Aug. 15, 2025 | Create profile in scheduling platform (MeetMax) and promote your company's participation |
| Sept. 2, 2025 | Select & rank the companies you'd like to meet (A list of WDs that selected your company will be shared with you) |
| Sept. 12, 2025 | Deadline to finish selecting/ranking |
| By Aug. 15, 2025 | Reserve One-on-One Venetian Guestroom meeting suite for each team being sent. (Suite may also be used as a sleeping suite) (Optional) Reserve Venetian Hotel sleeping only guest suite at AWDA discounted rate |
| By Sept. 26, 2025 | Schedules Sent to Companies |
| Sept. 27 - Oct. 24, 2025 | Companies may manually edit schedule or request new meetings in MeetMax |
| Begins Oct. 1, 2025 | Additional Delegates Registration Fee Increases by $100 |
| By Oct. 22, 2025 | Supplier Suite Assignments are shared |
| Nov. 2 - 3, 2025 | One-on-One Meetings |
| By Nov. 30, 2025 | Invoices for one-on-one meetings will be sent (after first four) $125 per Sun-Mon meeting $65 per Tue-Thu meeting |
2025 one-on-one timeslots
Timeslots are 40 minutes long and held in Venetian guest suites with 5 minutes of travel time between each.
Please Note: There are 21 total timeslots. Availability for each day may be modified within the MeetMax scheduling platform.
Nov 3
Sunday
Start Time | End Time |
8:00am | 8:40am |
8:45am | 9:25am |
9:30am | 10:10am |
| 10:15am | 10:55am |
| 11:00am | 11:40am |
| 11:45am | 12:25pm |
| 2:00pm | 2:40pm |
| 2:45pm | 3:25pm |
| 3:30pm | 4:10pm |
| 4:15pm | 4:55pm |
Nov 4
Monday
Start Time | End Time |
8:00am | 8:40am |
8:45am | 9:25am |
9:30am | 10:10am |
| 10:15am | 10:55am |
| 11:00am | 11:40am |
| 11:45am | 12:25pm |
| 2:00pm | 2:40pm |
| 2:45pm | 3:25pm |
| 3:30pm | 4:10pm |
| 4:15pm | 4:55pm |
| 5:00pm | 5:40pm |