Behind the Scenes: The Secret to Running Curated Meetings at Ai4 2025

Shaping meaningful face-to-face meetings at one of the leading AI gatherings in North America

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Case Studies

September 4, 2025

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At Ai4 2025 in Las Vegas, Jublia CEO Kuan Yan Tan took us behind the scenes to show how curated meetings come to life onsite. While attendees experienced seamless networking, what happened in the background was a well-orchestrated effort powered by technology and people.

The video highlights these key moments:

1. The Meeting Lounge Before the Buzz

Every curated meeting program starts with careful preparation. Before doors open, meeting lounges are set, seats arranged, and systems checked — ensuring that the stage is ready for meaningful connections.

2. Smooth Check-Ins with a Human Touch

When attendees arrive, the first point of contact is check-in. Having staff assigned to each lounge ensures every meeting starts on time, without confusion or delay. Technology facilitates, but human support ensures smooth execution.

3. Live Dashboards Keep Everyone on Track

Behind the scenes, real-time dashboards allow onsite staff to control check-ins and give organizers visibility into meeting attendance. This makes it easy to identify who has arrived, who hasn’t, and which meetings need quick follow-up — keeping the program running like clockwork.

4. Managing Transitions Between Time Slots

When meetings wrap up, things can get hectic. To keep transitions smooth, attendees receive reminders before the next session begins, avoiding chaos and maintaining flow between timeslots.

5. Measuring the Meeting Fulfillment

The work doesn’t stop when the meeting ends. With Meeting Fulfillment Analytics, organizers can verify whether connections happened and measure ROI with confidence. It’s not just about hosting meetings — it’s about proving their impact.

Manage Curated Meetings with Ease

Curated meetings may look effortless on the outside, but they’re the result of careful planning, coordination, and the right tech behind the scenes. Get a glimpse of what it really takes to keep curated meetings running smoothly onsite.

Watch the full video — and if you’re curious how Jublia can power the same success for your event, schedule a demo today!

Frequently Asked Questions

What are the most effective strategies to drive event app adoption?

Effective strategies to drive vent app adoption depends on two windows: the weeks before the event and the first hour onsite. Pre-event, targeted email and social pushes drive downloads when attendees are most attentive. Onsite, clear signage at registration, gamified incentives, push notifications for what’s happening next, and removing login friction elevate the app value beyond logistic hub to drive adoption.

How can organizers ensure high engagement and meeting fulfillment at large-scale B2B events?

Success at massive events requires structured networking. Organizers can use data-driven, intelligent recommendation tools and a dedicated mobile platform to seamlessly connect attendees. By monitoring live interactions and sending timely reminders, they can achieve exceptionally high meeting fulfillment rates.

How do digital tools simplify discovery and navigation at multi-hall exhibitions?

Large exhibitions overwhelm attendees with floor plans they can’t read and exhibitor lists they can’t filter. Digital wayfinding fixes this. With an interactive map that ties exhibitor data to physical location and agenda integration, attendees can route between sessions and booths, and proximity clustering that surfaces what’s near them. The friction drop is the point: attendees see more of what they actually came for.

Written By :

Indah Ariviani