**We have a networking group of 100 people, where every day 10 people should meet. Eventually everyone should meet the other 99 people exactly once, rotating the group with every meeting.**

During a standard, group-based MixerSeater event, there is a given number of round tables. The groups of more or less 10 people are seated at tables, meeting each other in the same room, concurrently, over the course of 3-5 sessions.

Here we need to modify this scenario, as there is no one big event. We have plenty of small events and they can be face-to-face or virtual.

### Determining the Number of Events Required

Up to a point you proceed exactly as you would with a standard single, __group-based MixerSeater event.__

But depending on the number of people in your group, you need to take a few tries to find the best combination of “tables”, “seats at a table” and “sessions”. In this particular exercise the number of seats at a table describes how many participants will be joining your single event. Every table will be a separate event, and sessions mark a new batch of events. Every person in the group will attend only one meeting in a given batch.

Session 1 | Session 2 | Session 3 | Session 4 | |

"Table" 1 | Event 1 | Event 4 | Event 7 | Event 10 |

"Table" 2 | Event 2 | Event 5 | Event 8 | Event 11 |

"Table" 3 | Event 3 | Event 6 | Event 9 | Event 12 |

Here is an example. Let’s say we have 9 people in our group (just to make the scale small enough to demonstrate). It’s a magical number that allows us to create a perfect seating chart without any duplicate meetings, where everyone meets everybody else. To achieve this goal we need to generate a seating chart for 3 tables with 3 people each and 4 sessions.

The resulting seating chart gives us 4 batches (sessions) of 3 events (tables). 12 events in total, 4 per person. Every one of them will be attended by 3 people and each person will participate in only one event in each batch.

Still, the produced seating chart can be a little confusing when you send it to your attendees, as this is not exactly a seating chart, but a general plan for you. It would be best if every event had its own designation, right?

### Creating the Event Calendar

For now, the next step has to be done manually. You have to export your seating chart to an Excel file. You will get a list of names. Next to each you will find a set of numbers. Every number marks a particular event number in one batch of meetings. And what you need is the sequential number of each event to be able to say: you are participating in events number 1, 4, 7 and 10 and your dates are below:

Event Number | Event Date |
---|---|

1. | 1^{st} August |

4. | 4^{th} August |

7. | 7^{th} August |

10. | 10^{th} August |

To get general meeting numbers to give to each person try this:

- Remove the top row of our table (just for the purpose of clarity).
- Put 0 (zero) instead of "Session 1" in cell B1.
- Enter the formula “=B1+3” in cell C1. Mind that 3 is the number of meetings in every batch. Be sure to use your number of meetings there.

- Copy this formula to each cell in the top row

- Put "Event Batch 1" through "Event Batch 4" in cells G1-J1 (use your number of sessions here, too).
- Enter the formula “=B$1+B2” in G2

- Copy the formula for each event batch / participant.

And that’s it! Now you have a table that informs every attendee in which event he or she will be participating. In our example Participant 1 will be attending event number 2 in the first batch, 4 (second batch), 8 and event 12 in the final batch.

### Working with Event Calendar

When you know the exact dates (say event no. 1 is on 1st August, event no. 2 on 2nd August, etc.) simply replace:

- "1" with "1
^{st}August", - "2" with "2
^{nd}August", etc.

It may be necessary to use copy / paste special / values only to be able to replace easily. But there are some more sophisticated Excel tricks to achieve this even faster (see " VLOOKUP" to start off with).

And your event calendar can finally look like this:

If you want to see who will be attending on a specific date just use a simple Excel filter:

Enjoy your events and don't forget to mention that MixerSeater did the job for you!