@douginamug I'm using a knowledge base / personal knowledge management tool for that.
There are quite a few that are more or less open-source (as long as the tool supports backlinks, it should work for that purpose).
I'm currently using Logseq because it had a "journal-first" approach that I like (though not sure I would recommend it at the moment, as it's unclear where the project is going and other similar tools might work better for you).
I basically link people to their institution/lab and location, then when I have a meeting with them, just mention them here.
That way I can find them if I forgot their names and find the notes of all meetings we had together.