1. How do I apply for the AIBTM Hosted Buyer Program?
To apply for the Hosted Buyer Program you must complete the online application at www.aibtm.com/hostedbuyer. The 2012 application will be available online in February. To register your interest in attending now and be the first to be notified when the 2012 Hosted Buyer application is live please register your name and contact information at www.aibtm.com
2. What information do I need to provide on the Hosted Buyer application?
The Hosted Buyer application will take 20-30 minutes to complete. It will ask you to provide detailed information on your role in the meetings industry and within your company, your individual purchasing authority and types of business meetings and events that you organize. It will also ask you to provide detailed information on 3 past and 3 future events that you organize. The information on the application will be reviewed our external qualification agency to determine if your meet the qualification requirements and buyer profile for the Hosted Buyer Program.
3. What are the Qualifying Criteria?
In order to qualify for the AIBTM Hosted Buyer Program your application will be reviewed against the following qualification criteria:
- The number and size of meetings, events, incentives and conferences held annually
- Your individual purchasing authority
- Annual budgets for meetings, events and incentives
- Amount of business conducted domestically and internationally (if applicable)
- Potential for future business in the meetings industry
In most instances, multiple applicants from the same company must demonstrate that they work on separate businesses in order to qualify.
4. Do I need to organize international business meetings and events to qualify as a Hosted Buyer at AIBTM?
No. While organizing international events is not a requirement to qualify, we do anticipate that at least one third of our Hosted Buyers will organize meetings both in the US and abroad
5. What happens after I submit my application online?
Once your application is complete, it will be reviewed by our external qualification agency. The information provided will be cross-checked and in many cases you will be contacted by phone for further verification.
You will then be notified via email whether your application was successful or not. Please add hbteam@aibtm.com and aibtm-hosted@reedexpo.com to your list of accepted senders. Please note that the qualification process can take several weeks, if you would like an update on the status of your application please contact the AIBTM team.
6. What am I committed to as a Hosted Buyer?
The Terms and Conditions of the Hosted Buyer Program require Hosted Buyers to attend:
- Eight Pre-Scheduled Appointments with exhibitors per day of attendance.
- One Destination Presentation of your choice per visit
7. Is this a FAM Trip?
No! As a Hosted Buyer you will need to attend 8 pre-scheduled business appointments with exhibitors (of your choice) for each day you are at the show. We will create a customized schedule for you based only on your requests and we ask that you attend all of your appointments to avoid cancellation fees. AIBTM is not a FAM trip; it will be a place for qualified Hosted Buyers to make business happen.
8. What is included in the Hosted Buyer Program?
- Complimentary travel (air or rail) and accommodation in Baltimore
- Pre-Scheduled Appointments and Destination Presentations with exhibitors of your choice.
- Complimentary admission to AIBTM and official AIBTM networking events
- Coach transfers in Baltimore between airport/train station, hotel and AIBTM (Baltimore Convention Center)
9. What is not included in the Hosted Buyer Program?
- Travel insurance
- Private transfers
- All food and beverage
- Flight upgrades
- Hotel upgrades
- Additional nights’ accommodation
- Personal extras
- Baggage fees
10. What is a Pre-Scheduled Appointment (PSA) and how are my appointments made?
A PSA is a one-to-one appointment between a buyer and an exhibitor that is scheduled in advance of the show. To make these appointments, you will be given access to the “Hosted Buyer Zone” which is an online portal used to manage your schedule during AIBTM. About 6 weeks before the show, Hosted Buyers will log-on and choose 10 “Appointment Preferences” of exhibitors they wish to meet with during the show. Those preferences will be automatically matched by our system software against exhibitor availability to create a personalized itinerary including 8 confirmed appointments per day of attendance.
11. What is a Destination Presentation and how do I add one to my schedule?
A Destination Presentation is a small group appointment with a destination exhibitor of your choice. The presentation will provide you with quality information about planning meetings and events at a specific US or international destinations. Hosted Buyers will be required to choose and attend one Destination Presentation. You will be able to choose the Destination Presentation on the Hosted Buyer Zone along with your Pre-Scheduled Appointments.
Destination Presentations occur at the exhibitor’s booth at 12:30 and 2:30 each show day with a maximum of 15 attendees per session.
12. How is travel and accommodation booked?
Once qualified, your travel and accommodation will be booked by our travel agency partner. If you have a specific request regarding travel or accommodation please contact the team immediately upon receoiving your qualification acceptance email.
13. How can I view my travel and accommodation details?
Travel and accommodation information will be provided on the ‘Hosted Buyer Zone’.
Note: Only confirmed travel and accommodation details will be available in the Hosted Buyer Zone.
14. What is my schedule at AIBTM?
To view your schedule at AIBTM log-in to the Hosted Buyer Zone. You can print your appointment itinerary and travel information.
15. What should I do if I need to change my travel and/or accommodation arrangements?
Any travel related changes must be requested in writing to aibtm-hosted@reedexpo.com. Changes to flights, trains or accommodation are subject to availability and buyers are responsible for any additional costs incurred.
16. When will I receive my badge?
AIBTM uses “Express Badge” and you will not receive a badge in the mail. Instead, you will receive a barcode via email about 2 weeks before the show. Print this barcode and bring it with you to the registration area onsite and your badge will be quickly printed for you.
17. What is your cancellation policy?
There is no fee for Hosted Buyers who cancel their attendance before May 18, 2012. Hosted Buyers must provide written email notification to the AIBTM team at aibtm-hosted@reedexpo.com and receive a response from us. After that date, cancellation fees will apply please refer to the Terms and Conditions for further detail.
18. What if I miss an appointment?
Please visit that exhibitor at the earliest opportunity to arrange another time for the appointment.
19. Who do I contact if I have any problems or questions before the show?
If you are traveling as part of a group, you should contact the Group Coordinator that has invited you.
If you are traveling as an Individual, then please contact the Hosted Buyer Team at AIBTM on aibtm-hosted@reedexpo.com.
20. How do I get to AIBTM from the airport/train station?
On arrival in Baltimore you will be greeted by AIBTM staff who will direct you to the official AIBTM ground transportation. Dependent upon arrival date and time, you will either be transferred directly to the convention center or to your hotel.
21. How do I contact the Hosted Buyer Team once they are on-site?
The Hosted Buyer Team can be reached by email at aibtm-hosted@reedexpo.com. During the show please visit the Hosted Buyer Lounge (North) to speak with a member of the team at the information desk.
22. Are there any fees?
The only fee is the $5 application fee used to validate your credit card. There are no other fees regarding attendance.
There are fees for cancellation and no shows which apply after the cancellation date of May 18, 2012. Please be sure to read the Terms and Conditions that are part of the Hosted Buyer application. The fees are dependent on your location and time of cancellation.
23. Why do you need my credit card details?
All applicants for the AIBTM Hosted Buyer Program are required to supply valid credit card details as part of the application. AIBTM also requires a small application fee (US $5) to validate your credit card, a receipt for this amount can be provided.
The credit card details are also required for the purposes of charging for additional travel costs for changes required by the Hosted Buyer and cancellation fees. Hosted Buyer will be notified of the charges prior to any monies being taken and a receipt can be provided.
24. What are the Hosted Buyer Team contact details?
Hosted Buyer Team Email (best way to reach us!)
aibtm-hosted@reedexpo.com
Elisabeth Shipman
AIBTM Hosted Buyer Program Manager
T: +1 (203) 840-5975
E: eshipman@reedexpo.com
Lynne Anderson
AIBTM Account Manager
T: +1 (203) 840-5996
E: landerson@reedexpo.com
Lauren Davidson
AIBTM Account Manager
T: +1 (203) 840-5824
E: ldavidson@reedexpo.com
Hosted Buyer Team Fax
F: +1 (203) 840-9824