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Exhibitor How To Guide

5. Manage your online diary

How to maximise Hosted Buyers selecting you

The majority of matched appointments occur through a mutual match where both the buyer and the exhibitor request to meet each other - it is important that you complete your full profile to ensure buyers can find you.

To start, click on the 'Edit your profile' button next to your company name.

As you begin building your company profile, you can add basic details such as your company name, description, logo and website.

The company profile details you add here are what Hosted Buyers will see when selecting preferences, as well as your online profile in the exhibitor directory. Start by completing your company details, ensuring all mandatory fields – indicated by a red asterisk (*) - are filled in.

Note: You can return to change or add more information at any stage, but remember that Hosted Buyers may be preparing this information is included in the printed directory, so it's best to add it as soon as you can.




Ensure you appear in Hosted Buyer Search Results

Your company categories are used by Hosted Buyers to select preferences – if you have not selected any company categories you will not display to Hosted Buyers.

For categories with multiple options, there may be an option to 'Expand all' next to the heading which allows you to see a list of all available categories or regions.

Place ticks next to the most relevant categories or regions for your company, then click 'Save'.




Change the name on your diary

You can specify the name of the person who will be meeting with Hosted Buyers and managing your diary onsite within your company profile.

Note: Remember that you may need to give your diary manager access to the portal to make appointment preferences and manage the diary. If the diary manager you have added in your profile is not already an administrator for your exhibitor portal you may add them by following the instructions add additional people to manage your company profile.




6. Selecting preferences

Find Relevant Buyers

To find relevant buyers we recommend you use a combination of the filters shown in the list below to narrow your search. The filters are based on the products and services buyers are looking to purchase at the event.

You may also be provided the option of a sub-level to filter the list further.




Search for Specific Buyers

Should you wish to find a specific company or individual you may use the 'Search for' function to search information such as their first, last or company name. To use the search for function select the criteria you wish to search such as 'Last Name' from the drop down list titled 'select', type the name in the box and click search

To clear the search and return to the full list, delete the name and click Reset List.




Find out more information on a buyer

To find out more information about a buyer or their company simply click the ‘more’ button and a summary of their profile will pop up.




Select Buyer as a Preference

To select a buyer you would like to meet click the button and they will be added to your preference list and displayed in the ‘My Preferences’ section.

Once you have completed your selection please click the ‘save preferences’ button at the bottom of the page.




Prioritise your preference list

Once you have selected who you wish to meet drag and drop your list under the ‘My Preferences’ section to rank buyers in order of preference with number 1 being the buyer you would most like to meet.




Remove someone from your preference list

Click on the to remove from your preference list.




Create Mutual Matches

Any preference that is mutual (where both parties wish to meet each other) will be prioritised higher in our appointment match and is more likely to be matched.

You can see who has requested to meet you by clicking the checkbox titled 'Show Attendees who selected me as an appointment preference'. If their business is relevant, you can add them to your preference list.




7. Self Scheduled Appointments

Find Relevant Buyers

Within your diary, click either the Add New button or click on an available appointment slot. If you’re asked to choose an option, select 'Create Appointment'.

To find relevant buyers we recommend you use a combination of the filters shown in the list below to narrow your search. The filters are based on the products and services buyers are interested in sourcing. There is no requirement to select a day however you may if the option is presented.

You may also be provided the option of a sublevel to filter the list further.

Click Search once you have chosen the filters that are relevant to you (please note the available filters may vary from event to event.

You will then be presented a list of attendees who have mutually available times. You may choose the day (if it was not specified in your search) and select a mutually available time for one buyer, add a message and click send.

Once the request is sent you may send another request to another buyer for the same or a different time.

Please note: - Buyers receive multiple requests from different exhibitors for the same time therefore we recommend you send requests to multiple buyers for the same time – there is no need to wait for a buyer to accept or decline a request before sending an additional request at that time.

When you return to your calendar you may view the status of all requests sent using the 'Meeting Request Sent' button.




Search for Specific Buyers

Within your diary, click either the Add New button or click on an available appointment slot. If you’re asked to choose an option, select 'Create Appointment'.

Should you wish to find a specific company or individual you may use the 'Search By' function to search information such as their first, last or company name.

To use the Search By function, select the criteria you wish to search such as 'Last Name' from the drop down list titled 'select', type the name in the box next to it and click search. You may also choose to search for a specific day.

The search will only display buyers that match your search criteria with mutual availability.

You will then be presented a list of attendees who have mutually available times. You may choose the day (if it was not specified in your search) and select a mutually available time for one buyer, add a message and click send.

Once the request is sent you may send another request to another buyer for the same or a different time.

Please note: - Buyers receive multiple requests from different exhibitors for the same time therefore we recommend you send requests to multiple buyers for the same time – there is no need to wait for a buyer to accept or decline a request before sending an additional request at that time.

When you return to your calendar you may view the status of all requests sent using the ‘Meeting Request Sent’ button.




Find out more information on a buyer

Once you have searched or find a list of relevant buyers to find out more information about a company simply click on their name and a summary of their profile will pop up.

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