Frequently Asked Questions


  • Frequently Asked Questions

      The Application Process

    1. How do I apply for a place on the IBTM world Hosted Buyer Programme?
    2. What information do I need to provide with my application?
    3. What are the qualifying criteria?
    4. What happens if I have started my application and want to complete this at a later stage?
    5. What do I do if I need to amend my application?
    6. What is included in the Hosted Buyer Programme?
    7. What is not included in the Hosted Buyer Programme?
    8. Do I have to attend the show for three days on the Hosted Buyer Programme?
    9. What are the various Attendance Types?  
    10. What do I do if my company does not allow me to receive complimentary travel and accommodation?
    11. What am I committed to do as a Hosted Buyer?
    12. What happens if my port is not available on the registration form?
    13. Why do you need my Credit Card details?
    14. When can I expect to hear the outcome of my application?
    15. When can I expect to hear the outcome of my application?
    16. What do I do if I have been unsuccessful in my applicationor if don’t receive an invitation?
    17. How do I get my visa support letter?
    18. Do I need to be invited by a Group Coordinator?

      Pre-Scheduled Appointments & Destination Presentations

    19. What is a Pre-Scheduled Appointment (PSA) and how are my appointments made?
    20. How do I select my Pre-Scheduled Appointments and Destination Presentations in advance?
    21. What if a Destination Presentation I want to attend is not available to me?
    22. What if I miss an appointment?
    23. How do I view / print my diary of appointments at IBTM World?
    24. How do I change my appointment once it has been confirmed?
    25. What do I do if my pre-scheduled appointment is clashing with my flights?
    26. How can I make additional appointments with exhibitors?
    27. Hosted Buyer Zone

    28. What information do you find in the Hosted Buyer Zone?
    29. Can I amend anything in the Hosted Buyer Zone?
    30. Technology

    31. Is Wi-Fi available at IBTM World?
    32. Post Event Tours

    33. How do I apply to attend a post event tour?
    34. What happens if I am approved on a post event tour?
    35. What happens if I need to cancel my post event tour?
    36. What happens if my post event tour application is unsuccessful?
    37. Travel and Accommodation

    38. How can I book my hotel?
    39. What should I do if I need to change my travel and /or accommodation arrangements?
    40. When will I receive my flight tickets?
    41. Cancellations

    42. Who should I contact if I need to cancel my attendance?
    43. Are there cancellation or no show fees?
    44. How do I pay for the cancellation fee?
    45. General Information

    46. What do I need to take to the show?
    47. When will I receive my event entry badge?
    48. What happens if I do not receive my event entry badge before the show?
    49. How do I print a copy of my 5 Euro credit card receipt?
    50. Am I able to attend joint appointments with my colleague?
    51. Can I substitute a colleague from my organisation as I can no longer attend?
    52. Where can I view the exhibitor list?
    53. How do I give a testimonial?
    54. Do I have to attend all the networking functions as a Hosted Buyer?
    55. Group Coordinators

    56. Who do I contact if I have any queries with my application?
    57. Who do I contact if I have any problems or queries in the run up to the show?
    58. How do I contact the Hosted Buyer team once they are at the event?
    59. Who do I contact if I need to amend my travel arrangements or confirm my airport transfer whilst at the show?

     

    1. How do I apply for a place on the ibtm world Hosted Buyer Programme?

    • Submit your interest in attending as Hosted Buyer on http://www.ibtmworld.com/en/Forms/Register-your-interest-2018 If you meet the criteria to be hosted, the Buyer Team will send you an invitation to register.
    • Alternatively, you may receive an invite from ibtm world or one of the many Group Coordinators working with us to join the hosted buyer programme as a guest in a Hosted Buyer group. If so, you will receive a link to register and their specific group code.
    • The completed registration will be assessed against the ibtm world qualification criteria (please see below).

     

    2. What information do I need to provide with my application?

    Please complete the Hosted Buyer registration form fully, as this will influence the outcome of your application. You will be asked to submit: 

    • Details of your company and your role within the Meetings and Events industry
    • You might be asked to show evidence that you actively purchase Meetings and Events services on a regular basis by providing 3 booking references from Meetings and Events Suppliers
    • Credit card information (for a 5 EUR credit card validation fee)
    • Passport Information (if you require IBTM World to book your travel)

     

    3. What are the qualifying criteria?

    To be accepted as a Hosted Buyer, you are required to fulfil the qualifying criteria set by ibtm world.

    All buyers MUST fall into one of the following categories and are responsible for organising meetings, conferences, incentives and events outside of their own country (i.e. outbound), and/or business travel:

     

    1. Association executives/meeting planners whose organisations have already established an ongoing international meeting track record and have substantial business to place for 2018 or later.
    2. Association Management Company executives/meeting planners whose clients have already established an ongoing international meeting track record and have substantial business to place from those clients for 2018 or later.
    3. Corporate meeting planners whose organisations have already initiated and run their own stand-alone international meetings and/or incentive travel programs and have several substantial overseas events in 2018 or later.
    4. Incentive Travel House executives/planners whose clients select international destinations for their incentive travel award programs and have a significant number planned for 2018 or later.
    5. Professional Conference Organisers/Independent meeting/third party planners who have clients who have confirmed their intention to use the services of the planner to help determine an overseas site or venue for a 2018 or later meeting/conference.  

     

    4. What happens if I have started my application and want to complete this at a later stage?

    When you start your Hosted Buyer application you will be asked to create a new username and password. The information you submit is saved as you move through the application. The username and password you created will allow you to go back to your application if you leave the application before submitting it.


    To return at a later stage to the page, click on the personalised link which you can find in our email reminders (please have your username and password to hand).

     

    5. What do I do if I need to amend my application?

    Once you have completed one page of the application form, you will not be able to go back to amend the information. Should you need to amend anything, please email the Hosted Buyer team with the details at ibtmworld.hosted@reedexpo.co.uk 

     

    6. What is included in the Hosted Buyer Programme?

    • Return economy flights from selected airports
    • Accommodation (room only) in a 4/5* hotel
    • Transfers in Barcelona between the airport, official hotels, ibtm world (Fira Gran Via) and Hosted Buyer networking functions
    • Admission to IBTM World official networking events
    • Exclusive access to Hosted Buyer lounges with complimentary lunch, refreshments and Wi-Fi
    • Pre-Scheduled Appointments and Destination Presentations with exhibitors of your choice
    • Online diary facility for scheduling additional meetings
    • The opportunity to apply to attend post event tours in European destinations
    • Access to our bespoke knowledge programme

     

    7. What is not included in the Hosted Buyer Programme?

    • Travel insurance
    • Private transfers
    • All food and beverage (lunch is served in the Hosted Buyer lounges)
    • Flight upgrades
    • Hotel upgrades
    • Additional nights’ accommodation
    • Personal extras
    • Visa arrangements

     

    8. Do I have to attend the show for three days on the hosted buyer programme? 

    No, IBTM World offer a flexible attendance options in line with the port you are travelling from and your business objectives for attending the show.

    Attendance days determine the number of mandatory Pre-scheduled Appointments you are required to complete. Should you need to discuss this further, please contact the Hosted Buyer team on ibtmworld.hosted@reedexpo.co.uk 

     

    9. What are the various Attendance Types?

    IBTM World offers flexible attendance options based on your specific needs. When you apply to be a Hosted Buyer, you can select your preference to attend as a Fully Hosted Buyer, a Semi Hosted Buyer or an Appointment-Only Buyer.

    Fully Hosted Buyer:  IBTM World will book and pay for your travel and accommodation
    Semi Hosted Buyer: IBTM World will provide accommodation only. You will be responsible for booking and paying your own travel.
    Appointment-only: Please note that you are responsible to book and pay your own travel and accommodation. IBTM World will not be reimbursing this.   

     

    10. What do I do if my company does not allow me to receive complimentary travel and accommodation?

    Apply as an Appointment–only buyer and book and pay for your own travel and accommodation. This way you can still benefit from the advantages of being a Hosted Buyer.

    Here you can find handy documents to convince your boss.

    11. What am I committed to do as a Hosted Buyer?

    Qualified Hosted Buyers are committed to attend the following:

    1. A minimum of seven Pre-Scheduled Appointments (PSAs) with Exhibitors per day of attendance at IBTM World
    2. One Destination Presentation (DP) of choice per day of attendance at IBTM World

     

    12. What happens if my port is not available on the registration form?

    In the travel section of the application form, please select the 'alternative airport' option and then enter the 3 letter airport code of the airport you wish to travel from. 

    13. Why do you need my Credit Card details?

    All applicants for the ibtm world Hosted Buyer Programme are required to supply valid credit card details as part of the application. ibtm world also require a small fee (5 Euros) to validate your credit card, a receipt for this amount will be provided. This fee is non-refundable. Should cancellation and No Show charges apply, they will be debited from the credit card details you supply here. No other charges for cancellation, travel changes or no show will be made against a valid credit card without prior notification.

     

    14. When can I expect to hear the outcome of my application?

    We endeavour to get back to applicants within 5 working days of their application having been submitted. However, this is subject to the amount of applications received at the time. Please note: it is essential you complete the application form fully to speed up the process and avoid further delays.

     

    15. What do I do if I have been unsuccessful in my application?

    You can register to attend ibtm world as a Trade Visitor. Please note, that flights and accommodation will not be covered when attending in this capacity.

     

    16. How do I get my visa support letter?

    The invitation and hotel confirmation letter for visa purposes are available on the Travel page of the Hosted Buyer Zone (for approved Hosted Buyers ONLY).

     

    17. Do I need to be invited by a Group Coordinator?

    No. Hosted Buyers can attend ibtm world as part of a group or directly with ibtm world. If you have previously attended as part of a group and have not received an invitation from a Group Coordinator, please submit your interest here: http://www.ibtmworld.com/en/Forms/hb-register/

     

    18. What is a Pre-Scheduled Appointment (PSA) and how are my appointments made?

    A Pre-Scheduled Appointment is a 20 minute one to one appointment between a buyer and an exhibitor on the show floor. Each buyer must select a minimum of 15 exhibitors (per day of attendance) they would like to see and select these as Appointment Preferences. A buyer can then rank these in order of their preference. Approximately 4 weeks prior to ibtm world, our system will match a maximum of 10 of your preferences per day of attendance with exhibitor availability. Your matched and confirmed appointments will then be shown in your Hosted Buyer Zone.

     

    19. How do I select my Pre-Scheduled Appointments and Destination Presentations in advance?


    Once logged into the Hosted Buyer Zone, click the red 'Appointments' tab on the right hand side of the page, and there is a 'Walk Me' tool that will take you through how to make your preferences.  Select exhibitors of interest to you from the list. You can search alphabetically by the exhibitor name, product or by country.

    The same process applies for Destination Presentations.  These appointments are presentations given to a group of individual hosted buyers who are interested in that particular destination.

    You will be notified by email when preference selections are open.

     

    20. What if a Destination Presentation I want to attend is not available to me?

    This may mean that the destination presentation spaces have been filled.  Please select another destination presentation you would be interested in attending. You may contact the exhibitor directly via the online appointment system to arrange a meeting with them on their stand if the destination presentation is no longer available.

     

    21. What if I miss an appointment?

    Please visit the exhibitor at the earliest opportunity to arrange another time for the appointment so that they do not report you as a missed appointment.  Please also pass by the Hosted Buyer Service Desk on the show floor to inform the IBTM team that you have re-scheduled the appointment. A 100EUR fee might be charged for each missed appointment which has not been re-scheduled.

     

    22. How do I view/print my diary of appointments at IBTM World?

    Log in to the Hosted Buyer Zone with your unique Access Code, and click to view/ print your full itinerary. This will include your travel details and your personal appointment diary. On the show floor, these will be available to view in the IBTM World app.

     

    23. How do I change my appointment once it has been confirmed?

    Appointments are matched through the online system according to your preferences you have selected, you will not be able to change the appointment.

    Please email the Hosted Buyer team at ibtmworld.hosted@reedexpo.co.uk if you wish to make any changes.

     

    24. What do I do if my pre-scheduled appointment is clashing with my flights?

    Our online system takes into consideration the flight landing times and departure times and will start allocating appointments 2 hrs after you land and before you depart.

    Should a flight clash with your appointment, please contact the Hosted Buyer team at ibtmworld.hosted@reedexpo.co.uk

     

    25. How can I make additional appointments with exhibitors?

    Log in to the Hosted Buyer Zone with your unique username and password, and select “Make additional appointments”.

     

    26. What information do you find in the Hosted Buyer Zone?

    The zone is personalised for each buyer and is accessed via your email address and unique password. The Hosted Buyer Zone gives you the tools to:

    • Select the exhibitors you would like an appointment with
    • Make additional appointments
    • Book your Destination Presentations
    • Keep up to date on what is going on during IBTM World 2018
    • View your travel and accommodation, as soon as it is finalised
    • Access visa and transfer information
    • Print your credit card validation receipt

     

    27. Can I amend anything in the Hosted Buyer Zone?

    No, the Hosted Buyer Zone is where information is available to you and where you select pre-scheduled appointments. Should you need to amend anything, please contact the Hosted Buyer team by email ibtmworld.hosted@reedexpo.co.uk 

     

     

    28. Is Wi-Fi available at IBTM World?

    Yes, fee Wi-Fi is available on the show floor.

     

    29. How do I apply to attend a post event tour?

    You can request to attend one of our official post event tours as part of your online Hosted Buyer application form.

    Please note:  spaces on the post event tours are very limited and your request to attend a specific tour will be evaluated by the organisers of the tour. Please also take into consideration that you can only apply for one post event tour.


     

    30. What happens if I am approved on a post event tour?

    Once the tour hosts have reviewed and qualified the applications, Hosted Buyers that have been successful will receive an email confirming their place on the programme and our travel partner will book flights for ibtm world and the post event tour. Hosted Buyers that have not be offered a place on the tour will be notified by email and our travel partner will book flights in line with the ibtm world attendance days.

    Please note: your tour host will make travel arrangements from Barcelona to the host destination. Once your flights have been confirmed no further changes can be made.

     

    31. What happens if I need to cancel my post event tour?

    In the event that you need to cancel your ibtm world post event tour attendance, please contact the ibtm world Hosted Buyer team in writing at ibtmworld.hosted@reedexpo.co.uk  so that the team can advise you of any costs that may be incurred for confirmed flights.


    In the event that you need to cancel your ibtm world and post tour attendance, fees will apply as part of the ibtm world Cancellation Policy and the Post Tour Cancellation Policy. Please see further information on Post Tour Cancellation Policy in the itinerary for each destination as terms and conditions may be different.


    Cancellations must be received in writing at ibtmworld.hosted@reedexpo.co.uk and acknowledged by the team.

     

    32. What happens if my post event tour application is unsuccessful?

    Hosted Buyers that have not been offered a place on an ibtm world post event tour will be notified by email and our travel partner will book flights in line with the ibtm world attendance days only.


    Unfortunately, you will not be able to apply again for another post event tour.

    33. How can I book my hotel?


    Once your application has been approved you will be given access to your Hosted Buyer Zone where will be able to select a hotel where you will stay during the event. Our travel team will confirm your booking in writing. Hotel selections are handled on a first come first serve basis.

    If you are attending as part of a group, the hotel will be allocated directly by our travel team.

    34. What should I do if I need to change my travel and /or accommodation arrangements?

    For travel arrangements, please login to the Hosted Buyer Zone, and in the Travel Section, there is a 'Request travel change' tab on the right hand side. Click on this and your request will be sent directly to our travel team. For any other queries please contact our travel team directly at  Ibtmworld-travel@bcdme.com

    Please note: changes to flights or accommodation are subject to availability and buyers would be responsible for any costs incurred.

     

    35. When will I receive my flight tickets?

    For the majority of flights, E-tickets will be issued by e-mail approximately two weeks prior to the show as part of your itinerary document. Please be aware, the E-Ticket reference is often called a “LOCATOR”. On arrival at the airport present your passport/Photo ID (as appropriate) and E-ticket reference at check-in.

    Please note: if you are travelling on a charter flight, you do not need an E-ticket.  Please print your flight confirmation and check in at the airport.

    If you are flying on Ryanair, please check in online using your booking reference and this email address; ibtmworld-travel@bcdme.com to avoid charges at the airport.

     

    36. Who should I contact if I need to cancel my attendance?

    You must cancel your attendance at IBTM World in writing by email to ibtmworld.hosted@reedexpo.co.uk

    This will not be effective until you have received a written acknowledgement from IBTM World. Please refer to the below regarding applicable cancellation fees.

     

    37. Are there cancellation or no show fees?

    Yes, please see our Terms and Conditions: http://www.ibtmworld.com/en/hosted-buyers/Terms-and-Conditions

     

    38. How do I pay for the cancellation fee?

    Charges will be debited from the credit card details provided at registration, unless you wish to provide us with different credit card details.

       

    39. What do I need to take to the show?

    Please make sure that you have a copy of your e-ticket or your travel documents and your acceptance confirmation as a Hosted Buyer. You should print your E-badge and diary before travelling. Alternatively download the event app where you will be able to view all your conference sessions and appointments. 

     

    40. When will I receive my event entry badge?

    An email will be sent to you approximately one week prior to IBTM World including your e-badge.

       

    41. What happens if I do not receive my event entry badge before the show?

    If your badge does not arrive before you travel, please print your Hosted Buyer confirmation and go to the Hosted Buyer Registration desk in the Registration area on arrival and collect a replacement badge.

       

    42. How do I print a copy of my 5 Euro credit card receipt?

    Log in to the Hosted Buyer Zone with your unique username and password, and click “Print your registration fee receipt” under “Profile”. You can also print your receipt from the Home page, once this is live.

       

    43. Can I substitute a colleague from my organisation as I can no longer attend?

    Yes, please note that your colleague must meet our qualification criteria. If we have already booked your flights fees might apply. Please send the following details to ibtmworld.hosted@reedexpo.co.uk so that we can process the replacement as soon as possible.

    • First Name

    • Last Name

    • Position

    • Email Address

    • Phone Number

    Your colleague will need to complete a new registration form via the personalised link we will send.

       

    44. Where can I view the exhibitor list?

    The exhibitor list can be viewed on the ibtm world website www.ibtmworld.com under the section Exhibitor Directory.

       

    45. How do I give a testimonial?

    You can submit your testimonial by email to ibtmworld.hosted@reedexpo.co.uk or when onsite please come to the Hosted Buyer Service Desk or the media centre where a member of the team will be happy to help you.

       

    46. Do I have to attend all the networking functions as a Hosted Buyer?

    Attendance at the networking functions is optional.

       

    47. Who do I contact if I have any queries with my application?

    Please get in touch with the Hosted Buyer team; http://www.ibtmworld.com/buyer-contacts

       

    48. Who do I contact if I have any problems or queries in the run up to the show?

    If you are travelling as part of a group, you should contact the Group Coordinator that has invited you. If you are travelling as an Individual, then please contact the Hosted Buyer team at  ibtmworld.hosted@reedexpo.co.uk.

       

    49. How do I contact Hosted Buyer team once they are at the event?

    During show times please visit the Hosted Buyer Service Desk on the show floor where our travel team will be happy to assist you.

       

    50. Who do I contact if I need to amend my travel arrangements or confirm my airport transfer whilst at the show?

    Please come to the Hosted Buyer Service Desk on the show floor where our travel team will be happy to assist you.

    If you have any questions which are not answered by the FAQs above, please contact the Hosted Buyer team at ibtmworld.hosted@reedexpo.co.uk

     

         

         

          The Application Process

        1. How do I apply for a place on the ibtm world Hosted Buyer Programme?
        2. What information do I need to provide with my application?
        3. What are the qualifying criteria?
        4. What happens if I have started my application and want to complete this at a later stage?
        5. What do I do if I need to amend my application?
        6. What is included in the Hosted Buyer Programme?
        7. What is not included in the Hosted Buyer Programme?
        8. Do I have to attend the show for three days on the hosted buyer programme?
        9. What are the various Attendance Types?  
        10. What do I do if my company does not allow me to receive complimentary travel and accommodation?
        11. What am I committed to do as a Hosted Buyer?
        12. What happens if my port is not available on the registration form?
        13. Why do you need my Credit Card details?
        14. I would like to attend some knowledge sessions, what should I do?
        15. When can I expect to hear the outcome of my application?
        16. What do I do if I have been unsuccessful in my application?
        17. How do I get my visa support letter?
        18. Do I need to be invited by a Group Coordinator?

          Pre-Scheduled Appointments & Destination Presentations

        19. What is a Pre-Scheduled Appointment (PSA) and how are my appointments made?
        20. How do I select my Pre-Scheduled Appointments and Destination Presentations in advance?
        21. What if a Destination Presentation I want to attend is not available to me?
        22. What if I miss an appointment?
        23. How do I view / print my diary of appointments at ibtm world?
        24. How do I change my appointment once it has been confirmed?
        25. What do I do if my pre-scheduled appointment is clashing with my flights?
        26. How can I make additional appointments with exhibitors?
        27. Hosted Buyer Zone

        28. What should I do if my Access Code for the Hosted Buyer Zone is not working?
        29. What information do you find in the Hosted Buyer Zone?
        30. Can I amend anything in the Hosted Buyer Zone?
        31. Technology

        32. What is the event app?
        33. Is Wi-Fi available at ibtm world?
        34. Post Event Tours

        35. How do I apply to attend a post event tour?
        36. What happens if I am approved on a post event tour?
        37. What happens if I need to cancel my post event tour?
        38. What happens if my post event tour application is unsuccessful?
        39. Travel and Accommodation

        40. How will I know what my travel arrangements are?
        41. How do I get to ibtm world from the airport?
        42. Where can I find out my transfer times?
        43. How can I view my travel and accommodation details?
        44. What should I do if I need to change my travel and /or accommodation arrangements?
        45. When will I receive my flight tickets?
        46. Cancellations

        47. Who should I contact if I need to cancel my attendance?
        48. Is there a cancellation fee?
        49. What are the “No Show” fees?
        50. How do I pay for the cancellation fee?
        51. What happens if I can’t make it to the show at the last minute?
        52. General Information

        53. What do I need to take to the show?
        54. When will I receive my event entry badge?
        55. What happens if I do not receive my event entry badge before the show?
        56. How do I print a copy of my 5 Euro credit card receipt?
        57. Am I able to attend joint appointments with my colleague?
        58. Can I substitute a colleague from my organisation as I can no longer attend?
        59. Where can I view the exhibitor list?
        60. How do I give a testimonial?
        61. Do I have to attend all the networking functions as a Hosted Buyer?
        62. Group Coordinators

        63. How do I apply to become a Group Coordinator?
        64. Contacts

        65. Who do I contact if I have any queries with my application?
        66. Who do I contact if I have any problems or queries in the run up to the show?
        67. How do I contact Hosted Buyer team once they are at the event?
        68. Who do I contact if I need to amend my travel arrangements or confirm my airport transfer whilst at the show?

         

        1. How do I apply for a place on the ibtm world Hosted Buyer Programme?

        • Apply online at www.ibtmworld.com/hosted 
        • Alternatively, you may receive an invite from ibtm world or one of the many Group Coordinators working with us to join the hosted buyer programme as a guest in a Hosted Buyer group. If so, you will receive a link to register and their specific group code.
        • The completed registration will be assessed against the ibtm world qualification criteria (please see below).

         

        2. What information do I need to provide with my application?

        Please complete the Hosted Buyer registration form fully, as this will influence the outcome of your application. You will be asked to submit: 

        - Details of your company and your role within the Meetings and Events industry
        - Past and future events you have organised internationally. International events are those held outside your home country.
        - Credit card information (for a 5 EUR credit card validation fee)
        - Passport Information (if you require ibtm world to book your travel)

         

        3. What are the qualifying criteria?

        To be accepted as a Hosted Buyer, you are required to fulfil the qualifying criteria set by ibtm world.

        All buyers MUST fall into one of the following categories and are responsible for organising meetings, conferences, incentives and events outside of their own country (i.e. outbound), and/or business travel:

        1. Association executives/meeting planners whose organisations have already established an ongoing international meeting track record and have substantial business to place for 2016, 2017 or later.
        2. Association Management Company executives/meeting planners whose clients have already established an ongoing international meeting track record and have substantial business to place from those clients for 2015, 2016 or later.
        3. Corporate meeting planners whose organisations have already initiated and run their own stand-alone international meetings and/or incentive travel programs and have several substantial overseas events in 2016, 2017 or later.
        4. Incentive Travel House executives/planners whose clients select international destinations for their incentive travel award programs and have a significant number planned for 2015, 2016 or later.
        5. Professional Conference Organisers/Independent meeting/third party planners who have clients who have confirmed their intention to use the services of the planner to help determine an overseas site or venue for a 2015, 2016 or later meeting/conference.

        All applications will be verified by our external qualifier using the information supplied on the application form, websites, other sources of information and in some instances a follow-up telephone call will be made. ibtm world review each applicant on its own merits and make the final decision on whether or not to host a buyer. For those North America-based applicants applying to ibtm world for the first time, please note that it will be necessary for our qualifier to seek authorization to participate from each applicant’s supervisor.

         

        4. What happens if I have started my application and want to complete this at a later stage?

        When you start your Hosted Buyer application you will be asked to create a username and password. The information you submit is saved as you move through the application. The username and password you created will allow you to go back to your application, If you leave the application before submitting it.

        To return at a later stage to the page where you have left, go to the registration link and click on ‘Retrieved saved application’ (please have your username and password to hand).

         

        5. What do I do if I need to amend my application?

        Once you have completed one page of the application form, you will not be able to go back to amend the information. Should you need to amend anything, please email the Hosted Buyer team with the details at ibtmworld.hosted@reedexpo.co.uk 

         

        6. What is included in the Hosted Buyer Programme?

        • Return economy flights from selected European and non-European airports NB: Return flights will be booked to/from the same airport
        • Accommodation (room only) in a 4/5* hotel
        • Coach transfers in Barcelona between the airport, official Hosted Buyer hotels, ibtm world (Fira Gran Via) and Hosted Buyer networking functions
        • Admission to ibtm world official networking events
        • Exclusive access to Hosted Buyer lounges with complimentary lunch, refreshments and Wi-Fi
        • Pre-Scheduled Appointments and Destination Presentations with exhibitors of your choice
        • Online diary facility for scheduling additional meetings
        • The opportunity to apply to attend post event tours in European destinations

         

        7. What is not included in the Hosted Buyer Programme?

        • Travel insurance
        • Private transfers
        • All food and beverage
        • Flight upgrades
        • Hotel upgrades
        • Additional nights’ accommodation
        • Personal extras

         

        8. Do I have to attend the show for three days on the hosted buyer programme? 

        No, ibtm world offer a flexible attendance options in line with the port you are travelling from and your business objectives for attending the show.

        In general, European buyers will stay for two days (or three depending on departure airport and flight schedule). Long-haul buyers (outside Europe) must attend three days minimum depending on flight schedule. 

        Attendance days determine the number of mandatory Pre-scheduled Appointments you are required to complete. Should you need to discuss this further, please contact the Hosted Buyer team on ibtmworld.hosted@reedexpo.co.uk 

         

        9. What are the various Attendance Types?

        ibtm world offers flexible attendance options based on your specific needs. When you apply to be a Hosted Buyer, you can select your preference to attend as a Fully Hosted Buyer, a Semi Hosted Buyer or an Appointment-Only Buyer.

        Fully Hosted Buyer:  ibtm world will book and pay for your travel and accommodation
        Semi Hosted Buyer: ibtm world will provide accommodation only. You will be responsible for booking and paying your own travel.
        Appointment-only: Please note that you are responsible to book and pay your own travel and accommodation. ibtm world will not be reimbursing this.   

         

        10. What do I do if my company does not allow me to receive complimentary travel and accommodation?

        Apply as an Appointment–only buyer and book and pay for your own travel and accommodation. This way you can still benefit from the advantages of being a Hosted Buyer.

         

        11. What am I committed to do as a Hosted Buyer?

        Qualified Hosted Buyers are committed to attend the following:

        1. A minimum of seven Pre-Scheduled Appointments (PSAs) with Exhibitors per day of attendance at ibtm world
        2. One Destination Presentation (DP) of choice per day of attendance at ibtm world
        3. Functions as part of a selected programme eg. Association functions on the Association Programme.

         

        12. What happens if my port is not available on the registration form?

        Please contact the Hosted Buyer team by email ibtmworld.hosted@reedexpo.co.uk to see if we can offer your preferred port.

        13. Why do you need my Credit Card details?

        All applicants for the ibtm world Hosted Buyer Programme are required to supply valid credit card details as part of the application. ibtm world also require a small fee (5 Euros) to validate your credit card, a receipt for this amount will be provided. This fee is non-refundable. Should cancellation and No Show charges apply, they will be debited from the credit card details you supply here. No other charges for cancellation, travel changes or no show will be made against a valid credit card without prior notification.

         

        14. I would like to attend some knowledge sessions, what should I do?

        All of the Hosted Buyer dedicated knowledge sessions must be selected when completing your application to be a Hosted Buyer. The seminars and workshops will be added to your personalised diary.

         

        15. When can I expect to hear the outcome of my application?

        We endeavour to get back to applicants within 2 weeks of their application having been submitted. However, this is subject to the amount of applications received at the time. Please note: it is essential you complete the application form fully to speed up the process and avoid further delays.

         

        16. What do I do if I have been unsuccessful in my application?

        You can register to attend ibtm world as a Trade Visitor. Please note, that flights and accommodation will not be covered when attending in this capacity.

         

        17. How do I get my visa support letter?

        Hosted Buyers, once accepted onto the programme, can obtain a visa support letter by completing a form located in the Hosted Buyer Zone.

         

        18. Do I need to be invited by a Group Coordinator?

        No. Hosted Buyers can attend ibtm world as part of a group or as an individual. If you have previously attended as part of a group and have not received an invitation from a Group Coordinator, please either apply as an individual or contact the ibtm world Hosted Buyer team for further information at ibtmworld.hosted@reedexpo.co.uk.

         

        19. What is a Pre-Scheduled Appointment (PSA) and how are my appointments made?

        A Pre-Scheduled Appointment is a 20 minute one to one appointment between a buyer and an exhibitor on the show floor. Each buyer must select a minimum of 10 exhibitors (per day of attendance) they would like to see and select these 10 as Appointment Preferences. A buyer can then rank these in order of their preference. Approximately 4 weeks prior to ibtm world, our system will match a minimum of seven (7) of your preferences per day of attendance with exhibitor availability. Your matched and confirmed appointments will then be shown in your Hosted Buyer Zone. It is mandatory to attend 7 Exhibitor Appointments per day of attendance.

         

        20. How do I select my Pre-Scheduled Appointments and Destination Presentations in advance?

        Qualified Hosted Buyers will be given an Access Code to login to the ‘Hosted Buyer Zone’ on the ibtm world website. Once logged into the Hosted Buyer Zone, click ‘Select Pre-Scheduled Appointments’. Select exhibitors of interest to you from the list. You can search alphabetically by the exhibitor name, product or by country.
         
        The same process applies for Destination Presentations.  These appointments are presentations given to a group of individual hosted buyers who are interested in that particular destination.

         

        21. What if a Destination Presentation I want to attend is not available to me?

        This may mean that the destination presentation spaces have been filled.  Please select another destination presentation you would be interested in attending. You may contact the exhibitor directly via the online appointment system to arrange a meeting with them on their stand if the destination presentation is no longer available.

         

        22. What if I miss an appointment?

        Please visit that exhibitor at the earliest opportunity to arrange another time for the appointment so that they do not report you as a missed appointment.  If Hosted Buyers miss more than two of their PSAs we reserve the right to charge 500 euros for European buyers and 1000 euros for non-European buyers.

         

        23. How do I view/print my diary of appointments at ibtm world?

        Log in to the Hosted Buyer Zone with your unique Access Code, and click to view/ print your full itinerary. This will include your travel details and your personal appointment diary. On the show floor, these will be available to view in the ibtm world app.

         

        24. How do I change my appointment once it has been confirmed?

        Appointments are matched through the online system according to your preferences you have selected, you will not be able to change the appointment.

        Please email the Hosted Buyer team at ibtmworld.hosted@reedexpo.co.uk

         

        25. What do I do if my pre-scheduled appointment is clashing with my flights?

        Our online system takes into consideration the flight landing times and departure times and will start allocating appointments 90 minutes after you land and depart.
        Should a flight clash with your appointment, please contact your Hosted Buyer Account Manager.

         

        26. How can I make additional appointments with exhibitors?

        Log in to the Hosted Buyer Zone with your unique Access Code, and select “Make additional appointments”.

         

        27. What should I do if my Access Code for the Hosted Buyer Zone is not working?

        Please contact the Hosted Buyer team by email ibtmworld.hosted@reedexpo.co.uk

         

        28. What information do you find in the Hosted Buyer Zone?

        The zone is personalised for each buyer and is accessed via your email address and unique password. The Hosted Buyer Zone gives you the tools to:

        • Select your Exhibitor Appointment Preferences
        • Make additional appointments
        • Book your Destination Presentations
        • Keep up to date on what is going on during ibtm world 2015
        • View your travel and accommodation, as soon as it is finalised
        • Access visa and transfer information
        • Print your credit card validation receipt

         

        29. Can I amend anything in the Hosted Buyer Zone?

        No, the Hosted Buyer Zone is where information is available to you and where you select pre-scheduled appointments. Should you need to amend anything, please contact the Hosted Buyer team by email ibtmworld.hosted@reedexpo.co.uk 

         

        30. What is the event app?

        The ibtm multi-event app will enhance your onsite experience by helping manage your time at ibtm world. Download the ibtm events app and select ibtm world to plan your show on your mobile. Available on iPhone, iPad and Android at www.ibtmevents.com/app  

        The app is for general use by all attendees and personalised logins will be sent to all Hosted Buyers the week prior to the show so that they can access their personalised diary of appointments within the app.

         

        31. Is Wi-Fi available at ibtm world?

        Yes, Wi-Fi is available on the show floor and can be accessed for free in the Hosted Buyer Lounges.

         

        32. How do I apply to attend a post event tour?

        You can request to attend one of our official post event tours as part of your online Hosted Buyer application form.

        Please note:  spaces on the post event tours are very limited and your request to attend a specific tour will be evaluated by the organisers of the tour. Please also take into consideration that you can only apply for one post event tour.


         

        33. What happens if I am approved on a post event tour?

        Once the post event tour registration has closed in the Hosted Buyer Zone the tour hosts will review and qualify the applications. Hosted Buyers that have been successful will receive an email confirming their place on the programme and our travel partner will book flights for ibtm world and the post event tour. Hosted Buyers that have not be offered a place on the tour will be notified by email and our travel partner will book flights in line with the ibtm world attendance days.

        Please note: your tour host will make travel arrangements from Barcelona to the host destination. Once your flights have been confirmed no further changes can be made.

         

        34. What happens if I need to cancel my post event tour?

        In the event that you need to cancel your ibtm world post event tour attendance, please contact the ibtm world Hosted Buyer team in writing at ibtmworld.hosted@reedexpo.co.uk so that the team can advise you of any costs that may be incurred for confirmed flights.

        In the event that you need to cancel your ibtm world and post tour attendance, fees will apply as part of the ibtm world Cancellation Policy and the Post Tour Cancellation Policy. Please see further information on Post Tour Cancellation Policy in the itinerary for each destination as terms and conditions may be different.
        Cancellations must be received in writing at ibtmworld.hosted@reedexpo.co.uk and acknowledged by the team.

        Please see the full Terms & Conditions here.

         

        35. What happens if my post event tour application is unsuccessful?

        Hosted Buyers that have not been offered a place on and ibtm world post event tour will be notified by email and our travel partner will book flights in line with the ibtm world attendance days only.
        Unfortunately, you will not be able to apply again for another post event tour.

         

        36. How will I know what my travel arrangements are?

        Your travel arrangements are confirmed by the official event TMC by email.  You will be advised of your accommodation and flight details nearer to the event.

        Your travel arrangements and accommodation will be listed in your personalised Hosted Buyer zone, in the travel and accommodation section once this is live. This information will only be entered here once all the travel details have been agreed and finalised.

         

        37. How do I get to ibtm world from the airport?

        On arrival at Barcelona airport, you will be greeted by ibtm world staff, who will direct you to the Hosted Buyer transportation. Dependent upon arrival date and time, you will either be transferred directly to the exhibition venue or to your hotel.

        Please note that there are separate shuttle buses operating between the airport and ibtm world for all other visitors. Please make sure you look for the ‘Hosted Buyer’ signs and ibtm world staff. If you are transferred directly to ibtm world, your luggage will be taken to your hotel and will be waiting for you on arrival later that day.

         

        38. Where can I find out my transfer times?

        Log in to the Hosted Buyer Zone with your unique Access Code, and click “Transfer Information” under your itinerary and Additional Information section.

         

        39. How can I view my travel and accommodation details?

        Log in to the Hosted Buyer Zone with your unique Access Code, and click “View Accommodation” under your itinerary and Additional Information section.

         

        40. What should I do if I need to change my travel and /or accommodation arrangements?

        If you are travelling as part of a group, contact your Group Coordinator with your request. If you are travelling as an individual, contact the ibtm world Hosted Buyer team on ibtmworld.hosted@reedexpo.co.uk

        Please note: changes to flights or accommodation are subject to availability and buyers would be responsible for any costs incurred.

         

        41. When will I receive my flight tickets?

        For the majority of flights, E-tickets will be issued by e-mail approximately two weeks prior to the show as part of your itinerary document. Please be aware, the E-Ticket reference is often called a “LOCATOR”. On arrival at the airport present your passport/Photo ID (as appropriate) and E-ticket reference at check-in.

        Please note: if you are travelling on a charter flight, you do not need an E-ticket.  Please print your flight confirmation and check in at the airport.

         

        42. Who should I contact if I need to cancel my attendance?

        You must cancel your attendance at ibtm world in writing by email to ibtmworld.hosted@reedexpo.co.uk

        This will not be effective until you have received a written acknowledgement from ibtm world.  Please refer to the below regarding applicable cancellation fees.

         

        43. Is there a cancellation fee?

        • Cancellations received after 16 October 2015 from European buyers will incur a fee of 400 Euros.
        • Cancellations received after 16 October 2015 from Non-European buyers will incur a fee of 1000 Euros.
        • Cancellations received after 16 October 2015 from Appointment only buyers will incur a fee of 50 Euros.
        •  

          44. What are the “No Show” fees?

          A “No Show" is defined as a Hosted Buyer who, without giving prior written notice of cancellation by close of business on 13 November 2015 does not complete appointment requirements and/or, is not present for the Hosted Buyer activities at ibtm world 2015. Please see the Hosted Buyer Terms & Conditions for further information.

          The “No Show” fee is 500 Euros for European Hosted Buyers, 1200 Euros for Non-European Hosted Buyers and 100 Euros for Appointment Only buyers.

           

          45. How do I pay for the cancellation fee?

          Charges will be debited from the credit card details provided at registration.

           

          46. What happens if I can’t make it to the show at the last minute?

          If you are unable to attend ibtm world and do not advise us in writing prior to close of business on 13 November 2015, you will be classed as a “No Show” and will incur a fee of 500 Euros for European Hosted Buyers, 1200 Euros for Non-European Hosted Buyers and 100 Euros for Appointment only buyers. If you advise us before close of business on 13 November 2015 you will be charged the lower cancellation fee of 400 Euros for European Hosted Buyers, 1000 Euros for Non-European Hosted Buyers and 50 Euros for Appointment only buyers. Charges will be debited from the credit card details provided at registration.

          Please let ibtm world know in writing by emailing ibtmworld.hosted@reedexpo.co.uk as soon as possible.

           

          47. What do I need to take to the show?

          Please make sure that you have a copy of your e-ticket or your travel documents and your acceptance confirmation as a Hosted Buyer. You should print your E-badge and diaries before travelling. Alternatively download the event app where you will be able to view all your conference sessions and appointments.

           

          48. When will I receive my event entry badge?

          If you have selected the E-badge option, an email will be sent to you approximately one week prior to ibtm world. If you have selected to receive the badge by post, it will be sent to you approximately two weeks prior to ibtm world.

           

          49. What happens if I do not receive my event entry badge before the show?

          If your badge does not arrive before you travel, please print your Hosted Buyer confirmation and go to the Hosted Buyer Registration desk in the Registration area on arrival and collect a replacement badge.

           

          50. How do I print a copy of my 5 Euro credit card receipt?

          Log in to the Hosted Buyer Zone with your unique Access Code, and click “Print your credit card validation receipt”under Your itinerary and Additional Information section once this is live.

           

          51. Am I able to attend joint appointments with my colleague?

          Please note that every Hosted Buyer is required to attend a minimum of 7 Exhibitor Appointments per day of attendance. If it is essential for your business to attend appointments with a colleague please ensure that you cover 14 combined appointments per day between both of you.

           

          52. Can I substitute a colleague from my organisation as I can no longer attend?

          Invitations are non-transferable. Should a circumstance arise whereby the qualified buyer has to cancel their participation, they may request to substitute another person from their organisation. ibtm world may choose to accept the substitute after reviewing the buyer’s fully completed registration.

          If the substitute meets the qualification criteria and, if the substitution is made by ibtm world prior to 16th October 2015, then cancellation charges will not apply unless the flight has been confirmed. If the flight has been confirmed, the cost of the flight will be charged to the original buyer. If the substitution is made after the cancellation date of 16th October 2015, the cancellation charges will apply.

           

          53. Where can I view the exhibitor list?

          The exhibitor list can be viewed on the ibtm world website www.ibtmworld.com under the section Exhibitor Directory.

           

          54. How do I give a testimonial?

          You can submit your testimonial by email to ibtmworld.hosted@reedexpo.co.uk or when onsite please come to the Hosted Buyer lounge or the media centre where a member of the team will be happy to help you.

           

          55. Do I have to attend all the networking functions as a Hosted Buyer?

          Yes, you are required to attend the networking functions as part of the Hosted Buyer programme.

           

          56. How do I apply to become a Group Coordinator?

          If you're interested in becoming a Group Coordinator or if you would like to nominate a client and would like further information, please contact the ibtm world Hosted Buyer team now on +44 (0) 208 439 5304 or email ibtmworld.hosted@reedexpo.co.uk.

           

          57. Who do I contact if I have any queries with my application?

          Please get in touch with the Hosted Buyer team by email at ibtmworld.hosted@reedexpo.co.uk who will be happy  to help.

           

          58. Who do I contact if I have any problems or queries in the run up to the show?

          If you are travelling as part of a group, you should contact the Group Coordinator that has invited you. If you are travelling as an Individual, then please contact the Hosted Buyer team at  ibtmworld.hosted@reedexpo.co.uk.

           

          59. How do I contact Hosted Buyer team once they are at the event?

          During show times please visit the Hosted Buyer office where we will be happy to help you.

           

          60. Who do I contact if I need to amend my travel arrangements or confirm my airport transfer whilst at the show?

          Please come to the Hosted Buyer office where our travel team will be happy to assist you.

          If you have any questions which are not answered by the FAQs above, please contact the Hosted Buyer team at ibtmworld.hosted@reedexpo.co.uk

             

             

             

             

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