How Hosted Buyer Programs Work

Attending an event, trade show or conference as a buyer can be an incredibly valuable move for your business. But the organisation, planning and research involved in making these trips a success can also be a lot of hard work that you simply might not have time for.

Hosted buyers programs are one of the most efficient ways to attend an event with the intention of making professional connections and securing suppliers that can help to elevate your own meetings, conferences and incentives. If you’re a decision-maker in the MICE industry looking for the most efficient way to represent your brand at an event, you should definitely consider applying to be part of one of these programs.

But what actually is a hosted buyers program, and how do they work? In this article, we share the logistics, benefits, and explain what is involved, along with outlining how you can become an IBTM hosted buyer.

A hosted buyer program is a structured approach to business networking that tends to take place as part of a wider event like a trade show or conference. It’s an exclusive option that allows for a more efficient and bespoke experience of meeting suppliers, involving a carefully selected group of buyers who are given a tailored schedule and access to the most relevant brands.

Hosted buyers have to apply to be a part of these programs and will be vetted by the event organiser to ensure that they have the right level of authority and experience to engage in productive business conversations with buyers. Once accepted into a hosted buyers program, they are then matched with top-rated suppliers at the event and given a bespoke schedule of meetings to ensure the most efficient attendee experience.

As a hosted buyer, you can be certain that you’ll only meet suppliers who have an offering that is relevant to your business and goals, saving a lot of time and effort that would otherwise be spent on researching who to try and set up a meeting with. It’s also a superior option for decision-makers who are short on time, as your experience of the event will be more condensed and simply focus on finding potential business opportunities.

The difference between a hosted buyer program and hosted buyer events is that the latter are specific events where the entire guest list of attendees are hosted buyers, and the whole event is a series of organised meetings and conversations. In contrast, hosted buyer programs are usually part of larger events, like IBTM World, where hosted buyers have the most exclusive experience, but regular attendees also conduct business meetings.

A hosted buyer is someone with decision-making power in a business who is responsible for finding suppliers who can help elevate the events, meetings and incentives that they organise. They often hold quite a senior position in a business and will have significant spending power and the authority to secure business deals.

What separates hosted buyers from trade show attendees is that they have been selected by the event organiser because of their status and receive certain perks as part of this exclusive group. They are ‘hosted’ by the event because they often have their transport and accommodation paid for and tend to have their schedule of meetings pre-arranged by the organiser to maximise efficiency.

If you’re in a role where you are responsible for finding and choosing suppliers for your company’s events or incentives, you could qualify to be a hosted buyer.

Hosted buyer programs typically offer an impressive package of benefits designed to maximise the buyer’s experience event while minimising expenses. This starts by combining a hosted buyer platform with the event organiser’s expertise to match buyers with suppliers that are most relevant to what they’re looking for.

Buyers typically receive access to an online personalised diary system that outlines all their scheduled appointments during the event. You’ll get access to exclusive networking spaces and dedicated lounges onsite at the show, providing comfortable areas to conduct these meetings or simply recharge between appointments.

Typically, being a hosted buyer also means you’ll have invitations to exclusive events with others in the program, along with valuable networking opportunities to connect you with relevant industry contacts. You’re welcome to attend the rest of the event as well, but you can enjoy a more exclusive experience if preferred.

Travel and accommodation are usually included when you’re a hosted buyer at events, with complimentary flights arranged to transport you to and from the event location with minimal hassle. Your accommodation expenses are covered with complimentary hotel stays, typically at premium properties conveniently located near the event venue.

Essentially, you’re given a huge amount of value for free in exchange for attending the event as a hosted buyer and taking part in meetings with exhibitors and suppliers. 

As well as understanding what is involved in a hosted buyer program, it’s also important to understand what a hosted buyer needs to contribute in order to make these schemes work. You receive plenty of benefits if you are a hosted buyer at trade shows, but you also need to play your part.

Here’s an overview of what is generally expected from a hosted buyer at an event.

• Genuine purchasing interest or decision-making authority in your organisation
• Adhering to the program's attendance requirements and time commitments
• Prompt communication regarding any scheduling changes or conflicts
• Attending all of the pre-scheduled appointments with buyers
• Preparation before meetings, such as researching companies and preparing questions
• Maintaining respectful and professional conduct throughout the event
• Transparency about your procurement timelines and decision-making process
• Completion of post-event surveys or feedback forms about the hosted buyer program

You have less freedom as a hosted buyer than you do as a general attendee for an event, so if it’s your first time taking part in a program then you should be aware of the structure and commitments that you’ll need to stick to. Active participation in other sessions as well as just your scheduled meetings will mean you get much more out of the event, so be sure to research what’s on during the rest of the event.

A typical hosted buyer schedule blends structured business appointments with enriching event experiences. You’ll generally begin with pre-arranged meetings in the morning, followed by any other industry appointments throughout the day, and may then decide to attend networking events or thought-provoking keynote sessions in the afternoon or evening.

The daily schedule for a hosted buyer typically includes between 8-10 pre-scheduled appointments with exhibitors who match their specific purchasing interests, ensuring every meeting has genuine business potential. You’ll have been given your schedule well in advance, allowing for time to research suppliers and plan an agenda.

A hosted buyer schedule is designed to maximise productivity while offering breaks between appointments. This allows buyers to get on with their own work or explore the exhibition floor and attend additional sessions.

While you’ll be given a very well-organised framework with confirmed meeting times, most hosted buyer programs build in flexibility to accommodate spontaneous connections or last-minute scheduling adjustments that may arise during the event. The balance of structure and flexibility ensures you meet your primary business objectives while still having the freedom to pursue unexpected opportunities that emerge. 

Now that you understand how a hosted buyers program works, here’s a list of the key benefits that applying for one of these opportunities offers.

Hosted buyer programs offer a unique opportunity to compress months of vendor research and meetings into one incredibly productive event, creating remarkable efficiency in your procurement process. By bringing professionals from the same industry together under one roof, these programs eliminate the need for multiple trips and associated expenses that would otherwise put strain on your budget.

The financial benefits extend beyond travel savings, as complimentary accommodation and transportation remove significant cost barriers that might otherwise prevent you from discovering perfect partners for your events. This concentrated format allows you to step away from daily operational demands and dedicate focused time to finding suppliers that will elevate your offering.

The support provided by hosted buyer programs frees you from logistical details, allowing your full attention to be directed toward meaningful business conversations and relationship development. Professional event teams handle everything from flight bookings to hotel arrangements, eliminating the stress and time investment typically associated with business travel planning.

Your appointment diary arrives fully organised with confirmed meeting times, locations, and company profiles, ensuring you can prepare effectively for each conversation. This level of service continues throughout the event with dedicated support staff available to assist with any adjustments or additional requirements that may come up.

Giving control of your meeting schedule to the hosted buyers program ensures every minute spent at the event advances your business objectives, with no time wasted on irrelevant conversations. Instead of having to research and then reach out to suppliers yourself, the program’s technology will analyse your requirements and connect you exclusively with suppliers who have the capabilities, experience, and resources aligned with your upcoming event needs.

This tailored approach transforms traditional exhibition browsing into a series of targeted, productive conversations that quickly identify potential partners who understand your vision. The one-to-one format creates a professional environment where suppliers can demonstrate their unique value proposition specifically tailored to your requirements, rather than delivering generic sales pitches.

The kinds of suppliers who take part in a hosted buyers program are chosen because of the value and innovation of their offering. Access to suppliers with cutting-edge products or services gives you a competitive advantage by incorporating innovations that will surprise and delight your attendees at your next gathering.

By previewing and testing these innovations firsthand during the hosted buyer program, you can confidently select tools that align perfectly with your event objectives and audience preferences. Incorporating these elements into your events positions your organisation as forward-thinking and committed to delivering exceptional experiences that competitors simply cannot match.

Staying ahead of rapidly evolving industry trends is essential for creating events that feel fresh, relevant, and compelling to increasingly sophisticated audiences. Through direct interactions with innovative suppliers, you'll gain insights into emerging formats, themes, and experiences that can be customised for your specific audience's needs.

This valuable intelligence allows you to differentiate and enhance your offering, ensuring repeat attendees at your events encounter novel elements that maintain their interest and enthusiasm. Being among the first to incorporate these emerging trends demonstrates your commitment to excellence and positions your company as a leader in the industry.

By participating alongside other respected industry professionals, you position your organisation as a serious player committed to excellence and innovation in the events space. The more attendees who see your brand and recognise your position in a hosted buyer program, the more your brand image is elevated.

The insights gained through the conversations had by members of a hosted buyer program can also inspire creative solutions to common challenges, helping you develop distinctive event offerings that strengthen your market position and brand reputation. You’ll be given opportunities to mingle with other buyers in your sector who are at the top of their game, and the conversations you have are likely to be incredibly valuable.

Taking part in a hosted buyers program at events like IBTM World ensures you can focus entirely on making meaningful business connections without worrying about logistical or financial constraints. The combination of scheduled meetings, exclusive networking spaces, and covered travel expenses creates an unparalleled opportunity to maximise your ROI while experiencing the event in comfort and style.

The IBTM hosted buyer program offers an exceptional opportunity to build an invaluable network of suppliers and other MICE professionals, as well as experience the event at an exclusive level of both efficiency and luxury. Along with the features of hosted buyer events that we’ve discussed in this article, and the benefits of these, our hosted buyers will also get the opportunity to apply for a post event tour to one of our global meeting destinations, so you can explore more than just beautiful Barcelona as part of your trip.

Register your interest in becoming a hosted buyer at IBTM World, and you’ll soon hear back from us as to whether you’ve been successful in joining the program. You can participate as a full or semi-hosted buyer, with only a €5 administrative fee to attend the entire event.

Take a look at the rest of our event tickets, read our hosted buyer FAQs, or get in touch to speak to our team and find out more.