GROUP COORDINATORS

The group coordinator scheme is a great way for exhibitors to get involved with The Meetings Show’s hosted buyer programme. It is free of charge to participate and is an added benefit, helping to amplify your exhibition stand presence at the event.

By becoming a group coordinator, exhibitors can invite their clients to attend The Meetings Show as hosted buyers, offering them a VIP experience. In return, the exhibitor would qualify for various incentives including:

  • Additional pre-show marketing

  • Exhibition stand discounts

  • Complimentary travel and accommodation

  • Invitations to exclusive hosted buyer networking events

GETTING STARTED

YOUR GROUP

Once the details of your group have been agreed, you will be sent a group coordinator agreement which must be signed and returned. This agreement is not legally binding but simply outlines expectations so that both parties understand what is involved in being part of the hosted buyer programme.

Following the agreement, we will send you a unique registration page URL, which must be sent to all contacts invited by you to allow them to register as part of your group and be recognised as having done so.

You will also receive a helpful marketing toolkit containing email templates, web banners and social media adverts that you can use to aid your buyer recruitment.

WHO SHOULD YOU INVITE?

You should invite clients from event management agencies, venue finding companies, incentive houses, corporate event planners, associations, PCOs, AMCs, charities and government organisations.

Qualifiers will be looking at the following criteria:

  • Size and frequency of meetings, conferences or incentives organised per year globally

  • Level or purchasing or decision making authority

  • Location of meetings and conferences organised

PLEASE NOTE:

Applications from the same office or organisation will be reviewed individually. Applicants from the same organisation will be approved if they can demonstrate they look after different areas or accounts and will be looking at booking appointments with different suppliers.

YOUR GROUP COORDINATOR CHECKLIST

  • Make use of the marketing toolkit assets to send invitations and event updates

  • Be aware of the key dates included in your group coordinator agreement

MONITORING YOUR PROGRESS

Attendee Types:

  • Hosted buyer: Attending the live event.

  • Visitor buyer: A buyer who has not met the qualification criteria to be hosted but will attend the event as a general visitor.

Your hosted buyer team account manager will provide you with regular reports on who has registered for your group and what days they will be attending the show.

In the reports a buyer will have 1 of 5 statuses:

  • Incomplete: The buyer has started their application but not yet completed it.

  • Awaiting Approval: The buyer has completed their application and is awaiting approval notification from the qualifying team.

  • Approved: The buyers has been approved and is on the hosted buyer programme.

  • Registered: The buyer has not met the criteria to be a hosted buyer and has been offered a visitor place instead.

  • Cancelled: The buyer has cancelled their participation in The Meetings Show.

For each buyer who started an application using your link, you will be able to see the following:

  • Name
  • Job title
  • Company name
  • Attendee status
  • Email address
  • Number of appointments to make 
  • Number of appointments made
  • Travel arrangements
  • Accommodation arrangements 

HOSTED BUYER OFFER

TRAVEL & ACCOMODATION

  • If a hosted buyer requires travel, this will be booked by the official travel management company. Once booked and confirmed, this information will appear in the hosted buyer portal

  • Flights/trains will be economy class and timings will be allocated to allow buyers maximum time at the show

  • All buyers from a group will, as far as possible, be allocated the same hotel on a bed and breakfast basis. Any additional charges are the responsibility of the buyer (e.g. minibar, room service charges)

  • Accommodation is booked by The Meetings Show and therefore all queries should be directed to the hosted buyer team. Group coordinators and hosted buyers are asked not to contact The Meetings Show travel partners directly regarding accommodation

  • Once a group coordinator has successfully recruited a minimum of ten approved hosted buyers to their group, they will receive complimentary travel and accommodation to attend The Meetings Show

REMINDER:

Please remind your buyers that it is their responsibility to ensure that they have all the necessary documents to be able to travel to London. Buyers who are unable to travel because they do not have the correct documentation will be subject to the cancellation charge. 

WHAT IS INCLUDED

  • Personalised online appointment diary

  • Complimentary transportation to London and accommodation with bed and breakfast in a 4-star hotel*

  • All official transfers including to and from ExCeL London and to official networking events

  • Invitations to all official networking events for the duration of the show

  • Exclusive access to dedicated hosted buyer lounges with complimentary lunch and refreshments

​​​​*dependent on buyer proximity to London

WHAT IS NOT INCLUDED

  • Travel insurance

  • Personal transfers outside of the official schedule and show dates

  • All food and beverage expenses

  • Hotel and flight upgrades

  • Additional hotel nights and hotel extras (e.g. room service, mini bar)

  • Travel changes or additional costs incurred for travelling outside of the scheduled rotation

  • Personal expenses

ATTENDANCE OPTIONS

3 DAYS

  • Attendance at pre-show conference & hosted buyer welcome reception

  • Both days of the show

  • Minimum requirement of 16 appointments

  • 2 nights’ accommodation on Tuesday 28 and Wednesday 29 June

  • Travel provided on request

2 DAY 

  • Both days of the show

  • Minimum requirement of 12 appointments

  • 1 nights’ accommodation on Wednesday 29 June

  • Travel provided on request

1 DAY

  • One day of the show

  • Minimum requirement of 6 appointments

  • No accommodation provided

  • Travel provided on request

    *available to UK based buyers only

GENERAL INFORMATION

HOSTED BUYER QUALIFICATION PROCESS

  • Once a registration has been submitted, our qualifying team will validate the application

  • A member of the team may contact a buyer who has applied if they need more details in order to process the application

  • Email notifications will advise if an application has been successful. This process can take up to two weeks during busier periods

  • The final decision will rest with The Meetings Show

HOSTED BUYER DIARY & PRE-SCHEDULED APPOINTMENTS

  • Once a buyer has been approved they will receive a notification email and the link to their hosted buyer diary

  • The hosted buyer diary will enable buyers to view exhibitor details and pre-schedule appointments with them, which last for 15 minutes. Each hosted buyer will be automatically allocated a minimum number of appointments per day which will vary depending on the attendance option selected

TERMS & CONDITIONS 

CANCELLATIONS

1.     Cancellations must be made in writing to the TMS hosted buyer team before Friday 20 May 2022 by emailing hosted@themeetingsshow.com and the team must acknowledge receipt.

2.     Cancellations received on or before Friday 20 May do not incur a cancellation fee UNLESS travel or accommodation has already been confirmed.

3.     Cancellations received after Friday 20 May may incur a fee of up to £350.00​​​​

NO SHOWS & PRE-SCHEDULED APPOINTMENTS

If a buyer is reported as a no show onsite or misses more than 2 pre-scheduled appointments per day of attendance, The Meetings Show may levy a fee of up to £350.00

KEY DATES

March 2022 – hosted buyer registration opens

Friday 20 May – hosted buyer cancellation deadline

Friday 24 June – hosted buyer registration closes

Tuesday 28 June – hosted buyer welcome reception

Wednesday 29 – Thursday 30 June – The Meetings Show 2022

IF YOU HAVE ANY QUESTIONS

Luke

SENIOR HOSTED BUYER ACCOUNT MANAGER

+44(0)203 983 9081

EMAIL ME

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