GROUP COORDINATORS

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.

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.

• 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

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 

• 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.