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Hosted Buyer FAQs


How do I apply for the hosted buyer programme?

The 2024 Hosted Buyer programme is now open for applications. Alternatively, you may receive an invite from one of the many partners working with The Meetings Show, inviting you to join the hosted buyer programme as a guest in their group. If so, they will provide you with a link to register.


What are the qualifying criteria to be a hosted buyer?

When assessing hosted buyer applications, we will consider:

  • Size and frequency of your events

  • Your level of purchasing/decision making authority

  • Geographic locations of your events

What is included in the hosted buyer programme?

  • Online personal diary to manage and maximise your time at the show

  • Pre-scheduled appointments with the exhibitors of your choice

  • Exclusive hosted buyer only conference sessions

  • Return economy flights from Europe and selected UK airports or standard class rail travel if required

  • Accommodation (bed and breakfast basis only) in a minimum 4* hotel in London if required for up to two nights

  • Transfers from and to London airports, on exhibition open days. This could be by limo, coach or for London Heathrow it will be a rail ticket on the Elizabeth Line, which now runs directly from Heathrow to Custom House (ExCeL)

  • Transfers to the hosted buyer networking functions

  • Access to the exclusive onsite hosted buyer lounge with complimentary refreshments and lunch

  • Opportunity to apply for a pre or post-show fam trip

  • An invite to the exclusive hosted buyer welcome reception

What is not included in the hosted buyer programme?

  • Travel insurance

  • Any transfers outside of the event dates

  • Any food and beverage expenses not taken within the programme or the hosted buyer lounge

  • Hotels and flights upgrades

  • Additional hotel nights

  • Personal expenses such as mini bar, additional drinks, telephone etc.

What if my company does not allow me to receive complimentary travel & accommodation?

If you cannot accept complimentary travel and accommodation due to your company policy, you can still attend the event as a hosted buyer. During the registration process, simply do not tick that you would like us to book your travel and accommodation. You will still have access to all the onsite benefits such as the hosted buyer lounge and networking events.

Do I have to preschedule appointments in advance?

Yes, pre-scheduled appointments are a requirement of attending The Meetings Show as a hosted buyer. Hosted buyers will be asked, during registration, to confirm that they will comply and make appointments using the online event diary.

Can I change/cancel an appointment once booked?

Yes, the diary system will allow you to either cancel an appointment or to change the time of the appointment, as long as the exhibitor has other available appointment slots.

Will my data be shared?

As a hosted buyer at this event, your information (plus that of other buyers), will be available via the event app and diary to exhibitors and other delegates.

This information allows exhibitors to prepare and research if you book an appointment with them, and also to decide whether to reach out to you.

Additional to this, if you allow your badge to be scanned whilst on an exhibitor stand or sponsored area, your details may then be used to follow up with you.

Data is limited to:

  • Name

  • Company Name

  • Job Title

  • Email address

*If an exhibitor scans your name badge at the show, this will also give them the above data.

What if I miss a pre-scheduled appointment?

Please visit that exhibitor at the earliest opportunity to re-arrange the appointment so that they do not list you as a ‘missed appointment’.

Can I attend with a colleague?

We do accept hosted buyers from the same organisation provided they can demonstrate responsibility for different events and are looking to meet with different suppliers.

What if I need to cancel my attendance?

The cancellation deadline for hosted buyers is Friday 17 May. Cancellations received before this date will not incur a fee unless travel or accommodation has been confirmed.

Cancellations received after 17 May may incur a cancellation fee up to £450.

You must cancel your attendance in writing by emailing the hosted buyer team. This will not be effective until you have received a written acknowledgement of your cancellation from the hosted buyer team.

How will I know what my travel arrangements are?

Your travel arrangements will be confirmed to you by the official event TMC by email. You will be advised of your accommodation details nearer to the event. Most air tickets will be issued as e-tickets and will be sent to you by email once booked. UK rail tickets will be issued as ‘Ticket On Departures’ and collection details will be sent to you by email with your confirmation. You will receive your hotel confirmations and transfer arrangements by email from the hosted buyer team the week prior to the event.

What if I need to change my travel arrangements?

Contact the hosted buyer team. Please note that changes to flights are subject to availability and buyers will be responsible for any additional costs incurred. If further nights’ accommodation is required this will be up to the hosted buyer to book and pay for these extra nights.

Do I need a visa to enter the UK?

EU, EEA and Swiss citizens will not require a visa to enter the UK when visiting for less than 6 months. If you are based in a country that does require a visa to enter the UK, The Meetings Show can provide you with a visa invitation letter to support your application. Any costs associated with obtaining a visa are the hosted buyers own responsibility.

Who do I contact if I have any problems or queries?

Pre-event: Please email here and a member of the team will respond as soon as possible.

Onsite: Please come to the hosted buyer lounge where we will be happy to help you.

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