How do I apply for a place on the hosted buyer programme?

Registration is due to open in March. Click here to register your interest.

Alternatively, you may receive an invite from one of the many partners working with Business Travel Show Europe, 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?

The hosted buyer criteria includes but is not limited to:

  • Minimum £1 million annual travel budget
  • Global/National/EMEA Travel Manager
  • Category specialists in procurement, purchasing and sourcing
  • Make budgetary and policy decisions across travel within your organisation

 Where and when is the exhibition taking place?

Business Travel Show Europe takes place at ExCeL London, Royal Victoria Dock, 1 Western Gateway, Royal Docks, London, E16 1XL on 28 - 29 June 2023. Hosted buyers have access to the hosted-buyer-only conference on Tuesday 27 June 2023, but this is dependent on their attendance option.

 Do I have to attend the exhibition for both days on the hosted buyer programme?

No. As a UK hosted buyer you can choose to attend the exhibition for one or two days, as long as you complete the required number of pre-scheduled appointments. Your hosted buyer badge, however, is valid for both days of the exhibition so if your diary frees up, you are always welcome to attend on a day that you are not registered.

Hosted buyers from outside the UK who require travel and accommodation must attend both of the two days.

What is included in the hosted buyer programme?

  • Online personal diary to manage and maximise your time at the show
  • Pre-scheduled appointments with exhibitors of your choice
  • Exclusive hosted buyer-only conference sessions before and during the event
  • Return economy flights from Europe or standard class rail travel for UK buyers if required
  • Accommodation (bed and breakfast basis only) in a minimum 4* hotel close to ExCeL if required for up to two nights
  • Transfers to the official hosted buyer hotels, ExCeL London and the hosted buyer networking functions
  • Access to an exclusive hosted buyer lounge with complimentary refreshments and lunch

 What is not included in the hosted buyer programme?

  • Travel insurance
  • Any transfers outside of the event dates
  • All 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 do I do if my company does not allow me to receive complimentary travel and accommodation?

If you cannot accept complimentary travel and accommodation, 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.

 What am I committed to as a hosted buyer?

All that is required from hosted buyers, in return for all the benefits we offer, is to pre schedule five appointments with exhibitors of your choice per day of attendance using the event appointment system.

 What is a pre-scheduled appointment?

A pre-scheduled appointment is a 20 minute one to one appointment between a hosted buyer and an exhibitor of your choice. This equates to less than two hours of your time per day. These must be booked through the diary system on the online event platform. You can search through a list of all the exhibitors and choose who you would like to arrange an appointment with; our system will then match available meeting times in both your diaries.

 Do I have to pre-schedule appointments in advance?

Yes, pre-scheduled appointments are a requirement of attending Business Travel Show Europe as a hosted buyer. Hosted buyers will be asked, during registration, to confirm that they will comply and make appointments using the event online diary. We reserve the right to cancel people from the programme or charge a cancellation fee to any buyer who refuses to pre-schedule appointments.

 Can I change an appointment once booked?

To change an appointment you will have to first cancel it from your diary and start the booking process again to find an alternative time.

Do I have to add a reason for an appointment?

You will be prompted to add a comment about the appointment it is not mandatory, but it is helpful for the exhibitors to have an idea of why you would like to see them, so that they have the opportunity to prepare for the appointment. if you do leave a comment please add your name to the comment so that they can assign your comment to your appointment.

 Can exhibitors book appointments with me?

No, the exhibitors cannot book an appointment with you, however they can request to connect with you on the online event platform both prior and during the event. If you accept the connection request then the exhibitor will be able to chat with you through the platform. The exhibitor’s will not be able to see your contact details, unless you accept their connection request.

 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’. If hosted buyers miss two or more of their pre-scheduled appointments we reserve the right to charge up to £250.

 Am I able to attend joint appointments with my colleague?

Hosted buyers who attend with colleagues are expected to attend appointments individually with separate exhibitors. Any questions please contact the hosted buyer team by email at hosted@businesstravelshoweurope.com to discuss this further.

 Is there a cancellation fee?

  • Cancellations received on or before 19 May 2023 will not incur a fee.
  • Cancellations received after 19 May 2023 will incur a cancellation fee up to £250.

 I would like to attend some Masterclasses, what should I do?

All the hosted buyer dedicated masterclasses can be booked via your online diary and will be filled on a first come first served basis. Therefore we recommend that you register and book early to avoid disappointment. Once these have been booked in to your diary you can pre schedule your appointments around them.

 

What is the pre-show conference?

On Tuesday 27 June we will be running an exclusive hosted buyer conference. The conference will start with a networking lunch followed by the educational sessions. Hosted buyers must register to attend the conference and will be expected to attend for the duration of the conference. After the conference there will be a networking dinner available for all hosted buyers.

 How will I know what my travel arrangements are?

You will receive your transfer arrangements by email from the hosted buyer team the week prior to the event. If you have any queries then please email us on hosted@businesstravelshoweurope.com  or you can check with us in the hosted buyer lounge during the exhibition.

When will I receive my travel documents?

Most air tickets will be issued as e-tickets and will be sent to you by email once booked. If a paper ticket or UK rail ticket has to be issued, this will be posted by first class mail.

When do I find out the transfer arrangements?

You will receive your transfer arrangements by email from the hosted buyer team the week prior to the event. Basic transfer information is available in the hosted buyer diary or you can check with us in the hosted buyer lounge.

What should I do if I need to change my travel arrangements?

Contact the Hosted Buyer team by email  hosted@businesstravelshoweurope.com. 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.

When will I receive my event entry badge?

We will be in touch closer to the show regarding your e-badge. In the meantime if you have any questions regarding your registration please contact hosted@businesstravelshoweurope.com 

 What do I do if I need to cancel my attendance?

You must cancel your attendance in writing by email to hosted@businesstravelshoweurope.com. This will not be effective until you have received a written acknowledgement from hosted buyer team. Please refer to the earlier question regarding cancellation fees and the terms and conditions below.

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

 What do I need to take to the event?

Please make sure that you have a copy of your e-ticket or your travel documents. You can view all of your conference sessions and appointments in the diary section of the online platform via the web site or the mobile app.

How do I contact the hosted buyer team once they are at the event?

Please come to the Hosted buyer lounge where we will be happy to help you.

 What are the terms and conditions?

The full terms and conditions for the hosted buyer programme can be found  here.

Do I have to attend Business Travel Show Europe in person to become a hosted buyer?

Yes, to take part in our hosted buyer programme you need to attend Business Travel Show Europe in person. Hosted buyers cannot attend the event virtually.

What is Swapcard? How do I use the platform whilst at the show?

Business Travel Show Europe has teamed up with Swapcard for this year’s event, bringing to market our first Hybrid show. This new state-of-the-art digital platform offers hosted buyers the opportunity to access their own online personal diary to manage and maximise their time at the show, access and participate in all virtual content and access  the platforms instant chat & video calling functionalities. 

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