Hosted Buyer Program FAQs

1. How do I apply for the IBTM America Hosted Buyer Program?

To apply for the Hosted Buyer Program you must complete the online application which will be available on our website in November 2014. Should you wish to receive further information, please contact the Hosted Buyer Team at

2. What information do I need to provide on the Hosted Buyer application?

The Hosted Buyer application will take approximately 20 minutes to complete. It will ask you to provide detailed information on your role in the meetings industry and within your company, your individual purchasing authority and types of business meetings and events that you organize. In addition, you must supply information on 3 past and 3 future events that you organize. The information on the application will be reviewed by our external qualification agency and internal Hosted Buyer team to determine if you meet the qualification requirements and buyer profile for the Hosted Buyer Program.

3. What are the Qualifying Criteria?

In order to qualify for the IBTM America Hosted Buyer Program your application will be reviewed against the following qualification criteria:

Criteria for Meetings/Events/Incentives Planners:

  • The number and size of purchased meetings, events, incentives, conferences etc. held annually
  • Your individual purchasing authority within your organization
  • Annual budgets for meetings, events and incentives business
  • Potential for future business in the U.S. meetings industry

Criteria for Business Travel Executives

  • Number of travel management contracts negotiated annually and/or renewable in the future
  • Amount of consolidated company spend and volume of transactions in various categories (air, hotel, transportation, expense management, travel management, etc.)
  • Your individual purchasing authority within your organization
  • Number of domestic vs. international contracts negotiated

4. Do I need to organize international business meetings and events to qualify as a Hosted Buyer at IBTM America?

No. While organizing international events is not a requirement to qualify, we do anticipate that many of our Hosted Buyers will organize meetings both in the US and abroad. All US and international buyers must plan meetings in the US in order to qualify and they may also plan international meetings.

5. What happens after I submit my online application?

Once your application is complete, it will be reviewed by our external qualification agency. The information provided will be cross-checked, and in many cases you will be contacted by phone for further verification. You will then be notified via email whether your application was successful. Please add to your list of accepted senders. Please note that the qualification process can take several weeks.

6. What am I committed to as a Hosted Buyer?

The Terms and Conditions of the Hosted Buyer Program require Hosted Buyers to attend:

  • Complete 30 Pre-Scheduled Appointments with exhibitors and attend all evening networking events and breaks

7. Is this a FAM Trip?

IBTM America is not a FAM trip, but a place for qualified Hosted Buyers to make business happen. As a Hosted Buyer you will attend 30 pre-scheduled business appointments with exhibitors while at the show. We will create a customized schedule for you based only on your requests and we ask that you attend all of your appointments to avoid cancellation fees.

8. What is included in the Hosted Buyer Program?

  • Complimentary travel and accommodations (number of nights' accommodation depends on whether your travel is "short-haul" or "long-haul.")
  • Pre-Scheduled Appointments
  • Complimentary admission to IBTM America and official IBTM America networking events
  • Coach transfers in Chicago between airport, hotel, IBTM America (at the Skyline Ballroom @ McCormick Place) and all events.
  • Complimentary admission to the IBTM America Knowledge Program which includes CEU Accredited Sessions and experiential sessions

9. What is not included in the Hosted Buyer Program?

  • Travel insurance
  • Private transfers
  • Flight upgrades
  • Hotel upgrades
  • Additional nights' accommodation
  • Personal extras/incidentals at the hotel
  • Baggage fees
  • Reimbursement for local Hosted Buyers (train, mileage) over $50

10.What is a Pre-Scheduled Appointment (PSA) and how are my appointments made?

A PSA is a one-to-one appointment between a buyer and an exhibitor that is scheduled in advance of the show. To make these appointments, you will be given access to the "Hosted Buyer Zone" which is an online portal used to manage your schedule during IBTM America. About 13 weeks before the show, Hosted Buyers will log on and choose 40 "Appointment Preferences" of exhibitors they wish to meet with during the show. Those preferences will be automatically matched by our system software against exhibitor preferences (a "Mutual Match") to create a personalized itinerary for your 30 appointments.

11.What is a Self-Scheduled Appointment (SSA) and how are these appointments made?

After our software system creates the "Mutual Match" of your preferences and exhibitor preferences, there may be a few open slots for you to make additional appointments in order to achieve the required 30 appointments. After the Mutual Match, you can look at your schedule on the Hosted Buyer Zone and determine if you need to make more appointments. If yes, then you can see which exhibitors have openings and you can schedule a "self-selected appointment" with them.

12. What happens if I miss an appointment?

Per our Terms and Conditions, all Pre-scheduled and Self-Scheduled appointments must be honored.

13. How is travel and accommodation booked?

Once qualified, your travel and accommodations will be booked by our travel agency partner - BCDM&I.

14. What should I do if I need to change my travel and/or accommodation arrangements?

Any travel related changes must be requested in writing to Changes are subject to availability and buyers are responsible for any additional costs incurred.

15. How can I view my travel and accommodation details?

Once your travel has been finalized and confirmed, you will be able to view your details through the 'Hosted Buyer Zone'.

16. How do I get to and from the airport?

Upon arrival in Chicago you will be greeted by IBTM America staff who will direct you to the official IBTM America ground transportation area. From there you will be transferred directly to the convention center or hotel dependent on your arrival time. Shuttles will be provided from the convention center back to the airport beginning on June 11, 2015.

17. What is my schedule at IBTM America?

To view your schedule at IBTM America log in to the Hosted Buyer Zone. You can print your appointment itinerary and travel information.

18. When and how will I receive my badge?

ibtm america uses "Express Badge" and you will not receive a badge in the mail. Instead, you will receive a barcode via email approximately 2 weeks before the show. Print this barcode and bring it with you to the registration area onsite and your badge will be quickly printed for you.

19. What is your cancellation policy?

There is no fee for Hosted Buyers who cancel their attendance before May 8, 2015. Hosted Buyers must provide written email notification to the IBTM America team at and receive a confirming response from us. After that date, cancellation fees will apply. Please refer to the Terms and Conditions for further detail.

20. Are there any fees to register as a Hosted Buyer?

The only fee is the US $5 application fee used to validate your credit card. There are no other fees regarding attendance. There are fees for cancellation and no shows which apply after the cancellation date of May 8, 2015. Please be sure to read the Terms and Conditions that are part of the Hosted Buyer application. The fees are dependent on your home location and date of cancellation.

21. Why do you need my credit card details?

All applicants for the IBTM America Hosted Buyer Program are required to supply valid credit card details as part of the application. IBTM America also requires a small application fee (US $5) to validate your credit card and a receipt for this amount can be requested. The credit card details are also required for the purposes of charging for additional travel costs for changes requested by the Hosted Buyer and for any cancellation fees Receipts for these fees can be requested.

22. Who do I contact if I need assistance before the show?

Please contact the Hosted Buyer Team at IBTM America via email at We answer all emails within 24 hours, if not sooner.

23. How do I reach the Hosted Buyer Team once they are on-site?

The Hosted Buyer Team can be reached by email at before, during and after the show. When on-site, the Hosted Buyer Team will have a Customer Service desk for any Hosted Buyer questions.

Hosted Buyer Team Mailbox:
To contact the Hosted Buyer Team

Christine Knox
IBTM America Hosted Buyer Program Director
T: +1 (203) 840-5365

Yvie Stephan
IBTM America Hosted Buyer Account Manager
T: +1 (203) 840-5667

24. What are the Terms and Conditions for a Hosted Buyer?

All Hosted Buyers must adhere to the Hosted Buyer Terms and Conditions when they are accepted for the ibtm America program. Click here to view the Terms and Conditions

25. What is the Admissions Policy for a Hosted Buyer?

All Hosted Buyers must adhere to the Hosted Buyer Admissions Policy when they are accepted for the ibtm America program. Click here to view the Admissions Policy.

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