Exhibiting

IMEX America Appointment System for Exhibitors

Individual Appointments, How do buyers make appointments?, Number of appointments, How much does it cost?, Other facilities, Messaging Service, Group Appointments

Individual Appointments

The IMEX appointment system is unique, giving buyers complete choice over their appointments and contains an integrated messaging service. It is a buyer-led system - buyers make appointments with exhibitors (not the other way around).

For exhibitors this means that they are guaranteed to meet with buyers who have a specific interest in their destination or product.

All appointments take place in an exhibitor’s booth on the trade show floor.

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“Providing us with the facility to make appointments in advance sets IMEX apart from other exhibitions.”

Steven Bonda, Sales Manager, Meetings and Conventions, Visit Florida

How do buyers make appointments with you?

Once registered for IMEX America, buyers login to the IMEX website to access their personal online schedule. This schedule is available from 4 weeks prior to IMEX America - view an example.

Buyers find exhibitors they are interested in meeting using the IMEX America Exhibitor Directory. The Exhibitor Directory allows buyers to search for exhibitors using keywords, product categories, destinations and geographical regions, as well as exhibitor name or booth number - view an example.

Once a buyer has found an exhibitor they would like to meet, they select the ‘Make Appointment’ button and can easily view the time slots available in the exhibitor’s schedule - view an example. The buyer selects a date and time. The appointment is added to the both the buyer and exhibitor schedules. Automatic emails are sent to exhibitors who have appointments added to their schedules - view an example.

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“IMEX really are ahead of the curve in everything they do.”

Alan Waxler, President & CEO, AWG Inc

The appointment is then visible in both the buyer’s and the exhibitor’s schedules.

Once an appointment has been made exhibitors and buyers can send messages to each other via the IMEX messaging service. Buyers can also send RFP documents or other information to ensure that exhibitors are fully prepared for the appointment onsite - view an example.

How many appointments can exhibitors receive?

Appointment timeslots are 30 minutes and schedule are open for the duration of the trade show hours.

Exhibiting companies can open a schedule for each registered member of booth staff, plus the exhibitor main contact. For example, if an exhibitor registers 5 booth staff, plus themselves, they can open up to 6 schedules - view an example.

This allows exhibitors to receive as many appointments as they can manage within the hours of the trade show. Exhibitors can allocate appointments made by buyers to their registered booth staff.

Is there a charge for receiving appointments?

No – the IMEX America appointment system is an integral part of the trade show and is included within the price of the booth space.

What other facilities does the online schedule have?

Reserve or block timeslots in their schedule
Open multiple schedule for their booth
Allocate appointments directly to their booth staff
Decline appointments from buyers that they do not wish to meet
Send messages and request information from buyers with whom they have appointments
Export their schedules to their outlook calendar - view an example

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“Buyers with business for you.”

Amanda Elder, Vice President of Sales, EMEA, Starwood Hotels

What is the integrated messaging service?

This service allows exhibitors and buyers to communicate with each once an appointment has been made. It helps buyers and exhibitors to define their meeting requirements and set the agenda for the meeting, making it far more productive. Buyers are able to send RFPs and other documents via the schedule system - view an example.

IMEX America Group Appointments

In addition to individual appointments, buyers will also attend group presentations on exhibitor booths.

Booths over 300sqft will have the opportunity to benefit from Group Appointments. Groups of buyers (approximately 10 pax) will visit your booth at a pre-scheduled time for a 30 minute appointment during which you can present an overview of your destination / products or services.