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Managing group leaders and group appointments

Group leaders

A group leader travels with the hosted buyer group and escorts them to their group appointments. They are the key contact for your hosted buyers and for us during the show. As an IMEX intermediary it’s your responsibility to assign a group leader for each hosted buyer group you manage. 

Group leaders  should:  

  • Have contact details for all  your  hosted buyers  in case of emergencies  
  • Have  the group appointment schedule for your hosted buyer group, and accompany your hosted buyer group to all  group appointments 
  • Tell us straight away if any hosted buyers cancel their attendance or do not attend. (If a hosted buyer does not check in to their hotel for their first night’s accommodations, we’ll cancel any further accommodations we’ve booked for them.) 

We’ll host one group leader for a minimum of 10 confirmed hosted buyers, unless otherwise agreed.  

Your group leader should register as soon as possible. We'll approve them as a group leader when your hosted buyer group reaches the agreed minimum number. Once approved, they'll be able to confirm their travel and accommodations preferences, and submit their travel reimbursement claim.
 

If you’re the group leader let us know so we can add the role to your registration.

Group appointments

Group appointments allow multiple buyers to learn about a destination or supplier at the same time—often in a booth presentation format.

We make a few group appointments for your hosted buyers each day your hosted buyer group is at the show.

Group appointments are scheduled between 11am and 4pm.

More information about group appointments

Group appointment preferences
We’ll email you on Monday July 22, 2024 to ask for your group appointment  preferences.

To give us these, we will email you a link to a form where you can choose your preferred group appointments from a list of exhibitors.

The more you select, the more likely it is we’ll be able to match your preferences. If you have a large hosted buyer group, or multiple hosted buyer groups, we recommend selecting as many exhibitors as possible as we spread out group appointments between exhibitors. You can also select up to five exhibitors you don’t want group appointments with, by selecting the exhibitors' names from the drop-down list under Exclude.

Complete the additional information box with any details that will help us set the right group appointments for your  hosted buyer group(s). Click  save and repeat these steps for each of your hosted buyer groups.

The deadline for selecting your group appointment preferences is: July 31. You can amend your selection any time up to this deadline.
Matching your group appointment preferences
While we make every effort to match your group appointment preferences, this is not always possible, particularly if your clients apply late to join your hosted buyer group. Some group appointments may be allocated to your hosted buyer group based on exhibitors’ requests to see hosted buyers from your region.

If you’re representing a hotel chain with properties in fewer than six destinations and have multiple hosted buyer groups, we won’t allocate all your group appointments to those destinations, as we spread out group appointments between all our exhibitors.
Group appointment schedule
To view the group appointments for your hosted buyer group, sign in to your IMEX account, select the hosted group and scroll down to the group appointments below your list of buyers. Available to view from Monday August 12, 2024.
Group appointment attendance
If there are any group appointments your hosted buyer group cannot attend, let us know by  Wednesday August 21
Combined and split group appointments
We may combine hosted buyer groups of fewer than six hosted buyers if they’re from the same company. We may split hosted buyer groups of more than 15 hosted buyers into groups of between six and 15 hosted buyers to allow them to fit comfortably on to exhibitor booths.

Related pages

Intermediary guides and help

Intermediary guides and help

Looking for more detailed guides on being an intermediary? Browse our help guide library.


 
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INTERMEDIARY RESPONSIBILITIES AND TIMELINE

INTERMEDIARY RESPONSIBILITIES AND TIMELINE

Find out more about being an intermediary including responsibilities, timeline, practicalities, options and how to apply.
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Any questions? Check our FAQs page and help pages for more info.
Maria Gaillez
Maria Gaillez
Relationship Manager, Hosted Buyer Program
Doris Jungling
Doris Jungling
Relationship Manager, Hosted Buyer Program
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