For more detailed guidance on how to make appointments, sign in and go to Quick help guides for hosted buyers/ visitor buyers.

Details and information about appointments

Note: You can make appointments from April 24, 2023.

For more information about appointments, check our FAQ's page.

Appointments at IMEX

All buyers make 30-minute appointments direct with exhibitors using our Exhibitor Directory and online appointment system. Hosted buyers can also book stand presentations or may have group appointments allocated (pre-scheduled by us) – these are a great way to explore new destinations and ideas.

How appointments are made

As an approved buyer, four weeks before the show you’ll be able to log in to your IMEX account and make appointments. You can connect with exhibitors you’ve made appointments with, to help them prepare. Join one of our recorded webinars for a walk through the system before you start. 

Once an appointment is made, it automatically appears and is confirmed in the exhibitor’s schedule.

Exhibitors have the option of declining appointments (if for example they do not work with buyers from a particular region). A reason will be given. Affected buyers can still contact these exhibitors direct pre-show or during the show.

If you make appointments at IMEX outside our online appointments system, (e.g. through Outlook), please block out these times in your IMEX schedule as appointments are audited.

How many appointments should be made?

We run the most flexible hosted buyer programme in the world but when you accept an invitation to be an IMEX hosted buyer, you're making a commitment to make genuine business appointments with our exhibitors. We recommend at least six to eight per day. These should be mainly 1-2-1 appointments, but can include some group appointments and stand presentations.

We do regularly check that our hosted buyers are making and attending their appointments. Hosted buyers who do not make appointments may not be accepted as a hosted buyer at future IMEX shows. On average IMEX hosted buyers make 16-plus appointments over three days.

Scheduling in events, activities and education

Beyond scheduling appointments with exhibitors, you can also save events and activities and education sessions to your schedule.

Appointment practicalities

Appointments are scheduled for 30 minutes. We recommend allowing at least five minutes at the end of each appointment to get to your next appointment on time. You can change the time of an appointment by selecting it in your schedule and then Choose Reschedule. Don't ghost! If you need to cancel an appointment, send a personal message in advance. 
 

Group appointments

Group appointments may be scheduled for the hosted buyer group you are part of by us, and are part of your hosted buyer obligation. They can be a great way to learn more about a product or destination you may not have otherwise considered.

Group appointments are scheduled between 11:00 and 16:00. As a hosted buyer you have to be at the show between 10:00 and 17:30 on your programme days. You should ensure your flight schedule allows you to do this.

Stand presentations

Exhibitors schedule stand presentations to allow them to present an overview of their product or destination to groups of 10 to 15  buyers. We recommend attending a stand presentation if you’re fact-finding.

You can search for and add stand presentations to your schedule. If a stand presentation you want to attend is already full, try again closer to the show in case there are cancellations, or go to the stand when the presentation is scheduled in case there’s space.

Have any questions? Check our FAQs page or contact us: 

Call: +44 (0)1273 227311
Email: hosted@imexevents.com