A comprehensive guide for all group coordinators to ensure they understand and achieve maximum potential for their hosted buyer group at the Business Travel Show.
A Group Coordinator Agreement must be signed and returned. This agreement is not a contract or legally binding document, just an agreement that both parties understand what is involved in the hosted buyer programme.
Upon returning the agreement, you will receive a unique URL registration link along with a unique group code. This link and group code must be sent to all the hosted buyers who you are inviting to join your group. We can provide a template invitation that you may brand and use to invite your hosted buyers or you are free to produce your own invitations, please discuss with the Hosted Buyer Manager.
An electronic copy of the hosted buyer brochure will be provided to send out with your invitations to the prospective hosted buyers.
Group coordinators will once again be incentivised to recruit hosted buyers and will either receive a discount off their stand re-book rate for 2018 or for non exhibitors we will pay a fee to the organisation for every buyer that actually attends The Business Travel Show. Further details can be obtained from the Hosted Buyer Manager.
Who should you invite?
Please invite clients/members/prospects who are Corporate Travel Managers or who work in procurement with direct responsibility for buying business travel. Please send your invites out as early as possible as The Business Travel Show does run its own marketing campaign and will be sending out invitations to those people on our database.
The main criteria for hosted buyers may include but are not limited to:
- Global/EMEA/National Travel Manager
- Category specialists in procurement, purchasing and sourcing
- Million pound plus annual travel/meeting budget
- Make budgetary or policy decisions across travel and meetings
No Business Travel Suppliers would qualify as hosted buyers.
Hosted buyer qualification process
Group coordinators should encourage their hosted buyers to register as soon as possible. The BTS organising committee will validate and qualify each application. The buyer will be notified by email once this has taken place with the status of their application. This process may take a few working days to be completed.
If a buyer’s application is not successful they will be automatically amended to a visitor status for attending the show and notified.
Group coordinators should liaise with the Hosted Buyer Manager to receive a list of those people that have registered as part of their group, so that they can chase those people who they have sent invitations to but who have not yet registered.
Hosted buyer diary and pre-scheduled appointments
The hosted buyer diary is the place where the buyers will be able to book conference sessions, view the exhibitors’ profiles and book their pre scheduled appointments. The hosted buyers must arrange a minimum number of five appointments per day.
Travel and accommodation
If a hosted buyer requires travel and accommodation, this will be booked by the shows official TMC and once booked and confirmed this information will be communicated to the hosted buyer.
Flights will be in economy class and timings will be allocated to allow the buyers maximum time on the show floor.
For buyers from the UK, rail travel will be in second class.
All buyers from a group will, as far as possible, be allocated the same hotel on a bed and breakfast basis. Any additional charges are the responsibility of the buyer.
Flights and accommodation are booked by BTS and therefore all queries should be directed to BTS. Group coordinators and hosted buyers are asked not to contact the BTS travel suppliers directly.
Hosted buyers and group coordinators will have access to the exclusive hosted buyer lounge. You must be in possession of your group coordinator badge to be able to access the lounge.
The formal social and networking events during BTS:
Tuesday 20th February – Welcome dinner for hosted buyers who attended the pre-show conference that day
Wednesday 21st February – Hosted buyer and exhibitor social event from 7.00pm
Terms and conditions
In the event of a hosted buyer cancelling their attendance at BTS, the following fees will apply:
- Cancellations received before 12th January 2018 will not incur a fee.
- Cancellations received after 12th January 2018 will incur a cancellation fee of up to £250.00
- If a buyer is reported as a no show on site, or does not attend two or more pre-scheduled appointments, the fee of £250 will be levied.