Hosted Buyer FAQ

How do I apply for a place on the BTS hosted buyer programme?

You can apply by emailing hosted@businesstravelshow.com

Alternatively, you may receive an invite from one of the many partners working with BTS to join the hosted buyer programme as a guest in their hosted buyer group, if so, they will provide you with a link to register and their specific group code.

What are the qualifying criteria?

The buyer criteria includes but is not limited to:

  • Minimum £1 million annual travel/meeting budget
  • Global/National/EMEA Travel Manager
  • Category specialists in procurement, purchasing and sourcing
  • Make budgetary and policy decisions across travel and meetings

Where and when is the exhibition taking place?

The Business Travel Show takes place in the Grand Hall at Kensington Olympia, Hammersmith Road, London W14 8UX for the 5th year. The dates are Wednesday 21st February and Thursday 22nd February 2018.

Do I have to attend the show for both days on the hosted buyer programme?

No. As a UK hosted buyer you can choose to attend the exhibition for one or two days, as long as you complete the required number of pre-scheduled appointments. However your hosted buyer badge, however, is valid for both days of the exhibition so if your diary frees up, you are always welcome to attend on a day that you are not registered.

Hosted buyers from outside the UK who require travel and accommodation must attend both of the two days.

What is included in the hosted buyer programme?

  • Online personal diary to manage and maximise your time at the show
  • Pre scheduled appointments with exhibitors of your choice
  • Exclusive hosted buyer only conference sessions before and during the event
  • Return economy flights from selected European airports or second class rail travel for UK buyers if required
  • Accommodation (bed and breakfast basis only) in a minimum 4* hotel in London if required for up to two nights
  • Transfers to the official hosted buyer hotels, Kensington Olympia and the hosted buyer networking functions
  • Access to an exclusive hosted buyer lounge with complimentary refreshments and lunch

What is not included in the hosted buyer programme?

  • Travel insurance
  • Any transfers outside of the event dates
  • All food and beverage expenses not taken within the programme or the hosted buyer lounge
  • Hotels and flights upgrades
  • Additional hotel nights
  • Personal expenses such as mini bar, additional drinks, telephone etc.

What do I do if my company does not allow me to receive complimentary travel and accommodation?

If you cannot accept complimentary travel and accommodation, you can still attend the event as a hosted buyer. During the registration process, simply do not tick that you would like us to book your travel and accommodation.

What am I committed to as a hosted buyer?

All that is required from hosted buyers, in return for all the benefits we offer, is to pre schedule five appointments with exhibitors of your choice per day of attendance using the event appointment system.

What is a pre-scheduled appointment?

A pre scheduled appointment (PSA) is a 20 minute one to one appointment between a hosted buyer and an exhibitor of your choice. This equates to less than two hours of your time per day. This must be booked through the event online diary system. You can search through a list of all the exhibitors and choose who you would like to arrange an appointment with; our system will then match available meeting times in both your diaries.

Do I have to pre-schedule appointments in advance?

Yes, pre scheduled appointments are a pre requisite of attending the Business Travel Show as a hosted buyer. Hosted buyers will be asked, during registration, to confirm that they will comply and make appointments using the event on line diary. We reserve the right to cancel people from the programme or charge a cancellation fee to any buyer who refuses to pre schedule appointments.

Can I change an appointment once booked?

Yes, the diary system will allow you to either cancel an appointment or to change the time of the appointment, as long as the exhibitor has other available appointment slots.

Why do I have to add a reason for an appointment?

It is really helpful for the exhibitors to have an idea of why you would like to see them, so that they have the opportunity to prepare for the appointment.

Can exhibitors book appointments with me?

No, the exhibitors cannot book an appointment with you, however in the two weeks prior to the event; the exhibitors do get the opportunity to request an appointment with you. They can only do this via the event diary and they do not see any of your personal or contact details, just your company name and job title. You have the final decision as to whether you would like to confirm this request or not and you will be notified by email if you have any requests outstanding.

What if I miss a pre-scheduled appointment?

Please visit that exhibitor at the earliest opportunity to re-arrange the appointment so that they do not list you as a ‘missed appointment’. If hosted buyers miss two or more of their PSA’s we reserve the right to charge up to £250.

Am I able to attend joint appointments with my colleague?

Hosted buyers who attend with colleagues are expected to attend the majority of their appointments individually with separate exhibitors. However the diary system does have the facility for you to be able to book some joint appointments. Please contact the BTS Hosted Buyer Manager by email at hosted@businesstravelshow.com to discuss how this can be done.

Is there a cancellation fee?

  • Cancellations received before 12th January 2018 will not incur a fee
  • Cancellations received after 12th January will incur a cancellation fee up to £250

I would like to attend some Masterclasses, what should I do?

All the hosted buyer dedicated masterclasses can be booked via your online diary and will be filled on a first come first served basis. Therefore we recommend that you register and book early to avoid disappointment. Once these have been booked in to your diary you can pre schedule your appointments around them.

What is the pre-show conference?

On Tuesday 20th February we will be running an exclusive hosted buyer conference. The conference will start with a networking lunch followed by a plenary session and then two sets of breakout sessions. Hosted buyers must register to attend the conference and will be expected to attend for the duration of the conference. Hosted Buyers are also expected to attend the after conference dinner that is organised for all participants to be eligible for complimentary accommodation for that night if required.

How will I know what my travel arrangements are?

Your travel arrangements will be confirmed to you by the official event TMC by email. You will be advised of your accommodation details nearer to the event. The hotel and travel details will also be available in the online diary.

When will I receive my travel documents?

Most air tickets will be issued as e-tickets and will be sent to you by email once booked. If a paper ticket or UK rail ticket has to be issued, this will be posted by first class mail.

When do I find out the transfer arrangements?

You will receive your transfer arrangements by email from the hosted buyer team the week prior to the event. Basic transfer information is available in the hosted buyer diary or you can check with us in the hosted buyer lounge.

What should I do if I need to change my travel arrangements?

Contact the Hosted Buyer Manager of BTS by email hosted@businesstravelshow.com. Please note that changes to flights are subject to availability and buyers will be responsible for any additional costs incurred. If further nights’ accommodation is required this will be up to the hosted buyer to book and pay for these extra nights.

When will I receive my event entry badge?

We will be in touch closer to the show regarding your e-badge. In the meantime if you have any questions regarding your registration please feel free to contact us.

What do I do if I need to cancel my attendance?

You must cancel your attendance at BTS in writing by email to hosted@businesstravelshow.com. This will not be effective until you have received a written acknowledgement from BTS. Please refer to the earlier question regarding cancellation fees.

Who do I contact if I have any problems or queries in the run up to the show?

Please contact the BTS Hosted Buyer Manager by email at hosted@businesstravelshow.com or if you are attending as part of a group you can contact your group co-ordinator.

What do I need to take to the event?

Please make sure that you have a copy of your e-ticket or your travel documents. You can print your diaries or alternatively you will be able to view all your conference sessions and appointments via the online diary web site on your mobile device.

How do I contact the hosted buyer team once they are at the event?

Please come to the Hosted buyer lounge where we will be happy to help you.

What are the terms and conditions?

The full terms and conditions for the hosted buyer programme can be found here.