VIP Hosts

To receive VIP Hosted Buyer status, eligible candidates must be nominated by a bona fide VIP Host.

VIP Hosts can be associations, hotel companies and other travel suppliers subject to approval by BTM.

VIP Hosts receive security-protected access to the BTM registration system to monitor their invited groups’ registrations, and must commit to the following.

• To deliver at least 10 qualified Hosted Buyers (10 buyers = 1 group)
• To co-ordinate all responses and administer their hosted group(s)
• To ensure that all information relating to their hosted buyers is complete & accurate
• To ensure their hosted buyers are aware of all programme arrangements
• To be aware of and advise Business Travel Market immediately of any cancellations

VIP Host incentive programme

Hotels and serviced apartment providers who accommodate VIP Hosted Buyers in their own properties at their own cost, will receive a discount on their exhibition space. VIP Hosts also receive 1 complimentary place for each party of 10 hosted buyers attending.

Hosted Buyer invitation process

VIP Hosts must submit their lists of proposed VIP Hosted Buyers to Business Travel Market for approval by 1st December 2010.

All nominations are de-duplicated and verified, with an approved list of buyers to be invited being supplied to each host in January 2011. 

Each VIP Host is given password-protected access to the BTM system, through which all invitations must be issued, and through which all VIP Hosted Buyers register for the event.

VIP Hosts are responsible for issuing invitations to their nominated VIP Hosted Buyers, suggested text for which will be sent to each Host. VIP Hosts may personalize their invitations, but may only issue them via the BTM system.

Each VIP Hosted Buyer completes an online registration using their Host’s unique reference number. It is not possible to transfer Hosted Buyers between groups.

After registering, each VIP Hosted Buyer is sent a unique login and password to access the registration system, review or amend their details and request or accept meetings using the appointments diary.

Appointments diary

When registering, a profile of each hosted buyer is created including demographic information about managed spend by sector, region and so on.

These profiles are fully compliant with EU data protection legislation and are visible only to sponsors, exhibitors and the Hosted Buyer. No direct contact details are visible.

The profiles allow Hosted Buyers to request meetings with exhibitors, and vice versa.  Meetings are only confirmed if both parties agree to meet. Confirming a meeting automatically closes out that time slot in the Hosted Buyer’s appointments diary.

Official travel & accommodation partners

Buyers invited by VIP Hosts who are hoteliers, airlines or transport providers normally travel with, or are accommodated by that partner (i.e. hosted buyer X is invited by Y Hotels, and stays in Y Hotels’ London property).

Others are hosted by official partner hotels, and travel on official carriers. Whilst every attempt is made to accommodate a Hosted Buyer’s wishes, it may be necessary to allocate an alternative hotel or carrier to that initially requested.

More information

Contact Loraine Holdcroft, VIP Hosted Buyer Programme Director

loraine@businesstravelmarket.co.uk         

Tel. +44 (0) 7767 470318