Hosted buyer
Navigating the hosted buyer landscape
DENISE L . HUNTER , PRESIDENT OF DESTINATIONS LINK HOSPITALITY IN NEW YORK CITY , DRAWS ON HER EXPERIENCE AS A HOSTED BUYER AT NUMEROUS INDUSTRY EVENTS TO TELL DONNA SALLE ABOUT SOME OF THE CHALLENGES AND OPPORTUNITIES OF THE FORMAT
F or a hosted buyer , preparation begins long before the event . “ A typical day at a hosted buyer event can be incredibly demanding , with back-to-back meetings , networking sessions , and panel discussions ,” says Denise Hunter . “ To maximise the value of my time , I thoroughly research the suppliers , hotels / resorts , and services that align with my clients ’ needs .
“ Preparation also involves strategic outreach to suppliers and venue managers . I read press releases , and refer to online platforms , including social media , to learn about suppliers ’ latest offerings . I also use questionnaires and pre-event calls with clients to fine-tune what they ’ re looking for .”
Being in control Attending a large-scale event like IMEX or IBTM can be intimidating , with thousands of attendees , and vast exhibit space .
Successfully navigating the logistics of such events requires a mix of flexibility and forward planning . One suggestion Hunter offers is to build buffer time into your travel schedule and to be prepared for the unpredictable . “ I never assume a flight will be on time . I expect there to be traffic in my host city and I plan for registration lines when I arrive at the venue . A small delay can easily throw off an entire schedule , especially if meetings are packed back-to-back ,” Hunter notes and emphasises the importance of leveraging event technology . “ Many conferences offer mobile apps with live
Above : Denise L . Hunter
updates or real-time notifications . Check for features that let you see who ’ s at the event , so you can schedule last-minute face-to-face meetings . If a supplier or client is available for an impromptu coffee break or a quick touch-base between sessions , that ’ s a golden opportunity you wouldn ’ t want to miss .”
Hunter also suggests using the event ’ s on-site concierge services , if available . “ Event liaison teams can help you coordinate meetings , provide tips on getting around , or even secure lastminute reservations . They often have insider knowledge on how to make your experience smoother .”
Being and staying organised “ I plan each day , hour by hour ,” says Hunter . “ This isn ’ t just about scheduling meetings , it ’ s about making sure there ’ s time for follow-ups , research , and debriefing with clients . I use project management tools to track client preferences , record meeting notes , and follow-up actions , so everything stays in one place .”
Hunter says she sleeps very little when at IMEX or IBTM . “ I ’ ll sleep on the plane ”, she chuckles . “ These events are unique opportunities to connect with key people and I want to make the most of every single minute .”
And the after-hours events are often where the best connections are made , she says . “ The more you can connect with people on a personal level , the better your professional interactions will be .”
As the industry evolves , so too does the role of the hosted buyer . “ The key to success is adaptability ,” Hunter concludes , while admitting the volume of meetings for hosted buyers can sometimes seem extensive . “ It ’ s important to strike the right balance between having enough meetings to explore potential opportunities while avoiding feeling overwhelmed .
“ One tip would be to offer more flexibility for hosted buyers in selecting meetings , so that we can align with exhibitors who are most relevant to our needs ,” she adds . n
ISSUE 135 / CONFERENCE & MEETINGS WORLD / 33