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