Hosted Buyer Application

Welcome to the IMEX Hosted Buyer application form

You must complete all sections.

The application will take approximately 20 minutes to complete.

Before you begin please have the following information readily available:

  • Full details of 3 events you have planned (full criteria below)
  • If you require a visa for entry into Germany you will need passport details

To qualify for the programme:
You must organise events outside of your home country. Please provide full details of 3 events you have organised, 2 must be events which have occurred within the past 18 months and 1 can be a confirmed upcoming event within the next 12 months.

We will verify the information provided with the venue so please fill out the form completely to support your application.

Once you have completed your application it will be sent to your intermediary for approval before being submitted to IMEX for final approval. If further information is required you will be contacted directly - please respond to all queries in a timely manner as it will affect the timing of your approval.

Communication from IMEX is via email. Ensure that our domain names 'imexexhibitions.com' and 'imexexhibitionsemail.com' are added to your safe-senders list.

IMPORTANT: The application form, and all other communication from IMEX, will be in English. Please complete all fields in English

Hosted Buyer Application

Please select a group and click NEXT

Hosted Buyer Application

Summary Terms and Conditions

The Programme includes:

  • Transportation and Accommodation: Economy class flights or train tickets from selected destinations to Frankfurt; 4/5 star accommodation in Frankfurt for your programme dates and selected ground transportation in Frankfurt.
  • VIP Services: Access to the IMEX hosted buyer lounge, free wifi and complimentary refreshments.

The Programme does not include:

  • Meals, flight or hotel upgrades, personal extras at the hotel, taxis if arriving or departing outside your programme dates.
  • Visa application fees
  • Travel Insurance

Other important points:

Hosted buyers are expected to:

  • Attend IMEX for the full exhibition day
  • Make appointments with exhibitors each show day

Acceptance on the programme is at the discretion of IMEX.

We highly recommend that you read through the full Hosted Buyer Programme Terms and Conditions. Download them here.

 


Hosted Buyer Application

Please provide your details

 No
 Yes, I have attended IMEX America as a Hosted Buyer before
 Yes, I have attended IMEX in Frankfurt as a Hosted Buyer before
 Yes, I have attended both Shows as a Hosted Buyer before

or

Hosted Buyer Application

Your Company Address
This is the address we will use to mail your badge and book your travel and accommodation.

 

 



*IMEX is collecting information on Twitter usage by attendees.
This information will not be used to send you direct messages to your Twitter account.

 

Hosted Buyer Application

Hosted Buyer Visa requirements for travel to Germany.

Please check with your local German Embassy if you are unsure whether you will require a visa.

When travelling to IMEX 2018 you may require a visa for entry to Germany. IMEX can supply an Invitation Letter for Visa Purposes for your visa application, confirming your registration at the event.

If this is the case you will need the following information to complete the next part of the registration form:

  • Full Name
  • Company Name
  • Position
  • Address
  • Duration of Visit (number of days)
  • Date of Birth
  • Passport Nationality
  • Passport Number

As soon as your Hosted Buyer application has been approved, you should contact your local German Embassy to make an appointment.

If IMEX are arranging your flights, your interview should be booked for some time after the 20th April to allow time for ticketing. We will supply flight details and flight e-ticket once your flight tickets have been issued.

If you are booking your own flights the appointment should be from the beginning of April onwards. IMEX will supply you with Accommodation details and a confirmation letter from your hosted hotel in time for your interview. You will also need your flight details and e-ticket for your interview.

Documents will be emailed to you in PDF format only. If your embassy has advised that the original documentation is required, you must inform IMEX as soon as possible so it can be sent to you via courier. Be aware that this cannot be sent to a PO Box address and can take up to 5 working days to reach you.

You are responsible for checking the accuracy of the information. If there are any amendments that need to be made you must inform IMEX immediately who will then resend. Buyers are responsible for any Embassy charges for visas.

Hosted Buyer Application

Hosted Buyer Visa Requirements for travel to Germany.

Please supply the following information for the purposes of your IMEX Invitation Letter for Visa Purposes.

Please complete all fields.

or

or


Please note that you are responsible for any visa application fees charged by the Embassy.


Hosted Buyer Application

Hotel Accommodation at IMEX Frankfurt

Accommodation is automatically booked for you for single occupancy on room only basis unless otherwise stated.

  Name of Colleague  

Hosted Buyer Application

Travel to IMEX Frankfurt

Use these options to arrange travel for IMEX Frankfurt.

Select an option to see more information about that travel choice.

You may come back to this page if you would like to select a different travel option.

Hosted Buyer Application

Please provide your company details

IMPORTANT: In order to book your flights in the correct name, please enter your full name as it appears on your photo ID (passport or driver's license). This is the ID you will use to check-in for your flights.

or

Hosted Buyer Application

Travel to IMEX Frankfurt

You are responsible for booking and paying for your own travel to and from IMEX Frankfurt.

Hosted Buyer Application

No Travel Required

You will be responsible for booking and paying for your own travel to and from IMEX Frankfurt.

Hosted Buyer Application

IMEX will book your train

Select the country you would like to travel from:

Enter the name of the train station you would like to travel from:

Trains will be booked according to your group programme dates shown at the top of this page. If you wish to travel on different dates, please select these below:

Travel Dates


Preferred times and connections

  • If you arrive on Monday or earlier you can arrive at any time. If you are attending education sessions on Monday such as Association Day or EduMonday, please check the start time of the sessions.
  • If you arrive on Tuesday, Wednesday or Thursday your train must arrive into Frankfurt Hbf before 10.00am.
  • Your train must depart Frankfurt Hbf after 6.00pm on Tuesday or Wednesday or after 5.00pm on Thursday. If you depart after Thursday you can choose your departure time.

Preferred train times and connections to Frankfurt

Preferred train times and connections from Frankfurt


Train tickets for buyers travelling from outside Germany are paper tickets and no longer flexible so buyers can only travel on the train that is booked for them. No changes are permitted.

Train tickets for buyers travelling from within Germany are e-tickets. A seat reservation is booked for you by IMEX for a specific date and time.


Please advise us of any other travel or accommodation requirements



Hosted Buyer Application

Flight Refund Terms & Conditions

If you choose to book your flight to IMEX in Frankfurt, we will refund the cost of your flight to the exhibition up to an agreed amount – please see the flight refund table. When booking your flight, please follow the terms and conditions outlined below. Click here for full refund terms and conditions.

Summary Refund Terms and Conditions:

  • Flight Dates: you should book your flights according to your programme dates. If you book outside of these dates you will be responsible for additional hotel accommodation costs unless previously agreed by IMEX.
  • Flight Times: Flights should be booked to ensure you attend full exhibition days:
  • Monday arrivals: either in time for Association Day – before 11.30am or at a time of your choice if not attending Association Day
  • Tuesday, Wednesday, Thursday arrivals: by 10am
  • Tuesday and Wednesday departures: after 5.30pm
  • Thursday departures: after 4.30pm

If suitable flights time aren’t available, contact the IMEX Hosted Buyer team before booking.

  • Flight Prices and Reimbursements: IMEX will reimburse the cost of a flight to and from Frankfurt but not the cost of any side trips or layovers, nor travel agency fees.

IMEX will reimburse flights according to the flight refund banding limit.

If you cannot find flights within the refund banding limit or your preferred departure airport is not listed, contact the IMEX Hosted Buyer team before booking.

  • Flight Changes and Cancellations:
  • Any flight changes you make must still adhere to IMEX timing restrictions (see Flight Times above).
  • IMEX will only reimburse the actual flight which has been used to attend IMEX 2018
  • IMEX cannot refund flight costs for buyers who cancel their participation

You should read the full Flight Refund Terms and Conditions before booking your flight. Download them here. IMEX only needs to pre-authorise flights which do not meet the terms and conditions outlined.


 

Hosted Buyer Application

Drive to IMEX Frankfurt

You may select to drive to IMEX in Frankfurt

  • IMEX will provide free parking at Messe Frankfurt
  • IMEX will not cover fuel or other expenses

If you require a car park permit for Messe Frankfurt, please complete this form.
Parking permits will be sent in the post approx 3 weeks prior to the show. Please enter the address where you would like the permit mailed. This cannot be a PO Box

Please advise us of any other travel or accommodation requirements

Hosted Buyer Application

Travel to IMEX Frankfurt

Your IMEX Hosted Group Intermediary will be booking your travel on your behalf.

Hosted Buyer Application

IMEX will book your flight

If the country you would like to fly from is not available, please use the 'Back' button and select the option 'Book your own flight'

Changes to IMEX-booked flights are limited and subject to availability, so should you wish to travel on different flights or dates to those displayed above, we would ask that you click the back button and select to book your own flights to IMEX to received reimbursement {please check terms and conditions and refund banding table for more information}.

Please advise us of any other travel or accommodation requirements

Hosted Buyer Application

Hosted Buyer Confirmation of details.

Contact Details
Title
First Name
Last Name
Passport Name

If IMEX is booking your travel (flight or train) your passport name will be used to book your tickets. It is important that the name on your ticket matches your name as it appears on your passport. If it does not, please use the 'Back' buttons at the bottom of the page to go back to the Passport Name entry and correct it.



Hosted Buyer Application

Please answer the following question and then click 'Next >'

Do you or have you organised international events?

Hosted Buyer Application

Agency & Corporate Buyers
You must provide full details of 3 events which took place outside your home country - 2 must be past events occurring within the last 18 months. The 3rd can either be another past event from the last 18 months or an upcoming event which will occur in the next 12 months. Future events must be booked/confirmed events - not 'to-be-decided'. Buyers from outside Europe, where possible, please submit at least one European event.

Association Buyers
You must provide full details of 3 events - 2 must be past events occurring within the last 3 years. The 3rd can either be another past event from the last 3 years or an upcoming event which will occur in the next 3 years.

IMEX checks with venues to verify the details provided (hence the timescale of the events requested). Please ensure this information is accurate and include any additional information to minimise delays in your application approval.

Click 'Next' when you have completed this section.

First Event (this must be a past event within the last 18 months)


Yes No

Second Event


Please tell us about a 2nd event for which you have been responsible during the last 18 months.

Yes No

Third Event


Please tell us about a 3rd event for which you have been responsible during the last 18 months or will be responsible for in the next 12 months. Future events must be booked/confirmed events - not to be decided.

Yes No

Hosted Buyer Application

To qualify for the hosted buyer program you must organize, or have the potential to organize, some international events.

If you have not organized an event in the past 24 months, or are not planning an event in the next 24 months, please state the reason why in the box below.


Hosted Buyer Application

I work for/my company is:

The number of employees working in the organisation in the meeting industry is (approximately)

My responsibilities include:

please check all that apply

Hosted Buyer Application

What type of Association?

please check all that apply

In which region(s) do you hold events in?

please check all that apply

Yes No

Hosted Buyer Application

Are you the leader of your corporation's meetings/events program?
please select one only


Yes No

Hosted Buyer Application

Incentive House/agency type

please check all that apply

Hosted Buyer Application

What is your business activity?

please check all that apply

Type of event

please check all that apply

Hosted Buyer Application

Your answers to the questions on this page will determine the type and number of exhibitors who will contact you to schedule appointments. Please only select geographical regions and product areas that represent the exhibitors you want to see at IMEX. The answers to these questions are not used to qualify your application.

In which geographical areas are you interested?

please check all that apply

+

+

+

+

+

+

+

+

+

In which product areas are you interested?

please check any that apply

+

+

+

+

+

+

Hosted Buyer Application

You have selected the following Exhibitor Countries of Interest and Product Categories.

These selections will determine the number of messages and appointment requests you receive from exhibitors. Wider selections will result in more messages and appointment requests. You may narrow your selection to receive targeted messages from those exhibitors you would like to see at IMEX.

Your Selections:

In which geographical areas are you interested?

In which product areas are you interested?

To change these selections, select the 'Back' button below. To continue with these selections, select 'Next'.

Hosted Buyer Application

These are the 3 reasons for me to be at IMEX:

Hosted Buyer Application

What is your responsibility level for venues or events?

National events per year

International events per year

Average attendance at your largest national event

Average attendance at your largest international event

Annual budget for meetings / incentives

Hosted Buyer Application

2018 Co-located Events


Many co-located events take place around IMEX in Frankfurt, organised by the industry trade associations. Please indicate if you are planning on attending any of these events.

Please note that selection of events on this page is NOT a formal registration for the event. By selecting the event(s) below your details will be passed on to the relevant organisation and you will be contacted separately should additional registration and/or payment be required.

Please check all that apply.

Sunday, May 13

EduMonday, May 14

EduMonday, offers a full day of free cutting-edge professional education delivered by a variety of industry organisations for all buyers, visitors and suppliers. The full education listing is available from 15 March on the IMEX in Frankfurt website.

Special focus education:

Wednesday, May 16

* Separate registration required. You will be contacted with more details in due course.

Over 100 additional educational events will also run during IMEX in Frankfurt - all free of charge. To plan your schedule visit the What's On section of our website.

 

 

Hosted Buyer Application

Please be aware that access for students to the IMEX Frankfurt 2018 trade show is available only on Thursday, 18 May. Only students attending the IMEX-MPI-MCI Future Leaders Forum may access the hall on prior days. Student access to the IMEX Frankfurt trade show is strictly monitored and students should be aware that IMEX Frankfurt is a business oriented trade show where buyers and exhibitors have pre-arranged business appointments. We ask students entering the hall to respect our exhibitors' business needs at all times.

This form is now complete - hurray! Click Accept & Finish below and you'll receive an email (from hosted@imexexhibitions.com) to confirm receipt of your application. Please note that this email does not guarantee acceptance onto the IMEX Hosted Buyer Programme.

What happens next?

  1. Your completed application will be sent to the intermediary who invited you
  2. They will review the application before sending it to IMEX
  3. IMEX reviews the application for final approval
If your intermediary, or IMEX, need further information you will be contacted directly.

This process sometimes takes us a couple of weeks - please bear with us - we're reviewing all the applications as fast as we can. If you do have any questions about your registration, please contact your IMEX Hosted Group Intermediary - their contact details will be in your email confirmation.

If you don't receive an email confirming your application, please contact us at hosted@imexexhibitions.com.

By participating in IMEX Frankfurt, you grant IMEX Frankfurt the right to use images, your name/title/company name and/or biography, taken as photographs, written and/or video material at IMEX Frankfurt, and reproduce them in IMEX educational, news or promotional materials, whether in print, electronic or other media, including the IMEX websites and social media.

On approval of your registration you will receive an email containing your username and a link to set your password. This is to access the IMEX Frankfurt web site where you can find important information about the Show including details regarding your badge.

Email communications: IMEX communicates with participants using email. There are occasions when emails may be blocked, or filtered out as a result of increasing spam. To ensure you receive all emails from IMEX, please put the email domain "mail.imexexhibitions.com" and "imexexhibitionsemail.com" on your safe recipients list. You may need to contact your system/network administrator to confirm you are able to receive emails from IMEX.

Let others know you're coming: Tweet
Follow @IMEX_Group: Follow @IMEX_Group

Click 'Accept & Finish' to confirm your registration and return to the IMEX home page.

Hosted Buyer Application

Please wait while your registration information is stored.



Saving