IMEX America Appointment System for Buyers
Individual Appointments, How does it work?, Number of appointments, Other facilities, Messaging Service, Group Appointments
Individual Appointments
The IMEX appointment system is unique, giving buyers complete choice over their appointments and contains an integrated messaging service. It is a buyer-led system - buyers make appointments with exhibitors (not the other way around). Buyers choose the exhibitor, date and time of the appointment. This is different from the more traditional computer-led ‘match-making’ systems which obligate buyers to meet with exhibitors who they may not be interested in, at times and dates they have not chosen. All appointments take place in an exhibitor’s booth on the trade show floor. Exhibitors expect buyers to arrive on their booth at the start of the appointment time and to be available for the full 30 minutes. Buyers are advised to prepare for their appointments to ensure that they are as productive as possible - this is your opportunity to get real business done on the show floor. |
“Arm-chair travelling around the world!” Jule Uddfolk, Meeting Management Solutions, Chicago, USA |
How does the system work?
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After successfully applying for IMEX America, buyers log in to the IMEX website to access their personal online diary. This diary is available from 6 weeks prior to IMEX America - view an example.
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Buyers find exhibitors that they are interested in meeting using the IMEX America Virtual Exhibition. The Virtual Exhibition allows buyers to search for exhibitors using keywords, product categories, destinations and geographical regions, as well as exhibitor name or stand number - view an example.
- Once a buyer has found an exhibitor they would like to meet, they select the ‘Make an Appointment’ button and can easily view the time slots available in the exhibitor’s diary - view an example. The buyer selects a date and time. The appointment is added to the both the buyer and exhibitor diaries. Automatic emails are sent to exhibitors who have appointments added to their diaries - view an example.
- Buyers can also send RFP documents or other information to ensure that exhibitors are fully prepared for the appointment - view an example.
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Once an appointment has been made exhibitors and buyers can send messages to each other via the IMEX Messaging Service.
How many appointments can I make?
Hosted buyers are required to make 4 individual appointments per day of attendance with exhibitors of their choice. Most buyers make many more. There is no upper-limit to the number of appointments a buyer can make during their attendance, although buyers are advised to leave enough room in their schedules for rests and breaks. Each appointment slot is 30 minutes.
Hosted buyers may also have group appointments which they are required to attend as a part of their hosted buyer group program. There are a maximum of 2 group appointments per day of attendance.
What other facilities does the online diary have?
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Buyers can reserve or block time slots in their diary
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Buyers can add seminars and events to their diary
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Intermediaries can block time slots within their buyers’ diaries
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Buyers can export their diaries to their outlook or lotus notes calendar - view an example.
What is the integrated messaging service?
This service allows exhibitors and buyers to communicate with each once an appointment has been made. It helps buyers and exhibitors to define their meeting requirements and set the agenda for the meeting, making it far more productive. Buyers are able to send RFPs and other documents via the diary system - view an example.
IMEX America Group Appointments
In addition to individual appointments, buyers will also attend group presentations on exhibitor booths. These group appointments are made prior to the diary going live and are made by the IMEX America team, in liaison with the hosted buyer group intermediaries and exhibitors. Hosted buyers who have been allocated group appointments are expected to attend these appointments. There are usually a maximum of 2 group appointments made per day of attendance.