Frequently Asked Questions for Planners Participating in the Hosted Buyer Program
Q: How do I apply for the Hosted Buyer Program?
A: MPI is currently accepting applications for the Hosted Buyer Program. You may apply online via the WEC 2011
Website. You can click here to access the application.
Q: Do I need to be an MPI member to be able to apply for the Hosted Buyer Program?
A: No, you are not required to be a member of MPI to apply for the Hosted Buyer Program.
Q: What are the criteria for a planner to be selected for the program?
A: The selection criteria is based on purchasing authority, potential for future business, geographical representation,
annual budget and the need for a mixture of organizations.
Q: Can I see a list of the suppliers participating in the program?
A: Yes, a current list of participating suppliers is always available on the WEC 2011 Website. Click here to see the list
now. Note: The Website will be updated once a week.
Q: If I am not selected into the Hosted Buyer Program will I still be able to participate in the Buyer Connect
program?
A: Yes, the Buyer Connect program is open to all non-hosted planners attending WEC that would like to have an
opportunity to meet with suppliers that are participating in the Hosted Buyer Program. To learn more about the Buyer
Connect option, click here.
Q: Why am I required to give MPI a $300.00 deposit once I am accepted into the Hosted Buyer Program? Will the
deposit be refunded?
A: We ask for a $300.00 deposit to confirm your commitment to the Hosted Buyer Program. This deposit is 100%
refundable upon successful completion of the program. Your $300.00 deposit will be refunded within 30 days after the
end of WEC.
Q: What benefits do I receive for participating in the Hosted Buyer Program?
A: As a planner participating in the Hosted Buyer Program you will receive:
One (1) complimentary full conference registration ($650.00 USD value)
Four (4) night hotel stay from July 23 – 26, 2011. (Additional nights will be the planner’s responsibility. ($1000.00
USD value)
Airfare credit up to $400.00 USD
Q: Can I still participate in the program if I do not sign the Terms and Conditions document at the bottom of my
acceptance letter?
A: No, we must have your signed acknowledgment of the Hosted Buyer Program Terms and Conditions no later than
June 24, 2011. You will not be able to set appointments and your participation in the Hosted Buyer Program will be
cancelled.
Q: How do I convince my boss to let me participate in the Hosted Buyer Program?
A: Convincing your boss to let you participate in MPI’s Hosted Buyer Program will be easy. Tell them you will meet with up
to 15 suppliers who you have requested to meet and are ready to get business done. The pre-conference software allows
you to choose suppliers that meet your specific needs and communicate with them in detail ahead of time which saves
you time at WEC. Combine this with the Complimentary registration, four night hotel accommodation, $400.00 airfare
credit and the quality and variety of available MPI education means strong ROI.
Q: Once I have been accepted into the Hosted Buyer Program, how do I book my hotel and register for WEC?
A: Once accepted into the program, you will receive an acceptance email that will provide you with a housing link to book
your hotel and a registration link with a “complimentary” code to register. Remember, the Terms and Conditions section
at the bottom of your acceptance email must be signed no later than June 24, 2011 to be eligible for the Hosted Buyer
Program.
Q: How do I redeem my airfare credit and when will I receive it?
A: Book your flight and send your airline receipt with the airfare indicated to wecevents@mpiweb.org for our records.
Once you have successfully completed the Hosted Buyer Program, MPI will reimburse you up to $400.00 USD for your
airfare within 30 days of the end of WEC. If your airfare is less than the $400.00 USD credit, you will not receive the
difference. The airfare receipt submitted must be for a confirmed reservation and include the actual cost of the ticket. MPI
will not accept a non-confirmed reservation confirmation. If you choose to use your miles for airfare we will give you a
$150.00 USD rebate.
Q: Why is there a different application for Corporate/Association planners and third party planners?
A: There are two different applications because third party planners need to showcase their business and clientele
differently. Therefore we have created a different application that will facilitate their needs.
Q: When and where will the hosted buyer appointments take place?
A: The appointments will take place in the designated hosted buyer area on the first floor hall at the Orange County
Convention Center on, Sunday, Monday and Tuesday. Your final schedule will reflect the location of the scheduled
supplier’s appointments.
Q: What are the hours for the hosted buyer appointments?
A:
Sunday, July 24 - 3:30 PM - 5:00 PM
Monday, July 25 - 9:30 AM - 11:00 AM
Tuesday, July 26 - 10:30 AM - 11:30 AM
Sunday, July 23
Monday, July 24
Tuesday, July 25
10 Minute Appointments
3 Minute Transitions
10 Minute Appointments
3 Minute Transitions
10 Minute Appointments
3 Minute Transitions
Location: South Hall B
Location: South Hall B
Location: South Hall B
3:30
3:40
Appointment 1
9:30
9:40
Appointment 1
10:30
10:40
Appointment 1
3:40
3:43
Transition 1
9:40
9:43
Transition 1
10:40
10:43
Transition 1
3:43
3:53
Appointment 2
9:43
9:53
Appointment 2
10:43
10:53
Appointment 2
3:53
3:56
Transition 2
9:53
9:56
Transition 2
10:53
10:56
Transition 2
3:56
4:06
Appointment 3
9:56
10:06
Appointment 3
10:56
11:06
Appointment 3
4:06
4:09
Transition 3
10:06
10:09
Transition 3
11:06
11:09
Transition 3
4:09
4:19
Appointment 4
10:09
10:19
Appointment 4
11:09
11:19
Appointment 4
4:19
4:22
Transition 4
10:19
10:22
Transition 4
11:19
11:22
Transition 4
4:22
4:32
Appointment 5
10:22
10:32
Appointment 5
11:22
11:32
Appointment 5
4:32
4:35
Transition 5
10:32
10:35
Transition 5
4:35
4:45
Appointment 6
10:35
10:45
Appointment 6
4:45
4:48
Transition 6
10:45
10:48
Transition 6
4:48
4:58
Appointment 7
10:48
10:58
Appointment 7
Q: Do the hosted buyer appointments take place at the same time as education sessions?
A: Yes, hosted buyer appointment times are the same as some education sessions. The schedule was designed for a
planner to maximize the Hosted Buyer Program while still being able to attend educational sessions. A selection of
educational sessions being held at the same time as the Hosted Buyer Program may be repeated in different time slots.
Review the schedule of events for more details.
Q: How will I be notified once the online appointment scheduler is live?
A: You will receive an email about one (1) month prior to the start of WEC 2011. This email will let you know the
appointment scheduler is ready for you to make appointments with participating suppliers and will include instructions on
how to do so.
Q: There are some suppliers that leave early or arrive late so they don’t have all their appointments slots
available – are they allowed to do this?
A: Unfortunately, although MPI has published the program hours for many months, we know life and work does get in the
way. They have paid the fee to be a supplier attendee, and thus are allowed to make decisions that may affect their ROI
at WEC. We feel that most suppliers want to make the most of the event, and will make appointments.
Q: Will appointments outside of the Hosted Buyer be counted towards my 15 that are required as a planner?
A: No, only appointments that are scheduled through the MPI scheduler and during Hosted Buyer Program hours will
count toward your 15 appointments. If by the time of conference you have not been able to schedule all 15 appointments,
send an email to the Hosted Buyer Team (wecevents@mpiweb.org) and we will assist in helping you find 15
appointments. As we add suppliers that have openings, we will see if they are a good business match for you and we will
ask you to fill those times.
Q: If a supplier wants to meet with me during a Buyer Connect time slot, am I able to?
A: Suppliers may not use the Buyer Connect times to meet with Hosted Buyer planners. If a Hosted Buyer planner is
found meeting with suppliers during the Buyer Connect time slots the planner will forfeit their complimentary hotel,
registration and airfare credit.
Q: What if I want to go over my 15 appointments?
A: Going over your allotted appointments is not possible. The planner and supplier ratio in balanced in a way that
everyone has the opportunity to meet with qualified planners.
Q: If I have a supplier no show, what should I do?
A: If a supplier is a no-show during a scheduled time, we ask that you report the no-show to MPI staff and wait in the
designated lounge next to the hosted buyer meeting area where you will remain for the duration of your 10 minute
appointment time frame. If during that time frame another supplier has a no-show, MPI reserves the right to fill their
appointment with another planner at which time you may be asked to meet with that supplier to fulfill your required
appointments.
Q: What if I don’t make it to one of my scheduled appointments?
A: If you don’t make it to one or all of your scheduled appointments, you will be disqualified from the Hosted Buyer
Program. Your credit card will be charged a full conference registration fee ($650 for members), the equivalent of four
night’s hotel stay ($1000), you will not be reimbursed your $400 airfare credit and you will forfeit your $300 deposit.
Note: MPI will not be penalizing any planner that is fully engaged in the program and actively trying to find suppliers if they
cannot schedule 15 appointments.
Q: What if I have to cancel my participation in the Hosted Buyer Program?
A: When you are accepted into the program, you are advised that if you need to cancel participation in the Hosted Buyer
Program after the acceptance date, and prior to May 27, 2011 the cancellation must be received in writing and you will be
refunded 50% of the deposit. After May 27, 2011, the full deposit is non-refundable.
Q. What if I can only stay 2 nights instead of 4 nights in Orlando after being accepted into the program?
A: The hosted buyer appointments take place over three days during WEC. You must stay all four nights in order to
receive all of the hosted buyer benefits. If you are only able to stay two nights, this would be considered as breaking your
agreement and your deposit of $300 USD would not be refunded. In addition, you will be responsible for any hotel
cancellation fees.