Frequently Asked Questions for registered Suppliers participating in the Hosted Buyer
Program
Q: What is the cost to participate in MPI’s Hosted Buyer Program?
A: There are several packages to choose from. The hosted buyer package options are:
(8) 10-minute appointments = $2,800 (Includes 1 registration)
(2) packages of 8 (16 appointments total) and receive 5% off – TOTAL = $5,187 (Includes 2registration, 2 tables)
(3) packages of 8 (24 appointments total) and receive 10% off – TOTAL = $7,641 (Includes 3 registration, 3 tables)
(4) packages of 8 (32 appointments total) and receive 15% off – TOTAL = $9,962 (Includes 4 registration, 4 tables)
(5) packages of 8 (40 appointments total) and receive 17% off – TOTAL = $12,159 (Includes 5 registration, 5 tables)
(6) packages of 8 (48 appointments total) and receive 20% off – TOTAL = $14,064 (Includes 6 registration, 6 tables)
Q: When and where will the Hosted Buyer appointments take place?
A:
Sunday, July 24 - 3:30pm –5:00pm
Monday, July 25 - 9:30am –11:00am
Tuesday, July 26 – 10:30am –11:30am
The appointments will take place on the first floor, in South Hall B hosted buyer area at the Orange County Convention
Center on Sunday, Monday and Tuesday. Your table and/or area for your appointment will be assigned prior to your
arrival at WEC 2011.
Q: Is a full conference registration included in my appointment package(s)?
A: Yes, each package includes one (1) full conference registration. Based on the number of packages purchased you
may receive up six to (6) full conference registrations.
Q: What type of meeting space do I receive with my appointment package?
A: Each supplier participating with one hosted buyer package will receive one table and three (3) chairs in a designated
area with a table number for planners to locate you on the hosted buyer floor. If you choose to purchase a branding
package you will be able to have up to an additional 8 tables for the program.
Q: What If I would like to have more tables for meetings, can I purchase them?
Yes, we have branding packages available that can be purchased for additional space needs.
•
Hosted Buyer Brand Package #1 – $1,400
o 2 tables, 3 chairs per table
o 8 rope and stanchions around your tables to separate your area
o 22 x 28 double sided sign – company to provide the graphics (graphics due 30 days before show)
o 30 second video on the Hosted Buyer Time Clock Screen (video due 15 days before show); If supplier
doesn’t have a video, then the supplier logo will remain on the screen during the time.
o Digital Tag on supplier sign
•
Hosted Buyer Brand Package #2 – $2,000
o 4 tables, 3 chairs per table
o 11 rope and stanchions around your tables to separate your area
o 1 meter board double sided sign – company to provide the graphics (graphics due 30 days before show)
o 60 second video on the Hosted Buyer Time Clock Screen (video due 15 days before show);
o If supplier doesn’t have a video, then the supplier logo will remain on the screen during the time.
o
o
•
Digital Tag on supplier sign
Hosted Buyer Brand Package #3 – $4,000
o 8 tables, 3 chairs per table
o 21 rope and stanchions around your tables to separate your area
o 2 meter board double sided sign – company to provide the graphics (graphics due 30 days before show)
o 60 second video on the Hosted Buyer Time Clock Screen (video due 15 days before show);
o If supplier doesn’t have a video, then the supplier logo will remain on the screen during the time.
o Digital Tag on supplier sign
Q: What am I allowed to have in my table area?
A: You may bring marketing material for distribution to planners. Any type of booth structure, banners, and signage is
strictly prohibited.
Q. How will I know where my table will be in the hall?
A: The matching software will assign you a table number upon submission of your contract unless you have purchased a
branding package. If you purchase a branding package a space will be assigned to you. When the planner receives the
final schedule for their meetings all table numbers and branded areas will be provided to the planner. .
Q: What are the hours of the hosted buyer appointments?
A:
Sunday, July 24 - 3:30pm –5:00pm
Monday, July 25 - 9:30am –11:00am
Tuesday, July 26 – 10:30am –11:30am
Sunday, July 23
10 minute appointments / 3 minute
transition
Monday, July 24
10 minute appointments / 3 minute
transition
Tuesday, July 25
10 minute appointments / 3 minute
transition
Location: Location: South Hall B
Location: Location: South Hall B
Location: 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.
Q: What types of planners have been accepted into the program?
A: The planners accepted into the Hosted Buyer Program are a mix of Corporate planners, Independent planners and
Association/non-profit planner, all with budgets and authority to make decisions on their events and supplier needs.
Q: Can I get a list of planners before scheduling appointments?
A: No, however you may get a list of current companies’ names participating in the Hosted Buyer program. Full contact
information of participating planners will not be provided prior to the online scheduling system going live. You may see all
participating companies name by clicking on: http://www.mpiweb.org/Libraries/WEC_2011/HB_Planners.pdf.
Q: How will I be notified that the online appointment scheduler is live?
A: You will receive an email about a 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 planners and will include instructions on how to do so.
Q: Can I have multiple supplier companies share my package of appointments?
A: Yes. Multiple supplier companies can share one package of appointments. For instance, if a CVB purchased a
package and wants to divide the appointments between their partner hotels, they may do so, provided:
1. There will only be one primary contact between MPI and the CVB.
2. The primary contact is responsible for scheduling the appointments and communicating the times to their
partners. For example, if the CVB purchased one spot in the Hosted Buyer Program and had five hotel partners
that wanted to participate, the primary contact would schedule the appointments with the planners and let the
hotels know which of the time slots they will have.
3. There is only one profile, and it will be for the organization stipulated by the primary contact. Each partner will not
be given an individual profile within the appointment scheduler. The primary contact can then let the planner
know via the appointment request which hotel partners will be there by typing it into the request; there is a portion
of the appointment request where the primary contact can enter a personal message to the planner.
Q: If I am the primary contact that purchased a hosted buyer package(s) and I have multiple suppliers
participating in my hosted buyer appointments, do they all have to be registered for WEC?
A: Yes, everyone who is participating in the Hosted Buyer Program must be registered to attend WEC 2011 with a full
conference registration. Click here to register.
Q: How many company representatives may I have at each appointment?
A: A maximum of two (2) company representatives are allowed per appointment. The two (2) company representatives
are not required to be the same representative for each appointment. The company representative may change based on
your services and territory. However, there can only be two company representatives per appointment at any time.
Q: What happens if one of my planners doesn’t show up for his or her appointment? Am I compensated?
A: If a planner is a no-show during a scheduled hosted buyer appointment time, MPI will make every effort to fill the
appointment with a planner that wants to do business with you. A designated lounge next to the hosted buyer meeting
area will have planners available that don’t have appointments scheduled for the 10 minute time frame. MPI reserves the
right to fill a supplier’s appointment with another qualified planner. If MPI does not provided a planner for that no-show
appointment, the supplier will be rebated the pro-rated amount for each no-show appointment post-conference.
Q: I have an outstanding balance with MPI. Can I still participate in the Hosted Buyer Program?
A: Any supplier that has an outstanding balance due to MPI will not be eligible to participate in the Hosted Buyer Program
until the balance has been paid in full. If your balance is not paid at the time of the scheduler going live, you will not
receive an email with your link and login information. Outstanding balances may include fees incurred through MPI’s
advertising, sponsorship or events departments.
Q: Where do I sign up for Hosted Buyer?
A: Click here for the supplier contract. Please note that the online application only accepts credit cards as payment.
Q: What do I do if my company can only pay by check?
A: The on line contract will only accept credit card payments. If you need to pay by check, please complete the contract
and skip the payment process of contract. All check payments must be sent to:
Meeting Professionals International c/o Meaghan Ferrazza 3030 LBJ Freeway Suite 1700 Dallas, TX 75234 Q: When will I receive my complimentary conference registration(s) that come with my purchase of the Hosted
Buyer package(s)?
A: Once payment has been paid IN FULL, the supplier will receive an email with a receipt showing payment balance paid.
The email will also contain the amount of complimentary conference badges they will receive per their package they
purchased, the registration link and the code they will need to register their complimentary registration(s).
Q: What if I am not paid in full by the time the matching software opens? Will I still be able to set appointments?
A: NO, in order to participate in the matching portion of the program you must be paid in FULL. There will be no
exceptions to policy.
Q: How do I set up my supplier's profile so planners may review?
A: When you fill out your supplier contract your information was captured to create your profile. We have 3 new features
this year with the software that you should make sure you take advantage of: your company logo can be uploaded, your
picture so planners will be able to see before you meet and a opportunity to upload a company website or a white paper
that planners may review for more detail.
Q: What if I need to make changes to my company profile?
A: At any time you are able to log back onto your profile and make any changes or updates. Please refer back to your
confirmation email for your log-in and password.
Q: What if I cannot find my login and password information?
A: Please email wecevents@mpiweb.org and someone will provide you your information.
Q: Will I be able to add additional contacts to my profile so they may make appointments?
A: Yes, Once you are logged on to your profile page, there is a tab that says ”add contact”. Simply click on that tab and
add your additional contact.
Q: When will I be able to review planner’s profiles and set up appointments?
A: Four (4) weeks out from the show the supplier will receive an email with a link that will give them access to the
planner’s profiles. At that time planners will be able to send invitations to suppliers they would like to meet with.
At two (2) weeks out suppliers will be able to invite any planner they are interested in if they have not already received an
invitation from them.
Q: When will I receive a total list of planners?
A: Three (3) weeks after the WEC event, the supplier will receive a list of the planners name, company name, title and
mailing address.