Frequently Asked Questions for 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:
Package of 10 15-minute appointments = $3,375 (Includes 1 table and 3 chairs)
Package of 20 15-minute appointments = $5,975 (Includes 1 table and 3 chairs)
Package of 30 15-minute appointments = $9,575 (Includes 1 table and 3 chairs, 10 x 10 branding area)
Package of 40 15-minute appointments = $12,175 (Includes 1 table and 3 chairs, 10 x 10 branding area)
Package of 50 15-minute appointments = $15,275 (Includes 1 table and 3 chairs, 10 x 20 branding area)
Package of 60 15-minute appointments = $17,875 (Includes 1 table and 3 chairs, 10 x 20 branding area)
Package of 70 15-minute appointments = $20,975 (Includes 1 table and 3 chairs, 10 x 30 branding area)
Package of 80 15-minute appointments = $23,575 (Includes 1 table and 3 chairs, 10 x 30 branding area)
Package of 90 15-minute appointments = $26,675 (Includes 1 table and 3 chairs, 20 x 20 branding area)
Package of 100 15-minute appointments = $29,275 (Includes 1 table and 3 chairs, 20 x 20 branding area)
Q: When and where will the Hosted Buyer appointments take place?
A:
Saturday, July 28 - 1:30pm –5:25pm
Sunday, July 29 - 8:00am –9:35am and 3:30pm – 5:05pm
The appointments will take place on the first floor, in Hall 5 at the America’s Center on Saturday and Sunday.
1:30 - 1:45pm
1:45 - 1:50pm
1:50 - 2:05pm
2:05 - 2:10pm
2:10 - 2:25pm
2:25 - 2:30pm
2:30 - 2:45pm
2:45 - 2:50pm
2:50 - 3:05pm
3:05 -3:10pm
3:10 - 3:25pm
3:25 - 3:30pm
3:30 - 3:45pm
3:45 - 3:50pm
3:50 - 4:05pm
4:05 - 4:10pm
4:10 - 4:25pm
4:25 - 4:30pm
4:30 - 4:45pm
4:45 - 4:50pm
4:50 - 5:05pm
5:05 - 5:10pm
5:10 - 5:25pm
Appointment
Break
Appointment
Break
Appointment
Break
Appointment
Break
Appointment
Break
Appointment
Break
Appointment
Break
Appointment
Break
Appointment
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Appointment
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Appointment
Break
Appointment
8:15 - 8:20am
8:20 - 8:35am
8:35 - 8:40am
8:40 - 8:55am
8:55 - 9:00am
9:00 - 9:15am
9:15 - 9:20am
9:20 - 9:35am
9:35 - 9:45am
9:45am
12pm
3:30 - 3:45pm
3:45 - 3:50pm
3:50 - 4:05pm
4:05 - 4:10pm
4:10 - 4:25pm
4:25 - 4:30pm
4:30 - 4:45pm
4:45 - 4:50pm
4:50 - 5:05pm
Break
Appointment
Break
Appointment
Break
Appointment
Break
Appointment
Break
OGS
Lunch
Appointment
Break
Appointment
Break
Appointment
Break
Appointment
Break
Appointment
Q: Is a full conference registration included in my appointment package(s)?
A: No, registration is not included and please note: each company representative must have a full registration in order to
participate in the Hosted Buyer program.
Q: What type of meeting space do I receive with my appointment package?
Package of 10 Includes 1 table and 3 chairs
Package of 20 Includes 1 table and 3 chairs
Package of 30 Includes 1 table and 3 chairs, 10 x 10 branding area
Package of 40 Includes 1 table and 3 chairs, 10 x 10 branding area
Package of 50 Includes 1 table and 3 chairs, 10 x 20 branding area
Package of 60 Includes 1 table and 3 chairs, 10 x 20 branding area
Package of 70 Includes 1 table and 3 chairs, 10 x 30 branding area
Package of 80 Includes 1 table and 3 chairs, 10 x 30 branding area
Package of 90 Includes 1 table and 3 chairs, 20 x 20 branding area
Package of 100 Includes 1 table and 3 chairs, 20 x 20 branding area
Q: What is a branding area?
A: Each supplier who has purchased a package of 30 or more appointments has a branding area included in their
package. The branding area is a wonderful opportunity for you to customize your meeting space and provides you a
dedicated space for you to meet with planners.
Q: What If I would like to upgrade my table for my branding area, can I purchase them?
A: Yes, a client may upgrade their table that is included in your purchased package of 30 appointments or more but the
difference will be the client’s responsibility to pay the show’s general contractor.
Q: What am I allowed to have in my hosted buyer area?
A: If you have a package of 20 or less, you may bring marketing material for distribution to planners and you are allowed
to purchase (1) one 8 ½ x 11 easel back sign through the show’s general contractor. Sign is at client’s expense.
If you have a package of 30 or more Suppliers can bring or purchase through show’s general contractor/vendors:
-Carpet
-Tablecloth
-Flowers
-Host Stand
- Additional tables (can be upgraded)
-Lounge chair for host stand
-Additional Chairs (can be upgraded)
-Literature racks (maximum two)
-Approved signage only purchased through general contractor (a maximum of two meterboards allowed per branding
package)
** Client may upgrade their table that is included in your purchased package of 30 appointments or more but the
difference will be the client’s responsibility to pay the general contractor*
NOTE: Suppliers may NOT bring:
-Pop up banners
-Hardwall displays
-Banners or any other type of signage expect for above approved mention signage from general contractor
-Food or Beverage
-Music
-Balloons
-Talent/Entertainers
-NO flyers distribution outside of your one-on-one meetings
Q. How will I know where my table will be in the hall?
A: When you go through the on-line contract for purchasing appointments you will be shown a floor plan that will allow you
to pick your location.
Q: Do the Hosted Buyer appointments take place at the same time as education sessions?
A: No, Hosted Buyer appointments will take place on Saturday and Sunday before the conference begins. There will be a
break on Sunday for the opening general session to allow everyone to attend.
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 planners, 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 view a list of companies’ names participating in the Hosted Buyer program. Contact information
of participating planners will not be provided prior to the online scheduling system going live. The list of participating
companies can be found on the WEC 2012 website.
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 2012. 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 company
representatives 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 2012 with a full
conference registration.
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?
A: You will be able to correspond with the planners you are meeting with beforehand through the matching software
program. If a planner is a no-show during a scheduled hosted buyer appointment time, please let a staff member know as
soon as possible and we will see if we have another planner for you to meet with. If not, you will be provided with that
individuals contact information for you to get in touch with after WEC. Note: There will be NO refunds if an appointment is
missed as you will be provided with their full contact information.
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 and if you would
like to pay by check, you must select the box marked “check” and send a check to:
Meeting Professionals International
C/O WEC Events 2012
3030 LBJ Freeway
Ste. 1700
Dallas, TX 75244
Failure to follows these instructions when sending a check could delay your contract process for the match making
software.
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 features
within 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 you 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. You will use your MPI user
name and password to log in.
Q: What if I don’t know 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: Will I receive a total list of planners?
A: No, due to the “opt in” laws we are not able to provide you a list of planners.