Hosted buyer FAQs - Business Travel Show Europe 2024

The Business Travel Show Asia Pacific hosted buyer program attracts hundreds of influential travel managers and procurement, purchasing and sourcing category specialists. For up to two days, be surrounded by a professional network from the corporate travel industry.

Find out answers to the most frequently asked questions about the programme below.

How do I apply for a place on the hosted buyer programme?

Applications are now open. You can register online here.

Alternatively, you may receive an invite from one of the many partners working with Business Travel Show Asia Pacific, inviting you to join the hosted buyer programme as a guest in their group. If so, they will provide you with a link to apply.

What are the qualifying criteria?

The hosted buyer criteria include but is not limited to:

Minimum $5 million USD annual travel and expense budget
Global/National Travel Manager
Procurement, purchasing, and sourcing specialists
Individuals responsible for making budgetary and policy decisions on corporate travel

How will my travel be booked?

This depends on where you are based. For buyers based in Europe and the US, our travel partner will reach out to you to arrange your travel. For buyers from Asia Pacific, Oceania & Middle East, you will make your own flight booking and submit your tickets and receipts for reimbursement which will take place 6-week post event.

What are the limits for flight reimbursement limits?

The flight budget limits are as follows:

Asia - USD 500
Middle East / Africa - USD 800
Oceania (excluding New Zealand) - USD 1000
New Zealand - USD 1600

Where and when is the exhibition taking place?

Business Travel Show Asia Pacific take place at Marina Bay Sands, Singapore on 16-17 April 2025.

Do I have to attend the exhibition for both days on the hosted buyer programme?

No. As a hosted buyer you can choose to attend the exhibition for one or two days, as long as you complete the required number of pre-scheduled appointments and Business Travel Innovation Face Off sessions. Your hosted buyer badge, however, is valid for both days of the exhibition so if your diary frees up, you are always welcome to attend on a day that you are not registered.

Hosted buyers who require travel and accommodation must attend both of the two days.

What is included in the hosted buyer programme?

Online personal schedule to manage and maximize your time at the show
Pre-scheduled appointments with exhibitors of your choice
Transfers from the airport and to and from your hotel to the venue
Flight reimbursement/booking, depending on where you are based
Accommodation (room only) in a minimum 4* hotel close to Marina Bay Sands, if required for up to three nights
Access to an exclusive hosted buyer lounge with complimentary refreshments and lunch
Invitation to the hosted buyer-only networking event on October 14.

What is not included in the hosted buyer programme?

Travel insurance
Breakfast
All food and beverage expenses not taken within the programme or the hosted buyer lounge
Hotels and flights upgrades
Additional hotel nights
Personal expenses such as mini bar, additional drinks, telephone etc.

What do I do if my company does not allow me to receive complimentary travel and accommodation?

If you cannot accept complimentary travel and accommodation, you can still attend the event as a hosted buyer. During the registration process, simply do not tick that you would like us to book your travel and accommodation. Or you can attend as a visitor buyer, this gives you access to the event content and exhibitors.

What am I committed to as a hosted buyer?

In return for all the benefits we offer, hosted buyers are required to pre-schedule five appointments with exhibitors of their choice per day of attendance using the event appointment system and attend the Business Travel Innovation Face Off sessions for the day(s) they attend.

What is a pre-scheduled appointment?

A pre-scheduled appointment is a 15-minute one to one appointment between a hosted buyer and an exhibitor of your choice. A hosted buyer is required to book five appointments per day of attendance, this equates to less than two hours of your time per day. These must be booked through the diary system on the online event platform. You can search through a list of all the exhibitors and choose who you would like to arrange an appointment with; our system will then match available meeting times in both your diaries.

Do I have to pre-schedule appointments in advance?

Yes, pre-scheduled appointments are a requirement of attending Business Travel Show Asia Pacific as a hosted buyer. Hosted buyers will be asked, during registration, to confirm that they will comply and make appointments using the event online diary. We reserve the right to cancel people from the programme or charge a cancellation fee to any buyer who refuses to pre-schedule appointments.

Can I change an appointment once booked?

Yes, you are able to rearrange a meeting for a new time using the tool.

Can exhibitors book appointments with me?

The exhibitors can request a meeting with you. It is up to you if you choose to accept or decline the meeting. Exhibitor booked meetings do count towards your appointment requirements.

What if I miss a pre-scheduled appointment?

Please visit that exhibitor at the earliest opportunity to re-arrange the appointment so that they do not list you as a ‘missed appointment’. If hosted buyers miss two or more of their pre-scheduled appointments, we reserve the right to charge $500 USD

Am I able to attend joint appointments with my colleague?

Hosted buyers who attend with colleagues are expected to attend appointments individually with separate exhibitors. Any questions, please contact the hosted buyer team by email at hosted@businesstravelshowapac.com to discuss this further.

Is there a cancellation fee?

Cancellations received on or before Friday, 14 March, will not incur a fee.
Cancellations received after Friday, 14 March, will incur a cancellation fee of between $1,000 USD and $2,000 USD to cover the costs incurred.

What happens if I don't cancel in advance and don't attend the show?

You will be charged an event no-show fee of $2,500 USD.

What should I do if I need to change my travel arrangements?

Contact the Hosted Buyer team by email at hosted@businesstravelshowapac.com. Please note that changes to flights are subject to availability and buyers will be responsible for any additional costs incurred. If further nights’ accommodation is required this will be up to the hosted buyer to book and pay for these extra nights.

When will I receive my event entry badge?

We will be in touch closer to the show regarding your e-badge. In the meantime if you have any questions regarding your registration, please contact hosted@businesstravelshowapac.com

What do I do if I need to cancel my attendance?

You must cancel your attendance in writing by email to hosted@businesstravelshowapac.com. This will not be effective until you have received a written acknowledgement from hosted buyer team. Please refer to the earlier question regarding cancellation fees and the terms and conditions.

Who do I contact if I have any problems or queries in the run up to the show?

Please contact the Hosted Buyer team by email at hosted@businesstravelshowapac.com, or if you are attending as part of a group, you can contact your hosted buyer partner, whose invitation you registered through.

What do I need to take to the event?

Please make sure that you have a copy of your e-ticket or your travel documents. You can view all of your conference sessions and appointments in the diary section of the online platform via the web site or the mobile app.

How do I contact the hosted buyer team once they are at the event?

Please come to the Hosted buyer lounge where we will be happy to help you.

What are the terms and conditions?

The full terms and conditions for the hosted buyer program can be found here.

PROGRAMME FAQs