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Hosted Buyer FAQs

How do I apply for the Hosted Buyer programme?

Buyers can apply to join the Hosted Buyer programme via the registration form. 
Please note: There are a qualifying criteria to join as a Hosted Buyer, and our team will use these criteria, along with other influencing factors, to determine whether a buyer is accepted into the programme.

What are the qualifying criteria to be a Hosted Buyer?

When assessing Hosted Buyer applications, we will consider:

  • Size and frequency of your events

  • Your level of purchasing or decision-making authority

  • Geographic locations of your events

  • Whether we have reached a quota for certain numbers or locations

  • How many new buyers are joining the programme

What is included in the Hosted Buyer programme?

  • Ability to pre-schedule appointments with the exhibitors of your choice

  • An online personal diary to schedule appointments and provide an itinerary for your visit

  • Exclusive Hosted Buyer-only conference sessions

  • Accommodation on a bed and breakfast basis in a minimum 4-star hotel, for up to two nights, if required

  • Travel by air, if required

  • Transfers from airports by car or public transport

  • Transfers to the Hosted Buyer networking functions

  • Access to the exclusive onsite Hosted Buyer Lounge, with complimentary refreshments and lunch throughout the day

What is not included in the Hosted Buyer programme?

  • Travel insurance

  • Any transfers outside of the event dates

  • Any food and beverage expenses not covered within the programme or the Hosted Buyer Lounge

  • Hotels and flights upgrades

  • Additional hotel nights

  • Any additional hotel expenses incurred outside the bed and breakfast option, such as meals, mini bar, additional drinks, telephone, etc.

What if my company does not allow me to receive complimentary travel & accommodation?

If you cannot accept complimentary travel and accommodation due to your company policy, you can still attend the event as a Hosted Buyer.

During registration, simply do not select the option for us to book your travel and accommodation. You will still have access to all onsite benefits, including the Hosted Buyer Lounge and networking events.

Do I have to preschedule appointments in advance?

Yes, a minimum of 20 pre-scheduled appointments is required to attend The Meetings Show Asia Pacific as a Hosted Buyer.

Hosted Buyers will be asked during registration to confirm that they will comply with this requirement and schedule appointments using the online event diary.

Can I change or cancel an appointment once booked?

Yes, the diary system allows you to either cancel or reschedule an appointment, provided the exhibitor has other available appointment slots.

Will my data be shared?

As a Hosted Buyer at this event, your information (along with that of other buyers), will be available to exhibitors and other delegates via the event app and diary.

This information allows exhibitors to prepare and research before any appointments you book with them, and also helps them decide whether to reach out to you.

Additionally, if you allow your badge to be scanned whilst on an exhibitor stand or a sponsored area, your details may then be used to follow up with you.

Data is limited to:

  • Name

  • Company Name

  • Job Title

  • Email address

*If an exhibitor scans your name badge at the show, they will also receive the above data.

What if I miss a pre-scheduled appointment?

Please visit the exhibitor at your earliest opportunity to reschedule the appointment, so you are not marked as a ‘missed appointment’. Missed appointments may affect your acceptance into future programmes.

Can I attend with a colleague?

We do accept Hosted Buyers from the same organisation, provided they can demonstrate responsibility for different events and are looking to meet with different suppliers.

What if I need to cancel my attendance?

The cancellation deadline for Hosted Buyers is 13 March 2026. Cancellations received before this date will not incur a fee unless travel or accommodation has already been confirmed.

Cancellations received after this date may incur a cancellation fee of up to USD 500.

You must cancel your attendance in writing by emailing the Hosted Buyer team. Your cancellation will only be effective once you have received a written acknowledgment from the Hosted Buyer team.

How will I know what my travel arrangements are?

You are to arrange your own flight booking, which will be reimbursed after the event.  You will receive your hotel confirmations and transfer arrangements by email from the Hosted Buyer team the week prior to the event.

What if I need to change my travel arrangements?

Contact the Hosted Buyer team if you require further nights’ accommodation, which are subject to hotel availability. Buyers will be responsible for any additional costs incurred for these extra nights.

Do I need a visa to enter Singapore?

Stay informed about entry requirements into Singapore via this link. 

If you require an event invitation letter for your Entry Visa application, please contact our hosted buyer team.

Who do I contact if I have any problems or queries?

Pre-event: Please email the Hosted Buyer team and a member of the team will respond as soon as possible.

Onsite: Please come to the Hosted Buyer Lounge, where we will be happy to help you.

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