The Ultimate Guide to IMEX America - Hosted Buyer EDITION*
- Nataly Horan
- Sep 4
- 3 min read
If you’ve landed your first Hosted Buyer spot at IMEX, congratulations. You’re about to experience one of the most important (and intense) events in the global meetings and incentives calendar. Think of it as a marathon, not a sprint: four days of meetings, education, networking, and after-hours events that will shape your professional relationships for years to come.
I’ve gathered insights from industry veterans, observed what works (and what doesn’t), and pulled together advice that seasoned IMEX-goers often wish they had before their first show. This isn’t a “pack comfy shoes and bring business cards” kind of list. You already know that. This is the practical, behind-the-scenes knowledge that helps you thrive, not just survive.
Before You Go: Prep is Everything
Know Your Diary. Hosted Buyers get pre-scheduled appointments. Don’t treat them as optional speed dates. Suppliers are investing in you, and professionalism here pays dividends. Familiarize yourself with each company before you meet them, even if it’s just a quick LinkedIn scan.
Set Your Own Agenda. Beyond the diary, block time for education sessions, floor walks, and unscheduled conversations. Some of the best connections happen in the café line or when you stumble upon a destination stand that wasn’t on your radar.
Prioritize Self-Care. The days are long. Think hydration tablets, healthy snacks, and even a short morning stretch to keep your energy up. Veterans swear by this.
On the Show Floor: How to Make It Count
Conversations, Not Transactions. Everyone knows you’re here to do business. What stands out is when you connect as a human first. Ask suppliers what trends they’re seeing, or what’s exciting them most about their brand.
Notes, Notes, Notes. After 30 or more meetings, they blur. Whether it’s scribbles in your phone or voice memos between appointments, record key takeaways while they’re fresh.
Say Yes to Curiosity. Don’t skip over the booths that aren’t on your official list. Many first-timers have stumbled into future partnerships just by following their curiosity down a side aisle.
Beyond the Booth: The Networking Factor
Evenings Matter. Receptions, dinners, and after-hours gatherings are where relationships deepen. You don’t need to attend everything, but choose strategically. One good dinner can be more valuable than ten rushed appointments.
Ask for Introductions. The industry thrives on connections. If you click with someone, ask, “Is there anyone else here you think I should meet?” More often than not, they’ll walk you over.
Respect the Balance. Everyone’s calendar is packed. Be mindful of suppliers’ time, and equally, don’t feel guilty about excusing yourself when you need to recharge.
After IMEX: Where the Real Work Begins
Follow-Up Fast. Within a week, send short, personalized notes. It doesn’t have to be long, just enough to remind them of your conversation and signal that you’re serious.
Be Specific. Instead of “great to meet you,” reference the product, service, or idea that stood out. Suppliers get dozens of follow-ups. Specificity makes you memorable.
Play the Long Game. IMEX isn’t just about filling your immediate pipeline. Think of it as planting seeds. Relationships built here may take months or even years to bear fruit.
Final Word
Walking into your first IMEX as a Hosted Buyer can feel overwhelming. But remember: the suppliers want you there, the organizers have curated the experience for you, and the community genuinely thrives on building lasting connections. Be curious, stay professional, and most importantly, enjoy it.
When you head home, you’ll not only have a stack of new business cards but also a new sense of how global and dynamic our industry truly is. And that’s the real IMEX magic.
Comments