Exhibiting

IMEX Appointment System for Exhibitors

Individual Appointments, How do Buyers Make Appointments?, Number of Appointments, How Much Does it Cost?, Other Facilities, Messaging Service, Group Appointments

Individual Appointments

The IMEX appointment system is unique, giving buyers complete choice over their appointments and contains an integrated messaging service. It is a buyer-led system - buyers make appointments with exhibitors (not the other way around).

For exhibitors this means that they are guaranteed to meet with buyers who have a specific interest in their destination or product.

All appointments take place on an exhibitor’s stand on the exhibition floor.

“Providing us with the facility to make appointments in advance sets IMEX apart from other exhibitions.”

Steven Bonda, Sales Manager, Meetings and Conventions, Visit Florida

How do Buyers Make Appointments with You?

Once registered for IMEX, buyers login to the IMEX website to access their personal online diary. This diary is available from four weeks prior to IMEX - view an example.

Buyers find exhibitors that they are interested in meeting using the IMEX Online Exhibitor Directory. The Online Exhibitor Directory allows buyers to search for exhibitors using keywords, product categories, destinations and geographical regions, as well as exhibitor name or stand number - view an example.

Once a buyer has found an exhibitor they would like to meet, they select the ‘Make an Appointment’ button and can easily view the time slots available in the exhibitor’s diary - view an example. The buyer selects a date and time. The appointment is added to the both the buyer and exhibitor diaries. Automatic emails are sent to exhibitors who have appointments added to their diaries - view an example.

The appointment is then visible in both the buyer’s and the exhibitor’s diary.

If you have opened multiple diaries, the buyer sees all available time slots in all these diaries.

Once an appointment has been made exhibitors and buyers can send messages to each other via the IMEX messaging service. Buyers can also send RFP documents or other information to ensure that exhibitors are fully prepared for the appointment on site - view an example.

How Many Appointments Can Exhibitors Receive?

Appointment timeslots are 30 minutes and diaries are open for the duration of the exhibition.

Exhibiting companies can open a diary for each registered member of stand staff, plus the exhibitor main contact. For example, if an exhibitor registers five stand staff, plus themselves, they can open up to six diaries - view an example.

This allows exhibitors to receive as many appointments as they can manage within the hours of the trade show. Exhibitors can allocate appointments made by buyers to their registered stand staff.

Is There a Charge for Receiving Appointments?

No – the IMEX appointment system is an integral part of the trade show and is included within the price of the stand space.

What Other Facilities Does the Online Diary Have?

Reserve or block timeslots in their diary.
Open multiple diaries for their stand.
Allocate appointments directly to their stand staff.
Decline appointments from buyers that they do not wish to meet.
Send messages and request information from buyers with whom they have appointments.
Export their diaries to their outlook or lotus notes calendar - view an example.

What is the Integrated Messaging Service?

This service allows exhibitors and buyers to communicate with each once an appointment has been made. It helps buyers and exhibitors to define their meeting requirements and set the agenda for the meeting, making it far more productive. Buyers are able to send RFPs and other documents via the diary system - view an example.

IMEX Group Appointments

In addition to individual appointments, buyers will also attend group presentations on exhibitor stands over a minimum of 18sqm.