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Quick answers to your IMEX questions

Find out everything you need to know about taking part in IMEX. If the answer you’re looking for isn’t here, please contact us.

How does exhibiting at IMEX work?

What’s included in the exhibiting package?

As well as your space-only or shell-scheme stand we offer:

  • Our online appointment system including unlimited diaries and access to our buyers via our messaging service
  • A web page in our online exhibitor directory
  • Inclusion in our Show Planner
  • Opportunities to be included in our Show Preview and Daily Paper
  • Free stand partner and staff registration
  • Exhibitor marketing support and training webinars
  • The personal year-round support of our sales team

How do I apply to take a stand at IMEX?

Send us an email or give us a call. We’re here to help you choose the best option.

When is the exhibiting booking deadline?

There is no hard deadline, however we recommend booking well in advance to allow time to benefit from the full exhibiting package, and to be certain of a space.

How do we get appointments with buyers?

Your web page in our online exhibitor directory is key. This is where our buyers will find you. You can also contact them via our online appointment system, sending out one marketing message a week for four weeks before the show to the buyers that fit your target market.

Once a buyer has made an appointment with you, you can message them direct, and view their appointment profile for information on what they’d like to discuss and any RFPs they might have added. Join one of our webinars or give us a call for a walk through the system.

Can you help promote my stand?

Yes, we’re here to help you with marketing and PR support. From how to reach the press coming to the show, through how to make your buyer messages stand out, to how to get your story in the Daily Paper, we’ll show you how.

What sponsorship opportunities are available at IMEX?

Our sponsorship opportunities are designed to deliver the impact and return on investment you’re looking for. Pick an opportunity off the shelf or challenge us to come up with something brand new and unique for you. 2019 opportunities coming soon.

Who are IMEX’s official suppliers?

View a complete list of our official suppliers, and alerts on who not to use here

How does the hosted buyer programme work?

Who can be a hosted buyer?

You need to meet our qualifying criteria of regularly planning or booking large-scale events outside your home country.

What am I committing to if I come as a hosted buyer?

We recommend you make eight appointments per day, and that you stay for complete days at the show (we’ll arrange your travel to allow you to do this). But you’re always in charge of your own schedule at IMEX.

How does the application process work?

Around 300 of our exhibitors invite their key clients to come to IMEX as hosted buyers (we call these exhibitors intermediaries). So, if you receive an invitation from one of them, and you’d like to be a hosted buyer, complete the online application form.

Once the exhibitor that invited you has checked the form, we verify and approve it, and send you a welcome email with our website login. Applications usually take around 10 days to process and we may contact you to check some of the details.

If your application doesn’t meet our qualifying criteria, we’ll invite you to register as a visitor buyer. As a visitor buyer you'll still have access to our appointment system and a buyer badge.

Do I have to be invited by an exhibitor (intermediary)?

No, you’re welcome to apply to us directly. Simply register interest in being part of the programme here. No need to wait.

How is my application assessed?

If you’re an agency or corporate buyer we’ll ask you for information on:

  • three events you’ve organised in the last 18 months


  • two events you’ve organised in the last 18 months, and one event you’ll be organising in the next 12 months

If you’re an association buyer we’ll ask you for information on:

  • three events you’ve organised in the last three years


  • two events you’ve organised in the last three years, and one event you’ll be organising in the next three years

All events must be outside your home country. We will check this.

As a hosted buyer, how long do I have to be at the show for?

While you’re in Frankfurt as our VIP guest, we ask you to be at the show during opening hours.

As an agency buyer, can I invite clients to IMEX? 

Yes you can. Contact Jack Pausey so we can issue an invitation. Ask about our specialist Agency Directors Forum too.

How does the appointment system work?

What is an appointment?

A 30-minute meeting with an exhibitor booked by you, the buyer.

We also make appointments for groups of buyers to attend exhibitor presentations, and some exhibitors offer presentations at certain times that you can book in to. See these as your opportunity to explore new ideas and destinations.

68,500 appointments were made at IMEX 2018, they are the lifeblood of our show.

How many appointments do I commit to as a hosted buyer?

We recommend you make eight appointments per day.

How are appointments made and who can make them?

All buyers can make appointments, whether you are a hosted buyer or a visitor buyer.

Around four weeks before the show, and once you’ve received your welcome email, you’ll be able to log in, search our exhibitor directory and make appointments directly. 

How do I send an appointment request?

Log in, search our exhibitor directory and hit the make appointment button which sends your request directly to the exhibitor.

What happens once an appointment is accepted?

You’ll be able to get in touch with the exhibitor, and complete an appointment profile with the option to add an RFP. This means the exhibitor can prepare for your meeting before the show.

Will I get a lot of emails/marketing messages from exhibitors?

No, our exhibitors can only contact you through our online appointment system, and are limited in the number of messages they can send you. All messages will go into your inbox on this website (not your email inbox).

What are intermediaries at IMEX?

What do intermediaries do?

As an intermediary, you’ll invite your clients to the show, check their hosted buyer applications before we do and look after them while they’re here. 

You’ll make sure your group know their itinerary and their commitment to stay at the show during opening hours. You’ll nominate a group leader to look after them and be our key contact for your group. We’ll cover their flights and accommodation too.

You’ll work with a dedicated IMEX team member to help you do all this. 

Why be an intermediary?

IMEX is where key connections and partnerships are made. Inviting your clients to the show and looking after them while they’re here is a unique experience that brings long-term rewards and relationships. 

Who can be an intermediary?

All exhibitors with their own stands at IMEX are welcome to become intermediaries.

How do I apply to be an intermediary?

Contact Nikki Williams.

What are the key dates for intermediaries?


  • log in to our website and access invites and marketing material

December to April

  • invite your buyers and check their applications


  • select the exhibitors you’d like your group to have appointments with


  • check the group appointments we’ve made


  • check your buyers have completed the refund application if they’ve booked their own travel
  • check your buyers’ appointment making progress on this website


  • show time!

At the show

Can I register on the day?

Yes, you can, and it’s still free of charge. You will save time though, if you register in advance, and you’ll be able to take advantage of our online appointment system and pre-show communications too.

Where do I get my badge from?

Pick up your badge at registration when you get to the show. We post badges to buyers before the show but don’t worry if you don’t receive one, it’s quick and easy to do when you arrive.