PROGRAM FAQs

Applications are due to open in April. Click here to register your interest.

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

The hosted buyer criteria includes 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

• Online personal schedule to manage and maximize your time at the show
• Pre-scheduled appointments with exhibitors of your choice
• Return economy flights or standard class rail travel if required
• Accommodation (room only) in a minimum 4* hotel close to Javits Center, if required for up to two nights
• Access to an exclusive hosted buyer lounge with complimentary refreshments and lunch
• Invitation to the hosted buyer-only networking event on October 14. 

• Travel insurance
• Your transfers from the airport to the hotel and to/from the venue
• Breakfast
• All food and beverage expenses not taken within the program or the hosted buyer lounge
• Hotels and flights upgrades
• Additional hotel nights
• Personal expenses such as mini bar, additional drinks, telephone etc.

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.

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.

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@businesstravelshowamerica.com to discuss this further.

• Cancellations received on or before August 30 2025, will not incur a fee.
• Cancellations received after 30 August 2025 will incur a cancellation fee of between $1,000 and $2,000 to cover the costs incurred. 

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

You will be contacted by our official TMC partner, who will liaise with you regarding your travel. If you have any queries then please email us on hosted@businesstravelshowamerica.com or you can check with us in the hosted buyer lounge during the exhibition.

Contact the Hosted Buyer team by email hosted@businesstravelshowamerica.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.

You must cancel your attendance in writing by email to hosted@businesstravelshowamerica.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.

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.