PROGRAM FAQs

Applications are now open, click here to start yours.

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

For hosted buyers attending both days, the program includes:

• Two-day event registration.

• A virtual card to cover up to $400.00 USD for round-trip economy airfare or train ticket to/from New York City.

• Standard room at a 4-star hotel in New York City on October 14 and 15 (room and tax only; incidentals at own expense).

• Hosted buyer group dinner on October 14, 6:00pm – 9:00pm at Swingers Nomad in NYC.

• Continental breakfast on October 15 and 16 at the Javits Center.

• Access to the hosted buyer lounge.

• Lunch on October 15 and 16 at the Javits Center.

• Pre-scheduled Appointments booking tool access.

For hosted buyers attending only one day (October 15 or 16), the program includes:

• One-day event registration.

• Continental breakfast at the Javits Center.

• Access to the hosted buyer lounge.

• Lunch at the Javits Center.

• Attendance at specific required events on the respective day.

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

A pre-scheduled appointment is a 15-minute one-on-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. 

Hosted Buyer cancellation and no-show policy outlined below:  

At the approval of event management, a qualified substitute may attend the event as your replacement to avoid penalty. Travel insurance is highly recommended. 

• Hosted buyers canceling participation before July 15, 2025, will incur a $500.00 USD cancellation fee. 

• Hosted buyers canceling participation between July 16, 2025 – October 14, 2025, will incur a $1,000.00 USD cancellation fee. 

• Hosted buyers who do not meet all the requirements, attend the event in its entirety or no-show, will incur a $2,500.00 USD fee.  

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

You will be contacted by a member of our events team with details regarding booking airfare and your hotel accommodations. If you have any questions regarding your travel arrangements, please email us at travel@businesstravelshowamerica.com. 

If you need to change your flight, please contact the airline directly where you originally booked your ticket. Please note that changes to flights are subject to availability and buyers will be responsible for any additional costs incurred.  

If you need to change your hotel, please contact our team at travel@businesstravelshowamerica.com. 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 the 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 website or the mobile app.