The Business Travel Show America hosted buyer program is built with the needs of busy North American corporate travel professionals in mind, giving you an optimized way to participate and ensure you maximize your time away from the office.  

Depending on your requirements there are three ways you can be part of the hosted buyer program. 

Mandatory 2-Day Program

Fully Hosted Buyer eligibility criteria: 

  • Travel buyer must be based in North America 

  • Company must have an annual T&E spend of $5 million USD or more 

  • Responsible for one or more of the following areas: 

  • Setting Corporate Travel/Meeting Policies  

  • Managing Business Travel/Meeting Expenditures 

  • Select or Recommend Business Travel/Meeting Vendors 

Fully Hosted Buyer participation includes the following complementary benefits:   

  • Two-day registration 

  • Up to $400.00 USD transportation reimbursement. This can be applied to airfare, train, parking, or ground transportation. Additional reimbursement details can be found in the Travel Policy.   

  • Standard room at a 4-star hotel in Times Square New York City on October 13 and 14 (room and tax only, with incidentals on your own) 

  • Bus transportation to/from Times Square to the Javits Center on October 14 and 15 

  • Hosted Buyer Welcome Event on Tuesday Evening October 13  

  • Continental breakfast and lunch on October 14 and 15 at the Javits Center 

  • Access to the hosted buyer lounge on the Expo Floor on October 14 and 15 at the Javits Center 

Fully Hosted Buyer Requirements:  

  • Attend Hosted Buyer Welcome Event at Swingers on Tuesday Evening October 13  

  • Attend the Expo on October 14 & 15   

  • Attend the Executive Interviews and Innovation Faceoff on October 14 & 15 

  • Attend the Networking Drinks Reception 4:30pm-5:30pm on October 14 at Javits Center  

  • Source 10 fifteen-minute meetings with exhibitors of your choice during expo hours using the online appointment tool (Expo Platform) 

Key terms to be aware of

Travel reimbursement: You will be responsible for booking your own travel and will receive a reimbursement for up to $400.00 USD post-event

Accommodation: The event team will secure your hotel reservation and provide you with a confirmation of where you will be staying, where applicable. 

Scheduling appointments: An online appointment system will open the week of August 18 . You will be required to access the system and schedule a minimum of five 15-minute appointments (each day) with exhibitors of your choice.  

Cancellation / No-Show: 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

Other expenses: You will be responsible for any additional expenses (such as gratuities, insurance, phone charges, ground transportation, and meals) beyond those identified above. 

Full terms and conditions can be found here (opens in a new tab)

Have questions?

Full terms and conditions can be found here (opens in a new tab)