Eligibility 

  • Only Fully Hosted Buyers are eligible to receive travel and accommodation. Visit the Hosted Buyer Program Overview to learn about the different attendee types.  

  • Hosted Buyers attending only one day are not eligible for travel reimbursement or accommodation. 

Benefits: 

  • Fully Hosted Buyers will receive: 

  • Up to $400.00 USD transportation reimbursement. This can be applied to airfare, train, parking, or ground transportation.  

  • 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) 

Booking Process 

  • Fully Hosted Buyers must book their own transportation. 

  • After booking, Fully Hosted Buyers must upload travel details to the Ramp portal, which will also be used to submit your reimbursement request. Click here for the Travel Reimbursement Guide. 

  • The BTSA team will provide hotel booking details after receiving the Hosted Buyer’s travel receipt and reimbursement request via Ramp.  

Reimbursement Process 

Reimbursement will be issued within 3-4 weeks after Fully Hosted Buyers: 

  • Successfully attend both required event days (October 14-15) 
  • Source 10 fifteen-minute meetings with exhibitors of your choice during expo hours using the online appointment tool (Expo Platform) 
  • Attend all required sessions: 

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

  2. Attend the Expo on October 14 & 15   

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

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

*Fully Hosted Buyers can submit their reimbursement request through Ramp through October 31, 2026. Requests submitted after this date will not be accepted. 

Important Notes 

  • Fully Hosted Buyers are responsible for managing any changes or cancellations directly with their travel provider. 

  • Any change fees or penalties incurred are the sole responsibility of the Fully Hosted Buyer. 

BTN Group reserves the right to amend, update, or withdraw this policy, including eligibility requirements and reimbursement amounts, at any time without prior notice. 

Key terms to be aware of 

Travel reimbursement: Fully Hosted Buyers will be responsible for booking their own travel and will receive a reimbursement for up to $400.00 USD post-event. 

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

Scheduling appointments: An online appointment system will open the week of August 17. Hosted Buyers will be required to access the system and schedule a minimum of ten 15-minute appointments with exhibitors of their choice.   

Cancellation / No-Show:  

Fully Hosted Buyer cancellation and no-show policy outlined below:   

  • At the approval of event management, a qualified substitute may attend the event as a Hosted Buyer replacement to avoid penalty.  

  • Hosted buyers canceling participation before July 15, 2026, will incur a $500.00 USD cancellation fee 

  • Hosted buyers canceling participation between July 16, 2026 – October 13, 2026, 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: Hosted Buyers will be responsible for any additional expenses (such as gratuities, travel insurance, phone charges, and meals) beyond those identified above.