1. Applying to be a Hosted Buyer
How do I apply for a place on the AIME Hosted Buyer Programme?
- Apply online using a weblink or through www.aime.com.au
- Complete the Hosted Buyer registration form fully; have your credit card handy
- List past and future events. Please detail your most significant events as this makes the qualification process quicker.
- The completed registration will be assessed against the AIME qualification criteria (see below)
What is the Qualification Criteria?
Buyers must fulfil the qualifying criteria set by AIME. This includes:
- The number of events held annually in the Asia Pacific Region
- Purchasing authority
- Annual budgets
- Amount of business conducted internationally
- Potential for future international business
How long does the Qualification process take?
The Qualifying process generally takes up to 6 weeks as it will be assessed by our industry professional panel. We will then contact you via email to notify you on your success.
What is included in the Hosted Buyer Programme?
- Complimentary Travel and Accommodation: Return flights (for Fully Hosted Buyers), 3/4/5 star accommodation and transfers for fully Hosted Buyers residing outside of Victoria.
- Personalised Appointment Schedule: A personalised appointment schedule with exhibitors over the 2 day event.Online Diary: Allowing Buyers to make additional appointments with exhibitors prior to AIME.
- Social Events: Complimentary access to a variety of AIME social functions, including: the official AIME Welcome Reception, Networking Hour, and many more.
- Complimentary Pre Touring: Melbourne Convention + Visitors Bureau provides an excellent program for Hosted Buyers, showcasing Melbourne and the State of Victoria's attractions, venues, infrastructure and event services.
- Dedicated Hosted Buyer Education Session: A high profile forum bringing together industry leaders from around the world.
- Hosted Buyer Lounge: Exclusive access to the VIP lounge, for Buyers to relax, network or catch up on email.
Crown Pamper Zone: Hosted Buyers have exclusive access to the luxurious Crown Pamper Zone, located on the show floor to relax and rejuvenate in between appointments.
What is not included in the Hosted Buyer Programme?
- Travel insurance
- Private transfers
- All food and beverage
- Flight upgrades
- Hotel upgrades and services?
- Additional nights’ accommodation
- Personal extras
What am I committed to as a Hosted Buyer?
Qualified Hosted Buyers are committed to attend the following:
- A minimum number of Pre-Scheduled Appointments (PSAs) with Exhibitors based on your invitation category:
- Fully Hosted Two Day Buyers: 22 appointments over two days
- Fully Hosted One Day Buyers: 14 appointments over one day
- Semi Hosted Two Day Buyers: 16 appointments over two days
- Semi Hosted One Day Buyers: 8 appointments over one day
- One Destination Presentation (DP)
- Functions as part of a selected programme eg. AIME Breakfast, Melbourne Show Case, Welcome Reception, etc. Please see your own individual Schedule for further details.
What if I want to bring a partner with me to AIME?
The Hosted Buyer program covers the cost of the Hosted Buyer only. Any additional partner will incur cost at your own expense. It is also your responsibility to arrange all transportation to and from AIME, accommodation and other necessary requirements prior to the cut off date for your partner.
Can I bring someone who is under 18 with me to AIME?
No, AIME is strictly an over 18+ event as there is alcohol service available at the event.
2. Flights - for Fully Hosted Buyers
Are return flights included as part of my hosting?
Return flights are complimentary for fully Hosted Buyers only. Complimentary return airfares are provided from a designated port to and from Melbourne. All internal domestic flights for post touring are at your own expense.
All remaining categories of hosted buyers are required to cover their own airfare to and from Melbourne.
What class will I fly?
The following airfare information applies to hosted buyers based on their origin of region.
Europe, South America, South Africa, Russia and the UAE:
If you are invited as an international fully hosted buyer from either the European, South African or South American regions you will fly return business class to and from Melbourne.
Asia/ Australian/ New Zealand
Asian, Australian and New Zealand fully hosted buyers will fly return economy class.
How do I put in my flight request?
The flight request form will be available in the Hosted Buyer Zone from late October 2011.
All fully hosted buyers will need to complete this form after finalising their post touring requirements with the applicable bureau. Please only submit the flight request form once you are confirmed on your requested post tour.
Am I eligible to receive frequent flyer or other membership points with my flight?
Some flights do allow you to accumulate frequent flyer points. Please provide your membership details when completing your flight request form in the Hosted Buyer Zone.
Are changes permitted to my flight?
Any changes made after your flight details have been confirmed by Corporate Traveller. Change charges will be at your own expense and are subject to availability.
Who do I contact if I need to change my flight?
Corporate Traveller is proud to be the AIME 2012 Travel Partner offering specialist advice for travel within Australia and from around the world. A dedicated travel manager is available to assist you with any queries you may have.
If you require any specialist advice regarding change of flight please direct all enquiries to Corporate Traveller on aimehb@corporatetraveller.com.au
When will my itinerary be accessible?
Your Itinerary will be accessible in the Hosted Buyer Zone from February 2012 and will be updated as you confirm your travel details.
3. Pre Touring:
What is the Pre Touring Program?
The Melbourne Pre Touring Program is hosted by the Melbourne Convention + Visitors Bureau and is exclusively available to all hosted buyers attending AIME 2012.
The Pre Touring Program is a fantastic opportunity for you to see and explore Melbourne and regional Victoria.
Is it compulsory to participate in the Pre Touring Program?
It is mandatory for international hosted buyers to attend the MCVB Welcome Cocktail function on Sunday, 19 February, along with the AIME Breakfast, The Melbourne Showcase and AIME Welcome Lunch on Monday, 20 February 2012. All other pre touring is optional.
National hosted buyers may choose to participate in the Pre Touring Program if they wish.
When will the Pre Touring Program commence?
Mandatory Pre Touring options for international hosted buyers will commence on Sunday, 19 February 2012 and Monday, 20 February 2012, however there are some optional programs that will depart on Saturday, 12 February 2011.
Where will the Pre Touring Program take place?
The Pre Touring Program is your opportunity to see Melbourne and regional Victoria as the locals do. Each day we will hold tours scheduled to showcase the fun and appeal of Melbourne. The Pre Touring Programs will be available to view in September on the AIME website.
Is there a cost to participate in the Pre Touring Program?
No, the Pre Touring Program is complimentary to all hosted buyers attending AIME 2012 and is hosted by Melbourne Convention + Visitors Bureau.
4. Post Touring:
Do I get a choice in where I go on the Post Touring Program?
Yes, the cities offering Post Touring options are accessible in the Post Touring section in the Hosted Buyer Zone and AIME website. To view their itineraries click on the Post Touring link in the Hosted Buyer Zone and select the city of your preference.
You will then need to email the bureau of your choice expressing your interest in participating in their program. The bureau will then contact you personally to confirm your participation. Contact details are available in the Post Touring section of the Hosted Buyer Zone under each bureau.
Is it compulsory to participate in the Post Touring Program?
No, it is not compulsory. However, if this is the first time you have visited Australia, the Post Touring Program is a great way to make the most of your journey and see more of Australia.
When will the Post Touring Program commence?
All Post Touring Programs will commence on Thursday, 23 February 2012. Post Touring Programs will conclude on the designated day advertised by the Bureau but will be no later than Sunday, 26 February 2012.
Where will the Post Touring Program take place?
Post touring for AIME 2012 is available in the following cities / regions:
- Darwin, Northern Territory
- Alice Springs and Uluru, Northern Territory
- Perth and Fremantle, Western Australia
Is there a cost to participate in the Post Touring Program?
Some of the post tours will incur a fee of no more than AUD600 to participate. This fee is paid directly to the organising bureau and does not cover the cost of internal domestic flights. Please check with the Post Touring bureau for their terms and conditions.
5. PSA (Pre Scheduled Appointment) Preferences:
What is Pre Scheduled Appointment?
The PSA Program helps facilitate contact between exhibitors and buyers by providing appointment times with the exhibitors you most wish to meet. PSA is compulsory to all Hosted Buyers and a minimum number of appointments are required dependant on your category. Each of the appointment with the exhibitors is approximately the duration of 15 minutes.
When do I need to submit my PSA preferences?
You will need to submit your PSA preferences as soon as the PSA Selections open on 5 December 2011. The PSA preference website will be open until 25 January 2012.
How many appointments will I have during the two day event?
A minimum number of Pre-Scheduled Appointments (PSAs) with Exhibitors based on your invitation category:
- Fully Hosted Two Day Buyers: 22 appointments over two days
- Fully Hosted Two Day Buyers: 14 appointments over one day
- Semi Hosted Two Day Buyers: 16 appointments over two days
- Semi Hosted Two Day Buyers: 5 appointments over one day
How does the PSA appointment matching process work?
PSA's take place on both days of AIME and are a combination of appointments with exhibitors that you have chosen and appointments with exhibitors that have chosen you.
You also have the opportunity to make even more appointments using the Online Diary.
6. Online Diary:
When am I able to access the online diary?
The Online Diary will open on 30 January 2012 and will close on 16 February 2012.
What is the Online Diary used for?
The Online Diary enables you to view and manage your PSA appointment schedule via the internet prior to the commencement of AIME.
Using the Online Diary you can select additional exhibitors you would like to meet and request an appointment with them.
The Online Diary for AIME 2012 gives buyers and exhibitors more flexibility to manage their appointment schedule. You can request new appointments, amend existing appointment times and cancel pre matched appointments upon mutual consent from the exhibitor. Buyers must ensure they go in and answer appointment requests from exhibitors.
7. Professional Development Seminars:
Which seminars are available as part of my hosting?
Hosted buyers receive complimentary admission to the Business Events Forum- a dedicated Hosted Buyer Education session, on Tuesday, 22 February 2012.
Am I able to attend other seminars during AIME?
All other seminars being held at AIME are not available to hosted buyers, as you will be attending appointments during these times.
8. Visas and Passports
What validity do I need on my passport?
Many countries like Australia require travellers to have at least six months validity remaining on their passports. Immigration authorities may refuse entry if you arrive with less than this.
Do I need a visa letter?
Overseas visitors are reminded that Australia has varying visa and passport requirements.
Please contact your local travel agent or Consulate well in advance to arrange your visa requirements and ensure your passport is valid for at least six months after the date of arrival in Australia.
For further information visit the Australian Department of Immigration and Citizenship.
Who is responsible for organising my visa requirements?
You are responsible for organising your own visa requirements. Reed Travel Exhibitions is happy to provide a letter of invitation to attend AIME. If you would like us to send you a letter of invitation, simply e-mail: aimehb@reedexhibitions.com.au and provide the following details:
Full Name:
Position of employment:
Company name:
Sex:
Date of Birth:
Passport Number:
Please contact our office no later than Friday 13 January 2012 to arrange this.
9. Accommodation:
Is accommodation included as part of my hosting?
All hosted buyers receive complimentary accommodation as part of their hosting.
Is my hotel services included into the Hosted Buyers program?
No. All additional service charges are at your own expense.
For how many nights is accommodation available and what dates?
If you are taking part in Pre-touring then accommodation will be covered from check in Saturday, 18 February 2012 to check out Thursday, 23 February 2012, which is a total of 5 nights. If a buyer is only attending the exhibition, then accommodation will be covered for these nights only. Accommodation is covered for the room only and any incidental or personal expenses are your own responsibility.
For those arriving into Melbourne on Saturday 18 February, check-in to your hotel is not until 1400 hours and checkout is about 10:00 hours. If you want a guaranteed check-in, you may choose to pre-book & pre-pay from the previous night. AIME cannot guarantee an early check-in.
When will I be advised of which hotels I will be staying at?
You will be advised of your hotel in mid January 2012 via your itinerary in the Hosted Buyer Zone.
May I request which hotel I wish to stay at?
Due to the volume of hosted buyers on the program and the limited availability of rooms in Melbourne during AIME, we do not take accommodation requests.
10. Transfers:
Are transfers included as part of my hosting?
Airport transfers from Tullamarine airport are included for all fully hosted buyers. Semi hosted buyers will also be provided transfers, if they provide the AIME team with their flight details
Transfers for the official AIME social functions are included for all hosted buyers.
Transfers are included to/from the Melbourne Exhibition Centre on Tuesday & Wednesday. You will be given a timetable on arrival that highlights departure times for each day.
Do I need to book transfers?
No, all transfers are included.
How do I obtain information on my transfers?
All information on your transfer along with your itinerary can be accessible on the Hosted Buyer Zone in February. An additional copy will also be available to you on the day.
11. Cancellations
When is the deadline date for cancellation to avoid any penalties?
For cancellations made and acknowledged by RTE (Reed Travel Exhibitions) prior to and including 9 December 2011 no cancellation fee is payable and we will refund the fully hosted buyer registration fee.
Any cancellations made after this time will incur a cancellation fee as follows;
For cancellations made and acknowledged by RTE on or after 10 December 2011 for all hosted buyers – the applicable registration fee will be forfeited and in addition all costs incurred by RTE from the airline for your airfare (fully hosted buyers only) will also be recoverable against you.
In the event that you “No Show” at AIME 2012, you will forfeit the applicable registration fee and cancellation fee as per the above. In addition all costs incurred by RTE for your airfare (if applicable), accommodation, transfers, functions and seminars will be recoverable against you.
“No Show” is defined as a hosted buyer, who without prior cancellation notice, is not present for the commencement of the hosted buyer activities at AIME 2012.
These costs will be billed to your credit card. You will be sent an email detailing these charges prior to processing of payment by RTE.
How do I advise the hosted buyer team of my cancellation?
Please contact the Hosted Buyer Team as soon as you know you are unable to attend AIME 2012. All cancellations must be made in writing attention to Shelley Zhu, Hosted Buyer Coordinator– AIME via the following email address aimehb@reedexhibitions.com.au