Appointments - Everything You Need to Know
Over the course of the three show days, there is the potential for a total of 44 appointments. The initial round of appointment requests are submitted online via the My IPW portal. Following the submission deadline, appointment requests are scheduled based on the Priority Matching Order.
The appointment scheduling algorithm matches appointments in a Priority Matching order. In addition, the program takes booth location into consideration so that buyers are not crossing the exhibit hall for back-to-back appointments.
Tip to Improve Priority Matching
Log into the My IPW portal to contact the buyers and U.S. exhibitors with whom you wish to meet at IPW. Be sure they know you are attending and ask them to request an appointment with you. This will dramatically increase the chance of having an appointment pre-scheduled because priority is given to mutual requests.
Go Global: IPW’s Virtual Appointment Option
In 2021, IPW offered virtual appointments for registered exhibitors who wanted to meet with buyers from specific markets who are unable to travel in person to IPW due to the global pandemic.
The appointments took place in 2 hour blocks each day for a total of a possible 32 additional appointments. Appointments were 12 minutes long with a 3-minute break between.
For exhibitors, these virtual appointments were a valuable addition to the appointments held on the show floor.
We continue to monitor the global pandemic and will make a decision about the virtual appointments option in the spring.
Priority Matching Order
Mutual International Requests
Mutual international buyer and U.S. exhibitor requests
International buyer requests
Mutual Domestic Requests
Mutual domestic buyer and U.S. exhibitor requests
Domestic buyer requests
U.S. Exhibitor Requests
Up to fifteen (15) U.S. exhibitor requests
Mutual U.S. Exhibitor Requests
Mutual U.S. exhibitor and marketing and technology provider requests
Marketing and technology provider requests
Committee Member/Delegate Requests
Visit USA Committee members/Commercial Service delegate requests
Online Appointment Request Breakdown
|Category||# of Requests Allowed||Maximum # of Potential Appointments|
|U.S. Suppliers/Exhibitors and Marketing and Technology Providers (per booth)||50||44|
|U.S. Suppliers/Exhibitors with Express Booth||30||22*|
|International Leisure, Meeting & Incentive, and Domestic Buyers; Visit USA and Commercial Service Representatives||50||44|
|International Airline Representatives||See note below||44|
|International and Domestic Journalists||25||15|
- The number of appointments listed for exhibitors/marketing and technology providers is per booth space, not per registered delegate.
- Express Booth exhibitors may only match up to 22 pre-scheduled appointments but will have access to the remaining 22 appointment slots during manual scheduling, for a potential total of 44 appointments.
- International airline representatives can only accept U.S. supplier requests during the computer-matched appointment scheduling session; they cannot submit requests for appointments until Manual Scheduling opens.
- Journalist delegates have the potential for fewer appointments on the show floor due to other responsibilities and mandatory activities scheduled during the show days. (Note: These appointments are in addition to the 20 Media Marketplace appointments).
- Appointments you requested that could not be scheduled will be listed on your appointment schedule indicating why the appointment could not be made. During Manual Scheduling, you will have the opportunity to request appointments with those organizations with whom you did not receive a pre-schedule appointment.
Payment Policy: Please keep in mind that if you have not paid your 2022 registration in full (if applicable), you will not have access to request appointments or receive your appointment schedule.
How to Navigate Appointment Scheduling
Through the online appointments system you can submit appointment requests for the Marketplace Hall (show floor) and the Media Marketplace (press and participating exhibitors only). The system is open for about six weeks and then closes so that the computer algorithm can match requests and generate the appointment schedules.
You can save time during the appointment requesting period by creating your prospect list before the system opens. Just log into My IPW using your individual login codes and use the Find Delegates feature. Search results will include an "Add Prospect" button to save the company to your prospect list. Then, when the appointment scheduling system opens, you can view your prospect list and easily add requests for those companies you have already identified as targets. Learn more.
Need instructions on Requesting Appointments? Select the audience guide that's right for you.
Remember, your IPW 2022 registration must be paid in full in order for you to access the appointment system.
Tutorials for Exhibitors and MTPs
Tutorials for Buyers, Press, and Other International Delegates
What is Manual Scheduling?
Manual Scheduling provides you with an opportunity to request appointments with companies or individuals who were not pre-scheduled through the initial appointment request system.
When you access the Manual Scheduling system, you have the option of viewing/printing two important lists:
- Requests made by you that were not scheduled
- Requests from other companies for you that were not scheduled
The second list in particular is a great resource - these companies have already indicated that they want to meet with you!
|View and print/export your appointment schedule|
|Request additional appointments with organizations who have similar open appointments|
|Request cancellations or appointment time changes|
|Accept or decline any requests made to you|
|Schedule additional Media Marketplace appointments (if applicable)|
Responding to Appointment Requests
Please respond promptly to all appointment requests you receive through the Manual Scheduling system so that your fellow participants can make the most of their schedule. If someone sends you an appointment request or cancellation request and you do not respond then you could be blocking an appointment time they could match with another company.
Note - If you do not accept or decline a cancellation, it will automatically be removed from your schedule after 48 hours
Media Marketplace Appointment Scheduling
PR delegates (from U.S. exhibitor organizations that purchased a Media Marketplace table) and media can request appointments during the initial appointment requesting period. The Media Marketplaces offers up to 20 appointments, each 10 minutes in length with a five-minute cross time.
Note: Express Booth purchasers are not eligible to participate in the Media Marketplace. If you wish to participate in the Media Marketplace, you must upgrade to a standard booth and purchase additional registrations.
Appointment Scheduling Tutorials
To assist you in navigating our year-round business-to-business marketplace, we have developed print-friendly instructions to provide useful tips on key features such as: creating a prospect list; submitting appointment requests for the computer-generated appointment scheduling process; and managing your appointment schedule during the Manual Appointment Scheduling process.
Building Your Prospect List
Save time before and during appointment requests by searching for potential partners and creating your prospect list by logging into My IPW.
You can refer to this list year-round and click on the listing to see the organization’s complete profile. You are also able to send emails to notify these organizations of special offers throughout the year.
Submitting Appointment Requests
Log into My IPW to not only submit your requests, but also to contact the companies with whom you wish to meet and ask them to request an appointment with you. This will dramatically increase the chance of having an appointment pre-scheduled because priority is given to mutual requests
Manual Appointment Scheduling
Manual Scheduling opens after the computer-generated appointment schedules are distributed. Through the Manual Scheduling System, you can view and print your appointment schedule; request additional appointments with buyers and exhibitors who have similar open appointments; request cancellations; and accept or decline any requests made to you.
Media Marketplace Appointment Scheduling
PR delegates and media can submit requests for up to 20 appointments each. Appointments are 10 minutes in length with a five-minute cross time. Learn how to schedule Media Marketplace appointments using the tutorials below.
Note: Express Booth-holders are not eligible to participate in the Media Marketplace. If you wish to participate in the Media Marketplace, you must upgrade to a standard booth and purchase additional registrations.