Appointments at IPW
IPW connects travel buyers and suppliers of U.S. travel product (exhibitors) during three intensive days of appointment-driven business activity. With paid booth and registration fees, each exhibiting company will receive 42 appointment slots per booth to meet face-to-face with travel buyers, creating a highly productive, unique environment to negotiate future travel business to the U.S.
Note: Express Booth purchasers may only pre-schedule up to 22 appointments; however, the remaining 20 slots becoming available during Manual Scheduling for the potential of 42 appointments total.
Appointment Scheduling at IPW
Business appointments at IPW are pre-scheduled through the My IPW portal based on international and domestic buyer and exhibitor requests according to a priority matching system.
Manual Scheduling opens after the computer-generated appointment schedules are distributed. Learn more about Appointments below.
How it Works
Exhibitor Key Contacts may submit up to 50 appointment requests per standard booth space, with a maximum of 42 possible pre-scheduled appointments (per booth, not per delegate).
Express Booth Key Contacts may submit up to 30 requests for a maximum of 22 pre-scheduled appointments.
Once the online appointment request period closes, system-generated appointment schedules are distributed and manual scheduling opens. Please note that companies participating in a booth share do not receive individual appointment schedules.
It is up to the key contact of the booth-holding company to submit appointment requests through the My IPW portal. If key contacts do not receive the maximum number of pre-scheduled appointments permitted during the online appointment request period, the manual scheduling feature allows them to request and receive additional appointments up to the maximum 42 appointment slots per booth space.
Once appointment schedules are distributed, the key contact is responsible for managing the booth schedule through the manual scheduling system, including responding in a timely manner to requests for new appointments, appointment changes, and cancellations.
The key contact may internally designate various booth delegates to handle specific scheduled appointments according to their own business strategies; however, the appointment remains scheduled with the booth on the buyer's schedule.
Please keep in mind that if you have not paid your 2023 registration in full, you will not receive your booth number confirmation, have access to request appointments, and the buyers will not be able to request an appointment with you.
Key Contacts can view, print, and pay open invoices through the My IPW portal using individual login codes.
Through the manual scheduling system, you can view and print your appointment schedule; request additional appointments with delegates who have similar open appointments; request cancellations; and accept or decline any requests made to you. 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.
Manual Scheduling Benefits
Over the course of the three show days, there is the potential for a total of 42 appointments; however, it is possible that you might not receive 42 pre-scheduled appointments (22 for express booths) through the matching process. The manual scheduling system offers an opportunity to request additional appointments to fill open slots.
In addition, we offer options that allow exhibitors to purchase additional appointments*, group appointments* with nearby booths, and to opt out of appointments with certain registration categories.
*Not available with Express Booths.
Extra Appointment Options and Fees
The Extra Appointments Option is designed for exhibiting organizations who wish to increase the number of appointments they can schedule. If you purchase the Extra Appointments Option, you will have the opportunity to request an additional 20 appointments per 10' x 10' booth space.
Once schedules are distributed and Manual Scheduling opens, the exhibitor has access to the full additional appointment book offering the possibility of up to 42 additional concurrent appointments for the booth, e.g., two appointments per time slot. This is not a separate schedule managed by a second individual in the booth.
Note: Island booth exhibitors may only purchase one additional appointment package through the shopping cart. If you anticipate needing more than 4 extra schedules, please email [email protected]
Not available with Express Booths.
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Benefits of Extra Appointments
You will have the opportunity to request an additional 20 appointments for a possible total of 62 pre-scheduled appointments per booth space (and have access to the remaining 22 slots of the additional book during Manual Scheduling.)
If your organization has received fully booked schedules in the past, the Extra Appointments option allows you to maximize your face-to-face time with buyers by confirming additional appointments to your schedule.
By allowing you to make additional appointment requests, you maximize your appointment-matching potential, ensuring your schedule is full and your time optimized.
Ready to Expand your Reach at IPW?
Key Contacts: If you have already registered, add the extra appointments option to your shopping cart via My IPW using your individual login codes.
Exhibitor Group Scheduling Option
This option allows exhibitors with multiple adjacent booths to combine their appointment schedules to be part of a "Scheduling Group," which prevents a buyer from being scheduled for more than one (1) appointment with this group. Each organization within the Scheduling Group must add the Exhibitor Group Scheduling Option to its shopping cart during online registration AND submit the Exhibitor Group Scheduling Option form. Not available with Express Booths.
Appointment Opt-Out Option
Exhibitors who prefer not to schedule formal business appointments with the following delegate categories should select and add the appropriate “Opt-Out” package to the shopping cart when registering online.
- Domestic buyers
- Exhibitor buyers (separate packages for receptive operators, OTAs, and marketing and technology buyers)
- Meeting and incentive buyers
- Marketing and technology providers
- International and domestic journalists
- International Advisory Committee (IAC) Chairs
- Visit USA Committee Chairs and Commercial Service representatives
Already registered and want to opt out of certain categories? Log into My IPW and select the Registration Changes / Additions menu link. Note: Opt-Out packages must be added prior to the opening of appointment scheduling.
Need to remove an opt-out package from your registration? Email the IPW Registrar
Media Marketplace Appointment Scheduling
Media Marketplace appointments are requested during the initial appointment requesting period. PR delegates (from U.S. supplier organizations that purchased a Media Marketplace table) and media will be notified when this option is open. The Media Marketplace offers 20 appointment slots each lasting 10 minutes with a five-minute cross time. See below for schedule.
Note: Not available for Express Booths. If you wish to participate in the Media Marketplace, you must upgrade to a standard booth and purchase additional registrations.
Brand USA Media Marketplace: Session I
Sponsored by Brand USA
Brand USA Media Marketplace: Session II
Brand USA Media Marketplace Reception and IPW Travel Writer Awards
Want to Learn More about Appointment Scheduling?
Visit the Appointments page to learn more about how to schedule your appointments at IPW and view appointment scheduling tutorials to set you up for success at IPW.