Scenario Planning Workshop post evaluation survey

Hosted Buyer Management Best Practices

NTO Survey
Section 1: General Information
Country represented:*
1. Do you invite buyers (hosted buyers) to B2B events (e.g., trade events, workshops, sales activities, etc) in your destination? Press trips, fam trips, and influencer trips are EXCLUDED.*

YesNo
1.1. How many B2B hosted buyer events do you typically organise or co-organise per year?*
Please specify an exact amount or range
Section 2: Hosted Buyers Selection
2. How do you identify hosted buyers? [Multiple choice, select all that apply]*

Own staff at foreign office or HQIn collaboration with trade associations, buyers' networks, etc.In collaboration with marketing or sales agenciesIn collaboration with local stakeholders (DMOs, airlines, hotels, DMCs etc.)Other (please specify)
Optional: Please describe who you collaborate with and how:
3. What criteria do you use to select hosted buyers for your B2B events? [Multiple choice, select all that apply]*

Business potential (e.g., volume of bookings)Type of business (e.g., MICE, leisure, luxury)Geographic market focusPast event participationRecommendation by trade partnersSustainability or responsible tourism practicesOther (please specify)
Section 3: Qualification of Hosted Buyers
4. How do you qualify hosted buyers? [Multiple choice, select all that apply]*

Application formInterviews or reference checksMinimum business volume requirementMarket fit analysisInternal scoring systemOther (please specify)
5. How far in advance do you typically start the hosted buyer recruitment process?*

Less than 3 months3–6 monthsMore than 6 monthsDepends on the event
Section 4: Incentives and Participation Fees
6. What kind of support or incentives do you typically offer hosted buyers? [Multiple choice, select all that apply]*

Transportation (flights, train, etc)Airport/hotel transfersAccommodationMealsFAM trips or site visitsPer diemsNo support or incentives at allOther (please specify)
Optional: What is the average cost per hosted buyer?
Please specify an exact amount or range in Euro
6.1. Do the support or incentives provided to hosted buyers vary by market?*

No, we offer the same support and incentives regardless of the marketYes
Please explain how they vary:*
7. Do your local stakeholders (airlines, hotels, DMOs, etc.) contribute to the hosted buyers support or incentives?*

Yes, activelyOccasionallyNo
Optional: Please describe how:
8. Do you require hosted buyers to pay a participation fee ?*

YesOccasionallyNo
Optional: Please specify the average amount or range in Euro:
8.1. Would your NTO consider charging hosted buyers a participation fee in the future?*

YesNoMaybe
Optional: Please share any considerations or concerns:
9. Do you require local suppliers to pay a participation fee?*

YesOccasionallyNo
Optional: Please specify the average amount or range in Euro:
9.1. Would your NTO consider charging local suppliers a participation fee in the future?*

YesNoMaybe
Optional: Please share any considerations or concerns:
Section 5: Event Execution and Follow-up
10. How do you measure the success or ROI of hosted buyer participation? [Multiple choice, select all that apply]*

Feedback surveysNumber of meetings heldBusiness leads generatedFollow-up bookings/sales dataQualitative feedback from local partnersOther (please specify)
11. Do you follow up with hosted buyers after the event? If so, how? [Multiple choice, select all that apply]*

Yes, via surveyYes, via direct contact or callsNo formal follow-up processOther (please specify)
Section 6: Challenges and Opportunities
12. What are your biggest challenges in managing hosted buyers?*
13. What practices have worked particularly well for you in managing hosted buyers? For example to guarantee quality of buyers, reduce last-minute cancellations/no-shows, etc.*
14. What kind of support or knowledge-sharing from other NTOs would be most valuable to you regarding hosted buyer programmes?*
Optional: Any additional comments regarding hosted buyer programmes
Should be Empty:

Hosted Buyer Management Best Practices

Section 1: General Information

Section 2: Hosted Buyers Selection

Section 3: Qualification of Hosted Buyers

Section 4: Incentives and Participation Fees

Section 5: Event Execution and Follow-up

Section 6: Challenges and Opportunities