Hosted Buyer Program Guide for Sponsors
The Hosted Buyer Program is a curated marketplace of health buyers and solution providers designed to provide highly efficient connections for real business interactions, creating the highest-value return. The program is designed for key decision-makers who have the influence and budget looking for innovative health solutions that are driving improvements across the health ecosystem.
Health Buyers are qualified and vetted individuals from established payers, providers, employers, life science companies, health retailers and government. As part of the Hosted program, each Buyer commits to taking a minimum of eight (8) 15-minute 1:1 meetings with participating solution providers in exchange for a package of benefits offered by HLTH.
All Hosted meetings will take place during HLTH 2021 event within the following dedicated time slots:
Sunday, Oct 17 from 1-4 pm EDT
Monday, Oct 18 from 9-11 am and 1-4 pm EDT
Tuesday, Oct 19 from 3-5 pm EDT
This year, HLTH will offer a hybrid program, allowing participants the option of scheduling in-person at designated tables onsite as well as remote meetings via video within the matchmaking platform for those not able to attend. Hosted Buyer meetings onsite will be held in a dedicated meeting lounge in Hall A (located adjacent to the Exhibit Hall. All participants will have the ability to manage their own schedule and indicate availability by selecting specific time slots when they are free to participate in a 15-minute 1:1 meeting.
The Hosted Program is based on double opt-in matchmaking where participants schedule their own meetings by sending and accepting requests within the matchmaking platform. The AI matchmaking platform offers a more personalized experience to help schedule meetings before the event by empowering participants with intelligent AI-powered recommendations to choose whom they wish to meet.
Below is an overview of the Hosted Program Timeline (dates are subject to change)
Steps for ‘How It Works’ :
Before Launch: Register Hosted Meeting Rep(s)
September 23: Platform Launches!
September 23- October 15: Schedule meetings via a double opt-in matchmaking process by sending/accepting requests.
October 8: Hosted Program closes for new registrations
October 15: Meeting schedules are finalized in preparation for the event
October 17-19: Live networking!
*Dates are subject to change
Designate Meeting Reps:
Each company who has purchased Hosted Buyer Meetings will receive access to the Sponsor Portal to complete the on-boarding process and submit important deliverables. Some of this information will be used to create your Meeting Rep profiles which help participating Buyers decide if they want to meet with your company as part of the Hosted Program. In the Portal, there is a task to assign your organization’s Meeting Rep(s) by registering each individual via a direct link which defaults the registration type as ‘Hosted Meeting Rep’. your Hosted Meeting Rep(s)with a direct link to register which defaults the user's registration type as ‘Hosted Meeting Rep’. Each company must designate at least one meeting rep to manage and participate in their company’s Hosted Buyer meetings.
HLTH recommends assigning one rep for every ten meetings purchased in order to have the best experience possible. This is because buyers are booking meetings with individual reps, not the company. Each meeting rep will have access to manage their own personal schedule and book 1:1 meetings with potential buyers. For example, if a company purchases 20 meetings, we suggest assigning two meeting reps who will have the flexibility to determine how to best divide and separately book any number of meetings within their shared 20 meeting limit amongst themselves. Each rep is able to book a preferred number of meetings, but collectively, they will not be able to book more than the 20 meetings their company has purchased. Companies who have purchased 30+ meetings will designate a minimum of two and a max of five meeting reps to participate in the program.
Sponsors will enjoy maximum success when assigning more seasoned sales leaders as their meeting reps. This will ensure the best possible meeting invitations are sent and received for the double opt-in meetings. We strongly discourage sponsors from having entry-level team members drive the meeting invite process.
All meeting reps must be registered HLTH attendees no later than Friday, September 17 (with paid or sponsor comp tickets) in order to create a matchmaking profile and receive access to the Hosted Buyer platform at the end of September.
Should your meeting rep(s) change (swap out person A for person B), please notify the HLTH team by emailing firstname.lastname@example.org. Please note, any meeting requests that have been sent/received/booked previously, will be lost from the system if you swap one rep for another. We strongly discourage this practice unless it is prior to any activity taking place in the platform or absolutely necessary.
How to Book Meetings:
The Hosted Buyer Program will launch approximately three weeks before the HLTH 2021 and participants will receive an email with log-in information to access the matchmaking platform. At that time, meeting reps will gain exclusive access to view participating buyers and schedule their own meetings by sending/accepting meeting requests. This double opt-in process allows participants to maximize precious time at HLTH with mutually agreed-upon, pre-scheduled 15-minute 1:1 meetings. We are all about quality meetings because we know that quality is better than quantity!
Before exploring the platform, it’s important to indicate your availability in the ‘my schedule’ tab before sending any meeting requests. Additionally, you can choose your preferred calendar - work or personal - to start syncing your Hosted meeting schedule on the platform. The platform defaults to Boston time which is Eastern Daylight Time. If you are participating remotely via video, be sure to choose your time zone.
Based on prior data collected, a list of qualified and vetted Buyers is ranked in order of relevance to you. The list contains information about each Buyer, including their name, job title and company. In addition to your suggested matches, you can search by keyword or filter profiles by company type and areas of interest. You can also ‘expand profile’ for more information.
The platform is double opt-in and anti-spam, meaning both parties have to agree to meet. Simply click ‘meet’ on a Buyer profile to initiate a request. If the Buyer accepts, they will choose a mutually available time to book the meeting. After the meeting has been scheduled successfully, you will receive a confirmation email. You cannot participate in a video meeting without prior approval from both parties. The program and all meetings are designed to be private and highly secure with all information and access being encrypted.
There is no limit to the number of Buyers you can request. Since the Buyers you request must also agree to meet with you, the more requests you send, the more likely you will fulfill the meetings purchased. Though not guaranteed, HLTH recommends sending a minimum of 2-3 times the total number of meetings your company has purchased. There are many variables to consider in the process, the number of Buyers who accept your meeting requests, your target customers participating in the program, common areas of interest, mutual match, etc. Buyers can also request a meeting, resulting in incoming pending requests. Any meeting requests you accept or any meeting requests you send that get accepted, will count towards your meeting credits. You are not obligated to accept inbound meeting requests if the Buyer isn’t a fit and may decline the meeting invitation.
Since Hosted meetings purchased by your company can be shared amongst multiple meeting reps, please be sure to involve your participating teammates, especially sales, in sending/accepting your meeting requests. Also, be sure to provide a personal message when sending a request to encourage Buyers to meet with you. Regardless of the total number of meeting requests received, you will not be able to schedule more than the number of meetings purchased. Once your Hosted meeting schedule is at capacity, the system will still allow you to receive more requests from Buyers but you won’t be able to accept any additional requests when reaching your max number of meetings unless you buy more. If your schedule is full and a Buyer tries to accept a meeting request, the system will indicate that the Sponsors schedule is full and the meeting cannot be confirmed. You may purchase additional meetings until October 8th (if available) by emailing us at email@example.com.
All Hosted Buyer meeting schedules must be finalized by October 15th and actual meetings start on Sunday, October 17th -- the first day of HLTH..
Meeting Rep Guidelines:
All meeting reps are encouraged to conduct themselves reasonably and professionally and comply with HLTH’s Hosted Program Guidelines:
Buyers must agree to a 15 minute meeting with your company. The platform will only accommodate up to 15 minutes for each video meeting with 2 minute transitions in between meetings.
The matchmaking platform will silently check-in each meeting taking place onsite and online and will track ‘no-shows’ if someone has not arrived after 5 minutes of the start time.
Buyers may not have prior knowledge of your company or your products so we encourage you to prepare in advance and suggest the following items for consideration:
Communicate and customize your value proposition for each Buyer
Prepare any decks or pitches you would like to share during the meeting
Indicate to the Buyer whether your company has had any prior discussions
Send any relevant materials or contact information you would like to share
Leave time for questions
End the meeting with specific requests relating to next steps
Information about Buyers in the matchmaking platform is confidential and should not be 1) shared outside of your organization 2) downloaded (including screenshots and spreadsheets) or 3) used in any way or for any purpose other than as specifically described in our instructions for the Hosted Program. Anyone breaching this provision, may be eliminated from the Hosted Program with no refund and will be ineligible for participation in the program in future years.
You are not permitted to reach out to these individuals outside of the program based on their indicated interest in the Hosted Program.
If any Buyer with whom you are scheduled to meet withdraws from the program, we will make every effort to replace the meeting as follows:
Our Hosted Buyer Concierge will reach out to assist you in replacing your meeting with another Buyer from a previous mutual match (if available). The sponsor rep will receive an email informing them of the cancellation and the potential newly scheduled meeting.
If we are unable to replace the cancelled meeting, we will send you an email asking you to log back into the matchmaking platform to fulfill your cancelled meeting with another Buyer by either accepting a pending request or sending additional meeting requests to more potential Buyers.
If we were unable to replace a cancelled meeting, you may be eligible for a refund.
Since meetings are based on a double opt-in model and depend on calendar availability, we cannot guarantee that all of the meetings purchased will be scheduled. Sponsors should make every effort possible to schedule their number of allotted meetings by engaging in the matchmaking platform and sending and accepting requests beginning when the program launches and continuing in the weeks and days leading up to HLTH. While we do normally provide refunds for unfulfilled meetings during the post-event reconciliation process, they are at the discretion of HLTH and these decisions will be based partially on your activity in the platform. Sponsors who designate and register their meeting reps late, after September 23, will not be eligible for a refund. Additionally, refunds will not be considered for contracts entered into after September 23.
After the conclusion of HLTH, meeting reps will be asked to provide feedback on their experience in the platform and for each individual meeting. Buyers will also be asked to provide feedback on their meetings using a 5-star rating system.
Questions? Contact firstname.lastname@example.org