HLTH 2023

Hosted Buyer Program Guide for Sponsors


HLTH’s Hosted Buyer Program is a curated marketplace of health buyers and solution providers designed to facilitate highly efficient connections for real business interactions, creating the highest-value return in 15-minute, 1:1 meetings.

The Hosted Buyer Program is based on double opt-in matchmaking where participants set up their own meetings by sending and accepting meeting requests within the platform. The AI matchmaking platform offers a more personalized experience to help schedule meetings before the event by empowering participants with intelligent recommendations to choose whom they wish to meet.

Program Schedule:

The Hosted Buyer meetings will take place at assigned table numbers in the dedicated Hosted Buyer Lounge within the Show Floor during following program time slots (PDT):

*Times are subject to change

  • Sunday, October 8th from 2:00pm - 4:00pm

  • Monday, October 9th from 8:20am - 1:00pm and 2:00pm - 4:00pm

  • Tuesday, October 10th from 8:20am - 1:00pm and 2:00pm - 4:00pm

When the platform launches on September 13th , participants will be able to manage their availability within the dedicated program times by indicating specific time slots in the matchmaking platform schedule they are able to participate in a potential buyer meeting.

Program Timeline:

*Dates are subject to change

  1. September 8: Last Day to designate your Program Rep(s)

  2. September 12: Last day to purchase meetings

  3. September 13: Hosted Buyer Platform launches

  4. September 13 - October 6: Schedule your 1:1 meetings

  5. October 6: Meeting schedules are finalized

  6. October 8-10: Live networking at HLTH!

Sponsor Onboarding:

Sponsors receive access to the HLTH Onboarding Portal to submit important deliverables. The company information collected (ie. company description, company website, product categories, target audience) will be used to create your company’s matchmaking profile on the Hosted Buyer Platform to help participating buyers decide if they want to meet with your company as part of the program.

In the Sponsor Onboarding Portal, there is also a task to designate your company’s Program Rep for Hosted Buyer, no later than Friday, September 8th 2023, in order to create a matchmaking profile and receive access to the Hosted Buyer Platform.

Designate Your Program Rep(s):

Each sponsoring company who has purchased a meeting package to participate in the Hosted Buyer Program must designate at least one ‘Program Rep’ to receive program communications/reminders, platform access and schedule/manage their company’s buyer meetings.

Companies purchasing 20 or more meetings can designate two Program Reps and companies purchasing 30 meetings can designate a maximum of three Program Reps to help split up meetings for the company. If a company designates more than one Program Rep, the Reps’ separate matchmaking profiles in the platform will split the shared number of meetings purchased by the company, and all of the Rep’s profiles will have independent visibility of one another. Regardless of who is assigned as a Program Rep, all participating sponsors can have any registered attendee from their company take a pre-scheduled buyer meeting onsite.

HLTH recommends designating a senior level sales leader to take the meetings onsite. This way, the sales leader has their personal meeting schedule within the HLTH event app and maintains full control of their matchmaking experience. If a sales leader needs assistance managing their meeting schedule, HLTH suggests sharing the Program Rep’s unique login details to help manage and book the company schedule on the platform by sending/accepting meeting requests on behalf of your sales leaders.

Alternatively, if a company prefers to designate a marketing person as the Program Repthat individual will be responsible for scheduling and assigning meetings on behalf of their sales leaders. In this scenario, the Program Rep is not required to register for HLTH if they are not planning to attend the event onsite, but they will be responsible for managing all activity in the platform and sharing the meeting schedules with their sales leaders to facilitate attending the meetings onsite.

Important: Program Reps in Hosted Buyer attending HLTH and taking meetings onsite are required to register for the event at www.hlth.com/2023event/register with paid or complimentary passes included with their sponsorship.

Should your Program Rep change (swap out person A for person B), please notify the HLTH team ASAP by emailing hostedbuyer@hlth.com. Please note, any meeting requests that have been sent/received/confirmed 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 Access the Platform:

The Hosted Buyer Platform runs on a separate matchmaking platform which is integrated with the HLTH event app. The matchmaking platform will launch on September 13th - at which time participants will have 3 weeks to schedule buyer meetings prior to the event. The designated Program Repwill receive an invite email with unique log-in credentials to gain exclusive access to the Hosted Buyer Platform. The Program Rep will have the ability to view participating buyers and schedule their own meetings by sending and accepting meeting requests on behalf of the company. This double opt-in process allows participants to maximize precious time at HLTH with mutually agreed-upon, valuable 15-minute, 1:1 meetings.

How to Set Meeting Availability:

Before exploring the platform, it is important to indicate your availability in the ‘time availability’ tab within the ‘my schedule’ module prior to sending meeting requests. This will ensure that all your meetings are scheduled within your available time frame. Click the ‘Confirm’ button to save your time availability. Please keep in mind, the platform automatically defaults to Las Vegas local time which is Pacific Daylight Time.

How to Schedule Meetings:

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 (similar to a Google search) or filter profiles by company type, job role and/or 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 for a meeting to be confirmed. 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, both parties will receive a confirmation email. ​You do not need to send any reminders or calendar invites to those buyers with whom you already have meetings confirmed, the platform will automatically send an email with the meeting information as well as daily reminders during the event days of all meetings.

There is no limit to the number of Buyers you can request. Since the buyers you request must also agree to meet with your company, the more requests you send, the more likely you will fulfill the meetings purchased. Though not guaranteed, HLTH encourages 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, such as 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 with your company, 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 Buyer meetings are likely shared across the company, please be sure to involve your teammates, especially additional Program Reps, in sending and accepting meeting requests. Also, be sure to add a personal message when sending a request to encourage buyers to meet with you.

How to Finalize Meetings:

Once the meetings are scheduled, the Program Rep will have the ability to choose their preferred calendar in the matchmaking platform to sync their company’s meeting schedule. Click on " My Schedule" and then 'Sync Calendar". Click the "Edit" button on Sync Calendar. Click on Google, Outlook or Directly download to your mobile device. Click "Save". Once synced, any changes to your schedule will be automatically updated.

The Hosted Buyer Platform will remain open through October 10th should you need to modify your schedule at any time. All Hosted Buyer meetings take place at designated table numbers in the dedicated Hosted Buyer Lounge on the Show Floor.

The HLTH team sends program reminders to all participating buyers leading up to the event. There is no need to send any reminders or calendar invites to those buyers with whom you already have meetings confirmed, the platform will automatically send them an email with the meeting information as well as daily reminders of all meetings each day.

How to Obtain Buyer Contact Information:

To be compliant with security/privacy laws and guidelines, we do not provide the contact details for participating Hosted Buyers. We bring together both buyers and sponsors as a 1:1 networking opportunity for both sides to vet each other and gauge potential synergies. Should there be a mutual desire to chat again in the future, the goal for these meetings for both sides is to secure contact information and another meeting. In some cases, either or both sides may not want to meet again, so we encourage both sides to exchange contact info over the chat on the platform or during their meeting itself. In-app messaging is only available for meetings that have been confirmed. Once logged in, on the upper right hand corner, click the ‘chat bubble’ icon. You may communicate with the other party via the messaging function within the app.

How to Purchase Additional Meetings:

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 Buyer meeting schedule is at capacity, the system will still allow you to receive more requests from buyers, but you will not be able to accept any additional requests once your max number of meetings has been reached. If your company schedule is full and a buyer tries to accept a meeting request, the system will indicate that your schedule is full and the meeting cannot be confirmed. If you are already in the program, pending available inventory, you may be able to purchase additional meetings until September 29th by emailing hostedbuyer@hlth.com.

Hosted Buyer meeting schedules must be finalized by Friday, October 6th and live meetings start on Sunday October 8th at HLTH.

Onsite Process and Meeting Guidelines:

All meeting reps are encouraged to conduct themselves reasonably and professionally and comply with HLTH’s Hosted Buyer Program Guidelines:

  • Please arrive 5 minutes before your onsite meeting. At the start time of your meeting, there is no need to check-in, you may proceed directly to your assigned table.

  • Buyers must agree to a 15 minute meeting with your company.

    • We will silently check-in each meeting taking place and 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

    • 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, and remember to exchange contact information

  • 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 Buyer Program. Anyone breaching this provision will be eliminated from the 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 Buyer 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). You will receive an email regarding the cancellation and the potential new meeting.

    • If we are unable to replace the canceled meeting, we will send you an email asking you to log back into the matchmaking platform to fulfill your canceled meeting with another buyer by either accepting a pending request or sending additional meeting requests to potential buyers.

    • If we were unable to replace a canceled meeting, you may be eligible for meeting credits towards a future event.

Meeting Credit Policy:

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 by sending 2-3x as many requests as meetings purchased beginning when the program launches and continuing in the weeks and days leading up to HLTH.

For any unfulfilled meetings, we normally provide credits towards a future event during the post-event reconciliation process. Credit transfers are at the discretion of HLTH and these decisions will be based partially on activity in the platform. Sponsors who designate their Program Rep late, after September 12th, 2023, will not be eligible for credit transfers. Additionally, credit transfers will not be considered for contracts entered into after September 12th, 2023.

Please email hostedbuyer@hlth.com within the 30 day window after the HLTH event for any credit requests. HLTH will not process requests after November 10, 2023.

Provide Feedback:

After the conclusion of HLTH, sponsors will be asked to provide feedback on their experience in the platform and for each individual meeting. Buyers will be asked to provide feedback on their meetings as well.

Questions? Contact hostedbuyer@hlth.com

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