Hosted buyer program

Sponsor Guide

Overview:
ViVE’s Hosted Buyer Program is a curated matchmaking program pairing digital health buyers with technology solution providers in 15-minute, 1-to-1 meetings, helping to identify the right partner for your needs.

Program Schedule:

All Hosted Buyer meetings will take place during ViVE within the following dedicated program time slots: 

  • Monday, March 7 from 11am-1:35pm and 3-5 pm EST

  • Tuesday, March 8 from 11am-1:35pm and 3-5 pm EST

Participants will have the ability to manage their company’s matchmaking schedule and availability by selecting specific time slots within the platform to indicate when they are free to participate in a potential buyer meeting. 

The Hosted Buyer Program is based on double opt-in matchmaking where companies set up their own meetings by sending and accepting meeting 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.

Program Timeline:

Below is an overview of the Hosted Buyer Program Timeline (dates are subject to change)

  1. Before February 10: Designate a ‘Hosted Meeting Administrator’

  2. February 15: Platform launches!

  3. February 15 - March 4: Schedule meetings via double opt-in matchmaking.

  4. February 25: Program closes for new registrations and meeting packages.

  5. March 4: Meeting schedules are finalized in preparation for the event.

  6. March 7 - 8: Live networking!

Designate a Hosted Buyer Administrator:

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

The Hosted Buyer Admin is not required to register for ViVE if they are not planning to attend the event onsite, but they will be responsible for arranging 1:1 meetings with Hosted Buyers on behalf of their company. Once the platform launches, the Hosted Buyer Admin will receive exclusive access to the Hosted Buyer Platform to schedule meetings with potential Hosted Buyers by sending and accepting meeting requests in the platform. Please note, individuals attending ViVE and taking the Hosted Buyer Meetings onsite must be registered with paid or sponsor comp tickets to access the event. 

Sponsors will receive access to the ViVE Sponsor Portal to complete the on-boarding process and submit important deliverables. Most of this information collected (ie. company description, product categories, target audience, etc.) will be used to create your company’s profile on the Hosted Buyer Platform which helps participating buyers decide if they want to meet with your company as part of the program.

In the Sponsor Portal, there is a task to designate your company’s Hosted Buyer Admin no later than Friday, February 10th, 2022 in order to create a matchmaking profile and receive access to the Hosted Buyer Platform. 

Should your Hosted Buyer Admin change (swap out person A for person B), please notify the ViVE team ASAP by emailing hostedbuyer@viveevent.com. 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 Platform will launch three weeks before ViVE on February 15th. At that time, your company’s Hosted Buyer Admin will receive an invite email with log-in credentials to gain exclusive access to the matchmaking platform. This individual will have the ability to view participating buyers and schedule meetings by sending and accepting meeting requests on behalf of your company. This double opt-in process allows participants to maximize precious time at ViVE with mutually agreed-upon, 15-minute 1:1 meetings booked in advance of the event. A meeting is confirmed when both parties agree to a meeting.  

Before exploring the platform, it’s important to indicate your company’s availability in the ‘my schedule’ tab prior to sending any meeting requests. Please keep in mind, the program time slots available to book meetings in the platform automatically default to Miami local time which is Eastern Standard Time. 

Based on prior data collected, a list of qualified and vetted buyers is ranked in order of relevance. 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 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. 

Participants will be able to choose the preferred meeting type when sending a request to meet in-person at the event or meet virtually via video on the matchmaking platform. If an individual is attending digitally, then there is only the option to schedule a video meeting. 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 your company, the more requests you send, the more likely you will fulfill the meetings purchased. Though not guaranteed, ViVE 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, 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 sales, 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. 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 when reaching your max number of meetings. 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. You may purchase additional meetings until February 25th (if available) by emailing us at hostedbuyer@viveevent.com. 

All Hosted Buyer meeting schedules must be finalized by March 4th and live meetings take place on Monday, March 7th and Tuesday, March 8th during the event. 

Once the meetings are scheduled, the Hosted Buyer Admin will be responsible for assigning meetings to their sales reps. The Hosted Buyer Admin will have the ability to choose their preferred calendar in the matchmaking platform to sync their company’s meeting schedule. Once the meetings are synced, the Hosted Buyer Admin can simply add their sales rep to each respective individual calendar invite containing the exact location (including table number).

As for contact information, to be compliant with security/privacy laws and guidelines, we do not provide contact info 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 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 it's up to both sides to exchange this contact info during their scheduled meeting.

Meeting Guidelines:

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

  • 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

  • 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, may 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 a refund or meeting credits towards a future event. 

Refund 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 and sending and accepting requests beginning when the program launches and continuing in the weeks and days leading up to ViVE. 

While we normally provide refunds or meeting credits for unfulfilled meetings during the post-event reconciliation process, they are at the discretion of ViVE and these decisions will be based partially on your activity in the platform. Sponsors who designate their Hosted Buyer Admin late, after February 10, will not be eligible for a refund. Additionally, refunds will not be considered for contracts entered into after February 10.

Please email hostedbuyer@viveevent.com within the 30 day window after the ViVE event for any refund/credit requests. ViVE will not process refund requests after April 8, 2022.

Provide Feedback:

After the conclusion of ViVE, sponsors 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 hostedbuyer@viveevent.com 


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