FAQs for Hosted Buyer Program – ITE HCMC 2025
Welcome to the Frequently Asked Questions (FAQs) for the Hosted Buyer Program of ITE HCMC 2025. Whether you are a returning buyer or joining us for the first time, we hope this guide answers your queries. For further assistance, please reach out to our team at buyer@itehcmc.travel
1. What is the Hosted Buyer Program at ITE HCMC?
Hosted Buyer Program is a key component of ITE HCMC, designed to connect international buyers with Vietnamese exhibitors in the tourism and hospitality industries through pre-scheduled appointments and exclusive networking events.
Hosted Buyer Program is designed for the Product Managers of leisure, corporate, MICE, luxury and special interest travel trade professionals from companies with the potential to bring inbound tourists to Vietnam.
2. Who qualifies to be a Hosted Buyer?
To qualify, you must be a senior decision-maker responsible for purchasing or influencing purchasing decisions for travel products or services. Your company should be involved in outbound tourism, MICE, or travel wholesaling.
Eligible job titles typically include (but are not limited to):
Product Manager MICE Planner
Corporate Travel Event Planner
Purchasing/ Procurement/ Contracting OTAs
3.What types of companies are you looking for?
We welcome outbound tour operators, MICE and leisure travel planners, corporate travel buyers, event agencies, wholesalers, OTAs, and others looking to develop business in Vietnam and South East Asia.
4. What is included in the official Hosted Buyer package?
- Economy round-trip air ticket* (terms and conditions)
- 4 nights of accommodation
- All meals provided
- Transportation including airport pickup and in-city shuttle service between hotel and official venue
- Dedicated event assistant support throughout the event
- Access to Networking Functions such as Vietnam Night, Luncheons, Thank You Party, Tourism Nights, and many more
- Trade Functions including Buyer-Seller Pre-Appointments, Business Matching, and Meetings
- Post-show Tours – complimentary (free of charge) tours available after the exhibition
- Subject to extend your stay (at your own cost) to explore Vietnam. Please contact the Hosted Buyer Team for approval.
5. How do I apply?
Please complete the application form at: https://itehcmc.travel/buyer-3/buyer-registration/
6. Can returned Hosted Buyers apply again?
Yes. However, all returning buyers will undergo a strict review process. You may be asked to submit additional documentation such as proforma invoices or booking vouchers for past groups involving Vietnam or SEA countries.
7. When will I receive the confirmation email?
Our team will conduct a review based on the information provided. Successful applicants will receive a confirmation email with further steps and travel arrangements.
8.Do I need to pay to participate in the Hosted Buyer Program?
Yes. Upon confirmation of your acceptance as a Hosted Buyer, you are required to make a payment of USD 500. This includes an administration fee of USD 150 and a Performance Bond of USD 350 (refundable).
The Performance Bond serves as a guarantee of your full participation in the Hosted Buyer Program and will be refunded after you have fulfilled all obligations to the Organizing Committee — including completing all scheduled appointments and submitting the signed Appointments Sheet, as well as participating in the post-show tour if you have registered for it.
9.What am I committed to do as a Hosted Buyer?
You are required to attend all pre-scheduled appointments, official program activities, and networking functions. Failure to fulfill these commitments may result in the loss of your Performance Bond and disqualification from future Hosted Buyer programs.
Does the Organizing Committee cover flights and accommodation?
| Benefits | Fully Hosted Buyer | Semi Hosted Buyer |
| Economy round-trip air tickets | ✓ | |
| Accommodation during event dates | ✓ | ✓ |
Any additional costs outside the official schedule (such as extended stays, personal arrangements, visa travel insurance, or off-program travel) will be at the Buyer’s own expense.
11.When will I receive my flight tickets and travel details?
Email: Ask about preferred flights & date
The ITE Hosted Buyer Registration Committee will send you the complete travel information — including your e-ticket and hotel details — no later than August 29th, 2025.
12.Can I arrive earlier or stay longer after the event?
The Organizing Committee does not encourage early arrivals before the official program. However, you are welcome to extend your stay after the event at your own expense.
Please notify the Committee in advance so that your travel logistics can be arranged accordingly.
13.Can I book my own flights and accommodation?
No. All official travel arrangements for Hosted Buyers must be made by the Organizing Committee.
If you have any special requests or circumstances, please contact us at buyer@itehcmc.travel for further support.
14. Can I bring an accompanying person?
Only confirmed Hosted Buyers can participate in the official program. Any accompanying persons must cover their own costs and are not allowed to join Buyer’s activities.
15. What if I need to cancel my participation?
You must inform the Organizing Committee in writing via email before 15 August 2025 with reasonable reason.
Any cancellation after the flight ticket has been issued will result in the forfeiture of the USD 150 admin fee and the USD 350 performance bond due to no-show.
Cancellations without valid reasons will affect your participant in future programs.
16.What documents do I need to submit for my travel arrangements to be processed?
You are required to complete and send the following documents:
- Application Form (in both soft copy and signed, stamped scan copy)
- Your selected Post-Show Tour option (indicated at the bottom of the Application Form)
- A scanned copy of your passport’s main page
Please note that your travel arrangements will only be processed after full payment of USD 500 (including the administration fee and performance bond) is received.
17. Do I need a visa to attend ITE HCMC 2025?
Please review the visa requirements via:
- E-visa page: https://evisa.xuatnhapcanh.gov.vn/en_US/web/guest/khai-thi-thuc-dien-tu/cap-thi-thuc-dien-tu
- Vietnam visa requirements: https://vietnam.travel/plan-your-trip/visa-requirements
Please check your country’s specific visa requirements in advance.
You should apply for a tourist e-visa, which is valid for 30 days. The e-visa fee is USD 25, and processing time is approximately 3 working days. Please note that you are encouraged to apply earlier before the National Holiday period.
18. Will there be support for visa applications?
Yes, invitation letters and related documents can be provided to assist with your visa application. Please make your request early to allow enough time for processing.
19.Where can I apply for a Vietnam e-visa?
You can apply online via Vietnam’s official e-visa portal: https://evisa.xuatnhapcanh.gov.vn
20.When do I need to submit my visa approval letter?
You must send your visa approval letter to the Hosted Buyer Committee no later than August 15th, 2025. This is required before your flight tickets can be issued.
21. Will there be post-show tours?
Yes. Hosted Buyers are invited to join post-show tours exploring Vietnam’s top destinations. Details will be shared closer to the event date.
22.What should I do if I am approved for a post-show tour?
You must confirm your participation and attend the full tour program. Your Performance Bond will only be refunded after all program requirements are completed.
23.What if I need to cancel my participation in the post-show tour?
If you need to cancel your post-event tour, you must notify the Organizing Committee before 15 August, 2025 or as soon as possible. Please note that cancellations without a valid reason may result in the loss of your USD 350 Performance Bond and could affect your eligibility for future Hosted Buyer programs.
24. Is health and travel insurance included?
No. Hosted Buyers are responsible for their own travel and health insurance.
25.What if I have a health condition?
If you have any existing medical conditions (such as asthma, heart disease, diabetes, etc.) or experience any health changes after your registration, please inform the Hosted Buyer Team immediately so that we can advise accordingly.
26. Can I refer to other Buyers?
Yes, you are welcome to refer suitable industry colleagues through our “Buyer-refers-Buyer” initiative by filling in their details in the registration form, or emailing referrals to buyer@itehcmc.travel
27. Can I choose who I meet at the event?
Yes. You will be able to select preferred exhibitors through the online appointment system.
28. Who will I meet at the event?
You will have the opportunity to connect with hundreds of tourism service providers, destinations, hotels, airlines, and tourism boards from Vietnam and the SEA countries, Korea, Japan and many more regions. The event is suitable for both outbound leisure and MICE business development.
29. How are appointments with exhibitors arranged?
Hosted Buyers will be given access to the ITE HCMC Business Matching System — an online appointment scheduling platform — prior to the event. Through this system, you can browse, select, and confirm meetings with exhibitors of your choice.
30.What is the ITE HCMC Business Matching System?
It is an official digital platform that allows Hosted Buyers and exhibitors to schedule 1-1 appointments, explore attendee profiles, and organize their event agenda.
31.When will the appointment system be open?
The system is expected to go live for scheduling on August 23rd, 2025. You will be notified via email when it’s ready.
32.How do I log in to the platform?
You will receive a login link via email once the platform is live. Keep an eye on your inbox for system launch announcements and login instructions.
33.Do I need to complete my profile?
Yes. Updating your profile helps exhibitors understand your business and increases the chances of relevant meeting requests.
34.How do I use the Business Matching System?
Once logged in to the web platform, you can:
- Update your profile under the button on top right for others to know you better
- View recommended attendees profiles and start conversations in ‘Meet’
- Unifying your matchmaking needs and content through “Meet”, “Agenda” and “Planner” on the navigation bar.
35.Where do I access the appointment system?
You can log in via the web platform or use the ITE HCMC 2025 mobile app for easier access onsite.
36.What other features does the ITE HCMC 2025 mobile app offer?
The ITE HCMC 2025 mobile app is built for accessing event information easily. It allows you to:
- View the conference agenda and the list of exhibiting companies with their products
- Plan your visit under My Profile with favourite sessions and pre-scheduled meetings. Allow app notifications so you don’t miss your onsite activities
- Use the event maps to locate and navigate to companies, sessions and your pre-scheduled meetings.
37. Can I customize my meeting agenda?
Yes! You can plan your full schedule using the integrated “Meet”, “Agenda” and “Planner” features on the system.
38. How do I request a meeting?
Use the “Meet” section to browse exhibitor profiles and send meeting requests by selecting your preferred time slots.
39.Can I cancel or reschedule a meeting?
Yes, you can manage your appointments in the system. If a conflict arises, meetings can be rescheduled or canceled with notice.
40. Can exhibitors also request to meet me?
Yes. Exhibitors will also be able to browse buyer profiles and request appointments with you.
41.How many meetings can I schedule?
As a confirmed Hosted Buyer, you are required to complete a minimum of 20 appointments during ITE HCMC 2025. However, you are encouraged to schedule additional relevant meetings beyond the minimum, to make the most of your participation and maximize networking opportunities within the available time slots.
42. What if my schedule is fully booked or I receive overlapping requests?
You can only confirm one meeting per time slot. The system will automatically prevent scheduling conflicts.
43. What if I miss a scheduled meeting?
Please avoid missing confirmed meetings. No-shows may impact your completion status and affect your eligibility for future programs.
44. How do I know when a meeting is confirmed?
You will receive a notification in the platform and by email once both parties accept the meeting.
45. Can I block time slots if I’m unavailable?
Yes, you can mark specific time slots as unavailable in your profile settings.
46.Will I get reminders for my meetings?
Yes. Notifications will be sent before each scheduled meeting via the platform and mobile app.
47.Who do I contact if I have technical issues?
If you experience any problems using the system, please reach out to the Hosted Buyer Team at meetings@itehcmc.travel
48. When will I receive my event entry badge?
Your name badge will be included in your Buyer Kit, which will be handed to you by ITE Volunteers when you check in at the official hotel.
49.Who are the ITE Volunteers?
ITE Volunteers are trained onsite support staff assigned by the Organizing Committee to assist Hosted Buyers throughout the event.
50.What kind of support do ITE Volunteers provide?
ITE Volunteers are assigned to assist and accompany Hosted Buyers throughout the program. They help with airport pick-up, hotel check-in, event registration, handing over your Buyer Kit, collecting required documents (such as boarding passes), and providing directions at the venue.
In addition, ITE Volunteers act as the liaison between the Organizing Committee and Buyers — conveying important program details, ensuring you are well-informed about your schedule, and supporting you in every activity within the Hosted Buyer Program.
51. Where can I find ITE Volunteers upon arrival?
ITE Volunteers will be available to assist you at key points upon your arrival in Ho Chi Minh City. You can find ITE HCMC staff at two main locations:
- Before the immigration check-in area at the Arrival Hall of all terminals.
- At the baggage carousel area in the Arrival Terminal.
After completing arrival procedures, ITE Volunteers in orange T-shirts will escort you to your hotel.
52.What is included in the Buyer Kit provided?
The Buyer Kit includes your event Name Badge, Ho Chi Minh City guide publications, Invitation Card for Vietnam Night Gala Dinner, and Buyer Questionnaire.
53.What do I do with my boarding pass?
Please keep your boarding pass and give it to ITE Volunteers at the hotel check-in counter. It is required for hotel accommodation validation.
54. Can I substitute a colleague to attend in my place if I am unable to join?
Yes, but you must inform the Organizing Committee before the e-ticket is issued. The new colleague’s profile will be reviewed before approval is granted.
55.Will there be Wi-Fi access during the event?
Yes, complimentary Wi-Fi will be available at the event venue.
56.Are there any penalties for cancellations or no-shows?
Yes. If you cancel your participation or fail to attend without valid reasons, you will lose the full USD 500 payment, which includes the USD 150 administration fee and the USD 350 Performance Bond.
This may also affect your eligibility for future editions of the ITE HCMC Hosted Buyer Program.
57.How can I share my feedback or testimonial?
You can provide a testimonial by completing the Buyer Questionnaire or by emailing your feedback directly to buyer@itehcmc.travel
Can’t find the details you’re looking for?
While the above FAQs cover the most commonly asked questions, our team remains at your disposal should you require any further clarification or tailored assistance. Please feel free to contact the ITE Hosted Buyer Team at buyer@itehcmc.travel
We look forward to welcoming you to ITE HCMC 2025!
