Introduction
IMEX America in Las Vegas is one of the most influential gatherings in the meetings and events industry. Thousands of exhibitors, hundreds of education sessions, and endless networking opportunities make it an unmatched resource for planners. But with so much happening at once, it can feel overwhelming—especially if you are new to the show.
This guide will help you navigate IMEX like a pro. Whether you are coming as a hosted buyer with complimentary travel and a structured appointment diary, or attending independently to explore at your own pace, these strategies will ensure you return home with fresh ideas, valuable connections, and long-term results.
Hosted Buyer vs. General Attendee: What’s the Difference?
Both paths give you access to the same show floor, education, and networking, but the experience looks a little different depending on your registration type.
Hosted Buyer Perks
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- Complimentary flights or travel reimbursement
- Hotel accommodations at a designated property
- Ground transfers and access to hosted buyer lounges
- Pre-scheduled one-on-one appointments with exhibitors ( FYI – exhibitors cannot directly book meetings without buyers reaching out )
- VIP networking invitations
Hosted Buyer Responsibilities
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- Commit to a set number of appointments with exhibitors
- Arrive prepared with business needs, RFPs, and event details
- Balance scheduled meetings with education and networking
General Attendee Experience
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- Access to the full IMEX show floor and 250+ free education sessions
- Freedom to choose your own schedule and explore booths without required appointments
- Access to evening networking events and receptions (some ticketed)
Both options offer tremendous value. Hosted buyers enjoy a more structured VIP program, while general attendees have more flexibility to wander, discover, and self-direct their schedules.
Pre-Conference Preparation
Get Clear on Your “Why”
Know what you want out of IMEX. Are you searching for new venues, exploring event technology, or growing your network? Defining your purpose helps you decide which exhibitors and sessions deserve your attention.
Curate Your Must-See List
IMEX is huge, with 3,500+ exhibitors and over 250 free education sessions. Review the agenda in advance, use the IMEX app to start your priorities, and block time for the suppliers and sessions that align with your goals.
Schedule Appointments (or Plan Drop-Ins)
If you are a hosted buyer, use the scheduling portal (found after you log in under show dashboard or through the Exhibitor Directory) to book 6–8 targeted meetings per day. If you are a general attendee, plan to stop by priority booths and request short meetups when possible. Only buyers (hosted buyers and buyer attendees) can book meetings with exhibitors; exhibitors cannot initiate meeting requests. Learn more about meetings at IMEX.
Build a Thoughtful Itinerary
Personalize meeting requests, reach out to colleagues before you arrive, and look for evening receptions or client dinners happening around the city. Having a roadmap ensures you get the right mix of structure and flexibility.
Master the IMEX App Before You Go
The app is your guide on-site and will be live early September, attendees will be notified when available. From maps and schedules to networking tools and note-taking, it is your best friend during the show.
On-Site Strategy at IMEX
Start Each Day with Inspiration
MPI keynote speakers set the tone with big-picture insights and trends. Whether you are a hosted buyer or a general attendee, these sessions are worth building your day around.
Navigate the Show Floor Like a Local
The IMEX floor is massive and can be disorienting. Use the interactive map or printed guide to chart your course so you save both time and energy.
Leave Room for Serendipity
Stick to your planned schedule, but do not overpack it. The best connections often happen in the in-between moments—an impromptu booth visit, a conversation in a coffee line, or a spontaneous tech demo.
Treat Energy and Health Like a Resource
Plan breaks, stay hydrated, and take advantage of quiet spaces like lounges. Comfortable shoes and layers will keep you focused on the conversations that matter. IMEX will help you stay on track with the Be Well at IMEX program.
Feeling competitive? Join the 8th Annual IMEX America Challenge. Participate in a range of wellbeing activities and enjoy some healthy competition with your peers.
Make Meetings Count
Be intentional. Arrive with questions, share your event needs, and capture notes for easy follow-up. Skip the paper overload by collecting digital materials instead.
Network Beyond the Agenda
The IMEXrun, coffee stations, receptions, and even shuttle rides offer opportunities to connect. Be approachable, exchange details, and engage with online attendee groups for real-time networking.
Unique IMEX Opportunities
Smart Monday: Learn Before the Floor Opens
Kick off with a full day of free education powered by MPI. It is the perfect warm-up before the trade show begins.
Exclusive Forums for Leaders
Association executives, corporate planners, and agency directors have dedicated peer-to-peer programs. If you qualify, these forums offer high-value discussions in smaller settings.
Short Learning Bursts at the Inspiration Hub
Catch focused sessions on industry trends, sustainability, and design in between your appointments. This is located on the show floor at Mandalay Bay.
Explore the Future of Event Tech
The Tech Hub and Tech Tours make it easy to demo tools and compare solutions side by side.
Don’t Miss the After-Hours Scene
SITE Nite, MPI’s Rendezvous, and association receptions are legendary networking events that go beyond business cards.
Network in Sneakers
Join the IMEXrun 5K for a fun, casual way to meet other attendees before the show floor opens.
Post-Conference Follow-Up
Turn Notes Into Next Steps
Block time to debrief and organize your takeaways before they fade.
Follow Up with Intention
Personalized thank-yous and timely RFPs show professionalism and keep conversations moving.
Keep Relationships Alive
Connect on LinkedIn, engage with IMEX-related content, and set reminders to check in with key contacts throughout the year.
Share the Value with Your Team
Create a recap or presentation with the trends, venues, or tools you discovered. This reinforces the ROI of your attendance.
Track and Measure ROI
Log RFPs, leads, and new partnerships to show the value of IMEX and guide your plan for next year.
Conclusion
IMEX America in Las Vegas is more than a trade show. It is your chance to spark new ideas, build meaningful partnerships, and shape the future of your events. Whether you join as a hosted buyer or an independent attendee, preparation and purposeful engagement will set you up for success.
Pack your business cards, bring comfortable shoes, and arrive ready to connect. IMEX delivers both immediate value and long-term growth. And this year, Groups360 will be there too. Join us at Booth F547 during IMEX America 2025 (October 7–9) to see how GroupSync makes sourcing and booking smarter with real-time availability, instant booking, and solutions designed to simplify your planning.
