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TRAVEL, TRANSFERS, ACCOMMODATIONS AND VISAS


IMEX hosted buyers (excluding IMEX individual long haul groups) can enjoy free travel and accommodations as part of our hosted buyer program. 

Before you make your travel arrangements you should familiarize yourself with the important information below. As a hosted buyer coming to IMEX, you should make sure you meet the commitments set out in the terms and commitments, including attending the show for the full duration of your program and arriving by 10am each day.

You should also refer to our information about travel reimbursements.



 

Facts and frequently asked questions

Flights
As a hosted buyer, you can book your travel and we’ll reimburse the cost (up to our travel reimbursement limit). This does not apply to hosted buyers on the IMEX individual long-haul program.

Before booking your flight:

Check the travel reimbursement limits and conditions. Contact us if your local airport is not listed.

Check your group program dates (in your welcome email and your IMEX online account), and book flights that allow you to attend complete days at the show during your program. Contact us before booking if you cannot find flights that allow this.

Check flight offers and discounts from the Lufthansa Group.
Trains
As a hosted buyer, you can book your travel and we’ll reimburse the cost (up to our travel reimbursement limit). This does not apply to hosted buyers on the IMEX individual long-haul program.

Frankfurt’s main station is 15 minutes from Messe Frankfurt. Or take tram 16 or 17 in front of the station to Festhalle/Messe, U-Bahn line U4 to Festhalle/Messe, or S-Bahn to Messe, entrance Torhaus. An electric shuttle bus runs from the Festhalle/Messe entrance to IMEX on show days.

You can book discounted fares on Deutsche Bahn for your travel to IMEX.
Hosted hotel accommodations
We book your hotel for you, choosing the hotel based on the hosted buyer group you’re part of, and your program dates. Once your hotel is confirmed, we’ll email you to let you know that you can view your hotel details in your IMEX account.

This will be approximately four weeks before the show. Check the details straight away and let us know if any changes need to be made.
Changes to your accommodations booking
If you need to change the night(s) you’re being hosted, contact your group intermediary. (Your hosted hotel nights are set according to your hosted buyer group’s program dates.)

We cannot change the hotel we’ve booked for you as this is set based on the hosted buyer group you’re part of.
Extras
Any extra nights should be booked directly with the hotel at your own expense (at rates set by the hotel). Contact us before you do this so we can send the hotel’s reservations team the details of your IMEX hosted night(s).

Your IMEX hosted nights are room only and do not include breakfast (However, your group leader may choose to host group breakfast meetings.)

Check-in is usually from 5pm. Check out in good time to be at the show by 10am. If you need early check-in or late check out, contact the hotel direct. Any additional charges will be payable by you.

Your IMEX hosted nights are paid for in advance. Provide a credit card at check-in for extra expenses such as breakfast, room service, telephone, laundry, mini bar, late check-out fees or resort fee, and settle these when you check out.

If you’d like to share your room, contact us so we can update your record. Any additional charges will be payable by you.
Shuttle bus transfers
Airport shuttle buses

Regular IMEX shuttle buses run between the airport and your hosted hotel on Monday 13 May 2024 and between the airport and Messe Frankfurt from Tuesday 14 May to Thursday 16 May 2024. (To make sure you’re included on our airport transfer list, submit your travel reimbursement claim by Friday 19 April 2024).

Arrival

If you arrive at Frankfurt airport outside the shuttle bus transfer dates and times below, make your own way to your hotel or  to Messe Frankfurt (at your own expense).

Before Monday 13 May 2024

Contact your hosted buyer group leader if you’re arriving early.  No IMEX  shuttle bus transfers are available.

Arriving Monday 13 May 2024

IMEX hosts will direct you from the terminal to your shuttle bus for your transfer to your hotel.

Arriving Tuesday 14 May 2024 or Wednesday 15 May 2024

IMEX hosts will direct you from the terminal to your electric shuttle bus for your transfer to Messe Frankfurt. Complimentary luggage storage is available at Messe Frankfurt.

Departure

Check out of your hotel settling any additional expenses before the hotel’s check-out time and to arrive at the show by 10am. Bring your luggage to Messe Frankfurt and use the complimentary luggage storage. If you leave outside the transfer times below, make your own way to the airport (at your own expense).

From Messe Frankfurt to Frankfurt airport (every 20 minutes between the times below)
                   
Tuesday 14 May 2024 8:30am to 6:30pm

Wednesday 15 May 2024 8:30am to 6:30pm

Thursday 16 May 2024 8:30am to 5:30pm


Frankfurt main train station shuttle buses

Continuing for 2024: Train station shuttles will be operated using electric buses.

Arrival

If you arrive at Frankfurt main train station outside the shuttle bus transfer dates and times below, make your own way to your hotel or to Messe Frankfurt (at your own expense).

Before Monday 13 May 2024

Contact your hosted buyer group leader if you’re arriving early. No IMEX shuttle bus transfers are available.

Arriving Monday 13 May 2024

Follow the instructions we email you close to the show.

Arriving Tuesday 14 May 2024 or Wednesday 15 May 2024

Between 8:30am and 12 noon IMEX hosts will direct you from the station to your shuttle bus for your transfer to Messe Frankfurt. Complimentary luggage storage is available at Messe Frankfurt.

Departure

Check out of your hotel settling any additional expenses before the hotel’s check-out time and to arrive at the show by 10am. Bring your luggage to Messe Frankfurt and use the complimentary luggage storage. If you leave outside the transfer times below, make your own way to the station (at your own expense).

From Messe Frankfurt to Frankfurt main train station (every 15 minutes between the times below) 

Tuesday 14 May 2024 3 to 6:30pm

Wednesday 15 May 2024 3 to 6:30pm

Thursday 16 May 2024 3 to 6:30pm
 

Hotel shuttle buses

IMEX shuttle buses run between your hotel and Messe Frankfurt every morning, and back to your hotel after the show in the evening. Details will be available here approximately five weeks before the show.
Public transportation
If you'd like to make your own way to and from the airport/to and from your hotel at your own expense. View how to get there.

Messe Frankfurt is easy to get to from the airport, from your hotel or by car or train from outside Frankfurt. It's walking distance from many central Frankfurt hotels too.
Visas
If you need help with your visa application, you can request and download a letter from us to support your application by logging in to your IMEX account and selecting Visa. 
Exclusions
We do not cover meals, personal expenses, hotel upgrades, taxis, visa or visa waiver fees, travel insurance or local airport/train station transfers.
HOTEL FAQs
Q. Can I change my hosted hotel?

A. No, your hotel is chosen based on your program dates and the hosted buyer group you’re part of.

Q. When will I receive my hotel booking confirmation number?

A. We’ll email you the hotel’s contact details and add them to your IMEX account approximately four weeks before the show.

Q. How far is my hotel from Messe Frankfurt?

A. View how to get there.

Q. The nights you’ve booked for me are wrong, how do I change them?

A. Email: hosted@imexevents.com

Q. I’d like to book an extra night, how do I do this?

A. Any extra nights should be booked direct with the hotel at your own expense (at rates set by the hotel).

Q. I’ve spoken to the hotel and they say they have no record of my booking.

A. We give the hotel all our hosted buyers’ names around 10 days before arrival. Let the hotel know you’re part of the IMEX hosted buyer block.

Q. Does the hotel offer special rates for extra nights booked by IMEX hosted buyers?

A. Contact the hotel direct for the best rate available and let them know you’ re part of the IMEX hosted buyer program.

Q. I'd like to share my room. How do I arrange this?

A. Email: hosted@imexevents.com so we can update your record. Any additional charges will be payable by you.

Q. Who do I contact about special requests such as a fridge in my room or a room away from the lifts?

A. Contact the hotel direct (unless you’ve already given us this information at registration as we will have passed this request to the hotel).

Q. Can I arrange early check-in on a non-show day?

Contact the hotel direct to request this. This will be subject to availability, and any additional charges will be payable by you.

Q. When I arrive in Frankfurt (on Tuesday, Wednesday or Thursday) can I go direct to my hotel and access my room?

A. No, transfers go from the airport and train station direct to Messe Frankfurt. You’ll be able to leave your luggage in our cloakroom and access our Hosted Buyer Lounge.

Q. Why is the hotel asking for my credit card details when it’s all paid for?

A. This is to cover any extra expenses such as breakfast, room service, telephone, laundry, mini bar or late check-out fees.

Q. Is breakfast included?

A. Your IMEX hosted nights are room only and do not include breakfast. (However, your group leader may choose to host group breakfast meetings.)

Q. My flight leaves late on Thursday, can you arrange a late check out for me?

A. Contact the hotel direct to request this. This will be subject to availability and any additional charges will be payable by you.


Room night type description – in your IMEX account:

* Hosted – room night paid by IMEX

* Buyers own expense – you book the room night and pay for it yourself

* Fam trip – room night arranged as part of your fam trip (contact your hosted buyer group leader for details)

* Group sponsored – your group intermediary will pay for this room night

* Own accommodations – you are booking your own accommodations elsewhere at your own expense
Driving
If you plan to drive to IMEX Frankfurt we provide free parking in Hall 9, Messe Frankfurt. Sign in to your IMEX account and go to Reimbursement. Select reimbursement type Driving and complete the form. We'll email you a link for your parking voucher nearer the show.
Related pages
HOSTED BUYER GUIDES AND HELP

HOSTED BUYER GUIDES AND HELP

Looking for more detailed guides on being an IMEX hosted buyer? Browse our help guide library.


 
VISIT OUR HELP GUIDE
TRAVEL REIMBURSEMENTS EXPLAINED

TRAVEL REIMBURSEMENTS EXPLAINED

Find out what we'll reimburse hosted buyers for, including reimbursement limits, what's not covered, submitting your travel reimbursement claim and payment.
See reimbursement info

Any questions? Check our FAQs page and help pages for more info.
 
Maria Gaillez
Maria Gaillez
Relationship Manager, Hosted Buyer Program
Alan Ford
Alan Ford
Operations Manager, Hosted Buyer Program
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