The Power of Planning, People, and Pacing
IMEX America isn’t just a trade show; it’s a 3-day sprint (with a Smart Monday warmup) packed with meetings, networking, and next-level energy. Whether you’re a meeting planner scouting venues or a hotelier aiming to fill your group calendar, showing up with a plan makes all the difference.
We tapped into the expertise of our Teneo sales executives — seasoned IMEX veterans who know what works, what doesn’t, and how to turn connections into real ROI. This guide captures their best tips for business networking and networking at events — from navigating the show floor and making the right connections to standing out in a sea of activity.
Stop by the Teneo Sales Booth to connect with our team and meet our partners
1. Define Your Goals Before You Go
Everyone: Set clear intentions. What does success look like — new leads, meaningful conversations, or discovering innovative tools? Knowing your “why” makes everything else easier.
Planners: Are you benchmarking new venues, scouting for incentive-worthy resorts, or looking to place near-term business? Setting priorities will help you navigate your packed schedule.
Hotels & Partners: What kind of programs are you trying to attract? Who are your dream clients? Having clear goals means better conversations — and better leads.
Teneo Tip from Justin Plank: “Ask yourself: What do I want to accomplish by attending IMEX? What would a successful show look like for me?”
2. Build a Smart (but Flexible) Schedule
Planners: Use IMEX’s filtering tools to find destinations that match your group needs. Book meetings by priority and leave space to explore.
Hotels & Partners: The IMEX portal opens in early September, and calendars fill fast. Don’t wait for clients to come to you. Send personalized invites via the portal, LinkedIn, and email. Include your scheduling link and a quick note on why you’d like to connect. If you’re reaching out to someone new, mention a shared interest, mutual contact, or something you admire about their work. Reach out early and follow up. Cluster your meetings in the same area of the floor plan to avoid wearing out your shoes (and your energy).
Teneo Tip from Scott White: “Fill up your schedule each day, but leave some downtime to just walk around. Try not to crisscross the hall too much. Hold a few time slots for high-priority clients who are slow to schedule.”
Teneo Tip from Joe Nahas: “Don’t sit back and wait. Be proactive. Say hello, work the floor, attend events. Post on LinkedIn and invite clients before schedules fill up.”
3. Prep Your Pitch (And Your Feet)
Planners: Know your event goals and come with the questions that matter — room block needs, renovations, wow-worthy venues, or hidden costs.
Hotels & Partners: Keep your story short and visual. Great photos beat long PowerPoints. Start by stating your destination clearly to help orient the planner and share fun facts they can’t find on your website — don’t data dump. Most importantly, ask what the client needs.
Teneo Tip from Gary Murakami: “Effective networking starts with purpose. Be intentional about your goals. It’s all about building rapport and relationships. We all want to do business with partners we trust and consider for the long term.”
4. Stand Out on the Show Floor
Planners: There’s a lot to take in. Look for booths (and reps) who do more than hand out flyers. Ask what’s new, such as renovations, new openings, or special programs.
Hotels & Partners: Share a quick story, offer a special IMEX promotion, or simply make the interaction feel human. Highlight what’s new and noteworthy, like renovations, recent announcements, or standout features. Everyone loves to hear what’s hot, what they must try, and what they can’t miss out on.
Teneo Tip from April Egloff: “Give real examples of how groups use your space and the ideal groups your hotel can accommodate. Share a fun fact or success story.”
5. Personalized & Prompt Follow-Up Is Key
Planners: The best connections are the ones you keep. Take notes during the show and reach out within a week while it’s still fresh.
Hotels & Partners: Recap what you discussed, personalize your message, and keep your Teneo rep in the loop to assist with the program.
Teneo Tip from Constanza Thornton: “Clients often won’t take printed collateral due to travel, so effective email follow-up is key. Reach out soon after IMEX, and again a few months later to stay top of mind.”
Teneo Tip from Chris Nord: “Send a personalized follow-up within days. Refer to your conversation (it shows you were listening) and mail any collateral they didn’t take home.”
Bonus Tips: Your IMEX Survival Kit
- Arrive early for Smart Monday, a free education and networking day before the show floor opens. It’s a great way to get oriented, learn, and meet people without the pressure of appointments.
- IMEX recommends: 6–8 appointments per day for the right balance of business and bandwidth.
- Wear sneakers (suits are optional; sore feet are not).
- Bring a water bottle, backup chargers, and protein bars to keep your energy up.
- Leave space in your calendar for discovery sessions (and maybe a break).
- Check out education sessions and lounges for quieter moments.
Not to Miss Teneo Exclusives at IMEX America 2025:
- Meet the Teneo team at Booth F331 alongside 15+ hotel and destination partners. Let us make some high-impact introductions.
- Connect with Teneo to learn how to qualify as an IMEX Hosted Buyer at the show.
- Join us for our in-booth happy hour, open to all, on Wednesday from 3:30–5:00 PM.
- Team Teneo’s exclusive client reception at Hazel Lounge (Mandalay Bay) is a great after-hours networking opportunity. Ask your Teneo rep for details about hotel hosting opportunities or client invitations.
Let Teneo Be Your Guide
Need help making the most of IMEX? Teneo is here to help both planners and hotels prepare, connect, and follow through. Whether you’re figuring out how to network at a conference or how to network at a trade show, our team can guide you every step of the way. Ask your Teneo rep about suggested meetings, scheduling tips, or support before and after the show.
IMEX America can be overwhelming, but it doesn’t have to be. Plan well, stay curious, and let us help you make the right connections.
