Exhibitor FAQs
If your question cannot be answered by this FAQ document, please contact the Discover Scotland Event Team and a member of the team will be happy to assist.
This FAQ document is divided into the following categories:
Event Registration
Event Days & Appointment Schedules
Technical Questions (Virtual Platform)
Top Tips - How to make the most of Discover Scotland: Reconnect 2022
When does the event take place?
Discover Scotland: Reconnect 2022 will take place on April 5, 6 and 7.
- Tuesday, April 5 from 12:30-21:30 GMT+1
- Wednesday, April 6 from 07:00-19:00 GMT+1
- Thursday, April 7 from 08:00-19:00 GMT+1
Timings have been set to accommodate audiences from across the globe. We would like to encourage our UK and European Buyers to schedule appointments out with the first and last hour of the event days in order to enable our long-haul Buyers in different time zones to meet with Exhibitors at off-peak times.
Who can take part in this event?
Scottish tourism businesses that are offering a tourism product that can be contracted at commissionable industry rates, relevant to the distribution system employed. Eligible businesses must either be based in Scotland or have a Scottish office. They will also need to have staff at hand that is experienced in working with UK and international trade Buyers, and have a listing on www.visitscotlandtraveltrade.com
DMOs and local authorities interested in registering will need to have staff that are experienced in working with UK and international travel trade and can fully represent the destination. Eligible DMOs will need to have trade-ready product partners prepared to engage with international Buyers on commissionable rates at the appropriate industry levels, relevant to the distribution system employed.
Spaces for Exhibitors will be limited and we anticipate a high level of interest so please note your interest now.
All Buyers are subject to approval by our market teams. Criteria for Buyer attendance is that they are a contractor or product developer.
How much does it cost to attend?
There is no registration fee for Discover Scotland: Reconnect 2022.
What if I don't qualify to attend?
You can schedule a 1:1 online meeting with one of our Global Trade Team members to discuss key markets.
How do I register?
Registrations for Exhibitors have now closed.
Are you running a waiting list?
Yes. To qualify for the waiting list, you will need to have a listing on our travel trade site and have attended VisitScotland Expo or Scotland Reconnect before. You will also need to have staff at hand that is experienced in working with UK and international trade Buyers. Please note that, due to high demand, we are not expecting many spaces to become available for businesses on our waiting list.
Why is Discover Scotland: Reconnect 2022 open to some businesses and not others?
In order to ensure a balanced mix of Exhibitors from different types of businesses and regions across Scotland, we recommend you register your interest early. All notes of interests will be reviewed by our Global Trade Team and confirmations will be sent out as soon as your space can be confirmed.
Our market teams will be pre-qualifying Buyers and working hard to secure as many Buyers as possible across the American, Canadian, European, Middle Eastern and Asian-Pacific markets. We will also invite London-based global Buyers, OTA representatives and some Scottish-based DMCs/Ground Handlers.
Event Days & Appointment Schedules
My event registration was approved. What do I do next?
Log on to the Exhibitor portal with your e-mail address and password and update your virtual stand profile. This is visible to all event attendees.
Your meeting diary is now open for you to request 1:1 meetings with Buyers. If in doubt, consult the user manual on how to book an appointment.
How do I make an appointment?
Both Buyers and Exhibitors can request appointments. You will have received an e-mail notifying you that your meeting diary is open. Follow the steps below or consult the user manual on how to book an appointment.
To arrange your appointments, use this link to access your meetings diary. You can search for Buyers by using the Search Attendees tab and request a meeting from there. A blue i icon will show you the Buyers’ profiles. You are also able to block certain times you are unavailable when going back to your diary. All meeting times are displayed in GMT+1.
Once you have requested an appointment, the Buyer will receive an e-mail in which he is prompted to accept or reject. The Buyer will also be able to propose a different time if the one suggested does not suit. If a Buyer rejects your meeting proposal, there will be opportunities for ad-hoc meeting requests throughout the event using the Connections Hub.
Buyers can also request a meeting with you. In that case, you will receive an e-mail in which you are prompted to accept or reject. You will also be able to propose a different time if the one suggested does not suit or reach out to Buyers on an ad-hoc basis using the Connections Hub.
When making appointments with Buyers or suggesting an alternative time, please be mindful of the time zone the Buyer is working from.
How many meeting diaries are there?
There is one meeting diary per Exhibitor, but you will be able to appoint up to two representatives to manage this. You will need to assign each of your appointments to one of your business representatives, if you are attending with more than one person. Buyers will be able to see on their OnAir timeline which of the Exhibitor representatives they will meet.
How long is an appointment?
Every appointment is scheduled to last 15 minutes, with 2 minutes break time in between. After every three appointments there is a longer refreshment break. The full event programme will be uploaded to the website soon.
How many appointments can I expect to receive?
On average we are encouraging Buyers and Exhibitors to make 12-14 appointments per day.
Please get in touch with the Discover Scotland Event Team if you need support in finding the right contacts.
Can I show videos in my appointment?
Yes, although we recommend to share a link to video material as part of a follow-up e-mail with the Buyer. Focusing on a personal 1:1 conversation will allow you to find out more about what the Buyer is looking for and answer any questions you or the Buyer may have. Not showing a presentation or video will also improve connectivity.
Can Exhibitors meet with other Exhibitors?
Yes, Exhibitors can request an appointment with another Exhibitor.
We recommend that Exhibitors use appointment slots to meet with Buyers and catch up with other Exhibitors in the networking sessions or schedule an ad-hoc meeting via the Connections Hub during breaks.
Click here to view a webinar on how to use the Connections Hub.
Can Exhibitors meet someone from a market team?
Yes, Exhibitors can drop in and speak to a Market Manger if need be.
We recommend Exhibitors use their time to meet with Buyers. If you want to meet with someone from our Market Team, please reach out to the Discover Scotland Event Team and we can arrange this for you.
What additional content will be available as part of this event?
You will be able to access presentations on global travel trends, responsible travel and market updates including some round table discussions.
How do I access the additional content?
Presentations and round table discussions will appear on your event timeline in the OnAir portal.
I missed a live presentation, can I catch up later?
Yes, we will be providing access to on-demand content.
Technical
Will there be training on the virtual system?
If you can’t find the answer to your question in this FAQ, please e-mail the Discover Scotland Event Team and they will arrange a time to clarify any system-related questions you may have.
Training covering your meeting diary is also available as on-demand content on your OnAir portal.
What if a business has technical issues or other problems during the event?
A helpdesk will be manned at all times by a VisitScotland representative who can help. Simply click on the Live Chat button in the OnAir portal and you can chat with them instantly.
Do I need a good Wi-Fi connection?
Yes, we recommend accessing the portal via a hard-line internet, reliable Wi-Fi connection or mobile 4G. If using Wi-Fi, we recommend you sit close to the router to maximise signal strength. A laptop or computer camera and microphone will be required to attend the event.
Do I need to use a specific internet browser?
We recommend accessing the portal via Google Chrome.
Should I test my connection prior to the event?
Yes, we recommend you test your headphones and/or laptop microphone, camera as well as your internet connection in advance of the event. The OnAir portal runs an automatic connection test when you log in. You can also e-mail the Discover Scotland Event Team and request a test video call in advance of the event.
Top Tips - How to make the most of Discover Scotland: Reconnect 2022
- Stock up with tea/coffee/water for the appointments - as with all travel trade events, we know there will be a lot of talking.
- Ensure there is no background noise when meeting with Buyers.
- The appointments are business meetings so prepare thoroughly and dress accordingly.
- Branded pop up stands/props can be placed behind you if you want to help support recognition of your own brand when meeting Buyers.
- Please remember to switch off your camera and put your microphone on mute if you are not in an appointment.
- Use the first couple of minutes of your appointment as your introduction, and start summarising at the end, giving yourself 3-4 minutes before the 15-minute cut off. Prepare an “Elevator Pitch” about your product or service and, after the event, make time for prompt personal follow-ups.
- Prepare to answer questions around how you specifically are implementing Covid-19 safety measures, but try to stay focused and bring any wider discussion around Covid-19, EU Exit or other global challenges back to speaking about your own product or service offering.
- Do not be disappointed if the Buyer you are speaking to is not ready to contract for 2023. They are facing the same challenges as you and will be carefully managing their recovery. Do not underestimate the opportunity of “touching base” conversations – relationship building is the core of future collaboration.