Autumn Fair

4-7 September 2022 | NEC BIRMINGHAM

Curated Meetings Programme

Process Outline & Guidelines for Buyers

 

We’re delighted you’re joining us in the trial Curated Meetings programme running during Autumn Fair 2021. We look forward to working with you to make your meetings valuable sourcing opportunities.

This document contains everything you need to prepare and participate, so please read it carefully. Given the large number of meetings and participants, we have defined a process with actions and deadlines that must be met to remain on the programme.

OVERVIEW OF PROGRAMME

As a reminder, the Curated Meetings programme provides you with complimentary hotel accommodation; in return, you have agreed to join up to nine 15-minute onsite meetings with our participating suppliers. That’s a total time commitment of up to 2.5 hours, which we believe will enhance your overall Autumn Fair experience. As a reminder, the Terms & Conditions of the Curated Meetings Programme are available for your review at any time by clicking here.

The Curated Meetings Programme is managed using a proprietary platform, which you will have access to as detailed below.

MEETING TIMINGS

All meetings will take place at designated times throughout

  • Monday the 6th and Tuesday the 7th of September
  • in Hall 20 at the NEC, alongside Autumn Fair

Your final set of 9, 15-minute meetings may be spread across both days - they may not be back to back. The times allocated are dependent on the availability of the individuals you have agreed to meet with.

For now, please ensure that you will be available for all these time slots.

Date Hours of Curated Meetings Programme (GMT)
Monday, 6th September 2021 11:00 AM – 1:00 PM
Monday, 6th September 2021 3:00 PM – 5:00 PM
Tuesday, 7th September 2021 10:00 AM – 12:00 PM
Tuesday, 7th September 2021 2:00 PM – 4:00 PM

THREE STEPS TO START:

To ensure you have the best onsite experience, please do the following as soon as possible:

  1. Read this page in full and make a note of all important dates and deadlines. You must meet all deadlines to maintain eligibility in the Curated Meetings Programme; we’ll send you reminders, so you don’t miss anything.
  2. Book travel and hotels
    Your Monday evening’s accommodation is booked; this will be at either the Clayton or Moxy hotel. If you’ve not yet booked your travel to the NEC, please do so as soon as possible. You’ll find some excellent advice on travel by road, rail and air here.
    You should be onsite at the NEC at latest by 10:30a.m. on Monday the 6th of September.
  3. Authorise our email address to avoid it being labelled as spam
    We will email you from CuratedMeetings@Hyve.Group
    You’ll receive automated reminders in the run up to all your booked meetings, to ensure you don’t miss anything. Please check your spam folder for these emails and if necessary, please authorise the email address CuratedMeetings@Hyve.Group  with your system admin. Contact us right away at curatedmeetings@hyve.group  if you do not receive an email to commence onboarding on Monday the 26th of July.

KEY ACTIONS TIMELINE

Below are the key timeframes during which action must be taken to remain in the Curated Meetings programme. You can find a fuller description of each stage below.

You must meet all deadlines, and attend meetings as agreed, to maintain eligibility in the Curated Meetings Programme. Since the programme operates on a shared timeline for all participants, we cannot make any exceptions or extend any deadlines. Reminders will be sent for each deadline.

Please email us as soon as possible at CuratedMeetings@Hyve.Group with any questions.

  Stage Action Starts Closes
1 Onboarding

Create and account and complete onboarding

Tuesday 27th July

Friday 6th August at 5:30pm

2

Placeholder Calendar Invites

Accept placeholder calendar invitations to reserve meeting session blocks in your diary.

Monday 9th August

Friday 13th August at 5:30pm

3 Meeting Requests & Acceptance

Request and accept meetings with suppliers you would like to meet.

Monday 16th August

Friday 20th August at 5:30pm

4

Final Meeting Schedule

Accept updated calendar invitations for your meeting schedule.

   
5

Meetings take place

Attend scheduled onsite meetings at Autumn Fair with matched suppliers.

Monday 6th September

Tuesday 7th September

Onboarding

Tuesday 27th July – Friday 6th August

Your profile allows our suppliers to better understand your company and brand and helps them decide if they want to meet with you as part of our Curated Meetings programme.

Completing onboarding should take no longer than 15-minutes and you will need to do the below:

  • Make sure you’re using a laptop or desktop computer rather than a mobile or tablet
  • Click through to create an account and commence onboarding through the link sent to you by email. If you need this email resent contact us at CuratedMeetings@Hyve.Group
  • You will need to create an account and password, keep these safe you will need them to re-enter the platform at later stages.

Onboarding walk-through…

  • Submit your Company bio (Max. 300 characters) this should be a few sentences about your company or brand, for example: what makes your store unique, your history, your ethos or mission statement
  • Accept the commitment to participate in the programme and the re-confirm your availability for the meeting session blocks. You will be reminded that your complimentary hotel stay is provided in return for your participation and we’ll ask you to reconfirm your participation. Please note - no payment will be taken on the successful completion of your meetings schedule, however a £200 administrative fee will be charged if you do not complete the programme – this is to ensure that the programme is fully attended and a valuable experience for all participants.
  • Review the profile information submitted in your Curated Meetings application – if anything needs to be edited contact us at CuratedMeetings@Hyve.Group
  • Submit and complete onboarding

Placeholder Invitations

Monday 9th August – Friday 13th August

You will receive calendar placeholder invitations by email for the four meeting block sessions. Please accept all sessions and add to your diary. You must accept these meetings to remain part of the programme.

These will be sent to you by CuratedMeetings@Hyve.Group, if you do not receive these please email us at  CuratedMeetings@Hyve.Group

Meeting Requests & Acceptance

Monday 9th August – Friday 13th August

You will receive an email to log in to our Curated Meetings platform where you can filter products to find ones that catch your eye and request and accept meetings with suppliers.

  • Make sure you’re using a laptop or desktop computer rather than a mobile or tablet. Please note the Curated Meetings platform is not optimized for mobile devices --we’re working on this for Spring Fair 2022.

Final Meeting Schedule

You will receive an email with a calendar invite for each meeting, which will contain the exact location (including table number) and time of the meeting. Please open each email and accept each calendar invite (you must NOT decline these calendar invites).

If there are less than nine meetings included in your final meeting schedule, you are only required to complete the number of meetings we have scheduled for you to maintain eligibility in the Curated Meetings programme.

This process should take approximately 5 minutes to complete.

4 Key Points on Matching & Scheduling...

  1. Your final set of meetings consist only of suppliers you selected that also select you (mutual matches). You will need to attend every meeting.
  2. Our scheduling algorithms account for multiple matches for the same meeting times. Therefore, we cannot guarantee which of your mutual matches that our process will provide meetings for.
  3. You must attend meetings alone. Eligibility in the Hosted Program is awarded on a per-applicant basis and is not transferable. These meetings are one-to-one, and the tables will be set with only two chairs, one for you and one for the supplier meeting representative.
  4. If you’re no longer able to attend; email CuratedMeetings@Hyve.Group  as soon as you know. Please note you may be blacklisted from future editions and if your plans change again and you would like to attend, your enrolment in the Curated Meetings programme will not be reinstated.

Onsite Meetings

Monday 6th September – Tuesday 7th September

Event Registration…

You will need to be registered as an attendee of Autumn Fair to access Hall 20 where the meetings are taking place. You can register here https://www.autumnfair.com/visitor-registration

We recommend you print your badge at home to ease queuing times for entry to the event.

Onsite Process…

  • Arrive at the Curated Meetings Area 5-10 minutes before your first scheduled meeting. There will be a cloakroom and café area, if you have any questions, there will be an info desk in the Curated Meetings Area.
  • Check your calendar invites for the assigned table number for each meeting, and at the start of each scheduled meeting proceed directly to the assigned table for your meeting (table numbers are in your calendar invites)
  • If a supplier meeting representative does not arrive for your meeting, please wait at least 5 minutes after your meeting was scheduled to start. We will have staff onsite who will take note if a participant has not shown up after 5 minutes.

Guidelines for Onsite Meetings (Dos and Don’ts)

  • Do arrive on time and do not exceed the allotted 15 minutes for each scheduled meeting.
  • Do check the table number for each scheduled meeting--each of your meetings will be at a different table. There is a 5-minute transition time between each meeting.
  • Do let us know if a supplier directly reaches out to you about the Curated Meetings programme, they have been instructed not to do so.
  • Do not approach anyone in the Curated Meetings Area with whom you do not have a Curated Meeting.
  • Do not bring any colleagues to your meetings. These meetings are one-to-one, and the tables will be set with only two chairs, one for you and one for the supplier meeting representative.
  • Do not change the scheduled time or location of your Curated Meetings.   

Failing to meet certain requirements as set forth in the Curated Meetings Programme Terms & Conditions may cause you to be placed on the blacklist which may prevent you from qualifying for the Curated Meetings Programme for one or more future years. The following actions may cause you to be placed on the blacklist:

  • Unresponsiveness to our deadlines and outreach
  • Failure to complete scheduled meetings
  • Cancellation of your participation in the Curated Meetings Programme without providing an approved substitute
  • Failure to notify our team of a change in employment (including pending changes that you are aware of pre-event that will take place post-event)

Your complimentary hotel stay is provided in return for your participation. Please note - no payment will be taken on the successful completion of your meetings schedule, however a £200 administrative fee will be charged if you do not attend all your meetings and you do not complete the programme – this is to ensure that the programme is fully attended and a valuable experience for all participants.

If you are late for a scheduled meeting and the supplier meeting representative is still present, you can start the meeting. You will have less than the allotted 15 minutes since all meetings end at the scheduled time. If the supplier meeting representative has already have left, this meeting will be deemed as missed by you, and the administrative fee may be charged.

Following the event, you will be required to complete a feedback survey in which you will provide specific evaluations of each meeting. We also ask supplier meeting representatives to provide feedback on their meetings with you.

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