How buyer meetings work for manufacturers

Meet buyers abroad who fit your product and have agreed to talk. You get the meeting in your calendar and a brief before the call.

Find your buyersSee if there are buyers for your productFree 30-minute call. If we can't help, we say so.See the example brief

What counts as a meeting

A meeting is a call or a visit with the person who decides about buying. The company fits your product and buyer brief. The person said yes to talking about your product. A contact is not a meeting. A “maybe” is not a meeting. If the buyer does not show up, we book it again — it does not count toward your 10.

“The contacts were carefully selected according to the buyer profile we had agreed, and the prospective partners were properly briefed, which made the meetings and commercial talks far more effective.”
Michał Kruk
Sales & Marketing Director, Piekarnia Omar
Piekarnia Omar on the case studies page

Read the Piekarnia Omar case study

Know who you are meeting

Before each meeting, you get a brief on the buyer and what they want to discuss.

Example meeting brief

Fictional example · No real buyer or client data

Buyer: A foodservice purchasing manager in Romania, sourcing frozen food for restaurants.
Their interest: They asked about the frozen range and available pack sizes. Interest is not an order.
Bring: Product specifications, storage requirements, and packaging options.
Ask: Which pack sizes fit their customers? Where do they need delivery? Would samples help?
Still open: No volume or price has been agreed. Discuss both directly with the buyer.

Your team presents the product, gives quotes, handles samples, and negotiates terms.

Find your buyersSee if there are buyers for your productFree 30-minute call. If we can't help, we say so.

See the work in your client panel

See your contacts and their response status. Check upcoming and past meetings in one place. Open a meeting brief when one is available.

See the sample client panel

The demo uses sample data.

What each team does

Clear ownership keeps a buyer meeting useful.

ProspectX prepares the meeting

We select buyers against your brief and exclusions. We prepare messages for your approval and arrange the meetings.

Your team handles the sale

You give product details, attend meetings, discuss prices and samples, negotiate terms, and follow up with buyers.

Your product must be ready to discuss

Bring clear specifications, supply capacity and someone who can answer buyer questions. Check labels, shipping and legal requirements for your product.

If nobody can take the meetings or handle the next steps, start there first.

From first call to buyer meetings

Start with one chosen market or region. Setup comes before the active project.

First call · 30 min

We talk

Discuss your product and the countries you want to sell in. Get an honest answer on whether we can help.

After agreement · 2–3 weeks

We find your buyers

We find and check companies against your buyer brief and exclusions. You approve messages before we contact buyers.

After launch · 8–12 weeks

We introduce your product

We contact buyers in your name, handle replies and arrange meetings. You attend and handle the sale.

First callSetupLaunchActive week 8Active week 12

Your first project and what follows

One fixed fee, quoted on the call. Minimum 10 meetings in your first project, guaranteed. If we reach fewer, we continue at no extra cost until you have all 10.

After the first project, you decide: continue in the same country, add a new one, or stop. There is no long contract. Meetings are not a guarantee of orders.

Choose the buyer route that fits your team

ProspectX is a year-round alternative to trade fairs. Compare the work each route requires from your team.

ProspectX buyer meetings
Use when
You can sell your product, but need buyer meetings in a chosen market.
Buyer contact
We approach buyers who fit your product, in your name, and arrange meetings.
Your work
You present, quote, negotiate and follow up after each meeting.
Trade-off
You keep buyer relationships, but need time for meetings and sales work.
Cost model
One fixed fee for the first project, quoted on the call.
Sales agent
Use when
You want someone to represent your product over time.
Buyer contact
An agent uses its contacts and may find new customers for you.
Your work
Agree the agent’s authority, territory and payment terms.
Trade-off
The agent may handle sales tasks, depending on your agreement.
Cost model
Payment or commission depends on your contract.
Distributor
Use when
You want a company to buy and resell your products.
Buyer contact
A distributor sells through its own customer channels.
Your work
Agree supply terms and who controls onward sales.
Trade-off
You gain its sales channel, but may have less direct contact with buyers.
Cost model
You agree the buying price and resale terms.
Trade fair
Use when
You want to show products and speak with buyers face to face.
Buyer contact
Your team meets visitors and can arrange talks before the event.
Your work
Staff the stand and follow up after the event.
Trade-off
You can inspect products together, but the event has a fixed date.
Cost model
You pay for the event, stand and travel.
In-house hire
Use when
You need permanent capacity to manage export sales.
Buyer contact
Your employee finds buyers and manages the relationship.
Your work
Recruit, train and manage the employee.
Trade-off
You get direct control with ongoing salary and management work.
Cost model
You fund salary, training and ongoing management.

Comparison point	ProspectX buyer meetings	Sales agent	Distributor	Trade fair	In-house hire
Use when	You can sell your product, but need buyer meetings in a chosen market.	You want someone to represent your product over time.	You want a company to buy and resell your products.	You want to show products and speak with buyers face to face.	You need permanent capacity to manage export sales.
Buyer contact	We approach buyers who fit your product, in your name, and arrange meetings.	An agent uses its contacts and may find new customers for you.	A distributor sells through its own customer channels.	Your team meets visitors and can arrange talks before the event.	Your employee finds buyers and manages the relationship.
Your work	You present, quote, negotiate and follow up after each meeting.	Agree the agent’s authority, territory and payment terms.	Agree supply terms and who controls onward sales.	Staff the stand and follow up after the event.	Recruit, train and manage the employee.
Trade-off	You keep buyer relationships, but need time for meetings and sales work.	The agent may handle sales tasks, depending on your agreement.	You gain its sales channel, but may have less direct contact with buyers.	You can inspect products together, but the event has a fixed date.	You get direct control with ongoing salary and management work.
Cost model	One fixed fee for the first project, quoted on the call.	Payment or commission depends on your contract.	You agree the buying price and resale terms.	You pay for the event, stand and travel.	You fund salary, training and ongoing management.

When do buyers decide?

Supermarkets choose new products only a few times a year. We mapped those dates for 9 countries, with sources.

Download the buying calendarFree — no email required.

For a possible distributor, record the evidence before agreeing terms. Use the Distributor assessment worksheet.

Browse our export market guides or read the common questions about our terms.

Want to see this work for your product?

Step 0 is a free 30-minute call. If we can't help, we say so.

Find your buyersSee if there are buyers for your product