Terms and Conditions

Terms and Conditions

  • 1. Types of Hosted Buyer & accompanying complimentary services

    1.1 Fully Hosted (with travel booked by ibtm world's official travel management company)

    Hosted Buyers (Fully Hosted Buyers with travel) will receive from Reed Exhibitions Limited complimentary:

    • Return / Round-trip economy travel from selected ports. Return travel will be booked into/from the same port.
    • Accommodation (room only), at one of Reed Exhibitions Limited’s official 4 or 5 star hotels. NOTE: Breakfast is not included in your accommodation. 
    • Return/Round-trip transfers from Barcelona Airport and the hotel to the Exhibition venue during the Exhibition dates.
    • Entry to ibtm world.
    • Pre-scheduled appointments with Exhibitors of their choice and Destination Presentations in a personalised diary
    • Entry to official ibtm world’s complimentary networking events.
    • Refreshments in the ibtm world Hosted Buyer lounges.

    1.2 Fully Hosted Buyers (with a flight reimbursement – available from selected ports only

    Hosted Buyers (Fully Hosted Buyers with a flight reimbursement) will receive from Reed Exhibitions Limited complimentary:

    • Flight reimbursement towards the cost of round-trip economy travel from selected ports. Maximum reimbursement amount will be agreed and communicated as part of the Hosted Buyer’s qualification process.
    • Accommodation (room only), at one of Reed Exhibitions Limited’s official 4 or 5 star hotels. NOTE: Breakfast is not included in your accommodation.
    • Return/Round-trip transfers from Barcelona Airport and the hotel to the Exhibition venue during the Exhibition dates.
    • Entry to ibtm world.
    • Pre-scheduled appointments with Exhibitors of their choice and Destination Presentations in a personalised diary.
    • Entry to official ibtm world’s complimentary networking events.
    • Refreshments in the ibtm world Hosted Buyer lounges.

    1.3 Semi Hosted Buyers (without flights)

    Hosted Buyers (Semi Hosted without flights) will receive from Reed Exhibitions Limited complimentary:

    • Accommodation (room only), at one of the Show Team’s official 4 or 5 star hotels. NOTE: Breakfast is not included in your accommodation.
    • Return round-trip transfers from Barcelona Airport and the hotel to the Exhibition venue during the Exhibition dates.
    • Entry to ibtm world.
    • Pre-scheduled appointments with Exhibitors of their choice and Destination Presentations in a personalised diary.
    • Entry to official ibtm world’s complimentary networking events.
    • Refreshments in the ibtm world Hosted Buyer lounges.

    1.4 Appointment Only Hosted Buyers (without flights and accommodation)

    Hosted Buyers (Appointment only without flights and accommodation) will receive from Reed Exhibitions Limited complimentary:

    • Return / Round-trip transfers from Barcelona Airport to the Exhibition venue during the exhibition dates.
    • Entry to ibtm world.
    • Pre-scheduled appointments with Exhibitors of their choice and Destination Presentations in a personalised diary.
    • Entry to official ibtm world’s complimentary and networking events.
    • Refreshments in the ibtm world Hosted Buyer lounges.

    1.5 Local Buyers

    ''Local Buyer'' means the meetings, events and business travel professionals who have applied to be 'appointment only' buyers but who will book and pay for their own travel and accommodation.  Local Buyers are buyers who are based in or around Barcelona and therefore do not require travel or accommodation. Reed Exhibitions Limited will not provide travel and accommodation to Local Buyers but they will receive:

    • Entry to ibtm world.
    • Pre-scheduled appointments with Exhibitors of their choice and Destination Presentations in a personalised diary.
    • Entry to official ibtm world’s complimentary and networking events.
    • Refreshments in the ibtm world Hosted Buyer lounges.

    1.6 Flexible attendance options available:

    You can choose whether you want to attend as a:

    • Fully Hosted Buyer
    • Semi-Hosted Buyer - without flights (outlined above)
    • Appointment only buyer – without flights and accommodation (outlined above). Number of days on the show floor dependent on the Hosted Buyer’s country of origin

    As a condition of receiving the complimentary services from Reed Exhibitions Limited, Hosted Buyers will be required to:

    • Actively participate in the Pre-Scheduled Appointment Programme; Hosted Buyers will be required to select ten Exhibitor Appointment Preferences and rank in order of importance, completing the number of appointment selections within the stated timeframe given by the show team.
    • Meet the minimum number of Pre-Scheduled Appointments (PSA) per day of attendance at the exhibition (excluding Destination Presentation sessions).
    • Fully Hosted and Semi Hosted Buyers meet a minimum of seven (7) Pre-Scheduled Appointments (PSA) per day of attendance at the Exhibition.
    • Appointment only buyers meet a minimum of four (4) Pre-Scheduled Appointments (PSA) per day of attendance at the Exhibition.
    • Select one mandatory Destination Presentation per day of attendance at the Exhibition. 
    • Attendance at all scheduled appointments and Destination Presentations is compulsory. Hosted Buyers are expected to attend all functions scheduled in their diary.
    • Rearrange directly with the Exhibitor if an appointment is missed.
    • All Pre-Scheduled Appointments must be attended on an individual basis
    • Appointments, Destination Presentations and education will be in English unless otherwise stated.
    • Wear business dress as a condition of entry to the Exhibition.

    1.7 Failure to comply

    Any person that fails to comply with the requirements stated above may result in a review of the persons Hosted Buyer status and/or exclusion from the ibtm world Hosted Buyer Programme and future ibtm events Hosted Buyer Programmes without refund of any sums that may have already been paid by that person. A significant shortfall by the Hosted Buyer on the minimum commitment with respect to attending appointments and Destination Presentation sessions shall be treated by the show team as a no show and no show fees will apply (see “No Show” section below). Attendance at the above will be monitored on site by the show team.

  • 2. Travel and accommodation

    2.1 The Show Team will supply the Hosted Buyer (Fully Hosted with travel) with:

      A return/roundtrip from designated point(s) of departure to Barcelona International Airport or relevant train/bus station either directly or connecting through appropriate ports. Travel will be arranged on dates suitable for attendance at the Exhibition. Please note that these arrangements are non- transferable. The travel times will be allocated to ensure maximum time at the Exhibition. Travel changes requested by the Hosted Buyer (Fully Hosted with travel) are subject to availability and cancellation of travel may incur a fee (see “Cancellations” section below). Any additional costs in reaching the agreed departure port will be the responsibility of the Hosted Buyer. All travel provided by the Show Team shall be standard economy fare. No upgrades or use of frequent flyer miles are organised by ibtm world.

      2.2 Travel changes

      Travel change requests will be considered on a case by case basis.  Reed Exhibitions Limited reserves the right to make charges for travel changes.  All travel changes are subject to a fee of €50 in addition to the cost to change the travel arrangements payable to the Show Team. Prior to the 28 October 2016 there may be no charge, unless you have confirmed your flights. The Show Team will notify the buyer the total costs to be incurred before proceeding with travel change. All travel change charges will be charged to the credit card submitted at the point of registration.

      2.3 Individual travel arrangements

      Each Hosted Buyer (Semi Hosted/Appointment only without travel) who is arranging their own travel will provide their travel details to the Show Team by 14 November 2016. Hosted Buyer’s own travel must allow maximum attendance time at the Exhibition that completes the obligations with regards to Pre-Scheduled Appointments and Destination Presentations.

      2.4 Return transfers

      The Show Team will provide the Hosted Buyer with return transfers from Barcelona International Airport to the venue and from the venue to their accommodation (booked by ibtm world) in Barcelona as per the transportation schedule.

      2.5 Accommodation details

      The Show Team will provide the Hosted Buyer with the offered number of nights’ accommodation in Barcelona (depending on the package offered) during the Exhibition. This will be on a room only single occupancy basis. The Show Team will not be responsible for extra room costs incurred during the stay. Any incidentals (eg minibar/laundry) must be settled by the Hosted Buyer on check out. Any room upgrades will be solely at the discretion of the hotel management.

       

  • 3. Cancellations & 'No Shows'


    3.1 Cancellation of attendance

    Fully Hosted Buyers may cancel their attendance to the exhibition with no penalty on or before 28 October 2016, unless a flight has been booked in agreement with the Hosted Buyer. If the Hosted Buyer has agreed to the terms of a flight, the cost of the flight will be charged.

    • Cancellations received after 28 October 2016 and before 23 November 2016 will incur a fee of €400 (Europe, Russia & CIS) or €1000 (outside Europe, Russia & CIS).
    • Cancellations received on or after the 23 November 2016 will incur a fee of €500 (Europe, Russia & CIS) or €1200 (outside Europe, Russia & CIS).

    Fully Hosted Buyers

    • If a buyer wishes to make his/her own travel arrangements, please contact the show team directly using the email ibtmworld-hosted@reedexpo.co.uk. There will be additional terms and conditions if these arrangements have been confirmed. 
    • Reed Exhibitions Limited will not reimburse flight costs for a buyer on reimbursement who cancels their participation.

    Semi-Hosted Buyers

    • Cancellations received after 28 October 2016 and before 23 November 2016 will incur a fee of €200 (Europe, Russia & CIS) or €500 (outside Europe, Russia & CIS).
    • Cancellations received on or after the 23 November 2016 will incur a fee of €300 (Europe, Russia & CIS) or €700 (outside Europe, Russia & CIS).

    Appointment Only Buyers

    • Cancellations received after the 23 November 2016 will incur a fee of €50

    Local Buyers

    • Cancellations received after 28 October 2016 and before 23 November 2016 will incur a fee of €200.
    • Cancellations received on or after the 23 November 2016 will incur a fee of €300.

    All cancellations must be received by the show team by email (ibtmworld.hosted@reedexpo.co.uk) as per the dates above and must be acknowledged by the show team to be effective. In case of cancellation charges, these will be debited from the credit card details supplied on the Hosted Buyer’s application. No charges will be made without prior notification to the Hosted Buyer.

     

    3.2 Medical cancellations

    Any buyer who cancels due to medical reasons must provide a medical certificate within one week of notification or the buyer will be charged cancellation fees (see above). 

    All medical certificates must be in English, not hand written, and with an official stamp and signature.

     

    3.3 Replacements

    Accepted invitations to Hosted Buyers are non-transferable. In instances where a Hosted Buyer needs to cancel their participation prior to 28 October 2016, they may request that a colleague from their organisation attends as a replacement on the condition that the replacement completes the application form and is accepted by the show team. In this instance, a cancellation fee may not apply to the original buyer unless the flight has been confirmed. If the substitution is made after the cancellation date, cancellation charges or charges to change confirmed travel arrangements will apply. If the substitution is not accepted, the usual cancellation charges will apply to the original Hosted Buyer. Any additional charges incurred by Reed Exhibitions Limited due to the replacement buyer will be passed on to the cancelling Hosted Buyer.

     

    3.4  Significant shortfalls

    A significant shortfall by the Hosted Buyer on their minimum commitment with respect to attending appointments and Destination Presentation sessions shall be treated by the show team as a no show and the Hosted Buyer will incur a no show fee of €500 (Europe, Russia & CIS) or €1200 (outside Europe, Russia & CIS). Appointment only buyers will incur a fee of €50.

     

    3.5 'No Show'

    Hosted Buyers who do not inform the show team of their cancellation prior to 23 November 2016 and do not attend the exhibition, or are reported as a no show by exhibitors, airlines, or hotels will incur a no show fee of €500 (Europe, Russia & CIS) or €1200 (outside Europe, Russia & CIS). Appointment only Buyers will incur a fee of €50.

     

    3.6 Fees

    • Cancellation of attendance fees, no show fees and travel change fees shall be payable by the Hosted Buyer.
    • Cancellation of attendance fees, no show fees and flight cancellations fees shall be payable by the Hosted Buyer within 14 days of the closing date of ibtm world 2016. 

    Reed Exhibitions Limited shall take payment from the Hosted Buyer’s credit card (details of which must be provided by the Hosted Buyer on registration) 14 days after the closing date of ibtm world 2016 if the payment has not been made by other means. Reed Exhibitions Limited will provide the Hosted Buyer with a receipt in respect of such credit card charges. The Hosted Buyer may request an invoice if required.

     

    3.7 Agreement

    The Hosted Buyer agrees that the above charges are a reasonable pre-estimate of the loss suffered by Reed Exhibitions Limited in the event of the Hosted Buyer breaching these terms and conditions.

  • 4. Exclusion of liability

    4.1 Responsibility

    • Reed Exhibitions Limited takes no responsibility for Hosted Buyers who miss their flight/travel arrangements.
    • For the insolvency or failure of any airline company, hotel, ground handling company or other supplier; For flight/travel cancellation or delay.
    • If the Hosted Buyer is refused permission to board the aircraft or other mode of transport, or is refused entry to any country.
    • For any delay or loss of baggage or excess baggage charges - any subsequent dispute shall be directly between the Hosted Buyer and the airline.
    • For hotel expenses (excluding the cost of the hotel room only) which must be settled with the hotel prior to departure.

    Any replacement travel arrangements and other costs incurred in relation to the above will be at the expense of the Hosted Buyer or airline, where appropriate.

    4.2 Insurance

    The Hosted Buyer must obtain their own adequate travel insurance coverage for their stay and it is recommended in particular that Hosted Buyers take out adequate travel, baggage and medical insurance to cover the instances referred to in paragraph 4.1.

    4.3 Individual requirements

     Visa requirements, travel permits, other licences and inoculations will be the sole responsibility of the Hosted Buyer, including any necessary costs incurred.

    4.4 Loss, damage or delay

    Reed Exhibitions Limited, its agents, its employees, and its subcontractors shall not be liable for any loss, damage or delay if resulting from any of the following would make it impossible or inadvisable for Reed Exhibitions Limited to hold the exhibition at the time and place provided. Reed Exhibitions Limited, its agents, its employees, and its subcontractors shall also not be liable for any loss, damage or delay if resulting from any of the following would make it impossible to get the Hosted Buyers to the Exhibition or to provide flights, hotels, transfer appointments, events or other services to Hosted Buyers:

    Acts or threats of war; hijack; terrorist activity; civil commotion; industrial disputes; fuel shortages; natural disasters or adverse weather conditions; strikes or lockouts intervention or regulation; military activity; any other circumstances outside Reed Exhibition Limited’s or its subcontractors’ control. Reed Exhibitions Limited reserves the right to re-schedule the exhibition at another date and/or at an alternative site.

    4.5  Loss of profit, business or revenue

    Reed Exhibitions Limited shall not be liable to the Hosted Buyer in contract, tort or otherwise for any loss of profit, loss of business or revenue, loss of anticipated savings or any indirect or consequential loss or damage, costs or expenses arising out of or in connection with the Hosted Buyers attendance at the exhibition.

    4.6 Death or personal injury

    Reed Exhibitions Limited shall not be liable for the death or personal injury of any Hosted Buyer save where such liability cannot be excluded under English law.

    4.7 Reed Exhibitions Limited’s liability to the buyer

    Reed Exhibitions Limited’s liability to the Hosted Buyer or in respect of their attendance at the exhibition under these terms and conditions whether in contract, tort or otherwise shall not exceed €1200.

  • 5. Post event tours

    Post event tours are organised by the host destination

    • Hosted Buyers are accepted by the host destination on the basis that they meet the criteria determined by the host destination.
    • After the buyer has been approved to attend ibtm world, the tour host will qualify the application and ibtm world will notify the buyer on the tour host’s decision separately.
    • All tours are subject to a qualification process – registering an interest in the application does not guarantee a place on the tour.
    • Places are limited by number, country of origin, buyer type and flight schedules. Buyers can only apply and be considered for one tour.
    • Travel is co-ordinated by ibtm world and the host destination.
    • Accommodation and the full tour itinerary is the sole responsibility of the host destination for the duration of the trip.
    • If you need to cancel your Hosted Buyer participation in a Post Event Tour with ibtm world, then you must inform us by 28 October 2016 by email to ibtmworld.hosted@reedexpo.co.uk.
    • Cancellations received on or before 28th October 2016 do not incur a fee, unless the flight has been agreed and confirmed. If the flight has been confirmed or booked on a published fare, the cost of the flight will be charged.
    • Cancellations received after 28th October 2016 will incur a cancellation fee of €200-€400 depending on the post tour you are attending in addition to the ibtm world cancellation fee of €400 (Europe, Russia & CIS) or €1000 (non-Europe).
    • Please check Post Event Tour itineraries on the ibtm world website regarding the cancellation fee for each Post Event Tour. In case of cancellation and no show charges, these will be debited from the credit card detailed on the Hosted Buyer’s application.
  • 6. General information

    6.1 Completion of an online or other application form applying to become a Hosted Buyer at the exhibition does not automatically guarantee a place on the Hosted Buyer Programme. Applicants will be notified by the show team if their application is successful. The show team's decision is final. Only one application form may be completed by each proposed participant and only the first application form will be accepted. Applicants must be aged 18 or over.

     

    6.2 Successful applicants will only be accepted as Hosted Buyers if they have read and agreed to these terms and conditions and admissions policy and have ticked the relevant boxes on the online application form and have provided valid credit card details.

     

    6.3 All sections of the application form must be completed. Failure to do so will result in the application not being processed.

     

    6.4 All applicants for the Hosted Buyer Programme are required to supply valid credit card details as part of the application. A small fee of €5 will be deducted and is required to validate the credit card details provided. A receipt is provided. The fee is non-refundable.

     

    6.5 Persons accompanying the Hosted Buyer (such as spouses or family) are not included in any offers regarding the Hosted Buyer Programme.

     

    6.6 These terms and conditions and any dispute, controversy, proceedings or claim of whatever nature arising out of or in any way relating to them, the validity and performance hereof or their formation (including any non-contractual disputes or claims), shall be governed by and construed in accordance with English law (save that the conflicts of law principles will be expressly excluded). The parties hereby irrevocably acknowledge and agree that the English courts shall have exclusive jurisdiction in respect hereof.

     

    6.7 By agreeing to these terms and conditions, you are consenting under all relevant data protection legislation to the show team communicating with you by telephone, fax, email and by post and using your personal information for internal processing and for disclosure to third parties such as travel operators, hotels and exhibitors in connection with your attendance at the Exhibition. In addition, we may use your details to invite you to other events organised by Reed Exhibitions Limited or its group to offer you other relevant products and services supplied by Reed Exhibitions Limited’s group or third parties. Please contact +44 (0)20 8 439 5304 or email  ibtmworld.hosted@reedexpo.co.uk if you do not wish your personal information to be used in any of the ways mentioned above.

     

    “Hosted Buyer” and "ibtm world" are registered trademarks of Reed Exhibitions Limited/Elsevier Properties S.A. and are used under licence.

  • 7. Definitions

    In these terms and conditions, the following words have the below meanings unless the context otherwise requires:

     

    “ibtm world” or “exhibition” means the exhibition to be held at Fira Barcelona from 29 November – 1 December 2016 which is owned and organised by Reed Exhibitions Limited.

     

    “Show team” means the ibtm world personnel responsible for organising the exhibition at Reed Exhibitions Limited of Gateway House, 28 The Quadrant, Richmond, Surrey TW9 1DN, UK.

     

    "Exhibitors" means exhibitors who have contracted with Reed Exhibitions Limited to take stand space at the exhibition.

     

    “Hosted Buyer” means the meetings, events and business travel professional who has applied to be a Hosted Buyer and has agreed to these terms and conditions and has been accepted by the show team to attend the exhibition as a buyer of meetings, events and business travel products and services where complimentary accommodation, transfers and flights are provided by Reed Exhibitions Limited and shall include "Fully Hosted Buyers," "Semi Hosted Buyers" and "Appointment Only Buyers."

     

    “Pre-Scheduled Appointments (PSA)” means the appointment matching programme operated by Reed Exhibitions Limited to co-ordinate the appointments of the Hosted Buyer with exhibitors based on preselected exhibitor appointment preferences. “Pre-Scheduled Appointments” shall be conducted accordingly during the exhibition.

     

    “Self Scheduled Appointments (SSA)” means the appointment making tool operated by Reed Exhibitions Limited to co-ordinate additional appointment requests of Hosted Buyers with exhibitors during the exhibition and “Self Scheduled Appointments” shall be conducted accordingly.

     

    “Destination Presentation” means sessions hosted by destination exhibitors. Each Destination Presentation session will last for 20 minutes.

     

    “No Show” refers to a Hosted Buyer who does not make the required number of appointments and is reported by the relevant exhibitor/airline/hotel as a “No Show”, or a Hosted Buyer who misses two or more appointments per day of attendance or does not inform the show team of a cancellation prior to 23 November 2016.

     

    “Travel” means transportation arranged by Reed Exhibitions Limited by air, rail or bus as appropriate for the use of Hosted Buyers. For the avoidance of doubt, it does not include transportation by private vehicle or any transportation not arranged by Reed Exhibitions Limited.

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