2. Travel and Accommodation

2.1 Reed Exhibitions Limited 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 Reed Exhibitions Limited shall be standard economy fare. No upgrades or use of frequent flyer miles are organised by Reed Exhibitions Limited.

 

 2.2 Buyers on reimbursement

  • Only the cost of the flight ticket (including taxes, charges and 1 piece of checked in luggage) will be reimbursed up to the maximum amount agreed.
  • IBTM World will not reimburse the cost of upgrades, priority boarding, change fees, pre assigned seating fees or travel insurance.
  • IBTM World will not reimburse flights that have been booked using frequent flyer or air miles.
  • IBTM World will not reimburse flights that have not been authorised by IBTM World prior to booking.
  • Payment will only be made if an acceptable 'proof of ticket' is provided. An E-ticket receipt or a copy of paper tickets sent by email is acceptable.
  • Reimbursements will be made in Euros and $US Dollars. Flights booked in other currencies will be calculated using the current rate at the time of authorising your reimbursement.
  • All Fully Hosted Buyers requiring a reimbursement of flight costs must collect a prepaid card from the Hosted Buyer Support Desk before their departure from IBTM World.
  • Reimbursement on the prepaid card will be processed by Reed Exhibitions Limited between December 2018-January 2019, once attendance at IBTM World has been validated and all information (e-ticket including total cost) has been received.
  • IBTM World will not reimburse flight costs for Hosted Buyers who cancel their participation or do not attend the minimum number of Pre-Scheduled appointments or Destination Presentations for whatsoever reason.

 

2.3 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 Reed Exhibitions Limited. Prior to the 16 October 2018 there may be no charge, unless the Hosted Buyer has confirmed his or her flights. The Show Team will notify the Hosted Buyer the total costs to be incurred before proceeding with Travel change. All Travel change charges will be charged to the credit card submitted by the Hosted Buyer at the point of registration.

 

2.4 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 16 October 2018. Hosted Buyer’s own travel must allow maximum attendance time at the Exhibition to enable him or her to complete the obligations with regards to Pre-Scheduled Appointments and Destination Presentations.

 

2.5 Reed Exhibitions Limited 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.

 

2.6 Reed Exhibitions Limited 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. Reed Exhibitions Limited 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.

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Industry Partners

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