3. Cancellations & 'No Shows'

3.1 Cancellation of attendance: Whilst not encouraged, Hosted Buyers may cancel their attendance to the Exhibition with no penalty on or before 16 October 2018. Cancellations received after 16 October 2018 but before 16 November 2018 will incur a fee of €800 plus any applicable flight cancellation fees (refer to section 3.5 below). Cancellations received on or after 16 November 2018 will incur a fee of €900 plus any applicable flight cancellation fees. All cancellations must be received by Reed Exhibitions Limited in writing by the dates specified above and acknowledged by Reed Exhibitions Limited.


3.2 Replacements: Invitations to Hosted Buyers are at the discretion of Reed Exhibitions Limited. In instances where a Hosted Buyer needs to cancel their participation, they may request that a colleague from their organisation attends as a replacement. On the condition that the replacement is accepted by the Show Team, a cancellation fee will not apply (other than flight cancellation / change fee, if applicable, as per section 3.5 below and section 2.3 above, as appropriate).


3.3 No Show: Hosted Buyers who do not inform the Show Team of their cancellation and do not attend Show will incur a no show fee of €1000.


3.4. No show to Appointments: All Hosted Buyers are required to attend all Pre-Scheduled appointments that appear in their final diary as any no show will negatively affect the Exhibitors diary. Hosted Buyers reported as no shows may incur a fee of €100 for each no show to a Pre Scheduled appointment reported. If Exhibitors report over ten no shows to Pre Scheduled appointments from one Hosted Buyer, the Hosted Buyer will incur a fee of €1000 and will not be invited to future IBTM events.


3.5. Cancellation of flights: Hosted Buyers who cancel their IBTM World supported flights shall be required to reimburse Reed Exhibitions Limited for the full air fare paid or payable by Reed Exhibitions Limited.

Any Hosted Buyer who provides an approved replacement which results in cancellation of the original attendee’s flights shall be required to reimburse Reed Exhibitions Limited for the full air fare paid or payable by Reed Exhibitions Limited. Any costs incurred by Reed Exhibitions Limited due to a replacement or change of name or flight change will be payable in full by the Hosted Buyer.


3.6. Cancellation of attendance fees, no show fees and flight and name change and cancellation fees shall be payable by the Hosted Buyer within 14 days of the closing date of IBTM World. Reed Exhibitions Limited shall take payment of such fees from the Hosted Buyer’s credit card (details of which must be provided by the Hosted Buyer on registration) no longer than six weeks after the closing date of IBTM World (if the payment has not been made by other means). Reed Exhibitions Limited will provide the Buyer with a receipt in respect of such credit card charges.

All cancellations must be received by Reed Exhibitions Limited by email (ibtmworld.hosted@reedexpo.co.uk) as per the dates above and must be acknowledged by Reed Exhibitions Limited to be effective. In case of cancellation charges, these will be debited from the credit card submitted at the point of registration.  No charges will be made without prior notification to the Hosted Buyer. The Show Team will provide an invoice or receipt where required.

 

3.7 Medical cancellations
Any Hosted Buyer who cancels due to medical reasons must provide a medical certificate within one week of notification or the Hosted 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.

 

3.8 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.

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