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 24 October 2017. Cancellations received after 24 October 2017 and before 17 November 2017 inclusive will incur a fee of €800 plus any applicable flight cancellation fees (refer to section 3.5 below). Cancellations received after 17 November 2017 will incur a fee of €900 plus any applicable flight cancellation fees. All cancellations must be received by Reed Exhibitions Limited in writing and must be acknowledged by the dates specified above.


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).


3.3 No Show to Event (Applicable for 28-30 November 2017): Buyers who do not inform Reed Exhibitions Limited of their cancellation and do not attend ibtm will incur a no show fee of €1000 plus any applicable flight cancellation fees.


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


3.5. Cancellation of flights:

Buyers who cancel their ibtm supported flights are subject to a charge of a full air fare payable to Reed Exhibitions Limited.

Any replacement which results in cancellation of the original attendee’s flights is subject to a charge of a full air fare payable to Reed Exhibitions Limited. Any cost incurred due to a replacement is payable in full by the Buyer.

Any name change which results either in cancellation of the original flights or in an additional fee is subject to a charge of the full cost incurred due to a flight change and payable in full by the Buyer.


3.6. Cancellation of attendance fees, no show fees and flight cancellation fees shall be payable by the Buyer within six weeks of the closing date of ibtm. Reed Exhibitions Limited shall take payment of such cancellation and no show fees from the Hosted Buyer’s credit card (details of which must be provided by the Hosted Buyer on registration) six weeks after the closing date of ibtm (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 for cancellation of attendance fees, no show fees and flight cancellation fees.

 

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.

 

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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