30th Nov-2nd Dec 2021

Terms and Conditions

1.1 Fully Hosted Buyers

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

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

  • Fully Hosted Buyers ill receive from Reed Exhibitions Limited complimentary:
    • (i)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.
    • (ii)Accommodation (room only), at one of Reed Exhibitions Limited’s official 4 or 5 star hotels. NOTE: Breakfast is not included in your accommodation.
    • (iii)Return/Round-trip transfers from Barcelona Airport and the hotel to the Exhibition venue during the Exhibition dates.
    • (iv)Entry to IBTM World.
    • (v)Pre-scheduled appointments with Exhibitors of their choice and Destination Presentations in a personalised diary.
    • (vi)Entry to official IBTM World’s complimentary networking events.
    • (vii)Refreshments in the IBTM World Buyer lounges.

1.3 Semi Hosted Buyers:

  • Semi Hosted Buyers will receive from Reed Exhibitions Limited complimentary:
    • (i)Accommodation (room only), at one of Exhibition’s official 4 or 5 star hotels. NOTE: Breakfast is not included in your accommodation.
    • (ii)Return round-trip transfers from Barcelona Airport and the hotel to the Exhibition venue during the Exhibition dates.
    • (iii)Entry to IBTM World.
    • (iv)Pre-scheduled appointments with Exhibitors of their choice and Destination Presentations in a personalised diary.
    • (v)Entry to official IBTM World’s complimentary networking events.
    • (vi)Refreshments in the IBTM World Buyer lounges.

1.4 Appointment Only Hosted Buyers:

  • Appointment Only Hosted Buyers will receive from Reed Exhibitions Limited complimentary:
    • (i)Return / Round-trip transfers from Barcelona Airport to the Exhibition venue during the exhibition dates.
    • (ii)Entry to IBTM World.
    • (iii)Pre-scheduled appointments with Exhibitors of their choice and Destination Presentations in a personalised diary.
    • (iv)Entry to official IBTM World’s complimentary and networking events.
    • (v)Refreshments in the IBTM World Buyer lounges.

1.5 Flexible attendance options available:

  • Buyers can choose whether they want to attend as a:
    • (i)Fully Hosted Buyer
    • (ii)Semi-Hosted Buyer - without flights (outlined above)
    • (iii)Appointment only Hosted Buyer – without flights and accommodation (outlined above)
  • Number of days on the show floor dependent on the Buyer’s country of origin (dependent on Buyer’s choice if short haul)
  • As a condition of receiving the complimentary services from Reed Exhibitions Limited, Hosted Buyers will be required to:
    • (i)Actively participate in the Pre-Scheduled Appointment Programme; Hosted Buyers will be required to select fifteen (15) Exhibitor Appointment Preferences per day of attendance and rank in order of importance, completing the number of appointment selections within the stated timeframe given by the Event Team.
    • (i)Attend a minimum number of 10 Pre-Scheduled Appointments (PSA) per day of attendance at the Exhibition (excluding Destination Presentation sessions).
    • (ii)Select one mandatory Destination Presentation per day of attendance at the Exhibition. 
    • (iii)Attendance at all Pre- Scheduled Appointments and Destination Presentations is compulsory. Hosted Buyers are expected to attend all functions scheduled in their diary.
    • (iv)Do NOT cancel or re-arrange Pre-Scheduled Appointments on-site unless the Exhibitor is in agreement and the Event Team has been informed.
    • (v)All Pre-Scheduled Appointments must be attended on an individual basis.
    • (vi)Note that Appointments, Destination Presentations and education will be in English unless otherwise stated.
    • (vii)Wear business dress as a condition of entry to the Exhibition.

1.6 Failure to Comply:

Failure by any person to comply with the requirements stated above may result in a review of the person’s Hosted Buyer status and / or exclusion from the IBTM World Hosted Buyer Programme and future IBTM 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 Reed Exhibitions Limited as a no show and / or non-attendance as per section 3 below. Attendance at the Event will be monitored on site by the Event Team.

2.1 Travel:

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 Limit

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 2021 -January 2022, 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 12 October 2021 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 Own travel:

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 12 October 2020. 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 Transfers:

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 Occupancy:

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.

3.1 Cancelling of attendance:

  • Whilst not encouraged, Hosted Buyers may, subject to clause 3.5, cancel their attendance (“CoA”) to the Exhibition with no liquidated damages payable, if the CoA is on or before 11 October 2021.
  • Subject to c.3.5, any Hosted Buyer’s CoA received after 11 October 2021 will incur liquidated damages of €800 [eight-hundred euros], which is a reasonable representation and pre-estimate of the losses and costs to be incurred for the previous and current administrational schedule changes.
  • All cancellations must be received by Reed Exhibitions Limited, in writing, to the following email address: ibtmworld.hosted@reedexpo.co.uk, by the dates specified in c.3.1 and must be acknowledged, which will not be unreasonably withheld or delayed, by Reed Exhibitions Limited to be valid.

3.2 Replacements:

  • Invitations to Hosted Buyers are at the discretion of Reed Exhibitions Limited and;
    • (i)in accordance with c.3.1, where a Hosted Buyer exercises a CoA, they may request that a colleague from their organisation attends as a replacement. On the condition that the replacement is accepted by the Event Team and subject to c.3.5, liquidated damages will not apply; or
    • (ii)subject to c.3.5, if the replacement is not accepted by the Event Team, then the liquidated damages detailed in c.3.1 will apply.

3.3 No Show to the Event:

  • Subject to c.3.5, Hosted Buyers who do not inform the Event Team of their CoA and are a no show to and / or do not attend the Event, will incur liquidated damages of €1000 [one-thousand euros], which is a reasonable representation and pre-estimate of the losses and costs to be incurred for the previous and current administrational schedule changes.

3.4 No show to Appointments:

  • All Hosted Buyers are required to attend all the Pre-Scheduled appointments that appear in their final diary. As no show’s and / or non-attendance negatively affects the Exhibitors diary, any Hosted Buyers who are no shows and / or non-attendance to the Pre-Scheduled appointments will incur liquidated damages of €100 [one-hundred euros] per no show and / or non-attendance for each Pre-Scheduled appointment reported. If Exhibitors report 10 [ten] or more no shows and / or non-attendance to the Pre-Scheduled appointments, per Hosted Buyer, the Hosted Buyer will incur liquidated damages of €1000 [one-thousand euros] and will not be invited to future IBTM events.

3.5 Cancellation of flights:

  • For the avoidance of doubt, any Hosted Buyer’s CoA received in accordance with c.3.1 that has not had an agreed replacement [as per c.3.2.1(ii)] and / or any no show / non-attendance to the Event [as per c.3.3], will incur any and all flight cancellations fees from such CoA and / or any no show / non-attendance and will reimburse Reed Exhibitions Limited in full for any such air fare paid or payable.
  • Any Hosted Buyer’s CoA received in accordance with c.3.1 who has a confirmed replacement [as per c.3.2.1(i)] will incur any name change and / or any other such admin fee as the applicable airline imposes, including, if relevant, any and all cancellations fees, if so applicable.

3.6 Payment:

  • In accordance with clauses 3.1 to 3.4, inclusive, any liquidated damages owed and / or, as per c.3.5, any flight cancellation and / or administrational fees, will be payable by the Hosted Buyer within fourteen (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 upon registration) no longer than six (6) 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 exercises a CoA due to medical reasons must provide a medical certificate within one (1) week of notification and upon acceptance of such medical certificate, the Hosted Buyer will be charged any applicable flight cancellation fees, as detailed in c.3.5.
  • Any Hosted Buyer who exercises a CoA due to medical reasons and fails to provide a medical certificate within one (1) week of notification will be charged any applicable flight cancellation fees, as detailed in c.3.5 and any applicable liquidated damages, as per clauses 3.1 to 3.4, inclusive.
  • For the avoidance of doubt, all medical certificates must be in English, not hand written, and with an official stamp and signature.

4.1 Reed Exhibitions Limited takes no responsibility:

  • For Hosted Buyers who miss their flight/travel arrangements;
  • For the insolvency or failure of any airline company or hotel or 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; and / or
  • For any claims or liability in relation to the Post Event Tours organized by the host destination.

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 insurance to cover the instances referred to in paragraph 4.1, insurance for their baggage and medical insurance.

4.3 Visa:

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

4.4 Force Majeure:

Force Majeure shall include, but not be limited to: fire; casualty; flood; epidemic; pandemic; World Health Organisation travel advisory or travel alert; earthquake; explosion or accident; blockade embargo; inclement weather; governmental restraints; restraints or orders of civil defence or military authorities; act of public enemy; riot or civil disturbance; act or threatened act of terrorism, strike, lockout, boycott or other labour disturbance; Venue cancellation; inability to secure sufficient labour; technical or other personnel failure; impairment or lack of adequate transportation facilities; inability to obtain condemnation, requisition or commandeering of necessary supplies or equipment; general fuel or energy shortages, local, state or federal laws, ordinances, rules, orders, decrees or regulations whether legislative, executive or judicial, and whether constitutional or unconstitutional; or acts of God or any other cause or causes not reasonably within the control of Reed Exhibitions Limited. Reed Exhibitions Limited, its agents, its employees, and its subcontractors shall not be liable for loss, damage or delay resulting from a Force Majeure event, or any other circumstances outside Reed Exhibition Limited’s or its subcontractors’ control which shall make it impossible or inadvisable for Reed Exhibitions Limited to hold the Exhibition at the time and place provided or makes it impossible to get the Hosted Buyers to the Exhibition or to provide flights, hotels, transfer appointments, events or other services to Hosted Buyers. Reed Exhibitions Limited reserves the right to re-schedule the Exhibition at another date and/or at an alternative site.

4.5 Indirect Damages:

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 Liability:

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 Limit of Liability

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 €1000 [one-thousand euros].

5.1 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 Hosted Buyer has been approved to attend IBTM World, the Tour Host will review the application and IBTM World will notify the Hosted Buyer on the Tour Host’s decision separately. All tours are subject to a review 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. Hosted Buyers can only apply and be considered for one tour.
  • Travel to the post Event tours is co-ordinated by the host destination.
  • Accommodation and the full tour itinerary is the sole responsibility of the host destination for the duration of the trip.
  • Hosted Buyers who wish to cancel their participation in a post Event tour must inform the Event Team by 11 October 2021 by email to ibtmworld.hosted@reedexpo.co.uk.
  • Cancellations for post Event tours received on or before 11 October 2021 will not incur a fee, unless the flight has been agreed and confirmed. If the flight has been confirmed or booked on a published fare, as per c.3.5, the cost of the flight will be charged to the Hosted Buyer.
  • Cancellations for post Event tours received after 11 October 2021 will incur liquidated damages of €400 [four-hundred euros], which is a reasonable representation and pre-estimate of the losses and costs to be incurred for the previous and current administrational schedule changes, depending on the post Event tour the Hosted Buyer is attending, in addition to IBTM World cancellation fees, please see section 3.
  • In case of cancellation and no show charges, these will be charged to the credit card submitted by the Hosted Buyer at the point of registration. No charges will be made without prior notification to the Hosted Buyer.

6.1 Application:

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 Event Team if their application is successful. The Event Team's decision is final. Only one application form may be completed by each proposed participant and only the first application form will be reviewed. Applicants must be aged 18 or over.

6.2 Process:

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 Completion:

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

6.4 Payment:

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 [five euros] will be deducted and is required to validate the credit card details provided. A receipt is provided. The fee is non-refundable and in accordance with the applicable law, Reed Exhibitions Limited will pass on any and all credit card charges and fees, which for the avoidance of doubt are costs incurred in addition to any amount owed, on a like-for-like basis, at the specific credit card company’s prevailing rate.

6.5 Additional Persons:

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

6.6 Governing Laws & Disputes:

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

6.7 Personal Data

Reed Exhibitions Limited will use your personal information for the purposes of fulfilling these Terms and Conditions, including disclosure to travel and destination management companies, conference service providers as well as our exhibitors in connection with your attendance at the Exhibition, and subject to the IBTM World Privacy Policy at http://www.ibtmworld.com/Privacy-Policy/

"Hosted Buyer" and "IBTM World" are registered trademarks of Reed Exhibitions Limited.

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

“Destination Presentation” means sessions hosted by Destination Exhibitors. Each Destination Presentation session will last for twenty (20) minutes.

“Event 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.

“Fully Hosted Buyer” means travel and accommodation booked by IBTM World's official travel management company.

“Hosted Buyer” or “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 Event Team to attend the Exhibition as a buyer of meetings, events and business travel products and services where complimentary accommodation, transfers and/or flights are provided by Reed Exhibitions Limited and shall include Fully Hosted Buyers, Semi Hosted Buyers and Appointment Only Hosted Buyers.

“IBTM World” or “Exhibition” means the exhibition to be held at Fira Barcelona from 30 November - 2 December 2021, which is owned and organised by Reed Exhibitions Limited.

“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.

“Semi Hosted Buyer” means accommodation booked by IBTM World's official travel management company.

“Tour Host” means the host destination.

“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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