IBTM World logo in header
30th Nov-2nd Dec 2021

IBTM World Barcelona 30th Nov – 2nd Dec 2021

Hosted Buyer Terms & Conditions

Introduction

These terms and conditions govern Your participation at IBTM World (“the Event”) which is owned and operated by Reed Exhibitions Limited (Company Number 00678540) whose registered office is at Gateway House, 28 The Quadrant, Richmond, Surrey TW9 1DN or any subsidiary of Reed Exhibitions Limited from time to time (“the Organiser”).

Event Registration

By registering for IBTM World, You agree to and accept these terms which form a binding legal contract between the Organiser and the registered Applicant/Hosted Buyer (“You”, “Your(s)” or “Hosted Buyer”). Please print these terms and conditions and keep a copy for Your records.

Your registration (upon approval) entitles You to access IBTM World for which You have registered. Any and all costs associated with Your attendance shall be borne by You. The Organiser shall have no liability for such costs.

  • Completion of an application form applying to become a Hosted Buyer at the Event does not automatically guarantee a place on the Hosted Buyer Programme. All applications to the Event will be reviewed by the Organiser. Applicants will be notified by the Organiser if their registration is successful. If successful, an applicant will become a Hosted Buyer to IBTM World 2021. Applicants must be aged 18 or over.
  • All sections of the Registration form must be completed. Failure to do so may result in the registration not being processed.
  • Successful applicants will only be accepted as Hosted Buyers to IBTM World if they have read and agreed to these terms and conditions and have ticked the relevant boxes on the online application form and have provided valid credit card details.

After successful registration and acceptance, the Hosted Buyer, will receive the following from the Organiser:

1.1  Fully Hosted Buyers:

Fully Hosted Buyers will receive from the Organiser 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 the Organiser’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  Event venue during the Event  dates.
  • Three days 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 Buyer lounges.

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

Fully Hosted Buyers will receive from the Organiser complimentary:

  • Flight reimbursement contribution 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 the Organiser’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 Event venue during the Event dates.
  • Three days 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 Buyer lounges.

1.3 Semi Hosted Buyers:

Semi Hosted Buyers will receive from the Organiser complimentary:

  • Accommodation (room only), at one of the Organiser’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 Event venue during the Event dates.
  • Three days 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 Buyer lounges.

1.4 Appointment Only Hosted Buyers:

Appointment Only Hosted Buyers will receive from the Organiser complimentary:

  • Return / Round-trip transfers from Barcelona Airport to the Event venue during the Event dates.
  • Three days 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 Buyer lounges.

1.5 Flexible attendance options available:

Buyers can choose whether they want to attend as a:

  • Fully Hosted Buyer
  • Semi-Hosted Buyer - without flights (outlined above)
  • Appointment only Hosted Buyer – without flights and accommodation (outlined above)

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

  • 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 Organiser.
  • Attend a minimum number of 10 Pre-Scheduled Appointments (PSA) per day of attendance at the Event (excluding Destination Presentation sessions).
  • Select one mandatory Destination Presentation per day of attendance at the Event. 
  • Attendance at all Pre- Scheduled Appointments and Destination Presentations is compulsory. Hosted Buyers are expected to attend all functions scheduled in their diary.
  •  NOT cancel or re-arrange Pre-Scheduled Appointments on-site unless the Exhibitor is in agreement and the Event Team has been informed.
  • Attend all Pre-Scheduled Appointments on an individual basis
  • Note that Appointments, Destination Presentations and education will be in English unless otherwise stated.
  • Wear business dress as a condition of entry to the Event

1.6 Your attendance:

All Hosted Buyers are invited to attend the Event in Barcelona on the dates indicated. If it is not possible to book and/or complete your travel due to travel restrictions affecting departure from your country of origin and/or entry into Spain, your attendance will be transferred to the IBTM World Online Event taking place online the following week (14-15th December).

1.7 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 the Organiser 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.

1.8 Personal Data

By registering for IBTM World as a Hosted Buyer, you consent to the information you submitted during registration being given to exhibitors with whom you share Pre-Scheduled Appointments (PSA) so they may contact you in the future. By allowing your badge to be scanned by an exhibitor, you consent to the information you submitted on your registration document being given to that exhibitor so they may contact you in the future. By providing information via the mobile app, you consent to the information you provided being given to exhibitors so they may contact you in the future. Data about which exhibitors scan your badge may be used by the Organisers for analytical purposes.

2.1 Travel:

The Organiser will supply the Hosted Buyer 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 Event. Please note that these arrangements are non-transferable. The travel times will be allocated to ensure maximum time at the Event. Travel changes requested by the Hosted Buyer are subject to availability and cancellation of travel may incur a fee (see section 3 below). Any additional costs in reaching the agreed departure port will be the responsibility of the Hosted Buyer. All travel provided by the Organiser shall be standard economy fare. No upgrades or use of frequent flyer miles are organised by the Organiser.

 2.2 Buyers with travel reimbursement (at discretion of the Organiser)

  • 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.
  • The Organiser will not reimburse the cost of upgrades, priority boarding, change fees, pre assigned seating fees or travel insurance.
  • The Organiser will not reimburse flights that have been booked using frequent flyer or air miles.
  • The Organiser will not reimburse flights that have not been authorised by the Organiser 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 / or $US Dollars. Flights booked in other currencies will be calculated using the exchange rate available at the time of authorising your reimbursement.
  • The Organiser 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. The Organiser reserves the right to make charges for travel changes.  All Travel changes are subject to a fee of €50 [fifty euros] in addition to the cost to change the travel arrangements payable to the Organiser. Prior to the 13th October 2021 there may be no charge, unless the Hosted Buyer has confirmed his or her flights. The Event Team will notify the Hosted Buyer the total costs to be incurred before proceeding with any 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 must provide their travel details by email  to the Organiser at ibtmworld.hosted@reedexpo.co.uk by 13th October 2021. Hosted Buyer’s own travel arrangements must allow maximum attendance time at the Event to enable them to complete their obligations with regards to Pre-Scheduled Appointments and Destination Presentations.

 2.5 Transfers:

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

 2.6 Occupancy:

The Organiser will provide the Hosted Buyer with the offered number of nights’ accommodation in Barcelona (depending on the package offered) during the Event. This will be on a room only single occupancy basis. The Organiser will not be responsible for extra room costs incurred during the stay. Any incidentals (e.g. minibar/laundry/room service etc.) must be settled by the Hosted Buyer on check out. Any room upgrades will be solely at the discretion of the hotel management and any room upgrade costs will be borne by the Hosted Buyer.

3.1 Cancelling of Attendance:

3.1.1    Whilst not encouraged, Hosted Buyers may, subject to clause 3.5, cancel their attendance (“CoA”) to the Event with no cancellation charges payable, if the CoA is on or before 13th October 2021.

3.1.2    Subject to c.3.5, any Hosted Buyer’s CoA received after 13th October 2021 will incur cancellation charges 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.

3.1.3    All cancellations must be received by the Organiser, in writing, by the dates specified in c.3.1 and acknowledged by the Organiser.

3.2 Replacements:

3.2.1    Invitations to Hosted Buyers are at the discretion of the Organiser 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 Organiser and subject to c.3.5, cancellation charges will not apply; or

(ii)            subject to c.3.5, if the replacement is not accepted by the Organiser, then the cancellation charges detailed in c.3.1 will apply.


3.3 No Show to the Event: 

3.3.1    Subject to c.3.5, Hosted Buyers who do not inform the Organiser of their CoA and are a no show to and / or do not attend the Event, will incur cancellation charges 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: 

3.4.1    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 cancellation charges 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 cancellation charges of €1000 [one-thousand euros] and will not be invited to future IBTM events.


3.5 Cancellation of flights:

3.5.1    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 the Organiser in full for any such air fare paid or payable.

3.5.2    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:

3.6.1    In accordance with clauses 3.1 to 3.4, inclusive, any cancellation charges 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. The Organiser 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 later than six (6) weeks after the closing date of IBTM World (if the payment has not been made by other means). The Organiser will provide the Hosted Buyer with a receipt in respect of such credit card charges.

All cancellations must be received by the Organiser by email (ibtmworld.hosted@reedexpo.co.uk) as per the dates above and must be acknowledged by the Organiser 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:

3.7.1    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.

3.7.2    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 cancellation charges, as per clauses 3.1 to 3.4, inclusive.

3.7.3    For the avoidance of doubt, all medical certificates must be in English, not hand written, and with an official stamp and signature.

  • 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

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.

 4.1 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.

 4.2 Visa:

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

 4.3 Force Majeure:

The Organiser, its agents, its employees, and its subcontractors shall not be liable for loss, damage or delay resulting from 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 or any other circumstances outside the Organiser’s or its subcontractors’ control which shall make it impossible or inadvisable for the Organiser to hold the Event at the time and place provided or makes it impossible to get the Hosted Buyers to the Event or to provide flights, hotels, transfer appointments, events or other services to Hosted Buyers. the Organiser reserves the right to re-schedule the Event at another date and/or at an alternative site.

 4.4 Indirect Damages:

The Organiser 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 Event.

 4.5 Liability:

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

4.6 Limit of Liability:

The Organiser’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].

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, the Organiser 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.

5.1 Additional Persons:

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

5.2 Governing Law & 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.

5.3 Personal Data:

The Organiser 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 Organiser’s Privacy Policy available at https://privacy.reedexpo.com

 “Hosted Buyer” and "IBTM World" are registered trademarks of the Organiser.

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

“Appointment Only Hosted Buyers” means a Hosted Buyer who pays for their own travel and accommodation, except for on-site transfers to airports, as further detailed in c.1.4.  

“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 Event.

"Exhibitors" means exhibitors who have contracted with the Organiser to take stand space at the Event.

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

“IBTM World” or “Event” means the Event to be held at Fira Barcelona from 30 November – 2 December 2021 .

 “Pre-Scheduled Appointments (PSA)” means the appointment-matching programme operated by the Organiser 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 Event.

“Travel” means transportation arranged by the Organiser 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 the Organiser.

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