IBTM World 16^th November – 19^th November 2026

• 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 the Event. 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 the Event if they have read and agreed to these terms and conditions, have ticked the relevant boxes on the online application form and have provided valid credit card details.

• All Applicants must pay a non-refundable participation fee of €100.00 (one hundred Euros) exclusive of any applicable VAT, upon registration. 

After confirmation of successful registration and acceptance by the Organiser, the Hosted Buyer, will receive the following from the Organiser.

1.1. Fully Hosted Buyers:

Fully Hosted Buyers will receive from the Organiser complimentary:

• Flight rebate for travel from selected airports to Barcelona International Airport. See section 2 below for further information. 

• Accommodation (room only), at one of the Organiser’s official 4- or 5-star hotels (at Organiser’s discretion). NOTE: Breakfast is not included with your accommodation.

• For the avoidance of doubt short-haul Buyers will only be eligible for 3 nights’ accommodation and long-haul Buyers will be eligible four nights’ accommodation (as per Schedule 1), on a room only basis at one of IBTM’s preferred hotels (between 16—20 November 2026 only). Individual buyers not attending as a group will be required to select their accommodation from the RX travel platform.

• Return round-trip transfers from Barcelona Airport to the hotel, and from the hotel to the Event venue (where Metro links are unavailable) during the Event dates (in accordance with section 2.3). For the avoidance of doubt, airport transfers will not be available for arrivals after the commencement of the Event. Any airport transfers provided in such circumstances shall be entirely at the sole discretion of the Organiser and no entitlement or expectation to such transfers shall arise.

• Three days entry to the Event. 

• Pre-scheduled appointments with Exhibitors and Destination Experiences in a personalised diary.

• Lunch provided for three days of the Event.

• Entry to official Event networking events.
• Access to the Event lounges. 

1.2. Semi Hosted Buyers:

Semi Hosted Buyers will receive:

• Accommodation (room only), at one of the Organiser’s official 4- or 5-star hotels (at Organiser’s discretion). NOTE: Breakfast is not included with your accommodation.

• Return round-trip transfers from Barcelona Airport to the hotel, and from the hotel to the Event venue (where Metro links are unavailable) during the Event dates (in accordance with section 2.3). For the avoidance of doubt, airport transfers will not be available for arrivals after the commencement of the Event. Any airport transfers provided in such circumstances shall be entirely at the sole discretion of the Organiser and no entitlement or expectation to such transfers shall arise. 

• If the Semi Hosted Buyer has not selected host accommodation, transfers will not be provided.

• Three days entry to the Event.

• Pre-scheduled appointments with Exhibitors and Destination Experiences in a personalised diary.

• Lunch provided for three days of the Event. 

• Entry to official Event networking events.

• Access to the Event lounges.

1.3. Appointment Only Hosted Buyers:

Appointment Only Hosted Buyers will receive:

• Return round-trip transfers from Barcelona Airport to the hotel, and from the hotel to the Event venue (where Metro links are unavailable) during the Event dates (in accordance with section 2.3). For the avoidance of doubt, airport transfers will not be available for arrivals after the commencement of the Event. Any airport transfers provided in such circumstances shall be entirely at the sole discretion of the Organiser and no entitlement or expectation to such transfers shall arise.

• If the Semi Hosted Buyer has not selected host accommodation, transfers will not be provided. 

• Three days entry to the Event.

• Pre-scheduled appointments with Exhibitors and Destination Experiences in a personalised diary.

• Entry to official Event complimentary and networking events.

• Access to the Event lounges. 

1.4. Flexible attendance options available:

Qualified Buyers may choose whether they wish to attend as a:

• Fully Hosted Buyer 

• Semi-Hosted Buyer - without flight rebate (as outlined above)  

• Appointment only Hosted Buyer – without flight rebate and accommodation (as 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 fifty (50) Exhibitor Appointment Preferences and rank in order of importance, completing the number of appointment selections within the stated timeframe given by the Organiser.

• Hosted Buyers (including Fully Hosted Buyers, Semi Hosted Buyers and Appointment Only Hosted Buyers): Attend a minimum number of thirty (30) Pre-Scheduled Appointments (“PSA”) or Self-Scheduled Appointments (SSA”) at the Event (excluding Destination Experience sessions & Conference sessions) noting that appointments are taking place based on 1:1 basis.

• Select one mandatory Destination Experience & Conference session per day of attendance at the Event.  

• Attendance at all PSAs, SSAs and Destination Experiences is compulsory. Hosted Buyers are expected to attend all functions scheduled in their diary.

• Buyers must not cancel or re-arrange a PSA or SSA on-site unless the Exhibitor is in agreement and the Event Team has been informed.

• Attend PSAs/SSAs on an individual basis.

• Note that Appointments, Destination Experiences and education will be in English unless otherwise stated. 

• Wear their delegate badge and business dress as a condition of entry to the Event.

1.5. Your attendance:

All Hosted Buyers are invited to attend the Event in Barcelona on the dates indicated and chosen upon registration.

1.6. Failure to Comply:

Failure by any person to comply with the requirements stated above and/or these terms and conditions may result in a review of the person’s Hosted Buyer status and/or exclusion from the Event, the Event Hosted Buyer Programme and future Event Hosted Buyer Programmes without refund of any sums that may have already been paid by that person. 

For the avoidance of doubt, where a Hosted Buyer fails to meet its minimum participation commitments, including by reason of a significant shortfall in making and/or attending scheduled appointments (including PSAs and SSAs) and/or participating in Destination Experience sessions, the Organiser may treat such failure as non‑attendance or a no‑show. In such circumstances, the Hosted Buyer acknowledges that this may result in the application of cancellation charges in accordance with section 3.

Without prejudice to the foregoing, a Hosted Buyer may be deemed inactive where it fails to comply with the Organiser’s requirements relating to participation in the PreScheduled Appointment Programme (as outlined in clause 1.4) and/or the provision of required travel information (as outlined in clause 2.1.1). In such circumstances, the Hosted Buyer acknowledges that inactivity may result in exclusion from the Event and the application of cancellation charges in accordance with section 3.

Regardless of qualification status, all Buyers shall provide their travel details (accommodation and flights), to the Show Team on or before 28 August 2026 (via the Buyer Zone), in order to guarantee Organiser hosted transfers.  

2. Travel:

2.1.1. Allowing greater flexibility, Hosted Buyers are responsible for booking their own flights. Each Hosted Buyer arranging their own travel (namely "Semi Hosted Buyers" and "Appointment Only Hosted Buyers") must provide their travel details to the Event Team by RX’s close of business on Friday 28th August 2026. This is to be done via the Buyer Zone's online travel form or mailto: [email protected]. Any failure to submit flight details by the deadline does not negate the obligation to attend ALL appointments in their pre-scheduled diary.

2.1.2. For "Fully Hosted Buyers", the Event Team will supply the Fully Hosted Buyer with a return flight rebate from a point of departure (agreed by the Organiser in writing) to Barcelona International Airport as per the Schedule below.

2.1.3. Flights must be purchased through the Organiser’s Flight Portal to secure a rebate, which will be paid within 30 days following the end of the Event. Rebates will be issued on the credit card that was used to purchase the ticket, in the form of a refund. 

2.1.4. All flights shall arrive to Barcelona International Airport on 17 November 2026 at 08:00 am (local time) at the latest and shall depart from 19 November 2026 at 18:00 (local time) onwards. The flight times must be allocated to ensure full participation at the Event for a minimum of three (3) full days attendance and departure promptly thereafter. Any additional costs in reaching the agreed departure airport will be the responsibility of the Hosted Buyer.

2.1.5. The flight rebate value shall be calculated by the Event Team based on airfare plus boarding taxes only, excluding commissions and other taxes. Early check-in fees and the cost of one checked bag per person must be included in the agreed reimbursement amount.

2.1.6.     In instances where the Organisers Flight Portal cannot match or offer a more competitive fare, the Buyer may proceed with their own ‘off portal’ booking and submit an invoice for reimbursement (subject to Organiser approval and within the stated allowance). To apply for flight rebate payment, the Fully Hosted Buyer should contact the team at [email protected] for an invoice template.  They will need to provide the following:

- A copy of their air ticket where the total amount paid appears

- Their company's bank details

- An invoice in EURO in the value of their approved rebate amount to:

BNetwork

1 RueRaphaël

06400 Cannes - France

2.1.7. In case the Fully Hosted Buyer fails to deliver all items in 2.1.6 by the date of the Event, or in case the documents presented do not meet minimum requirements, the Organiser reserves the right not to pay the flight rebate in question.

2.1.8. In case of cancellation or no-shows at the Event the flight rebate will be automatically cancelled.

2.1.9. The Organiser will not reimburse the cost of upgrades, flight change fees or travel insurance. This will be the responsibility of the Hosted Buyer.

2.1.10. The Organiser will not reimburse flights that have been booked using frequent flyer or Air Miles.

2.1.11. The Organiser takes no responsibility for Fully Hosted Buyers who miss their flights to or from the Event. Any replacement flights will be at the expense of the Fully Hosted Buyer.

2.2. Independent Travel: 

Each Hosted Buyer (being Semi Hosted Buyers and Appointment Only Hosted Buyers, without travel) who is arranging their own travel must provide their travel details by email to the Organiser at [email protected] on or before 28th August 2026 at the latest. Hosted Buyer’s own travel arrangements must allow maximum attendance time at the Event to enable them to complete their obligations with regard to PSAs and Destination Experiences.

2.3. Transfers:

Transfers will only be provided by the Organiser to Buyers staying within the host hotel allocation and where flight details have been provided by the Buyer no later than close of business on 28 August 2026.

• Where full flight details have been provided and the Buyer has accepted host hotel accommodation, Airport arrival transfers from Barcelona Airport to hotels will be offered on 16 November 2026.

• Daily return transfers from hotel to Event venue will only be provided where indicated and only on Event days. Where Metro links are available, Buyers are kindly asked to use these services using the complimentary tickets provided.

• For the avoidance of doubt, airport transfers will not be available for arrivals after the commencement of the Event. Any airport transfers provided in such circumstances shall be entirely at the sole discretion of the Organiser and no entitlement or expectation to such transfers shall arise.

• On request and where full flight details have been logged on the Buyer Zone and/or with the Event Team and the Buyer has accepted host accommodation, return Airport transfers will be provided on Friday 20 November 2026.  

• Where flight details are not logged on the Buyer Zone and/or with the Event Team, transfers will be at the Buyer’s own expense.

• All other transfers (including those unrelated to the Event schedule) are at the Hosted Buyer's own expense.

2.4.  Accommodation:

• The Organiser will provide the Hosted Buyer with the offered number of nights’ accommodation in Barcelona (depending on the package offered) during the Event. Hotel allocation is based on availability and on a first come first serve basis and on a room only single occupancy basis. 

• Early/late check in/out is not guaranteed and is at the discretion of the hotel and at the buyer's own expense. 

• Room extensions are subject to hotel availability and rates will not be covered by the Organiser. Buyers are responsible of notifying the Event Team (in writing) of such requests.

• 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 Attendance:

3.1.1 Whilst not encouraged, Hosted Buyers may, cancel their attendance (“CoA”) to the Event (by email - [email protected] – to the Organiser)) with no cancellation charges payable if the CoA is received on or before Tuesday 30 June 2026. 

3.1.2 Any cancellations received from Wednesday 1 July 2026 up until close of business on 27 August 2026 will incur a €100 (one hundred euro) charge, which is a reasonable representation and pre-estimate of the losses and costs to be incurred for the administrational schedule changes

3.1.3  Any Hosted Buyer’s CoA received from 28th August 2026 will incur cancellation charges of €800 (eight-hundred euro), which is a reasonable representation and pre-estimate of the losses and costs to be incurred for the administrational schedule changes. 

3.1.4    All CoAs must be received by the Organiser, in writing, by the date specified in clause 3.1.2 and 3.1.3 and acknowledged by the Organiser (in writing) in order to be valid.

3.1.5 Any Hosted Buyer who exercises a CoA for medical reasons must provide a medical certificate within two (2) weeks of notification to the Organiser. all medical certificates must be in English, not handwritten, and with an official stamp and signature.  

3.2 Replacements:

Invitations to Hosted Buyers are at the discretion of the Organiser; 

(i) in accordance with Section 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 (in writing) cancellation charges will not apply; or

(ii)  if the replacement buyer is not accepted by the Organiser, cancellation charges detailed in 3.1.2 or 3.1.3 will apply accordingly.  For the avoidance of doubt accepted replacement buyers will be considered as new registrations and a non-refundable €100 registration fee will be required. 

3.3 In-Active:

If a Hosted Buyer is deemed inactive including, without limitation, where the Hosted Buyer  

a) fails to actively participate in the Pre‑Scheduled Appointment Programme as detailed in clause 1.4 above; and/or 

b) fails to provide and/or log the required flight details by 28 August 2026, including where the Hosted Buyer is booking its own flights)  

the Organiser may, at its sole discretion, exclude the Hosted Buyer from the Event and/or the Hosted Buyer Programme at any time up to and including 19 October 2026. 

Any such exclusion shall be treated as a cancellation by the Hosted Buyer, and the Hosted Buyer will incur an inactive cancellation charge of €800 (eight hundred Euro), which represents a reasonable pre‑estimate of the losses and costs incurred by the Organiser, including administrative and scheduling costs. 

3.4 No Show to the Event: 

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 €1,000 (one-thousand euro), which is a reasonable representation and pre-estimate of the losses and costs to be incurred for the administrational schedule changes.  

3.5 No show to the Appointments: 

All Hosted Buyers are required to attend all the PSAs and SSAs that appear in their final diary. As no shows and/or non-attendance negatively affects Exhibitor’s diary, any Hosted Buyer who does not attend PSAs or SSAs can incur cancellation charges of €100 (one-hundred euro) per no show and/or non attendance for each PSA or SSA  reported. If Exhibitors report 10 (ten) or more no shows and/or non-attendance to the PSA and/or SSA for one Hosted Buyer, the Hosted Buyer will incur cancellation charges of €1,000 (one-thousand euro) and their attendance at future IBTM events will be reconsidered. 

3.6 Payment: 
Any charges and/or cancellation charges owed in accordance with clauses 3.1 to 3.5, will be payable by the Hosted Buyer within fourteen (14) days of the closing date of the Event. 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 eight (8) weeks after the closing date of the Event (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 CoAs must be received by the Organiser by email [email protected] 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 Event Team will provide a receipt on request. 

3.7 Medical cancellations:

3.7.1    Any Hosted Buyer who exercises a CoA due to medical reasons must provide a medical certificate within two (2) weeks of notification to the Organiser as detailed in clause 3.1.5 

3.7.2    Any Hosted Buyer who exercises a CoA due to medical reasons and fails to provide a medical certificate within two (2) weeks of notification to the Organiser will be charged any applicable cancellation charges, as per clauses 3.1 to 3.5.

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

• For accommodation for Appointment-Only Buyers;

• 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 cancellations or delays; 

• If the Hosted Buyer is refused permission to board the aircraft or other mode of transport, or is refused entry to any country/denied a visa;

• 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, where applicable) which must be settled with the hotel prior to departure; and/or

• For replacement travel arrangements and other costs incurred in relation to the above and/or Hosted Buyer’s attendance at the Event will be at the expense of the Hosted Buyer or dealt with as between 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 above in this clause 4, as well as insurance for their baggage and medical insurance and any travel-related costs due to cancellation.

4.2 Visas:

Individual visa requirements, travel permits, other licences and inoculations will be the sole responsibility of the Buyer (including but not limited to leaving adequate time to make such arrangements) and any necessary costs incurred therewith.  Delayed applications for attendance may result in a cancellation fee being 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 fire, casualty, acts or threats of war, hijack, terrorist activity, governmental restraints; restraints or orders of civil defence or military authorities; act of public enemy, civil commotion, industrial disputes, fuel or energy shortages, epidemics, pandemics, World Health Organisation travel advisory or travel alert, natural disasters or adverse weather conditions (including but not limited to earthquakes or floods), strikes or lockouts intervention or regulation or other labour disturbance, inability to secure sufficient labour; technical or other personnel failure, venue cancellation, impairment or lack of adequate transportation facilities; inability to obtain requisition or commandeering of necessary supplies or equipment; condemnation, military activity 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 circumstances outside the Organiser’s or its subcontractors’ control which shall make it impossible or inadvisable for the Organiser using its reasonable discretion to hold the Event at the time and place advertised 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:

To the extent permitted by law, the Organiser shall not be liable to the Hosted Buyer in contract, tort (including negligence) 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 Buyer’s attendance or non-attendance at the Event. 

 4.5 Liability:

The Organiser shall not be liable for the death or personal injury of any Hosted Buyer, where such liability cannot be excluded under the laws of England and Wales.

4.6 Limit of Liability:

To the extent permitted by law, the Organiser’s total aggregate liability to the Hosted Buyer in respect of their attendance at the Event under these terms and conditions whether in contract, tort (including negligence) or otherwise shall not exceed €1,000 (one-thousand euros). 

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 and will not be allowed entrance to the Event.

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. 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

5.4 Amendments to these Terms

The Organiser reserves the right to unilaterally amend these terms at any time without prior written notice and / or remove any Hosted Buyer from the programme and to withdraw flight rebates, accommodation, and pre-scheduled appointments at its complete discretion without liability if it determines that it is in the best interests of the Event and the Exhibitors, or their attendance is likely to damage the goodwill or reputation of the Event.

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.  Some on-site transfers maybe applicable.

“Destination Exhibitors” means a city, region, or country that actively markets itself as a host location for business events—such as meetings, incentives, conferences, and exhibitions—and showcases its venues, infrastructure, services, and experiences to event planners and organisers.

“Destination Experiences” means sessions hosted by Destination Exhibitors. Each Destination Experience 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 a hostel buyer who has their 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/Buyer and has agreed to these Hosted Buyer Terms & Conditions and has been approved by the Organiser to attend the Event as a buyer of meetings, events and business travel products and services, and includes the terms Fully Hosted Buyers, Semi Hosted Buyers and Appointment Only Hosted Buyers.

“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. PSAs shall be conducted accordingly during the Event.

“Self-Scheduled Appointments (SSA)” means a system where Hosted Buyer and Exhibitors can book, reschedule and cancel their own appointments on the Event's meeting platforms. SSAs 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 except where otherwise stated. For the avoidance of doubt, it does not include transportation by private vehicle, or any transportation not arranged by the Organiser.

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