IBTM World 19^th November – 21^st November 2024 

• 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 and have ticked the relevant boxes on the online application form and have provided valid credit card details.

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 in your accommodation.
• Up to three nights’ accommodation for short-haul buyers and four nights’ accommodation for long-haul buyers as per the attached Schedule 1 on a room only basis at one of IBTM’s preferred hotels (between 18—22nd November 2024 only). Individual buyers not attending as a group will be required to select their accommodation from RX’s travel platform.
• Return round-trip transfers from Barcelona Airport and the hotel to the Event venue during the Event dates.
• Three days entry to the Event.
• Pre-scheduled appointments with Exhibitors and Destination Experiences in a personalised diary.
• Entry to official Event complimentary networking events.
• Refreshments in the Event Buyer lounges (as per RX’s offering).

 

1.2. 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 (at Organiser’s discretion). 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 the Event.
• Pre-scheduled appointments with Exhibitors and Destination Experiences in a personalised diary.
• Entry to official Event complimentary networking events.
• Refreshments in the Event Buyer lounges (as per RX’s offering).

 

1.3. 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 the Event.
• Pre-scheduled appointments with Exhibitors and Destination Experiences in a personalised diary.
• Entry to official Event complimentary and networking events.
• Refreshments in the Event Buyer lounges (as per RX’s offering).

 

1.4. Flexible attendance options available:

Buyers can choose whether they want 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.
• Attend a minimum number of thirty (30) Pre-Scheduled Appointments (“PSA”) at the Event (excluding Destination Experience sessions & Conference session) noting that appointments are taking place based on 1 to 1 basis.
• Select one mandatory Destination Experience & Conference session per day of attendance at the Event.
• Attendance at all PSAs and Destination Experiences is compulsory. Hosted Buyers are expected to attend all functions scheduled in their diary.
• NOT cancel or re-arrange a PSA on-site unless the Exhibitor is in agreement and the Event Team has been informed.
• Attend PSAs 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 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 (including PSAs) and Destination Experiences sessions shall be treated by the Organiser as a no show and/or non-attendance as per section 3 below. Hosted Buyers are not permitted to leave the Event until all appointments are completed (Hosted Buyers wishing to leave the Event early must obtain prior written consent from the Event Team otherwise cancellation fees will apply as set out below as per section 3 below). Attendance at the Event will be monitored on-site by the Event Team.

2.1.    Travel

2.1.1. Allowing greater flexibility, Fully 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 30^th August 2024. This is to be done via the Buyer Zone's online travel form or by emailing: [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 Schedule 2 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. 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 Fully 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 Flight Portal has not been used in order to book a stop-over for a FAM trip, the Organiser may (at its discretion) honour the historical rebate process for 2024 only. To apply for flight rebate payment, Fully Hosted Buyer will need to provide the following:

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

- Proof of FAM trip attendance, an invitation is sufficient

- Their company's bank details.

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

BNetwork

1 RueRaphaël

06400 Cannes - France

For clarification, FAM trips are exclusive educational trips for travel agents, media personnel, and resellers.

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. The Fully Hosted Buyer will be responsible for all such.

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.  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 [email protected] by 30^th August 2024. 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:

The Organiser will provide the Fully & Semi 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.

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

2.4.  Occupancy:

Hotel allocation is based on availability and first come first serve basis.

This will be on a room only single occupancy basis.

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

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

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 (in writing to the Organiser) with no cancellation charges payable if the CoA is on or before 30^th August 2024.

3.1.2 Subject to clause 3.5, any Hosted Buyer’s CoA received after 30^th August 2024 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.

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

3.2 Replacements:

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

(i) in accordance with clause 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) and subject to clause 3.5, cancellation charges will not apply; or  

(ii) subject to clause 3.5, if the replacement is not accepted by the Organiser, then the cancellation charges detailed in clause 3.1.2 will apply. 

3.3 No Show to the Event: 

Subject to clause 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 €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. 

3.4 No show to Appointments: 

All Hosted Buyers are required to attend all the PSAs that appear in their final diary. As no shows and/or non-attendance negatively affects the Exhibitor’s diary, any Hosted Buyers who are no shows and/or non-attenders to the PSAs will incur cancellation charges of €100 (one-hundred euro) per no show and/or non-attendance for each PSA reported. If Exhibitors report 10 (ten) or more no shows and/or non-attendance to the PSA for one Hosted Buyer, the Hosted Buyer will incur cancellation charges of €1,000 (one-thousand euro) 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 clause 3.1.2 that has not had an agreed replacement (as per clause 3.2(ii)) and/or any no show/non-attendance to the Event (as per clause 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 rebate paid or payable.

3.5.2 Any Hosted Buyer’s CoA received in accordance with clause.3.1 who has a confirmed replacement as per clause 3.2 (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.  

3.6 Payment:

Any cancellation charges owed in accordance with clauses 3.1 to 3.4, and/or, as per clause 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 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 six (6) 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 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 to the Organiser and, upon acceptance of such medical certificate, the Hosted Buyer will be charged any applicable flight cancellation fees, as detailed in clause 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 to the Organiser will be charged any applicable flight cancellation fees, as detailed in clause 3.5, and any applicable cancellation charges, as per clauses 3.1 to 3.4.

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 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/denied a visa;
• 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, where applicable) which must be settled with the hotel prior to departure; and/or
• For any 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 Visa:

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

 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 save 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).

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 euro) 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. 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, except for on-site transfers to airports, as further detailed in c.1.4. 

“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 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 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 19^th to 21^st November 2024.

“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.

“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.