These terms and conditions govern your participation at 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”).

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

Your registration (upon the Organiser’s written approval in accordance with clause 1 below) entitles You to access the Event for which You have registered. 

To participate at the Event, all participants must be previously qualified.

Criteria needed to qualify as an IBTM Visitor Buyer are:

• Buyer must operate on an outbound basis to multiple markets, across a minimum of one continent.
• Buyer must be an experienced planner who can come from different sectors of the business events industry including, associations, PCOs, event management agencies, corporate in-house event planners, incentive planning.
• Buyer must plan business/corporate events for their respective association or corporation, or on behalf of an association/corporation.
•  Buyer must be relatively fluent in English, or should bring an interpreter to assist with translation during meetings.
•  Buyer does NOT intend to sell or promote their product at the Event.

Completion of an application form applying to become a Visitor Buyer at the Event does not automatically guarantee a place on the Visitor 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 Visitor 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 Visitor 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 completed the fee payment.

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

Visitor Buyers will receive from the Organiser complimentary:

• Three days entry to the Event.
• Self-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). 

• Attend on the dates set out above.
• Actively participate in the Self-Scheduled Appointment Programme.
• Attendance at all selected meetings compulsory. Visitor Buyers are expected to attend all functions scheduled in their diary.
• NOT cancel or re-arrange an appointment on-site unless the Exhibitor is in agreement and the Event Team has been informed.
• Attend appointments 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.
• Comply with RX’s Admissions Policy. 

• 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 Visitor Buyer status and/or exclusion from the IBTM World Visitor Buyer Programme and future IBTM Buyer Programmes (Visitor or Hosted) without refund of any sums that may have already been paid by that person. A significant shortfall by the Visitor Buyer on the minimum commitment with respect to attending appointments and Destination Experiences sessions shall be treated by the Organiser as a no show and/or non-attendance as per clause 2 below. Visitor Buyers are not permitted to leave the Event until all appointments are completed (Visitor 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 clause 2 below). Attendance at the Event will be monitored on-site by the Event Team. 

• 5.1.1.     Whilst not encouraged, Visitor Buyers may, subject to clause 5.5, 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 2025.
• 5.1.2.     Subject to clause 5.5, any Visitor Buyer’s CoA received after 30^th August 2025 will incur cancellation charges of four hundred and ninety nine euros (€250), which is a reasonable representation and pre-estimate of losses and costs incurred by the Organiser.
• 5.1.3.     All CoAs must be received by the Organiser, in writing, by the date specified in clause 5.1.2 and acknowledged by the Organiser (in writing) in order to be valid.

Invitations to Visitor Buyers are at the discretion of the Organiser.

(i)    In accordance with clause 5.1, where a Visitor 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 5.5, cancellation charges will not apply; or  

(ii)   subject to clause 5.5, if the replacement is not accepted by the Organiser, then the cancellation charges detailed in clause 5.1.2 will apply. 

Subject to clause 5.5, Visitor 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 the cancellation charges of four hundred and ninety nine euros (€250), which is a reasonable representation and pre-estimate of the losses and costs incurred by the Organiser. 

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

All CoAs must be received by the Organiser by email ([email protected]) in accordance with the dates above stating the sender is a Visitor Buyer 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 later than six (6) weeks after the closing date of the Event (if the payment has not been made by other means).  No charges will be made without prior notification to the Visitor Buyer. The Event Team will provide a receipt where applicable. 

• 1.1.1. Any Visitor 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 cancellation fees.
• 1.1.2. Any Visitor 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 cancellation fees, as detailed in clause 5.5.
• 1.1.3. For the avoidance of doubt, all medical certificates must be in English, not handwritten, and include an official stamp and signature plus any other requirements.

The Organiser shall take payment of an attendance fee of three hundred and ninety nigh euros (€399) before the 15^th September 2025, and four hundred and ninety nine euros (€499) from the 16^th September 2025 from the Visitor Buyer’s credit card (details of which must be provided by the Visitor Buyer upon registration) upon registration of the Event (if the payment has not been made by other means). A receipt shall be provided. In accordance with 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.

Any cancellation charges owed in accordance with clause 5, and/or administrational fees will be deducted from the attendance fee, or if such attendance fee has not been received by the Organiser, such cancellation charges shall be payable by the Visitor Buyer within fourteen (14) days of the closing date of the Event. The Organiser shall take payment of such cancellation fees from the Visitor Buyer’s credit card (details of which must be provided by the Visitor 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 Visitor Buyer with a receipt in respect of such credit card charges.

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 Visitor Buyer. The Event Team will provide a receipt where required.

Any and all costs associated with the Visitor Buyer’s travel to and from, and attendance at the Event (including, but not limited to, flights and accommodation) shall be solely borne by the Visitor Buyer.

The Visitor Buyer must arrange, and be responsible for the costs of, their own insurance in relation to their attendance at the Event.

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

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 Visitor Buyers to the Event. The Organiser reserves the right to re-schedule the Event at another date and/or at an alternative site.

To the extent permitted by law, the Organiser shall not be liable to the Visitor 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 Visitor Buyer’s attendance or non-attendance at the Event.

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

To the extent permitted by law, the Organiser’s total aggregate liability to the Visitor 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 five hundred euros (€500).

Persons accompanying the Visitor Buyer are not included in any offers regarding the Visitor Buyer Programme unless accompanied by a healthcare professional.

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.

RX will use Visitor Buyer’s 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 the Visitor Buyer’s attendance at the Event, and Visitor Buyer acknowledges RX processes personal information subject to RX’s Privacy Policy at https://privacy.rxglobal.com.

The Organiser reserves the right to unilaterally amend these terms at any time without prior written notice and / or remove any Visitor Buyer from the programme and to withdraw flight rebates, accommodation, and pre-scheduled appointments at its complete discretion without liability.

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

“Visitor Buyers” means the meetings, events and business travel professional buyer who has applied and been accepted to attend the Event as a visitor buyer, subject to these terms and conditions.

“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.

“IBTM World" are registered trademarks of the Organiser.