IBTM World Virtual Hosted Buyer Terms and Conditions

  • IBTM World Virtual – Hosted Buyer Terms & Conditions

    Introduction

    These terms and conditions govern Your participation at IBTM World Virtual 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”).

    Online Event Registration

    By registering for IBTM World Virtual, 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 Virtual 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.

    1. Hosted Buyer Registration at IBTM World Virtual:

    • All applications to the event will be reviewed by the Event Team. Applicants will be notified by the Event Team if their registration is successful. If successful, an applicant will become a Hosted Buyer to IBTM World Virtual 2020. 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 Virtual 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 from Reed Exhibitions Limited:

    • A bespoke list of exhibitor recommendations which serve their unique business goals objectives
    • Access to plan Appointments with Exhibitors of their choice
    • Access to Destination, Product and Service Presentations (Thursday 10th December 2020 only)
    • Access to online Content and Education (Thursday 10th December 2020 only)
    • Access to Virtual FAM Trips (Thursday 10th December 2020 only)

    2. Hosted Buyer Attendance at IBTM World Virtual:

    All Hosted Buyers will be able to access IBTM World Virtual on Tuesday 8th December, Wednesday 9th December and Thursday 10th December 2020.

    Hosted Buyers will have the flexibility to choose the timings of their appointments to accommodate their daily work/life schedule in the run up to IBTM World Virtual, but must have their meetings on Tuesday 8th December, Wednesday 9th December and/or Thursday 10th December 2020.

    As a condition of registering to IBTM World Virtual, Hosted Buyers will be required to:

    • Actively participate in the Appointment Programme;
    • Request a minimum of 10 Exhibitor Appointments over three days of attendance within the stated time frame given by the Event Team.
    • Attend a minimum number of 10 Exhibitor Appointments over three days of attendance at IBTM World Virtual (excluding Product Presentations, Service Presentations, Destination Presentations and Virtual FAM trips)
    • Attendance at all Appointments is compulsory. Hosted Buyers are expected to attend all sessions scheduled in their diary.
    • Appointments must be attended on an individual basis.
    • Note that Appointments, Product Presentations, Service Presentations, Destination Presentations, Virtual FAM trips and Education will be in English unless otherwise stated.

    3. Hosted Buyer Conduct:

    3.1 Hosted Buyers shall conduct themselves in an appropriate, professional and business-like manner during IBTM World Virtual. Offensive, abusive, or discriminatory language and/or behaviour is not permitted.

    3.2 Hosted Buyers shall acknowledge that the Organiser reserves the right to exclude, or remove Delegates from IBTM World Virtual if in its sole discretion the Organiser determines that the Hosted Buyer’s behaviour in any way breaches these terms and conditions and/or is disruptive, or hinders the enjoyment of IBTM World Virtual by exhibitors, sponsors or other Hosted Buyers.

    3.3 The Organiser’s decision is final and the Organiser accepts no responsibility or liability for any costs, claims, damages or expenses incurred by the Hosted Buyer in connection with such exclusion or removal.

    3.4 Hosted Buyers are prohibited from making any form of recording (including audio or video) or taking screen shots or photographs of any part of IBTM World Virtual. Hosted Buyers are prohibited from copying and circulating any materials, content or exhibitor, sponsor or Hosted Buyer lists provided by the Organiser at, or in relation to IBTM World Virtual except with the prior written consent of the Organiser, to be granted or withheld at the Organiser’s discretion.

    4. Failure to Comply:

    4.1. Attendance at IBTM World Virtual will be monitored by the Event Team. 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 IBTM World Virtual and future IBTM Hosted Buyer Programmes without refund of any sums that may have already been paid by that person.

    4.2. A significant shortfall by the Hosted Buyer on the minimum commitment with respect to attending appointments shall be treated by Reed Exhibitions Limited as a no show and/or non-attendance as per the ‘No Show’ section below.

    4.3. All Hosted Buyers are required to attend all the Appointments that appear in their diary. As no shows and/or non-attendance negatively affects each Exhibitor’s diary, any Hosted Buyers who are no shows and/or non-attendance to the Appointments will incur liquidated damages of €100 [one hundred euro] and will not be invited to future IBTM events. Reviews of no shows will be dealt with case by case by the Event Team and in exceptional cases proof shall be required to determine the outcome of each no show.

    5. Cancelling of Attendance

    5.1. Whilst not encouraged, Hosted Buyers may, subject to clause 8, cancel their attendance (“CoA”) to IBTM World Virtual with no liquidated damages payable, if the CoA is on or before 19th November 2020.

    5.2. Subject to clause 7, any Hosted Buyer’s CoA received after 19th November 2020 will incur liquidated damages of €100 [one hundred euro], which is a reasonable representation and pre-estimate of the losses and costs to be incurred by Reed Exhibitions Limited for the previous and current administrational schedule changes.

    5.3. All cancellations must be received by Reed Exhibitions Limited, in writing, by the 19th November 2020 and acknowledged by Reed Exhibitions Limited.

    5.4. Any Hosted Buyer who exercises a CoA due to medical reasons must provide a medical certificate within one (1) week of notification.

    5.5. 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 liquidated damages, as per clause 8 inclusive.

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

    6. Replacements:

    6.1 Invitations to Hosted Buyers are at the discretion of Reed Exhibitions Limited and; in accordance with clause 5, where a Hosted Buyer exercises a CoA, they may request that a colleague from their organisation attend as a replacement.  On the condition      that the replacement is accepted by the Event Team and subject to clause 8, liquidated damages will not apply; or  

    6.2 subject to clause 8, if the replacement is not accepted by the Event Team, then the liquidated damages detailed in clause 8 will apply.

    7. No Show to IBTM World Virtual:

    7.1 Hosted Buyers who do not inform the Event Team of their CoA and are a no show to and/ or do not attend IBTM World Virtual, will incur liquidated damages of €100 [100 hundred euro], which is a reasonable Representation and pre-estimate of the losses and costs to be incurred for the previous and current Administrational schedule changes.

    8. Payment:

    8.1 All applicants for the Hosted Buyer Programme at  IBTM World Virtual 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, 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.

    8.2 In accordance with clauses 4.1 to 7.1 inclusive, any liquidated damages owed will be payable by the Hosted Buyer within fourteen (14) days of the closing date of IBTM World Virtual. 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 Virtual (if the payment hasnot been made by other means). Reed Exhibitions Limited will provide the Buyer with a receipt in respect of such credit card charges.

    8.3 All cancellations must be received by Reed Exhibitions Limited by email (ibtmworld.hosted@reedexpo.co.uk) as per the dates above and shall 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 Event Team will provide an invoice or receipt where required.

    9. Force Majeure:

    9.1 If the Organiser is delayed, hindered or prevented from hosting IBTM World Virtual as a result of a force majeure event (which means any act, event, omission or accident beyond its control reasonable control, including but not limited to strikes (save for its own workforce), lock-outs, failure of a utility service or transport or telecommunications network, software failure, act of God, epidemic, pandemic, World Health Organisation travel advisory or travel alert, war, riot, civil commotion, malicious damage, accident, government and / or local authority restraints, regulations or orders, fire, flood, or storm) the Organiser may cancel or postpone IBTM World Virtual.

    9.2 If  IBTM World Virtual is cancelled or postponed as a result of a force majeure event, the Organiser will reschedule IBTM World Virtual and Your registration fee (if any) will be rolled over to the rescheduled IBTM World Virtual.

    10. Online Event Content:

    10.1. All rights in all presentations, materials and documentation published or otherwise made available as part of IBTM World Virtual (including the Online Event name, logo exhibitor, sponsor and Delegate lists) (“Content”) are owned by the Organiser, or are included with the permission of the owner of the rights. No (i) photography, filming or recording; or (ii) republication, broadcast or other dissemination of the Content is permitted. You shall not distribute, reproduce, modify, store, transfer or in any other way use any of the Content (save that use by the relevant Delegate for internal business purposes shall be permitted), and in particular (but without limitation) You shall not:

    • upload any Content onto any website, intranet or shared system or include any Content in a database;
    • transmit, re-circulate or otherwise make available any Content to any third party;
    • use the Content in any way that might infringe third party rights or that may bring the Organiser into disrepute; or
    • make any commercial use of the Content.

    11. Indirect Damages:

    11.1. 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 IBTM World Virtual.

    12. Liability:

    12.1 Reed Exhibitions Limited shall not be liable to any Hosted Buyer in any way save where such liability cannot be excluded under the laws of England and Wales.

    13. Governing Law & Disputes:

    13.1 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.

    14. Data Protection:

    14.1. By registering for IBTM World Virtual, Your registration details will be available to the Organiser and its affiliates to deliver IBTM World Virtual as well as to contact You with information about similar events and services in accordance with the Organiser’s Privacy Policy which can be found here: https://privacy.reedexpo.com

    14.2. By attending a sponsored educational session/theatre during IBTM World Virtual, you therefore agree and consent for your data to be shared with said sponsor.

    15. General:

    The Organiser reserves the right in its sole discretion to vary any aspect of IBTM World Virtual, including but not limited to IBTM World Virtual’s content, programme, speakers, dates and times. Any such changes shall be made available on IBTM World Virtual web page. These terms and conditions may be amended by the Organiser from time to time. Any such changes will be displayed on the Organiser’s IBTM World Virtual web page.

    If any provision (or part of a provision) of these terms and conditions is found by any court or administrative body to be invalid, unenforceable or illegal, the other provisions shall remain in full force and effect.

    These terms and conditions shall be governed by English law and shall be subject to the exclusive jurisdiction of the English Courts.

    “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:

    “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 IBTM World Virtual as a buyer of meetings, events and business travel products and services.

    "Exhibitors" means exhibitors who have contracted with Reed Exhibitions Limited to take stand space at IBTM World Virtual.

     “Appointments” means the appointment programme operated by Reed Exhibitions Limited to co-ordinate the appointments of the Hosted Buyer with Exhibitors. Each appointment will last for approximately 20 minutes.

    “Destination Presentation” or “Product Presentation” or “Service Presentation” means sessions hosted by Exhibitors.

     “Virtual FAM Trip” means sessions hosted by Exhibitors.

     “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.

    “IBTM World Virtual” means the virtual exhibition to be held from 8th to 10th December 2020, which is owned and organised by Reed Exhibitions Limited.

    ‘Online Event’ means IBTM World Virtual to be held from 8th to 10th December 2020, which is owned and organised by Reed Exhibitions Limited.

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