ILTM Cannes Hosted Buyer and Executive Buyer Terms and Conditions 2021

Introduction

These terms and conditions govern your participation at ILTM Cannes 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, UK, or any subsidiary of The Organiser from time to time (“the Organiser”).

 

1.       Definitions

ILTM Cannes or Event means International Luxury Travel Market Cannes to be held at Palais des Festivals et des Congrès, Cannes from 06 to 09 December 2021 which is owned and organised by the Organiser.

Exhibitors means exhibitors who have contracted with the Organiser to take stand space at ILTM Cannes.

Executive Buyer means the person, accepted in writing by The Organiser, who will be granted access to the Event as a buyer of luxury travel products and services on a non hosted basis (i.e. without complimentary flights, transfers or accommodation provided by the Organiser).

Hosted Buyer means the luxury travel trade professional, who has been registered as a Hosted Buyer, has accepted these Terms and Conditions and has been accepted in writing by  the Organiser with authority to attend the Event as a buyer of luxury travel products where complimentary accommodation, transfers and, in some cases, flights are provided by the Organiser and shall include Hosted Buyers ("with flights" and "without flights").

Appointment Only Buyer means the luxury travel trade professional, who has been registered as an Appointment Only Buyer, has accepted these Terms and Conditions and has been accepted in writing by the Organiser with authority to attend the Event as a buyer of luxury travel products.

Pre Scheduled Appointment Programme means the appointment programme operated by the Organiser to coordinate the appointments of the Hosted Buyer with Exhibitors during the Event.

Event Team means the ILTM Cannes personnel team organising and managing the Event.

 

2.1 Hosted Buyers (with flights)

Hosted Buyers (with flights) will receive from the Organiser, complimentary:

• return/round-trip economy flights from selected airports*;

• up to four nights’ accommodation and breakfast at one of  the Organiser’s preferred hotels or apartments between 06 to 09 December 2021 only;

• return/round-trip transfers (arranged between 06 to 09 December 2021) and only between Nice Cote d’Azur Airport / Cannes train station;

• entry to the ILTM Cannes Global Forum on 06 December 2021;

• Pre-Scheduled Appointments from 07 to 09 December 2021;

• entry to the ILTM Cannes Closing Party and ILTM Cannes networking events 

* Flights are at the lowest cost fare available, non-refundable, non-changeable and not always upgradeable to business class. The location of the company that the Hosted Buyer represents determines the airport used. The fare together with flight timings determines the airline used. Any additional cost caused by upgrade, rerouting, stop-over or use of specific airline requested by the Hosted Buyer shall be payable by the Hosted Buyer at the time of the flight booking.

2.2    Hosted Buyers (without flights) 

Hosted Buyer (without flights) will receive from the Organiser, complimentary:

• up to four nights’ accommodation and breakfast at one of  the Organiser’s preferred hotels or apartments between 06 to 09 December 2021;

• return/round-trip transfers (arranged between 06 to 09 December 2021) and only between Nice Cote d’Azur Airport/ Cannes train station;

• entry to the ILTM Cannes Global Forum on 06 December 2021;

• Pre-Scheduled Appointments from 07 to 09 December 2021;

• entry to the ILTM Cannes Closing Party and ILTM Cannes networking events 

2.3    As a condition of receiving the complimentary services from the Organiser outlined above, Hosted Buyers (including Appointment Only Buyers) will be required to:

• participate actively in the Pre-Scheduled Appointment Programme; Hosted Buyers and Appointment Only Buyers will be required to select and rank in order of importance a minimum of 70 appointment preferences, completing the appointment selections within the stated timeframe indicated to them by the Event Team;

• attend all scheduled appointments, networking and Global Forum scheduled by the Event Team and included by the Event Team in their diary;

• wear delegate badge and appropriate business dress as a condition of entry to the Event;

• Attend all three full days of appointments between 07 – 09 December 2021 inclusive. 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 consent from the Event Team otherwise cancellation fees will apply as set out below in paragraph 4).

2.4    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 ILTM Buyer Programme and future ILTM Hosted Buyer Programmes arranged by the Organiser, without refund of any sums that may have already been paid by that person. A significant shortfall (as determined by the Organiser) by the Hosted Buyer and Appointment Only Buyer in respect of the minimum commitment to attend appointments, networking and Opening Forum sessions shall be treated by the Organiser as a cancellation and cancellation fees will apply (see “Cancellations” section below). Attendance at the above sessions will be monitored on site by the Event Team.

 

3. Travel and Accommodation for Hosted Buyers

3.1    The Organiser will supply the Hosted Buyer (with flights) with a return flight from an agreed point of departure to Nice Cote d’Azur Airport either as a direct or connecting flight. All flights shall arrive in Cannes by 06 December 2021 and shall depart from Nice Cote d’Azur Airport at the end of the last day of the event (9 December). Please note that these arrangements are non-transferable and are personal to the Hosted Buyer. Cost efficiency and flight times determine the airline and air route used. The flight times will be allocated to ensure maximum time at the Event. Flight changes requested by the Hosted Buyer (with flights) are subject to availability and cancellation of flights may incur a fee (see “Cancellations” section below). Any additional costs incurred to reach the agreed departure airport will be the responsibility of the Hosted Buyer. All flights provided by the Organiser shall be standard economy fare. No upgrades, or use of frequent flyer miles are organised by the Organiser. 

3.2    The Organiser takes no responsibility for Hosted Buyers (with flights) who miss their ILTM Cannes flights. Any replacement flights will be at the expense of the Hosted Buyer (with flights). 

3.3    Each Hosted Buyer (without flights) who is arranging their own travel will provide their travel details to the Event Team by 06 October 2021.  Any failure to submit the flight details by the deadline before running the appointment match will mean the Hosted Buyer is still obligated to attend all appointments in their pre-scheduled diary.

3.4    The  Organiser will provide the Hosted Buyer with a return transfer from Nice Cote d’Azur Airport or Cannes train station to their accommodation in Cannes. Arrival transfer will be arranged only on the check-in day (for ILTM complimentary accommodation) and departure transfer arranged only on the check-out day (from ILTM complimentary accommodation). This will likely be by shuttle bus. A private car can be arranged at the Hosted Buyer’s own cost with the Event Team.

3.5    Depending on the package offered, the Organiser will provide the Hosted Buyer with up to four nights’ accommodation in Cannes, or the Cannes area (between the dates of 06 – 09 December). Accommodation is provided on a bed and breakfast, single occupancy basis. The Organiser will not be responsible for extra room costs incurred during the stay. Any room upgrades will be solely at the discretion of the hotel management. Please note that '5 star hotels' referred to in any ILTM Cannes literature are classified as "Palace 4 star" in Cannes. Hosted Buyers staying in hotels outside of Cannes will be provided with transfers to and from the Event. 

 

4. Cancellation by the Hosted Buyer

4.1    COVID-19 related cancellations: The cancellation fees set out in sections 4 and 5 below shall not apply where a Hosted Buyer or an Executive Buyer is prevented from attending the Event as a result of an official government travel ban in place as a result of the COVID-19 pandemic. If travel allowed entry to France but only requires a quarantine on return, and the event is still going ahead and has not been cancelled on our side, that the cancellation charges at this late stage still apply (€900).  

4.2    Replacements: Invitations to Hosted Buyers are non-transferable and personal to the Hosted Buyer. In instances where a Hosted Buyer needs to cancel their participation, they may submit a written request that a colleague from their organisation (with decision making authority) attends as a replacement. On the condition that the Organiser accepts the replacement in writing, a cancellation fee will not apply.

4.3    Cancellation of attendance: Whilst not encouraged, Hosted Buyers may cancel their attendance to the Event with no cancellation fee payable before 24 September 2021. Cancellations received on or after 24 September 2021, but before 29 October will incur a cancellation fee of €800 (plus any applicable flight cancellation fees) which is a reasonable pre-estimate of the losses and costs to be incurred by the Organiser, including administration costs in cancelling and rearranging the relevant bookings. Cancellations received on or after 29 October will incur a fee of €900. All cancellations must be sent to the Organiser in writing to the following email address iltmteam@reedexpo.co.uk. Receipt must be acknowledged by the dates specified above for the cancellation to be valid. 

4.4    Hosted Buyers who do not inform the Organiser of their cancellation and do not attend the Event will incur a cancellation fee of €1000 plus any applicable flight cancellation fees.

4.5    All Hosted Buyers are required to attend all the Pre-Scheduled Appointments that appear in their final diary. Failure to attend appointments has a negative impact on the Exhibitors. Any failure by a Hosted Buyer to attend an appointment shall be treated as a cancellation of attendance and the Hosted Buyer will incur a cancellation fee of €900.  If Exhibitors report over ten no shows from one Hosted Buyer, the Hosted Buyer will incur a cancellation fee of €900 and will not be invited to future ILTM events.

4.6    Cancellation of flights: 

• Hosted Buyers (with flights) who cancel their flight or do not show up for the scheduled flights will be charged all flight cancellation fees incurred by the Organiser in addition to any cancellation of ILTM Cannes attendance fee. 

• Any replacement of a Hosted Buyer, which results in cancellation of the original attendee’s flights is subject to a charge of a full air fare payable to the Organiser. Any cost incurred due to a replacement is payable in full by the Hosted Buyer.

• Any name changes to flight tickets, or replacements that result in administration charges by the airline, are payable to the Organiser in full by the Hosted Buyer. 

CANCELLATION OF ATTENDANCE FEES, NO SHOW FEES AND FLIGHT CANCELLATION FEES SHALL BE PAYABLE BY THE HOSTED BUYER WITHIN 14 DAYS OF THE CLOSING DATE OF THE EVENT. THE ORGANISER SHALL TAKE PAYMENT OF ANY SUCH FEES FROM THE HOSTED BUYER’S CREDIT CARD (DETAILS OF WHICH MUST BE PROVIDED BY THE HOSTED BUYER ON REGISTRATION) 14 DAYS 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 FOR THE FEES. THE HOSTED BUYER MAY REQUEST AN INVOICE IF REQUIRED.

4.7    The Hosted Buyer agrees that the above charges are a reasonable pre-estimate of the loss suffered by the Organiser in the event of the Hosted Buyer breaching these Terms and Conditions.

 

5. Executive Buyers

5.1    For a fee of €950, Executive Buyers will receive from the Organiser: 

• access to the ILTM Cannes online diary to scheduled meetings; 

• entry to the ILTM Cannes Global Forum on 06 December 2021; 

• entry to official ILTM Cannes Closing Party and ILTM Cannes networking events.

5.2    Executive Buyers will:

• arrange their travel and accommodation to the Event independently and at their own cost; 

• ensure the fee of €950, is paid to the Organiser. Payment shall be taken from the Executive Buyer’s credit card (details of which must be provided by the Executive Buyer upon registration)

• have a minimum of 15 appointments scheduled in their diary

Attendance at any Online Diary appointment that has been scheduled in your diary is considered mandatory. Missing such appointments may jeopardise your future involvement at the Event.

 

6. Cancellation by Executive Buyers

6.1    In instances where an Executive Buyer needs to cancel their participation, they may request in writing that a colleague from their organisation attend as a replacement in their stead. the Organiser shall make the final decision with respect to whether the replacement may attend the Event.

6.2    In instances where the Executive Buyer cancels their participation at the Event the €950 paid by the Executive Buyer to the Organiser will not be refunded.

 

7. Exclusion of Liability

7.1    The Organiser takes no responsibility:

7.1.1 for Hosted Buyers (with flights) who miss their ILTM Cannes flights;

7.1.2 for the insolvency or failure of any airline company or hotel or ground handling company or other supplier;

7.1.3 for flight cancellation or delay;

7.1.4 if the Hosted Buyer is refused permission to board the aircraft or is refused entry to France;

7.1.5 for any delay or loss of baggage or excess baggage charges - any subsequent dispute shall be directly between the Hosted Buyer and the airline).

Any replacement flights and other costs incurred in relation to the above will be at the expense of the Hosted Buyer or airline, where appropriate.

7.2    The Hosted Buyer and Executive Buyers must obtain adequate travel insurance coverage for their stay and it is recommended in particular that Hosted Buyers and Executive Buyers take out adequate cancellation insurance to cover the instances referred to in paragraph 7.1, insurance for their baggage and appropriate medical insurance as well as any travel-related costs due to cancellation. 

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

7.4    Force Majeure – Force Majeure shall include, but not be limited to: fire; casualty; flood; epidemic; pandemic; World Health Organisation travel advisory or travel alert; earthquake; explosion or accident; blockade embargo; inclement weather; governmental restraints; restraints or orders of civil defence or military authorities; act of public enemy; riot or civil disturbance; act or threatened act of terrorism, strike, lockout, boycott or other labour disturbance; Venue cancellation; inability to secure sufficient labour; technical or other personnel failure; impairment or lack of adequate transportation facilities; inability to obtain condemnation, requisition or commandeering of necessary supplies or equipment; general fuel or energy shortages, 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 cause or causes not reasonably within the control of the Organiser. The Organiser, its agents, its employees, and its subcontractors shall not be liable for loss, damage or delay resulting from a Force Majeure event, 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 provided or interferes with the Organiser’s ability 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, which will be advised to the Hosted Buyer by email. 

7.5    The Organiser shall not be liable to the Hosted Buyer or Executive 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 or Executive Buyers attendance at the Event.

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

7.7    The aggregate liability of The Organiser to the Hosted Buyer or Executive Buyer in respect of their attendance at the Event under these Terms and Conditions whether in contract, tort or otherwise shall not exceed €900.

 

8. General – Hosted Buyers and Executive Buyers

8.1    Completion of an online or other application form applying to become a Hosted Buyer or Executive Buyer at the Event does not automatically guarantee a place on the Hosted Buyer or Executive Buyer Programme. Applicants will be notified in writing by the Event Team if their application is successful. The Event Team's decision is final. Only one application form may be completed by each proposed participant and only the first application form will be accepted. Applicants must be over the age of 18 or over.

8.2    Successful applicants will only be accepted as Hosted Buyers or Executive Buyers if they have read and agreed to these Terms and Conditions, have ticked the relevant boxes on the online application form and have provided their credit card details.

8.3    The Organiser reserves the right to remove a Hosted Buyer, Hosted Buyer (without flights) or Executive Buyer from Hosted Buyer, Hosted Buyer (without flights) or Executive Buyer Programme and to withdraw complimentary flights, accommodation and pre-scheduled appointments at its complete discretion without liability if 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.

8.4    Persons accompanying the Hosted Buyer or Executive Buyer are not included in any offers regarding the Hosted Buyer or Executive Buyer Programme.

8.5    Each party hereto agrees to the non-exclusive jurisdiction of the English Courts.

8.6    It is important for any participating Exhibitor, Buyer or member of the media to understand that ILTM events are solely for business purposes and are targeted at influential people working within the luxury travel industry. We understand that a number of VIP Buyers would like to take an accompanying person with them when travelling to destinations where ILTM events take place. However, we would like to draw your attention to the following points: 

• The Event Team can book the Buyer into a twin / double room. Any additional costs incurred are payable by the Buyer upon check in/out. The Event Team will not be able to advise the cost until the accommodation has been confirmed. Charges will vary according to the hotel. 

• The Event Team can provide airport transfers for the accompanying person only if she/he travels with the Buyer (cost upon request). 

• The Event, networking events (both business and social) and Fam Trips are purely for qualified ILTM badge holders only. 

• As part of your participation as a Buyer, it is compulsory to complete the official ILTM Cannes post-show survey.

8.7    These Terms and Conditions and any dispute, controversy, proceedings or claim of whatever nature arising out of or in any way relating to these Terms and Conditions, the validity and performance hereof or their formation (including any non-contractual disputes or claims), shall be governed by and construed in accordance with English law (save that the conflicts of law principles will be expressly excluded). The parties hereby irrevocably acknowledge and agree that the English courts shall have exclusive jurisdiction in respect hereof.

8.8    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 Event, and subject to the Organiser’s Privacy Policy at https://privacy.reedexpo.com

 

9. ILTM Familiarisation Trips (Fam Trips) 

9.1    If applicable, invitation to take part in a Fam Trip is entirely at the discretion of the Fam Trip Hosts (‘Host Company’). Only Hosted Buyers who register their interest for the Fam Trip via the dedicated ‘Buyer Zone’ will be considered. 

9.2    Only one attendee per company may attend a Fam Trip. 

9.3    Whilst the Host Company is responsible for transport between the Fam Trip destination and Nice Cote d’Azur Airport, it is the Hosted Buyer’s responsibility to arrange his or her own transport between home and host destination.

 

Hosted Buyer” and "ILTM Cannes" are registered trademarks of The Organiser.