ILTM CANNES BUYER AND EXECUTIVE BUYER TERMS AND CONDITIONS 2023
Introduction
These terms and conditions govern your participation at ILTM Cannes 2023 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 of its subsidiaries 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 04 to 07 December 2023 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) on the basis of these terms and conditions.
Buyer means the luxury travel trade professional, registered as a buyer, and who has accepted these Terms and Conditions and been accepted in writing by the Organiser with authority to attend the Event as a buyer of luxury travel products where complimentary accommodation, transfers by the Organiser and shall include Buyers ("with accommodation" and "without accommodation" as may be determined by the Organiser).
Pre Scheduled Appointment Programme means the appointment programme operated by the Organiser to co-ordinate the appointments of the Buyer with Exhibitors during the Event.
Event Team means the ILTM Cannes personnel team organising and managing the Event.
Registration Fee means the fee you pay to apply to be a Buyer being €250 (two hundred and fifty euros) or Executive Buyer being €1250 (one thousand two hundred and fifty euros) at the Event. It does not guarantee qualification or confirmation of attendance.
2.1 Buyers (with accommodation)
Buyer (with accommodation) will receive from the Organiser, complimentary:
• up to four nights’ accommodation and breakfast (number of nights to be determined by the Organiser) at one of the Organiser’s preferred hotels or apartments between 4 to 7 December 2023 only;
• return / round-trip transfers excluding air travel (arranged between 4 to 7 December 2023) and only between Nice Cote d’Azur Airport/ Cannes train station and Buyer’s host hotel;
• entry to the ILTM Cannes Global Forum on 4 December 2023
• Pre-Scheduled Appointments from 5 to 7 December 2023;
• entry to the ILTM Cannes Closing Party and ILTM Cannes networking events
2.2 As a condition of receiving the complimentary services from the Organiser outlined above, all Buyers (including ‘without accommodation’ Buyers) will be required to:
• participate actively in the Pre-Scheduled Appointment Programme; all Buyers ("with accommodation" and "without accommodation") will be required to select and rank in order of importance a minimum of one hundred (100) 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 including associated events;
• Attend all three full days of appointments between 5 to7 December 2023 inclusive. Buyers are not permitted to leave the Event until all appointments are completed (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 in paragraph 4).
2.3 Failure by any person to comply with the requirements stated above may result in a review of the person’s Buyer status and / or exclusion from the ILTM Buyer Programme and future ILTM 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 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. Accommodation for Buyers
3.1 The Organiser will supply the Buyer (with accommodation) with up to four nights’ accommodation and breakfast at one of the Organiser’s preferred hotels or apartments between 4 and 7 December 2023; accommodation is provided on a first come first served basis. Once a Buyer is qualified, they can immediately log into their Buyer Zone and choose from the available selection. Please note that some hotels are very popular and RX cannot guarantee your first hotel of choice will be available.
3.2 Each Buyer (with accommodation) who is arranging their own travel will provide their travel details (in writing) to the Event Team by 22 September 2023. Any failure to submit the flight details by the deadline will mean the Buyer is still obligated to attend all appointments in their pre-scheduled diary.
3.3 The Organiser will provide the 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 (but the mode of transport shall be at Organiser’s discretion). A private car may be arranged, at the Buyer’s own cost, with the RX Event Team.
3.4 Depending on the package offered, the Organiser will provide the Buyer with up to four nights’ accommodation in Cannes, or the Cannes area (between the dates of 4 and7 December). Due to capacity and availability of hotels, accommodation may be provided in the Antibes area. 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 and borne by the Buyer. Please note that '5 star hotels' referred to in any ILTM Cannes literature are classified as "Palace 4 star" in Cannes. Buyers staying in hotels outside of Cannes will be provided with transfers to and from the Event including any networking events taking place throughout the week.
4. Cancellation by the Buyer
4.1 Replacements: Invitations to Buyers are non transferable and personal to the Buyer. In instances where a Buyer needs to cancel their participation, the Buyer 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 prior to such attendance, a cancellation fee will not apply.
4.2 Cancellation of attendance: Whilst not encouraged, Buyers may cancel their attendance at the Event with no cancellation fee payable before 25 September 2023. Cancellations received on or after 25 September 2023, but before 27 October 2023, will incur a cancellation fee of €800 (eight hundred euros) ,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 27 October 2023 will incur a fee of €900 (nine hundred euros). All cancellations must be sent to the Organiser in writing to the following email address [email protected]. Receipt must be acknowledged (in writing) by RX by the dates specified above for the cancellation to be valid.
4.3 Buyers who do not inform the Organiser of their cancellation and do not attend the Event will incur a cancellation fee of €1000 (one thousand euros) plus any applicable flight cancellation fees.
4.4 All 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 Exhibitors. Any failure by a Buyer to attend all appointments shall be treated as a cancellation of attendance. If Exhibitors report over ten (10) no shows from a single Buyer, that Buyer will incur a cancellation fee of €1000 (one thousand euros) and will not be invited to future ILTM events.
4.5 RX are not liable for any COVID-19 cases contracted upon arrival into France. Should Buyer’s cancellation or non-attendance to appointments be due to a medical issue, RX will require a medical certificate certifying Buyer is unable to attend in order to waive any fees. This must be provided within 14 days after the Event.
4.6 CANCELLATION OF ATTENDANCE FEES AND NO SHOW FEES SHALL BE PAYABLE BY THE BUYER WITHIN 14 DAYS OF THE CLOSING DATE OF THE EVENT. THE ORGANISER SHALL TAKE PAYMENT OF ANY SUCH FEES FROM THE BUYER’S CREDIT CARD (DETAILS OF WHICH MUST BE PROVIDED BY THE BUYER ON REGISTRATION) 14 DAYS AFTER THE CLOSING DATE OF THE EVENT IF THE PAYMENT HAS NOT BEEN MADE BY OTHER MEANS. THE BUYER MAY REQUEST AN INVOICE OR RECEIPT IF REQUIRED.
4.7 The Buyer agrees that the above charges are a reasonable pre-estimate of the loss suffered by the Organiser in the event of the Buyer breaching these Terms and Conditions.
4.8 The registration fee of €250 (two hundred and fifty Euros) is non refundable, however if a substitution is provided, Buyer’s must pay the fee when submitting Buyer’s new application and once qualified, the initial registration fee can be returned. Should a cancellation be received without a substitution, the registration fee will not be returned.
5. Executive Buyers
5.1 For a fee of €1250 (one thousand two hundred and fifty euros), Executive Buyers will receive from the Organiser:
• access to the ILTM Cannes online diary to be able to schedule meetings between 4 and7 December 2023;
• entry to the ILTM Cannes Global Forum on 4 December 2023;
• 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 €1250 (one thousand two hundred and fifty euros), 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 fifteen (15) appointments scheduled in their diary
Attendance at any Online Diary appointment that has been scheduled in Executive Buyer’s 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 its participation, Executive Buyer may request in writing that a colleague from their organisation attend as a replacement instead. 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 €1250 (one thousand two hundred and fifty euros) paid by the Executive Buyer to the Organiser will not be refunded.
6.3 RX are not liable for any COVID-19 cases contracted upon arrival into France. Should Buyer’s cancellation or non-attendance to appointments be due to a medical issue, RX will require a medical certificate certifying Buyer is unable to attend in order to waive any fees. This must be provided within 14 days after the Event
7. Exclusion of Liability
7.1 The Organiser takes no responsibility:
7.1.1 for Buyers, or where applicable Executive Buyers, who miss their flights/travel arrangements;
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/travel cancellation or delay;
7.1.4 if the Buyer or Executive 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 Buyer or Executive Buyer and the airline.
Any replacement flights and other costs incurred in relation to the above will be at the expense of the Buyer or Executive Buyer or airline, where appropriate.
7.2 The Buyer and Executive Buyers must obtain adequate travel insurance coverage for their stay and it is recommended in particular that Buyers and Executive Buyers take out adequate cancellation insurance to cover insurance for their baggage and appropriate medical insurance (including cases of COVID-19 preventing travel) as well as any travel related costs due to cancellation.
7.3 Individual visa requirements, travel, travel permits, other licences and inoculations will be the sole responsibility of the 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 Buyers or Executive Buyers to the Event or to provide flights, hotels, transfer appointments, events or other services to Buyers or Executive 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 Buyer or Executive Buyer by email.
7.5 The Organiser shall not be liable to the Buyer or Executive 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 Buyers or Executive Buyers attendance at the Event.
7.6 The Organiser shall not be liable for the death or personal injury of any Buyer or Executive Buyer save where such liability cannot be excluded under English Law.
7.7 The total aggregate liability of the Organiser to the Buyer or Executive 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 €900 (nine hundred euros).
8. General – Buyers and Executive Buyers
8.1 Completion of an on line or other application form and payment of a non-refundable Registration Fee as set out above in clause 1 applying to become a Buyer or Executive Buyer at the Event does not automatically guarantee a place on the Buyer or Executive Buyer Programme. Applicants will be notified in writing by the RX Event Team if their application is successful. RX’s decision is final. Only one (1) 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 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 Buyer (with accommodation), Buyer (without accommodation) or Executive Buyer from the Buyer Programme and to withdraw entry, complimentary 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.
8.4 Persons accompanying the Buyer or Executive Buyer are not included in any offers regarding the Buyer or Executive Buyer Programme.
8.5 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. The Organiser understands that a number of Buyers would like to take an accompanying person with them when travelling to destinations where ILTM events take place. However, the Organiser would like to draw Buyer/Executive Buyer’s attention to the following points:
• The Event Team may 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.
8.6 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 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 English and Welsh courts shall have exclusive jurisdiction in respect hereof.
8.6 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 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 Buyer’s responsibility to arrange his or her own transport between home and host destination.
"ILTM " is a registered trademark of the Organiser.
Updated: 21/04/2023