INTRODUCTION

These terms and conditions govern your participation at ILTM Latin America which is owned and operated by Reed Exhibitions Alcantaria Machado LTDA (CNPJ Number 02.162.646/0001-09) whose registered office is at Rua Bela Cintra, 1200, 7° andar, São Paulo, 01415- 001, Brazil, or any of its subsidiaries from time to time (“RX”).

1.         DEFINITIONS

ILTM Latin America or Exhibition means the International Luxury Travel Market Latin America to be held at Bienal Pavilion, São Paulo, Brazil from 4–7 May 2026 which is owned and organized by RX.

Exhibitors means exhibitors who have contracted with RX to take table space at the Exhibition.

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

Buyer means the person, approved in writing by RX, who will be granted access to the Exhibition as a buyer of luxury travel products and services to mandatorily participate in the PSA Programme. In some cases, complimentary accommodation and flight contributions are provided by RX (i.e., qualified as a "Buyer (With Accommodation)" or a "Buyer (With Flight Contribution))".

Pre-Scheduled Appointment (PSA) Programme means the appointment programme operated by RX to co-ordinate the appointments of the Hosted Buyer with Exhibitors during the Exhibition.

Show Team or ILTM Latin America Team means the ILTM Latin America team at RX of Rua Bela Cintra 1200, Cerqueira César, São Paulo – SP, 01415-001, Brazil.

2.         QUALIFICATION

To participate in any ILTM event, all participants must be previously qualified and approved in writing by RX.

Criteria needed to qualify as an ILTM Latin America buyer are:

• You must operate on an outbound basis to multiple markets, across a minimum of two continents.
• You will need to show evidence of recent bookings placed in luxury travel.
•  You MUST provide us with three references, two of which must be direct property bookings and only one of which can come from a recognized DMC. All bookings must be made within the last 6 months to demonstrate recent and future bookings.
• Be an established player in the marketplace for a minimum of 12 months.
• Be a senior decision maker with the authority to procure luxury travel products and services.
• You do not intend to sell or promote your product at the exhibition.

Applications to qualify for ILTM Latin America 2026 must be received by February 9, 2026.

Any applications received after February 9, 2026, will be considered for next year’s Exhibition.

3.         PARTICIPATION FORMATS

Invitations to Buyers are at the discretion of the ILTM Latin America Team, who will qualify and define participation formats and invitation inclusions.

3.1      BUYER (APPOINTMENT ONLY)

For a non-refundable fee of BRL 250/USD 50, "Buyers (Appointment Only)" will receive:

• Entry to the ILTM Latin America Opening Cocktail.
• Pre-scheduled appointments from 4–7 May 2026.
• Entry to official ILTM Latin America closing party.

3.2      BUYER (WITH ACCOMMODATION)

For a non-refundable fee of BRL 250/USD 50, "Buyers (With Accommodation)" will receive:

• Entry to the ILTM Latin America Opening Cocktail.
• Pre-scheduled appointments from 4–7 May 2026.
• Entry to official ILTM Latin America closing party.
• Up to four nights’ accommodation on a bed-and-breakfast basis at one of the Show Team's preferred hotels between 4 and 7 May 2026 only. RX 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 any additional upgrade charges shall be borne by the Buyer.

3.3       HOSTED BUYERS (WITH FLIGHTS)

For a non-refundable fee of BRL 250/USD 50, "Buyers (With Flight Contribution)" will receive:

• Entry to the ILTM Latin America Opening Cocktail.
• Pre-scheduled appointments from 4–7 May 2026.
• Entry to official ILTM Latin America closing party.
• Up to four nights’ accommodation on a bed-and-breakfast basis at one of the Show Team's preferred hotels between 4 and 7 May 2026 only. RX 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 any additional upgrade charges shall be borne by the Buyer.
• A flight contribution (rebate) to Sao Paulo Guarulhos International Airport (GRU) from selected locations*

*The location of the Buyer determines the flight contribution value. Please refer to clause four for further details.

3.4       EXECUTIVE BUYER

For a non-refundable fee of BRL 1500/USD 280, “Executive Buyers” will receive:

• Entry to the ILTM Latin America Opening Cocktail.
• Entry to official ILTM Latin America Closing Party.
• Access to the appointment system to request self-scheduled meetings during the Exhibition.

Executive Buyers are expected to:

• Arrange their travel and accommodation to ILTM Latin America independently and at their own cost (if necessary).
• If not yet qualified, agency must enter qualification process at least 2 months prior to the event (9 February 2026). For more information on qualification process, please refer to item 2.

3.5       CONDUCT OF BUYERS

3.5.1    As a condition of receiving the services in relation to the Exhibition, all Buyers will be required to:

• Submit their online application form within the specified timeframe.
• Actively participate in the Pre-Scheduled Appointments Programme, by selecting and ranking at least 80 appointment preferences within the specified timeframe.
• Attend all scheduled meetings and events in their diary, as scheduled by the appointment system and Show Team.
• Complete the official Event post-show survey (sent via email) and rate their appointments (via the ILTM app).
• Wear their delegate badge and appropriate business dress as a condition of entry to the Exhibition.
• Attend all three appointment days between 4–7 May 2026. Buyers are not permitted to leave the Exhibition until all appointments are completed (Buyers wishing to leave early must obtain prior written consent from the Show Team, otherwise cancellation fees will apply as set out below in clause 5).

3.5.2    Failure by any person to comply with the requirements stated above may result in immediate cancellation of attendance with penalty fees (refer to "Cancellation" section below), as well as a review of the Buyer qualification status and/or exclusion from future ILTM Buyer Programmes without refund of any sums that may have already been paid by that attendee.

3.5.3    A significant shortfall by the Buyer on the minimum commitment with respect to attending appointments shall be treated by the ILTM Latin America Team as a cancellation and cancellation fees will apply (refer to "Cancellation" section below).

4.         TRAVEL & ACCOMMODATION

4.1       Regardless of qualification status, all Buyers shall provide their travel details to the Show Team by April 3, 2026, (ideally via the Buyer Zone, or to [email protected]).

4.2       For Buyers qualified as “With Accommodation” and “With Flight Contribution,” RX will provide up to four nights’ accommodation in São Paulo between the dates of May 4–7, 2026. This will be on a single occupancy bed and breakfast basis. RX will not be responsible for extra room costs incurred during the stay. This includes double occupancy charges and food & beverage charges. Any room upgrades will be solely at the discretion of the hotel management and any additional upgrade charges shall be borne by the Buyer.

4.3       Allowing greater flexibility, Buyers are responsible for booking their own flights. The ILTM Latin America Team will supply any Buyer qualified as a “Buyer (With Flight Contribution)” with a return flight rebate from an agreed point of departure to GRU Airport as per below:

4.4       All flights shall arrive at GRU Airport on May 4 at the latest and shall depart from May 8 onwards. Please note that these arrangements are non-transferable. The flight times must be allocated to ensure full participation at the Exhibition. Any additional costs in reaching the agreed departure airport will be the responsibility of the Buyer.

4.5       The flight rebate value shall be calculated by the ILTM Latin America Team based on airfare plus boarding taxes only, excluding commissions and other taxes.

4.6       Before booking your flight, please confirm your chosen flight itinerary with the Show team to ensure cost and timings are acceptable (including if the cost is equal to or below your flight rebate). Flights that are booked without Show Team authorization will not be reimbursed.

4.7       Reimbursement will only be made if an acceptable 'proof of purchase' is provided to [email protected]. To apply for a flight rebate payment, Buyers will need to provide the following:

• A copy of your air ticket where the total amount paid appears.
• Your company’s bank details.
• An invoice in USD in the value of your approved rebate amount to:

BNetwork
1 RueRaphaël
06400 Cannes – France

4.8       Reimbursements via the invoicing method will be made in USD (up to the agreed value) in the form of bank transfer within 90 days after the Event. Flights booked in currencies other than USD will be reimbursed at the USD equivalent amount calculated in accordance with the foreign currency exchange rate available at the time of processing the Buyer’s reimbursement.

4.9       Reimbursement will only be processed once the Buyer’s attendance at the Event has been validated and all information has been received by the Show Team.

4.10       In case the Buyer fails to deliver all items requested on paragraph 4.7 by the date of the event, or in case the documents presented do not meet minimum requirements, ILTM reserves the right not to pay the flight rebate in question.

4.11       In case of cancellation or no-shows at ILTM Latin America 2026 the flight rebate will be automatically cancelled.

4.12       RX takes no responsibility for Buyers who miss their flights. Any replacement flights will be at the expense of the Buyer.

4.13    RX will only reimburse the cost of the flight ticket (including taxes and charges) up to the maximum amount agreed by the Show Team. Early check-in fees and the cost of one checked bag per person must be included in the agreed reimbursement amount.

4.14    RX will not reimburse the cost of upgrades, flight change fees or travel insurance.

4.15    RX will not reimburse flights that have been booked using frequent flyer or air miles.

4.16    RX will not reimburse flight costs for Hosted Buyers who cancel their participation.

4.17    All Buyers must obtain and be responsible for adequate insurance coverage and the appropriate inoculations for their stay. It is recommended to have adequate cancellation insurance, insurance for baggage and for any medical eventualities.

4.18    Whilst the ILTM Team will use their reasonable endeavors to provide assistance, any delay or loss of baggage will solely be the responsibility of the airline, and any subsequent dispute shall be directly between the traveler and the airline.

4.19    RX Global shall have no liability to the Hosted Buyer (with flights) if Buyer is refused permission to board the aircraft or is refused entry to Brazil or denied a visa.

5.         CANCELLATION & REPLACEMENTS

5.1       Replacements: Invitations to all Buyers are non-transferable. If a Buyer is unable to attend, they may request that a colleague from their organization participate as a replacement. Replacements are only permitted with prior approval from the ILTM Latin America Team. Where a replacement is accepted, no cancellation fee will apply. Requests for replacements must be submitted no later than 7 days before the event, by 27 April 2026.

5.2       Cancellation of Attendance: Buyers may cancel their participation in the Exhibition without penalty before 18 March 2026. Cancellations received on or after 18 March 2026 but before 27 April 2026 will incur a fee of USD 800. Cancellations received after 27 April 2026 will be treated as a No Show and charged USD 900.

5.3       Notification of Cancellations: All cancellations must be submitted in writing to the ILTM Latin America Team at [email protected] and must be acknowledged by the dates specified above.

5.4       No Show: Any Buyer who fails to notify the ILTM Latin America Team of their cancellation and does not attend the event will be considered a No Show and charged a fee of USD 900. No-shows may also affect eligibility for invitations to future ILTM events.

5.5       No Show to Appointments: All Buyers are required to attend all meetings in their final diary, as no-shows will negatively affect the Exhibitors’ diary. A maximum number of 3 reported no-shows will be tolerated at the event. Starting from the fourth reported no-show onwards, a fee of USD 100 per missed appointment will apply. If the Buyer has been reported in over ten no shows, a fee of USD 1000 will incur. No-shows may also threaten future invitations to ILTM events. Attendance to all appointments will be closely monitored onsite by the ILTM Latin America Team.

5.6       CANCELLATION OF ATTENDANCE FEES AND NO-SHOW FEES SHALL BE PAYABLE BY ANY BUYER WITHIN 14 DAYS OF THE CLOSING DATE OF ILTM LATIN AMERICA. THE ILTM LATIN AMERICA TEAM SHALL TAKE PAYMENT OF SUCH CANCELLATION AND NO-SHOW FEES FROM THE BUYER’S CREDIT CARD (DETAILS OF WHICH MUST BE PROVIDED DURING REGISTRATION) 14 DAYS AFTER THE CLOSING DATE OF ILTM LATIN AMERICA IF THE PAYMENT HAS NOT BEEN MADE BY OTHER MEANS. THE ILTM LATIN AMERICA TEAM WILL PROVIDE THE BUYER WITH A RECEIPT IN RESPECT OF SUCH CREDIT CARD CHARGES FOR CANCELLATION OF ATTENDANCE FEES AND NO-SHOW FEES.

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

6.             ILTM FAMILIARISATION TRIPS (FAM TRIPS)

6.1       No shows and cancellations from a Pre- or Post-Show Adventure Trip will be subject to a BRL 500 charge made at the discretion of RX and/or the Fam Host.

6.2       Charges will be made to all participant’s credit card which was used upon registration for ILTM Latin America 2026.

6.3       Buyers qualified as “Appointment Only,” “With Accommodation,” and “With Flight Contribution” prior to a specified timeframe will be considered for participation in Fam Trips.

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

7.             EXCLUSION OF LIABILITY

7.1       The ILTM Latin America Team takes no responsibility:

7.1.1    For Buyers who miss their 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 cancellations or delays.

7.1.4    If the Buyer is refused permission to board the aircraft or is refused entry to Brazil.

7.1.5    For any delay or loss of baggage or excess baggage charges – any subsequent dispute shall be directly between the traveler and the airline.

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

7.3       All Buyers must obtain adequate travel insurance coverage for their stay, and it is recommended in particular to have adequate cancellation insurance to cover the instances referred to in paragraph 7.1, insurance for their baggage and medical insurance.

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

7.5       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 RX. RX, 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 RX’s or its subcontractors’ control which shall make it impossible or inadvisable for RX using its reasonable discretion to hold the Event at the time and place provided or interferes with RX’s ability to get the Buyers to the Event or to provide flights, hotels, transfer appointments, events or other services to Buyers. RX reserves the right to re-schedule the Event at another date and/or at an alternative site, which will be advised to the Buyer by email.

7.6       RX shall not be liable to Buyers, 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’ attendance at the Event.

7.7       RX shall not be liable for the death or personal injury of any Buyer save where such liability cannot be excluded under Brazilian Law.

7.8       The total aggregate liability of RX to the Buyer in respect of their attendance at the Exhibition under these Terms and Conditions whether in contract, tort (including negligence) or otherwise shall not exceed USD 1,800.

8.              GENERAL

8.1       Completion of an online or other application form applying to become a Buyer at the Event does not automatically guarantee a place at the Event. Applicants will be notified in writing by the Show Team if their application is successful. The Show 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.

8.2       Successful applicants will only be accepted as "Buyers (With Accommodation),” "Buyers (With Flight Contribution)," "Buyers (Appointment Only)" and Executive Buyers at the Exhibition 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       RX reserves the right to remove any Buyer from the Programme and to withdraw flight rebates, 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       It is important for all types of Buyers to understand that the Exhibition is solely for business purposes and targeted at influential people working within the luxury travel industry.

We understand that a number of Buyers would like to take an accompanying person along them when travelling to destinations where ILTM events take place. This is perfectly acceptable; however, we would like to draw your attention to the following points:

• The ILTM Team can book a twin/double room, but any additional costs incurred in respect of the room or breakfast or otherwise for the accompanying person are payable by the guest upon check out.
• The ILTM Team will not be able to advise on the additional costs until the accommodation has been confirmed; charges will vary according to the hotel.
• No flights can be booked by the ILTM Team for the accompanying person.
• The Exhibition, networking events (both business and social) and FAM trips are purely for qualified ILTM badge holders only and accompanying persons will not be allowed entry to the venues.

8.5       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.

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

Organised by RX (Reed Exhibitions Alcantaria Machado LTDA), ILTM events introduce global luxury travel buyers to an unrivalled collection of international travel experiences.

ILTM also invites editors and journalists to attend these events to gather information about the world’s most sought after destinations, luxurious accommodation and unique travel experiences as well as attend valuable, knowledge-led education sessions.

Media accreditation for all ILTM events is open only to senior editors, journalists and influencers within the following media within the following categories:

• Luxury Travel Consumer Press
• Luxury Consumer Press with influential travel sections
• Travel Trade Media with specific luxury travel sections
• Freelance Writers focusing on luxury travel with ongoing relationships with media as above
• Luxury Travel bloggers and influencers
• Leading newspapers with key travel sections or supplements
• Radio stations with relevant formats on luxury travel
• TV stations and production companies with relevant formats on luxury travel 

N.B. Meeting the minimum criteria does not guarantee acceptance.

Accreditation is not permitted to: 

• Publishers and members of publishing companies
• Sales staff
• Advertising and marketing staff
• PR agencies and media companies
• Photographers

Media registration will close 10 days before each event. All media are required to be prequalified and it is not possible to register onsite. ILTM reserves the right to refuse admission to all those who are not registered in advance of the show.