1.          DEFINITIONS

ILTM Latin America or Event means the International Luxury Travel Market Latin America (the “Event”) to be held at Bienal Pavilion, São Paulo, Brazil from 07^th – 10^th May 2024 which is owned and organised by Reed Exhibitions Alcantaria Machado LTDA (“RX”).

Exhibitors means exhibitors who have contracted to take table space at ILTM Latin America 2024 with RX.

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

Hosted Buyer means the luxury travel trade professional, who has been approved as a Buyer, has accepted these Terms and Conditions and has been accepted in writing by RX with authority to attend the Event as a buyer of luxury travel products where complimentary accommodation, transfers and, in some cases, flight contributions are provided by RX (i.e., qualified as a "Buyer (With Accommodation)" or a "Buyer (With Flight Contribution)".

Appointment Only Buyer means the luxury travel trade professional, who has been approved as a "Buyer (Appointment Only)", has accepted these Terms and Conditions and has been accepted in writing by RX with authority to attend the Event as a buyer of luxury travel products and services on a non-hosted basis (i.e., without flight contributions, transfers or accommodation provided by RX).

Pre-Scheduled Appointment System means the appointment programme operated by RX to co-ordinate the appointments of the Hosted Buyer with Exhibitors during the Event.

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

 

2.          QUALIFICATION

In order to participate at any ILTM events, all participants must be previously qualified. Criteria needed to qualify as an ILTM Latin America Buyer ("With Accommodation", "With Flight Contribution", "Appointment Only" or "Executive Buyer") are:

– Buyer must operate on an outbound basis to multiple markets, across a minimum of two continents;

– Buyer will need to show evidence of recent bookings placed in luxury travel;

– Buyer MUST provide RX with three references, two of which must be direct luxury property bookings - all bookings must be made within the last 6 months for future months;

– Buyer must be an established player in the marketplace for a minimum of 12 months;

– Buyer must be a senior decision maker with the authority to procure luxury travel products and services; and

– Buyer does not intend to sell or promote your product at ILTM Latin America.

Requests to qualify for ILTM Latin America 2024 must be received by 5pm (São Paulo time) on February 08^th, 2024.

Any applications received after February 08^th, 2024 will be considered for ILTM Latin America’s next edition.

 

3.          PARTICIPATION FORMATS

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

3.1        APPOINTMENT ONLY BUYERS

For a fee of BRL 100/USD 20, "Buyers (Appointment Only)" will receive from ILTM Latin America:

– Entry to the ILTM Latin America Opening Cocktail;

– Pre-scheduled appointments from 07^th – 10^th May 2024; and

– Entry to official ILTM Latin America closing party and ILTM Latin America networking events.

3.2        HOSTED BUYERS (WITH FLIGHT CONTRIBUTION)

For a fee of BRL 100/USD 20, "Buyer (With Flight Contribution)" will receive from ILTM Latin America:

– Flight rebate from selected airports to GRU airport;

– Up to 4 nights’ accommodation on single basis with breakfast at one of the Show Team's preferred hotels;

– Entry to the ILTM Latin America Opening Cocktail;

– Pre-scheduled appointments from 07^th – 10^th May 2024; and

– Entry to official ILTM Latin America closing party and ILTM Latin America networking events.

3.3        HOSTED BUYERS (WITH ACCOMMODATION)

For a fee of BRL 100/USD 20, "Buyers (With Accommodation)" will receive from ILTM Latin America:

– Up to 4 nights’ accommodation on single basis with breakfast at one of the Show Team's preferred hotels;

– Entry to the ILTM Latin America Opening Cocktail;

– Pre-scheduled appointments from 07^th – 10^th May 2024; and

– Entry to official ILTM Latin America closing party and ILTM Latin America networking events.

3.4        EXECUTIVE BUYER

For a fee of BRL 1050/USD 210, Executive Buyers will receive from ILTM Latin America:

– Entry to the ILTM Latin America Opening Cocktail; and

– Entry to official ILTM Latin America closing party and ILTM Latin America networking events.

Executive Buyers are expected to:

– Arrange their travel and accommodation to ILTM Latin America independently and at their own cost;

– Ensure the fee of BRL 1050/USD 210 is paid to the ILTM Latin America Team. The ILTM Latin America Team shall take the payment from the Executive Buyer's credit card upon registration. All payments will be processed in BRL according to Brazil Central Bank exchange rate of the day.

– Be previously qualified by the ILTM Latin America Team (refer to item 2).

– If not yet qualified, agency must enter qualification process at least 2 months prior to the event (i.e. by 08^th February 2024). For more information on qualification process, please refer to item 2.

3.5        CONDITIONS TO ALL APPOINTMENT HOLDING BUYERS

3.5.1     As a condition of receiving the complimentary services from ILTM Latin America, "Buyers (With Accommodation)", "Buyers (With Flight Contributions)" and "Buyers (Appointment Only)":

– Submit their online application form within the specified timeframe.

– Actively participate in the Pre-Scheduled Appointments Programme, by selecting at least 80 appointment preferences within the specified timeframe.

– Attend all meetings, networking and educational sessions scheduled by the Show Team and included by the Show Team in their diary; and

– Wear business casual dress as a condition of entry to the Event.

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, at RX’s discretion, by the RX Show Team as a cancellation and cancellation fees will apply (refer to "Cancellation" section below).

 

4.          TRAVEL

Allowing greater flexibility, all Buyers are responsible for booking their own flights. The Show Team will supply the Buyer with a return flight rebate from an point of departure (agreed by RX in writing) to GRU Airport as per below:

 

4.1        All flights shall arrive to GRU Airport on May 07^h the latest and shall depart from May 10^th onwards. Please note that these arrangements are non-transferable. The flight times must be allocated to ensure full participation at the Event. Any additional costs in reaching the agreed departure airport will be the responsibility of the Buyer.

4.2        The flight rebate value shall be calculated by the Show Team based on airfare plus boarding taxes only; excluding commissions and other taxes.

4.3        Each Hosted Buyer who is arranging their own travel shall provide their travel details to the Show Team by Wednesday 5 April 2024 by email to [email protected]. The flight rebate shall be paid within up to 30 days after ILTM Latin America and by invoice only.

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

4.5        To apply for flight rebate payment, Buyer will need to provide the following:

– A copy of their air ticket where the total amount paid appears;

– Their company’s bank details; and

– An invoice in USD in the value of their approved rebate amount to:

BNetwork
1 RueRaphaël
06400 Cannes – France

4.6        In case the Buyer fails to deliver all items requested on paragraph 4.4 by the date of the Event, or in case the documents presented do not meet minimum requirements, RX reserves the right not to pay the flight rebate in question.

4.7        In case of cancellation or no-shows at ILTM Latin America 2024 the flight rebate will be automatically cancelled.

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

4.9        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.

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

4.11     RX will not reimburse flights that have been booked using frequent flyer or Air miles.

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

4.13     The Show Team will provide to "Buyers (With Accommodation)" and "Buyers (With Flight Contributions)" up to 4 nights’ accommodation in São Paulo between the dates of May 07^th – 10^th, 2024. This will be on a single occupancy bed and breakfast basis. The Show Team 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.

4.14     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.

4.15     Whilst RX will use their reasonable endeavours 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.

4.16     RX shall have no liability to the Buyer if they are refused permission to board the aircraft or refused entry to Brazil/denied a visa.

 

5.          CANCELLATION & REPLACEMENTS

5.1        Replacements: Invitations to all Buyers are non-transferable. In instances where any Buyer needs to cancel their participation, they may request that a colleague from their organization attends as a replacement. On the condition that the replacement is accepted by the Show Team, a cancellation fee will not apply.

5.2        Cancellation of attendance: whilst not encouraged, all Buyers may cancel their attendance to the Event with no penalty before 29^th March 2024. Cancellations received on or after 30^th March 2024 will incur a fee of USD 800.

5.3        All cancellations must be received by the Show Team in writing ([email protected])

and must be acknowledged by the dates specified above.

5.4        No Show: any Buyer who does not inform the Show Team of their cancellation and does not attend ILTM Latin America without prior notice will be charged a no-show fee of USD 900. No-shows may also threaten future invitations to ILTM events.

5.5        No show to Appointments: All Buyers are required to attend all meetings in their final diary, as any 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 4^th 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 Show Team.

5.6        CANCELLATION OF ATTENDANCE FEES, NO SHOW FEES AND FLIGHT CANCELLATION FEES SHALL BE PAYABLE BY ANY BUYER WITHIN 30 DAYS OF THE CLOSING DATE OF ILTM LATIN AMERICA. THE SHOW TEAM SHALL TAKE PAYMENT OF SUCH CANCELLATION AND NO-SHOW FEES FROM THE BUYER’S CREDIT CARD (DETAILS OF WHICH MUST BE PROVIDED BY THE BUYER ON REGISTRATION) 30 DAYS AFTER THE CLOSING DATE OF ILTM LATIN AMERICA IF THE PAYMENT HAS NOT BEEN MADE BY OTHER MEANS. THE SHOW 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.

5.8        In instances where an Executive Buyer needs to cancel their participation, they may request that a colleague from their organization attend as a replacement. The Show Team reserves the right to accept or decline the proposed replacement.

5.9        Cancellation, No-Show, and Executive Buyer Fees shall be charged in BRL according to PTAX rate agreed.

5.10     In instances where the Executive Buyer cancels their participation at the Event, the BRL 1050/USD 210 initially paid by the Executive Buyer to RX will not be refunded.

 

6.              ILTM FAMILIARISATION TRIPS (FAM TRIPS)

6.1        ‘No-shows’ and cancellation from a Pre and 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 2024.

6.3        "Buyers (With Accommodation)", "Buyers (With Flight Contributions)" and "Buyers (Appointment Only)" who qualified 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        RX takes no responsibility:

7.1.1     For "Buyers (With Flight Contributions)" who miss their ILTM Latin America 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 "Buyers (With Flight Contributions)" is refused permission to board the aircraft or is refused entry to Brazil; and

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        "Buyers (With Accommodation)", "Buyers (With Flight Contributions)", "Buyers (Appointment Only)" and Executive 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 licences and inoculations will be the sole responsibility of the Buyer including any necessary costs incurred.

7.5        RX, it's agents, it's employees, and its subcontractors shall not be liable for loss, damage or delay resulting from acts or threats of war, hijack, terrorist activity, civil commotion, industrial disputes, fuel shortages, natural disasters or adverse weather conditions, strikes or lockouts intervention or regulation, military activity, epidemics or any other circumstances outside the RX’s or its subcontractor’s control which shall make it impossible or inadvisable for RX to hold the Event at the time and place provided or makes it impossible to get the Buyers to the Event or to provide flights, hotels, transfers, 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.

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

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

7.8        RX’s liability to the Buyer in respect of their attendance at the Event under these Terms and Conditions whether in contract, tort or otherwise shall not exceed USD 1800.

 

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. Applicants will be notified 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 Contributions)", "Buyers (Appointment Only)" and Executive Buyers at 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 provided their credit card details.

8.3        In order to fulfil our obligations with regards to your participation and your pre-scheduled appointments, your name and company will be visible within our system.

8.4        RX reserves the right to remove any Buyer from the programme, and to withdraw flight rebates and accommodation at its complete discretion without liability if it is in the best interests of ILTM Latin America and the ILTM Latin America exhibitors.

8.5        It is important for all types of Buyers to understand that the Event is solely for business purposes and targeted at influential people working within the luxury travel industry.

RX understand that a number of "Buyers (With Accommodation)", "Buyers (With Flight Contributions)", "Buyers (Appointment Only)" and Executive Buyers would like to take an accompanying person along with 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 Show 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 Show 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 Show Team for the accompanying person.

– The Event, 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.

8.6        RX 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 Show, and subject to the ILTM Privacy Policy at www.iltm.com/en/Privacy-Policy.

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 Brazilian law. The parties hereby irrevocably acknowledge and agree that the Brazilian courts shall have exclusive jurisdiction in respect hereof and any disputes arising under these terms will be governed by Brazilian law and are subject to the non-exclusive jurisdiction of the Brazilian Courts.