ILTM North America Hosted Buyer and Executive Buyer Terms and Conditions 2022

Introduction

These terms and conditions govern your participation at ILTM North America 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 North America" or "Event" means the International Luxury Travel Market North America to be held at Riviera Mayakoba, Mexico from 19th – 22nd September 2022.

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

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").

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

Event Team means the ILTM North America personnel team for organising and managing the Event.

 

2.    Hosted Buyers (with flights)

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

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

• accommodation and breakfast at one of the Organiser’s preferred hotels;

• return/round-trip transfers from Cancun Airport;

• entry to the ILTM North America Opening Session on 19th September 2022;

• pre-scheduled appointments from 20th – 22nd September 2022

• Entry to the official ILTM North America evening party and ILTM North America networking events.

*Flights are at the lowest cost fare available, non-refundable, non-changeable and not 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, re-routing, stop-over, flight change fees 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 Buyers (without flights) will receive from the Organiser, complimentary:

• accommodation and breakfast at one of the Organiser’s preferred hotels;

• return/round-trip transfers from Cancun Airport;

• entry to the ILTM North America Opening Session on 19th September 2022;

• pre-scheduled appointments from 20th – 22nd September 2022

• Entry to the official ILTM North America evening party and ILTM North America networking events.

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

• participate actively in the Pre-Scheduled Appointment Programme; Hosted Buyers will be required to select and rank in order of importance 80 (eighty) appointment preferences, completing the appointment selections within the stated timeframe indicated to them by the Event Team;

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

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

• Attend all three full days of appointments between 19 – 22 September 2022. 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 North America Hosted Buyer Programme and future ILTM North America 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 Event Team) by the Hosted Buyer in respect of the minimum commitment to attend appointments, shall be treated by the Event Team as a cancellation and cancellation fees will apply (see “Cancellation” sections 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 Event Team will supply the Hosted Buyer (with flights) with a return flight from an agreed point of departure to Cancun Airport. All flights shall depart on 19th September 2022 (depending on point of departure) with arrival in Cancun Airport on 19th September 2022 and shall depart from Cancun Airport on 23rd September 2022 depending on the final destination point. Please note that these arrangements are non-transferable and are personal to the Hosted Buyer. The flight times will be allocated to ensure maximum time at the Event. Airport 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 Event Team shall be standard economy fare. No upgrades are available.

3.2    The Organiser takes no responsibility for Hosted Buyers (with flights) who miss their flights to or from the Event. 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 must provide their travel details to the Event Team by 25th August 2022 by email to iltmnorthamerica@rxglobal.com.

3.4    The Organiser will provide the Hosted Buyer with a return transfer from Cancun Airport to their accommodation in Riviera Mayakoba. This will be either by car, minibus or coach.

3.5    The Organiser will provide the Hosted Buyer with four nights’ accommodation in Riviera Mayakoba (depending on the package offered) between the dates of 19th – 23rd September 2022. Accommodation is provided on a bed and breakfast 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.

 

4.    Cancellation by the Hosted Buyer

4.1    Replacements: Invitations to Hosted Buyers are non-transferable and personal to the Hosted Buyer. In instances where Hosted Buyers need to cancel their participation, they may submit a written request that a colleague from their organisation attends as a replacement. On the condition that the replacement is accepted in writing by the Event Team, a cancellation fee will not apply.

4.2    Cancellation of attendance: Whilst not encouraged, Hosted Buyers may cancel their attendance at the Event with no penalty before 5th August 2022. Cancellations received on or after 5th August 2022 but before 10th September 2022 will incur a fee of US$800. Cancellations received on or after 10th September 2022 will incur a fee of US$900. All cancellations must be received by the Event Team in writing by email to iltmnorthamerica@rxglobal.com and receipt must be acknowledged by the dates specified above.

4.3    No-Show: Hosted Buyers who do not inform the Event Team of their cancellation and do not attend the Event will incur a no-show fee of US$900, plus any applicable flight cancellation fees.

4.4     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 $100 for each missed Pre-Scheduled Appointment. If Exhibitors report over ten no shows from a single Hosted Buyer, that Hosted Buyer will incur a cancellation fee of $900 and will not be invited to future ILTM events.

4.5    Cancellation of flights:

• Hosted Buyers (with flights) from North/Central America who cancel their flight on or after the flight has been booked or do not show up for the scheduled flights will be charged a flight cancellation fee of US$500 by the Organiser in addition to any cancellation of the Event attendance fee.

• Any name changes to flight tickets, or replacements which result in name changes to flight tickets, are subject to an administration fee of US$500 payable to the Organiser if requested on or after September 10th.

4.6    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 EVENT TEAM SHALL TAKE PAYMENT OF SUCH CANCELLATION AND NO-SHOW 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 EVENT TEAM WILL PROVIDE THE HOSTED BUYER WITH A RECEIPT IN RESPECT OF SUCH CREDIT CARD CHARGES FOR CANCELLATION OF ATTENDANCE FEES, NO-SHOW FEES AND FLIGHT CANCELLATION 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 US$700 (inclusive of VAT) Executive Buyers will receive from the Organiser:

• access to the ILTM North America online diary to scheduled meetings;

• entry to the ILTM North America Opening Session on 19th September 2022;

• Entry to the official ILTM North America evening party and ILTM North America 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 US$700, is paid to the Organiser. The Event Team shall take the payment from the Executive Buyer’s credit card (details of which must be provided by the Executive Buyer upon registration).

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 Executive Buyers need to cancel their participation, they may request in writing by email to iltmnorthamerica@rxglobal.com that a colleague from their organisation attends as a replacement in their stead. The Event Team 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 US$700 initially paid by the Executive Buyer to the Event Team 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 flights to the Event venue;

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

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 Mexico;

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.

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 hinders 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    Neither the Organiser, nor its agents, employees, and subcontractors shall 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 $US900.

 

8.    General – Hosted Buyers and Executive Buyers

8.1    Completion of an on-line 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 18 years of age or older.

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 or an Executive Buyer from the Hosted Buyer 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 the Hosted Buyer’s or Executive Buyer’s 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    It is important for any participating Exhibitor, buyer or member of the media to understand that the ILTM North America is solely for business purposes and is 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 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. 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, networking events (both business and social) and Fam Trips (if applicable) are purely for qualified ILTM North America badge holders only.
• As part of your participation as a Buyer, it is compulsory to complete the official ILTM North America post-show survey and rate your appointments.

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 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.

8.7    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/

8.8    “Hosted Buyer” and "ILTM North America" are registered trademarks of The Organiser.