TERMS AND CONDITIONS 2023
Introduction
These terms and conditions govern your participation at ILTM North America 2023 which is owned and operated by Reed Events Limited (Company Number 05893942) whose registered office is at Gateway House, 28 The Quadrant, Richmond, Surrey TW9 1DN, UK, or any subsidiaries (or subsidiaries of its parent company) 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 Baha Mar, 1 Baha Mar Blvd, Nassau, Bahamas from 18th – 21st September 2023.
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) on the basis of these terms and conditions.
Hosted Buyer means the luxury travel trade professional who has been registered as a hosted buyer, who 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 flight contribution" and "without flight contribution" as may be determined by the Organiser).
Pre Scheduled Appointment means the appointment- matching programme operated by the Organiser to co-ordinate the appointments of the Hosted Buyer with Exhibitors during the Event.
Event Team means the ILTM North America personnel team organising and managing the Event.
2.1 Hosted Buyers (with flight contribution)
Hosted Buyers (with flight contribution) will receive from the Organiser:
• Flight contribution to Nassau International Airport from selected airports*
• accommodation at one of the Organiser’s preferred hotels (with the exact hotel and number of nights to be determined by the Organiser);
• return/round-trip transfers from Nassau International Airport to host hotel;
• entry to the ILTM North America Opening Session on 18th September 2023;
• pre-scheduled appointments from 19th – 21st September 2023
• Entry to the official ILTM North America 2023 evening party and ILTM North America 2023 networking events.
* The location of the company that the Hosted Buyer represents determines the flight contribution value: - Canadian airline companies: contribution up to US$ 1,000
- Mexican airline companies: contribution up to US$ 1,000
- United States airline companies: contribution up to US$ 700
Reimbursement payment terms
• RX will only reimburse the cost of the flight ticket (including taxes and charges) up to the maximum amount stipulated (in writing) by the Event Team. Early check-in fees and the cost of one checked bag per person may be included in the agreed reimbursement amount (at Organiser’s discretion);
• RX will not reimburse the cost of upgrades, flight change fees or travel insurance;
• RX will not reimburse flights that have been booked using frequent flyer or Air miles;
• Reimbursement will only be made if an acceptable ‘proof of purchase’ is provided. An E-ticket receipt, or a copy of paper tickets sent by email to [email protected] is acceptable;
• Reimbursements will be made in $US Dollars (up to the value stipulated by the Event Team) in the form of bank transfer within 90 days after the Exhibition. Flights booked in currencies other than $US Dollars will be reimbursed at the $US Dollars equivalent amount calculated in accordance with the foreign currency exchange rate available at the time of processing the Hosted Buyer’s reimbursement;
• Reimbursement will be processed once Hosted Buyer’s attendance at ILTM North America has been validated and all information has been received by the Event Team; and
• RX will not reimburse flight costs for Hosted Buyers who cancel their participation.
2.2 Hosted Buyers (without flight contribution)
Hosted Buyer (without flight contribution) will receive from the Organiser:
• accommodation at one of the Organiser’s preferred hotels (with the exact hotel and number of nights to be determined by the Organiser noting that breakfast is not included);
• return/round-trip transfers from Nassau International Airport to host hotel;
• entry to the ILTM North America Opening Session on 18th September 2023;
• pre-scheduled appointments from 18th – 21st September 2023
• Entry to the official ILTM North America 2023 evening party and ILTM North America 2023 networking events.
2.3 As a condition of receiving the complimentary services from the Organiser outlined above, Hosted Buyers (with and without flight contribution) 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 a minimum of 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 18 – 21 September 2023. 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 written 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 Hosted 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 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 Each Hosted Buyer must provide their travel details to the Event Team by 25th August 2023 by email to [email protected]
3.2 The Organiser will provide the Hosted Buyer with a return transfer from Nassau International Airport to their accommodation in Bahamar. This will be either by car, minibus or coach (at the Organiser’s discretion).
3.3 The Organiser will provide the Hosted Buyer with four nights’ accommodation in Bahamar (depending on the package offered) between the dates of 18th – 22nd September 2023. Accommodation is provided on room only basis (noting that breakfast is not included). 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, the Hosted 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 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 4th August 2023. Cancellations received on or after 4th August 2023 but before 8th September 2023 will incur a fee of US$800 (eight hundred United States Dollars). Cancellations received on or after 8th September 2023 will incur a fee of US$900 (nine hundred United States Dollars). All cancellations must be received by the Event Team in writing by email to [email protected] and receipt would need to be acknowledged by the Event Team (in writing) by the dates specified above for cancellation to be valid.
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 (nine hundred United States Dollars) 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 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 (one hundred United States Dollars) 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 (nine hundred United States Dollars) and will not be invited to future ILTM events.
4.5 CANCELLATION OF ATTENDANCE FEES AND NO-SHOW 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 AND NO-SHOW FEES. THE HOSTED BUYER MAY REQUEST AN INVOICE IF REQUIRED.
4.6 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$950 (nine hundred and fifty United States Dollars) (inclusive of VAT) Executive Buyers will receive from the Organiser:
• access to the ILTM North America 2023 online diary to scheduled meetings;
• entry to the ILTM North America Opening Session on 18th September 2023;
• Entry to the official ILTM North America 2023 evening party and ILTM North America 2023 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$950 (nine hundred and fifty United States Dollars), 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 an Executive Buyer’s diary is considered mandatory. Missing such appointments may jeopardise the Executive Buyer’s future involvement at the Event.
6. Cancellation by Executive Buyers
6.1 In instances where an Executive Buyer needs to cancel its participation, the Executive Buyer may request in writing by email to [email protected] that a colleague from their organisation attends as a replacement instead. 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$950 (nine hundred and fifty United States Dollars) 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 flight contribution) 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 supplier;
7.1.3 for flight cancellation or delay;
7.1.4 if the Hosted Buyer and/ or Executive Buyer is refused permission to board the aircraft or is refused entry to the Bahamas;
7.1.5 for any delay or loss of baggage or excess baggage charges - any subsequent dispute shall be directly between the Hosted 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 Hosted Buyer or Executive 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 (including cases of COVID-19 preventing travel) 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 hinders or interferes with the Organiser’s ability to get the Hosted Buyers or Executive Buyers to the Event or to provide flights, hotels, transfer appointments, events or other services to Hosted 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 Hosted Buyer or Executive Buyers 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, or 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 (including negligence) or otherwise shall not exceed $US900 (nine hundred United States Dollars).
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. The Organiser understands that a number of VIP Buyers would like to take an accompanying person with them however, the Organiser would like to draw the Hosted Buyer/Executive Buyer’s 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, and networking events (both business and social) are purely for qualified ILTM North America badge holders only.
• As part of Hosted Buyer/Executive Buyer’s participation, it is compulsory to complete the official ILTM North America post-show survey and rate their 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 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 courts shall have exclusive jurisdiction in respect hereof.
8.7 The Organiser will use Hosted Buyer/Executive 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 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.
End.