Terms and Conditions

  • 1. Definitions

    1 Definitions

    1.1 “ibtm america" or “Event” means the event for the meetings, events, incentives and business travel industry to be held at the Diplomat Beach Resort, Hollywood, Florida, USA, 14th-16th of June 2017. It is a trade exhibition owned and organised by Reed Travel Exhibitions, a division of Reed Exhibitions Limited, of Gateway House, 28 The Quadrant, Richmond, Surrey TW9 1DN.

    1.2 "Exhibitors" means exhibitors who have contracted with Reed Exhibitions Limited to take stand space at ibtm america.

    1.3 “Event Team” means Reed Exhibitions Limited and ibtm america event personnel at 383 Main Avenue, Norwalk, Connecticut, 06851, USA.

    1.4 “Hosted Buyer” means the meetings and business travel trade professional, who has been registered as a Hosted Buyer and has agreed to these Terms and Conditions and has been accepted by Reed Exhibitions Limited to attend ibtm america as a buyer of meetings, events, incentives and business travel products where accommodation, transfers and flights are provided by Reed Exhibitions Limited.

    1.5 “Pre-Scheduled Appointment Programme” means the appointment programme operated by Reed Exhibitions Limited to co-ordinate the appointments of the Hosted Buyer with Exhibitors during ibtm america and "Pre-Scheduled Appointments" shall be construed accordingly.

    1.6 “Published Fare” means a flight ticket that has been booked directly on an airline’s own fare tariff, therefore carrying its own restrictive conditions pertaining to amendment and cancellation fees that will need to be applied.

  • 2. Registration

    2. Registrations

    As part of your acceptance onto the Hosted Buyer Programme you will receive:

    • Round-trip flights from selected airports to Fort Lauderdale International Airport or Miami International Airport, Florida according to the Event dates and dependent on flight schedules.
    • Accommodation for the duration of your stay at the Diplomat Beach Resort, Hollywood, Florida, according to the event dates, unless otherwise agreed in writing by the Event Team.
    • Transfers to and from the Event designated airport(s) to and from the Diplomat Beach Resort, Hollywood, Florida on official event dates.
    • Access to a possible Early Arrival Event for long haul buyers on Tuesday evening and to the Welcome Event for all Hosted Buyers and exhibitors at the Diplomat Beach Resort on Thursday evening.
    • Pre-Scheduled Appointments with Exhibitors based on your preferences.
    • Professional education with experts in their field.
    • Food and beverage, including meals on most event days.
    (Please check the schedule at the event for available meals and location.)

    ALL other costs and incidental expenses are the responsibility of each attendee. Examples include:

    • Private transportation transfers
    • Private food and beverage (other than group events)
    • Flight upgrades
    • Hotel upgrades
    • Additional nights' accommodation
    • Personal extras/incidentals/hotel mini-bar
    • Travel vaccinations
    • Visa costs
    • Car rental
    • Travel insurance
    • Additional airline luggage fees

    2.2 Completion of the online application form does not automatically guarantee you a place in the ibtm america Hosted Buyer Programme. You will be notified if your application is successful. The Event Team's decision shall be final.

    2.3 The Event Team will only accept one application per participant. In the event that multiple applications per participant are received, only the first application will be considered. 

    2.4 All sections of the application form must be fully completed including the provision of valid credit card details of which a non-refundable $5 USD validation fee will be charged. Failure to do so will result in the form not being processed.

  • 3. Attendance

    3. Attendance

    3.1 As a Hosted Buyer we ask you to commit to the entire programme (14th-16th of June 2017) due to the exclusivity of the programme.

    3.2 The Event Team is responsible for coordinating your participation as a Hosted Buyer at ibtm america including accommodation, ground transfers and appointment setting. Flights will be provided over the period of ibtm america only. Flights are booked by the Event Team’s Travel Partner (BCD M&E). All queries should be directed to the Event Team.

    Hosted Buyers are requested not to contact the ibtm america travel suppliers (i.e., agents, airlines and hotels) directly unless otherwise instructed by the Event Team.

    3.3 If a Hosted Buyer wishes to make his/her own travel arrangements he/she must inform the Event Team and gain written approval for his/her itinerary from the Event Team to ensure that he/she travels using the proper Event dates and timing. Hosted Buyers can direct all inquiries to this email address - ibtmamerica-hosted@reedexpo.com.

    3.4 Hosted Buyers agree to settle all expenses with the hotel prior to departure and will indemnify Reed Exhibitions Limited for any failure to do so.

    3.5 Hosted Buyers who do not complete their Pre-Scheduled Appointments Programme selection by the agreed date will be liable for the "No Show" fee. Hosted Buyers must actively participate in the Pre-Scheduled Appointments Programme, i.e. selecting the required number of appointment preferences within a specified timeframe and partake in up to 30 Pre-Scheduled Appointments during their attendance at ibtm america.

    3.6 If one or more persons from the same organisation each attend ibtm america as a Hosted Buyer then those persons must conduct their Pre-Scheduled Appointments individually and each must schedule up to 30 appointments.

    3.7 Please note that attendance at Pre-Scheduled Appointments will be monitored and non attendance shall constitute a breach of these Terms and Conditions.

    3.8 Hosted Buyers, by applying for Hosted Buyer status, are consenting to their contact details (namely, email address and telephone number) being made available to all Exhibitors at ibtm america for the purposes of arranging additional appointments.

    3.9 Hosted Buyers shall wear business attire as a condition of entry to ibtm america and shall not take part in any canvassing, leafleting, demonstrations or any objectionable behaviour or be involved in any activity which may disrupt the Event.

    3.10 Official photographers will be taking photographs and filming videos at ibtm america. Hosted Buyers attending the Event consent to such photography and filming without compensation and confirm that the Event Team shall be entitled to use such photographs and videos, which may include photographs and videos of Hosted Buyers, for the purpose of marketing the Event in future, for exploitation in any and all media, without liability. No other photography or filming will be permitted at the Event without the prior written approval of the Event Team.

  • 4. Travel

    4. Travel

    4.1 Your invitation is non-transferable. Should a circumstance arise whereby you have to cancel your participation, you may request to substitute another person from your organisation. The Event Team must first accept and qualify that substitute person. The Event Team is under no obligation to accept or qualify such substitute person, and its decision shall be considered final and conclusive. Should that person meet the qualifications and the substitution be made on or prior to 3rd of May, 2017, cancellation charges will not apply.  

    4.2 Due to airline restrictions, changes to travel plans after 3rd of May, 2017 will be considered on a case by case basis, but Reed Exhibitions Limited reserves the right to make charges for such changes. Such charges shall be debited from the credit card detailed in your application.

    4.3 Any unused flight tickets will be cancelled by the Event Team. 


    4.4 Visas. Please note that participants from certain countries may require a visa or travel permit to enter the United States of America. It is the responsibility of each Hosted Buyer to organise their own individual visa at their own cost.

    4.5 Travel Vaccinations.  Please note that Travel Vaccinations are the responsibility of each individual Hosted Buyer.  Please contact your local doctor for further information.

    4.6 Travel Insurance. Please note that Travel Insurance is the responsibility of each individual Hosted Buyer and the Event Team have not and will not affect travel insurance for Hosted Buyers. Travel insurance must be in effect from the day of departure up to and including the day you arrive back at your home country and is recommended to cover cancellations, delays, loss of baggage and medical costs.

    4.7 Excess baggage, customs fines and the like are the responsibility of each individual Hosted Buyer. ibtm america does not endorse or approve of export gifts given to Hosted Buyers by Exhibitors. It is the responsibility of each attendee to ensure that such gifts may be both legally removed from the US and imported into your home country.

  • 5. Pre-event show tours and post-event tours

    5. Pre-Event Tours and Post-Event Tours

    Pre-Event Tours and Post-Event Tours are offered by the respective host destinations.  If you are accepted as a Hosted Buyer by the Event Team and if you have indicated your interest for a Pre-Event Tour and/or Post-Event Tour in your application, the respective host destinations you selected will be notified of your interest by the Event Team. Should you be approved for a Pre-Event Tour and/or Post-Event Tour, the following Terms and Conditions will apply:

    5.1 Hosted Buyers are accepted for Pre-Event Tours and Post-Event Tours by the host destinations based on whether they meet the host destinations’ criteria, as determined in the sole discretion of the respective host destinations.  The host destinations decisions are final. All Pre-Event Tours and Post-Event Tours are subject to a qualification process – registering an interest in the application does not guarantee a place on the Pre-Event Tour or the Post-Event Tour.

    5.2 Travel to and from ibtm america to the Pre-Event Tour and Post-Event Tour is co-ordinated by ibtm america and the host destination.

    5.3 Accommodation and the full Pre-Event Tour and Post-Event Tour itinerary is the sole responsibility of the host destination for the duration of the trip.

    5.4 Cancellation:  In the event you cannot participate in a Pre-Event Tour or Post-Event Tour for which you were selected, you must notify the Event Team by an email to ibtmamerica-hosted@reedexpo.com as soon as practicable.

    5.5 A cancellation received by the Event Team on or prior to 3rd of May, 2017 will not incur a cancellation fee unless Pre-Event Tour or Post-Event Tour travel arrangements have already been agreed and confirmed by the Event Team and host destination.  If such travel arrangements have been confirmed by the Event Team and host destination, the cost thereof will be charged to the Hosted Buyer.

    5.6 A cancellation received by the Event Team after 3rd of May, 2017 shall incur a cancellation fee payable to the host destination to cover the travel and accommodation costs incurred by it up to the date of cancellation, and the Hosted Buyer will be advised. Cancellations will incur a cancellation fee of $500-$1000USD depending on the Post-Event Tour you are attending in addition to the ibtm america cancellation fee of:

    • $500USD for United States, Mexico, Canada (air)
    • $1500USD for Europe, Asia/Pacific, South America
    Hosted Buyers who provide a valid medical reason (with a medical certificate) for not attending the Event may have the fee waived.

    5.7 If you have a cancellation fee for your Pre-Event Tour or Post-Event Tour, this fee will be charged in addition to the ibtm america cancellation fee and this must be clearly displayed on all Pre-Event Tour or Post-Event Tour itinerary and documentation. Cancellation fees will be charged directly by ibtm america to the Hosted Buyer’s credit card on file and the host destination will be reimbursed by ibtm america after the Event.

    5.8 Regardless of when a cancellation is received by the Event Team: if a Pre-Event Tour or Post-Event Tour cancellation by Hosted Buyer requires flights to or transfers from ibtm america to be revised by the Event Team to accommodate the Hosted Buyer’s new plans, all costs of such flight and transfer revisions shall be the sole responsibility of Hosted Buyer and shall be charged to the Hosted Buyer by the Event Team as an additional cancellation fee.

  • 6. Cancellation and no shows

    6. Cancellations and no shows

    6.1 Cancellation fees for Hosted Buyers

    If you need to cancel your participation in the Event, you must provide written notice by email to ibtmamerica-hosted@reedexpo.com

    The cancellation will not be effective until you have received a written acknowledgement from the Event Team.

    In the event of cancellation, the following fees will apply;

    • Cancellations received on or before 3rd of May, 2017 will not incur a fee unless the flight has been agreed and confirmed. If the flight has been confirmed or is a Published Fare flight, the cost of the flight will be charged to the Hosted Buyer.
    • Cancellations received after 3rd of May, 2017 will incur a fee of:

    - $1500USD for Europe, Asia/Pacific, South America

    - $500USD for United States, Mexico, Canada (air)// Reimbursement buyer

    - $300USD for United States – Local Ft Lauderdale and Miami

    - $300USD for Accommodation Only

    - $100USD for no travel or accommodation


    6.2 No Show fees for Hosted Buyers

    “No Show” fees for Hosted Buyers will be applied in the following circumstances:

    • If you do not make the required number of Exhibitor selections and/or Pre-Scheduled Appointments prior to the close of the Pre-Scheduled Appointment Programme diary
    • You are reported onsite at the Event as a “No Show”
    • You are unable to attend ibtm america and do not advise the Event Team in writing prior to close of business on 8th of June, 2017.
    • If you miss two or more Pre-Scheduled Appointments at ibtm america.

      In the event of a “No Show “, the following fees will apply;

      - $1800USD for Europe, Asia/Pacific, South America

      - $550USD for United States, Mexico, Canada (air)// Reimbursement buyer

      - $350USD for United States – Local Ft Lauderdale and Miami

      - $350USD for Accommodation Only

      - $150USD for no travel or accommodation

    No Show fees will be charged to Hosted Buyers if confirmed accommodation and transportation arrangements have been provided by ibtm america.

    Hosted Buyers participation and attendance are monitored by the Event Team and Exhibitors.

    6.3 Cancellation and No Show charges



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

  • 7. Exclusion of liability

    7. Exclusion of Liability

    7.1 Reed Exhibitions Limited takes no responsibility:

    • 7.1.1 for Hosted Buyers who miss their ibtm 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 Hosted Buyer is refused permission to board the aircraft or is refused entry to the United States of America;
    • 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 Reed Exhibitions Limited, its agents, its 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 Reed Exhibitions Limited’s or its subcontractor’s control which shall make it impossible or inadvisable for Reed Exhibitions Limited to hold ibtm america at the time and place provided or make it impossible to get the Hosted Buyers to ibtm america or to provide flights, hotels, transfer appointments, events or other services to Hosted Buyers. Reed Exhibitions Limited reserves the right to re-schedule ibtm america at another date and/or at an alternative site.

    7.3 Reed Exhibitions Limited shall not be liable to the Hosted 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 attendance at ibtm america.

    7.4 Reed Exhibitions Limited’s liability to the Hosted Buyer in respect of their attendance at ibtm america under these Terms and Conditions whether in contract, tort or otherwise shall not exceed $2800USD.

    7.5 Reed Exhibitions Limited shall not be liable for the death or personal injury of any Hosted Buyer save where such liability cannot be excluded under United States Law.

  • 8. General

    8. General

    8.1 Successful applicants will only be accepted as Hosted Buyers if they have read and agreed to these Terms and Conditions and have ticked the relevant boxes on the online application form and have provided their credit card details.

    8.2 Persons (such as spouses, family) accompanying the Hosted Buyers are not included in any offers regarding the Hosted Buyer programme.

    8.3 By agreeing to these Terms and Conditions, Hosted Buyers are consenting under all relevant data protection legislation to Reed Exhibitions Limited communicating with you by telephone, fax, email and by post and using Hosted Buyer’s personal information for internal processing and for disclosure to third parties such as ibtm america Exhibitors, travel agents, airlines, hotels and transport providers in connection with the Hosted Buyer’s attendance at ibtm america (including, without limitation, for processing your credit card for additional travel and accommodation charges, cancellation or No Show fees). In addition, we may use Hosted Buyer details to invite Hosted Buyers to other events organised by Reed Exhibitions Limited or its group or to offer other relevant products and services supplied by Reed Exhibition Limited's group or third parties (other than those you have consented to above in connection with your attendance at ibtm america). Please use the Data Protection Act opt-out section at the end of the registration form to indicate your preferences.

    8.4 The Agreement and these Terms and Conditions shall be governed by and construed in accordance with United States law and are subject to the non-exclusive jurisdiction of the United States Courts.

    8.5 ibtm america is a registered trade mark of Elsevier Properties SA and is used by Reed Exhibitions Limited under licence.

    8.6 Telephone communication - Reed Exhibitions may record calls for training purposes.

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