Terms and Conditions; Hosted Buyer Programme

  • 1. Definitions

    2. Hosted Buyers

    3. Travel and accommodation

    4. Cancellation and Replacement for Hosted Buyers

    5. Exclusion of liability

    6. General

    1. DEFINITIONS

    In these Terms and Conditions, the following words shall have the following meanings unless the context otherwise requires:

    1.1 “Exhibitors” means exhibitors who have contracted with the Organisers, Reed Exhibitions Limited of Gateway House, 28 The Quadrant, Richmond, Surrey, TW9 1DN, UK to take stand space at WTM Latin America.

    1.2 “Hosted Buyer” means a travel trade professional, accepted by Reed Exhibitions Limited, who has been registered as a Hosted Buyer and has agreed to these Terms and Conditions, and who will attend the Exhibition as a buyer of travel products where complimentary accommodation, transfers and in some cases flights (or a contribution to flights), are provided by Reed Exhibitions Limited. “Hosted Buyers” includes “Fully Hosted Buyers”, “Semi Hosted Buyers” and “Appointment Only Buyers” as appropriate.

    1.3 “Pre-Scheduled Appointment (PSA) Programme” means the appointment programme operated by Reed Exhibitions Limited to co-ordinate the appointments of the Hosted Buyer with Exhibitors during the Exhibition.

    1.4“WTM Latin America” or “Exhibition” means the World Travel Market Latin America to be held at the Expo Center Norte, São Paulo, between 2 - 4 April 2019, which is organised Reed Exhibitions Limited.

    1.5 “WTM Latin America Team” means the WTM Latin America personnel team at Reed Exhibitions Limited.

    2. HOSTED BUYERS

    2.1 “Fully Hosted Buyers” will receive from Reed Exhibitions Limited;

    • Commitment to a minimum of thirty Pre-Scheduled Appointments from 2 - 4 April 2019;
    • Flight contribution (amount depending on port of departure) towards economy flights to São Paulo from selected airports on specific dates; does not apply to Brazilian based Semi Hosted or Appointment Only Hosted Buyers;
    • Up to four nights’ accommodation at one of the WTM Latin America’s preferred hotels;
    • Return/round trip airport transfers from Guarulhos International Airport to Expo Center Norte;
    • Entry to WTM Latin America’s official functions and WTM Latin America networking events;
    • Access to the WTM Buyers’ Club Lounge on the Exhibition floor, providing complimentary refreshments, lunch and Wi-Fi;
    • Exclusive opportunity to attend a choice of WTM Latin America official Pre/Post Show Tours.

    2.2 "Semi-Hosted Buyers (excluding Brazilian buyers) will receive from Reed Exhibitions Limited;

    • Commitment to a minimum of ten Pre-Scheduled Appointments per day of the Exhibition;
    • Accommodation at one of the WTM Latin America’s preferred hotels;
    • Return/round trip airport transfers from Guarulhos International Airport to Expo Center Norte;
    • Entry to WTM Latin America’s official functions and WTM Latin America’s networking events;
    • Access to the WTM Buyers’ Club Lounge on the Exhibition floor, providing complimentary refreshments, lunch and Wi-Fi;
    • Exclusive opportunity to attend a choice of WTM Latin America’s official Pre/Post Show Tours dependant on rotation.

    2.3 “Appointment Only Buyers” will receive from Reed Exhibitions Limited;

    • Commitment to a minimum of fifteen Pre-Scheduled Appointments;
    • Entry to WTM Latin America’s official functions and WTM Latin America’s networking events;
    • Access to the WTM Buyers’ Club Lounge on the Exhibition floor, providing complimentary refreshments, lunch and Wi-Fi;
    • Exclusive opportunity to attend a choice of WTM Latin America’s official Pre/Post Show Tours dependant on rotation.

    As a condition of receiving the complimentary services from Reed Exhibitions Limited, Hosted Buyers will be required to:

    2.4 Actively participate in the Pre-Scheduled Appointments Programme; Hosted Buyers will be required to select and rank in order of importance a specified number of appointment preferences within a specified timeframe;

    2.5 Have the minimum number of prescheduled appointments per day scheduled in their diaries depending on Hosted Buyer programme (excluding networking sessions);

    2.6 Attend all meetings and networking sessions scheduled by the WTM Latin America Team and included by the WTM Latin America Team in their diary;

    2.7 Attend two speed networking sessions as per appointment schedule. The attendance is mandatory, and non-attendance will incur a no-show fee;

    2.8 Submit your travel insurance contact details via the Buyer Zone;

    2.9 Wear business dress as a condition of entry to the Exhibition;

    2.10 To complete show survey after WTM Latin America.

    The following is not included in the Hosted Buyer Programme

    2.11 Travel insurance; extended accommodation nights outside the Hosted Buyer offer; double occupancy costs; accommodation upgrades; personal incidentals or any other costs not stipulated.

    2.12 If one or more persons from the same organisation each attend WTM Latin America as a Hosted Buyer, then these persons must attend the Pre-Scheduled Appointments Programme individually.

    2.13 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 WTM Latin America Hosted Buyer Programme and future WTM Hosted Buyer Programmes without refund of any sums that may have already been paid by that person. A significant shortfall by the Hosted Buyer on the minimum commitment with respect to attending appointments and networking sessions shall be treated by the WTM Latin America Team as a cancellation, and cancellation fees will apply (see “Cancellations” section below). Attendance at the above will be monitored on site by the WTM Latin America Team who decisions shall be final.

    3. TRAVEL AND ACCOMMODATION

    3.1 Reed Exhibitions Limited will supply the Fully Hosted Buyer with a contribution for return flights from an agreed point of departure to São Paulo. The amount of the contribution will be confirmed upon acceptance. Please note that these arrangements are non-transferable. The flight times will be allocated to ensure maximum time at the Exhibition.

    3.2 Airport changes requested by the Fully Hosted Buyer are subject to availability and cancellation of flights may incur a fee (see “Cancellations” section below). Any additional cost in reaching the agreed departure airport will be the responsibility of the Fully Hosted Buyer.

    3.4 Reed Exhibitions Limited will provide Fully Hosted Buyers and Semi Hosted Buyers with a return transfer from Guarulhos International Airport to their accommodation (booked by WTM Latin America Team) in São Paulo as per the transportation schedule.

    3.5 Reed Exhibitions Limited will provide the Hosted Buyer with a maximum of four nights’ accommodation in São Paulo (depending on the package offered) between the dates 01 - 05 April 2019. Reed Exhibitions Limited 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. Additional nights, if requested by the Hosted Buyer, are payable by the Hosted Buyer locally directly to the hotel.

    4. CANCELLATION & REPLACEMENTS FOR HOSTED BUYERS

    4.1 Replacements: Invitations to Hosted Buyers are non-transferable. In instances where a Hosted Buyer needs to cancel his/her participation, he/she may request that a colleague from his/her organisation attends as a replacement. This is on condition that the replacement is accepted by the WTM Latin America Team, a cancellation fee will not apply (Please note flight change fees may still apply, see 4.5 below).

    4.2 Cancellation of attendance: Whilst not encouraged, Hosted Buyers may cancel their attendance at the Exhibition with no penalty before 8th February 2019, if the flight is already booked you are liable to pay for your flight cost. Cancellations received on or after 8th February 2019 but before 22nd March 2019 will incur a fee of USD 800 for a Fully Hosted Buyer, USD 400 for a Semi-Hosted Buyer and USD 100.00 for an Appointment Only Buyer. Cancellations received on or after 22nd March 2019 will incur a fee of GBP USD 1000 for a Fully Hosted Buyer, USD 500 for a Semi-Hosted Buyer and USD 200.00 for an Appointment Only Buyer. All cancellations must be received by the WTM Latin America Team in writing at wtmlat-buyers@reedexpo.co.co.uk and must have been acknowledged by the WTM Latin America Team by the dates specified above.

    4.3 Medical cancellations: Any buyer who cancels due to medical reasons must provide a medical certificate within one week of notification or the Hosted Buyer will be charged cancellation fees (see above). All medical certificates must be in English, not hand written, and with an official stamp and signature.

    4.4 Shortfall: A significant shortfall by the Hosted Buyer on his/her minimum commitments with respect to attending appointments and networking sessions shall be treated by the WTM Latin America Team as a cancellation of attendance and the Hosted Buyer will incur a cancellation fee of USD 1000 for a Fully Hosted Buyer, USD 500 for a Semi-Hosted Buyer and USD 200 for an Appointment Only Buyer

    4.5 No Show: Hosted Buyers who do not inform the WTM Latin America Team of their cancellation and do not attend WTM Africa will incur a no-show fee of USD 1200 for a Fully Hosted Buyer, USD 600 for a Semi-Hosted Buyer and USD 200 for an Appointment Only Buyer.

    4.6 The costs of any changes to flight tickets or replacements (including any name changes to flight tickets) requested by the Hosted Buyer shall be charged by Reed Exhibitions Limited to the Hosted Buyer.

    4.7 CANCELLATION FEES, NO SHOW FEES AND FLIGHT CANCELLATION / CHANGE FEES SHALL BE PAYABLE BY HOSTED BUYERS WITHIN FOURTEEN DAYS OF THE CLOSING DATE OF THE EXHIBITION. REED EXHIBITIONS LIMITED 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 UPON REGISTRATION) FOURTEEN DAYS AFTER THE CLOSING DATE OF THE EXHIBITION, IF THE PAYMENT HAS NOT BEEN MADE BY OTHER MEANS. REED EXHIBITIONS LIMITED WILL PROVIDE THE HOSTED BUYER WITH A RECEIPT IN RESPECT OF SUCH CREDIT CARD CHARGES FOR CANCELLATION FEES, NO SHOW FEES AND FLIGHT CHANGES/CANCELLATION FEES.

    4.8 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.

    5. EXCLUSION OF LIABILITY

    Reed Exhibitions Limited takes no responsibility:

    • For Hosted Buyers who miss their flight/travel arrangements including inter-connecting flights and ground transportation;
    • For Hosted Buyers who miss their flight/travel arrangements including inter-connecting flights and ground transportation;
    • For flight cancellation or delay;
    • If a Hosted Buyer is refused permission to board the aircraft or other mode of transport or is refused entry to Brazil or other connecting country;
    • For any delay or loss of baggage or excess baggage charges (any subsequent dispute shall be directly between the Hosted Buyer and the airline)
    • For hotel expenses (excluding the cost of the hotel room only) which must be settled with the hotel prior to departure
    • 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.
    • The Hosted Buyer must obtain adequate travel insurance coverage for his/her stay and it is highly recommended that the Hosted Buyer takes out adequate travel insurance to cover the instances referred to in sub-paragraph 5.5, insurance for their baggage and medical insurance.
    • Individual visa requirements, travel permits, other licences and inoculations will be the sole responsibility of the Hosted Buyer, including any necessary costs incurred.
    • 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 hold the Exhibition at the time and place provided or makes it impossible to get the Hosted Buyers to the Exhibition or to provide flights, hotels, transfers, appointments, events or other services to Hosted Buyers. Reed Exhibitions Limited reserves the right to re-schedule the Exhibition at another date and/or at an alternative site at its sole and absolute discretion.
    • 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 the Exhibition.
    • 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 English Law.
    • Reed Exhibitions Limited’s liability to a Hosted Buyer in respect of his/her attendance at the Exhibition under these Terms and Conditions whether in contract, tort or otherwise shall not exceed USD 1400.

    6. GENERAL

    6.1 Completion of an online or other application form applying to become a Hosted Buyer at the Exhibition does not automatically guarantee a place on the Hosted Buyer Programme. Applicants will be notified by the WTM Latin America Team if their application is successful. The WTM Latin America 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 aged eighteen or over.

    6.2 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 valid credit card details.

    6.3 The WTM Latin America Team reserves the right to remove a Hosted Buyer from the Hosted Buyer Programme and to withdraw complimentary flights and accommodation at its complete discretion without liability if it is in the best interests of WTM Latin America and the WTM Latin America exhibitors or if their attendance is likely to damage the goodwill or reputation of the Exhibition.

    6.4 Persons accompanying the Hosted Buyer are not included in any offers regarding the Hosted Buyer programme.

    6.5 Any disputes arising under these Terms and Conditions will be governed by English law and are subject to the exclusive jurisdiction of the English courts.

    6.6 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.

    6.7 Reed Exhibitions Limited 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 Exhibition, and subject to the WTM Latin America Privacy Policy at http://latinamerica.wtm.com/privacy-policy/.

    6.8 We request that you provide contact details for the person whom you would like to use as a contact in the case of an emergency during the Exhibition. This information will remain confidential and will not be used for any other purpose. By providing this information, you are confirming that the named contact has agreed that his/her details may be supplied to us for this purpose.

    7. PRE AND POST SHOW FAMILIARISATION TOURS

    7.1 Participation in a Pre/Post Show Tour is entirely at the discretion of the tour hosts.

    7.2 Full responsibility for the Pre/Post Show Tours is that of the tour operator or client hosting the Pre/Post Tour and not that of Reed Exhibitions Limited.

    7.3 Places are limited to Hosted Buyers only and not accompanying members. Hosted Buyers can only apply and be considered for one tour and places are limited by number and flight schedules.

    7.4 Only Hosted Buyers who register their interest for WTM Latin America official post Pre/Post Show Tours by the given deadline will be considered.

    7.5 Travel is co-ordinated by the Tour host or as advised by the Tour Host to the Buyer.

    7.6 ‘No shows’ and cancellation from WTM Latin America official Pre/Post Show Tours on or after 22 February 2019 will be subject to a USD 300 charge at the discretion of Reed Exhibitions Limited.

    7.7 Charges will be made to the Hosted Buyer’s credit card which was used upon registration for WTM Latin America.


    “Hosted Buyer” is a registered trademark of Reed Exhibitions Limited. “World Travel Market” and “WTM” are registered trademarks of Reed Elsevier Properties SA and are used under licence.

    These Terms and Conditions were last amended on 14 September 2018

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