Terms and Conditions; Hosted Buyer Programme

  • 1. Definitions

    2. Registration Process

    3. Buyer Programme

    4. Travel

    5. Exclusion of Liability

    6. General

    7. Pre and Post Event Familiarisation Tours

    1. DEFINITIONS

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

    "Appointment Only Buyer" means a Hosted Buyer who is based in Sao Paulo and whose registration to attend the Event as a Hosted Buyer has been accepted by RX on these terms and conditions.

    "Buyer Programme" means a programme whereby RX provides incentives to Hosted Buyers to encourage them to attend the Event and meet with Exhibitors generally and on the basis of focussed Pre-Scheduled Appointments.

    "Cancellation Fees" means fees payable by the Hosted Buyers for failing to meet the conditions of the Buyer Programme and/or the obligations set out in these terms and conditions and/or failing to attend the Event as detailed in clause 5.

    "Event" means the World Travel Market Latin America to be held at Expo Center Norte, São Paulo, 31 March – 2 April 2020.

    "Exhibitor" means exhibitors who have contracted with RX to take stand space at the Event.

    "Fam Tour" (Familiarisation Tour) means tours offered by Exhibitors or travel providers to Hosted Buyers in accordance with their terms and conditions to promote and demonstrate to Hosted Buyers their services and / or products.

    "Fam Tour Host" means the guide or operator who accompanies the Hosted Buyer on the Fam Tour in accordance with the terms and conditions of the Fam Tour Operator.

    "Fam Tour Operators" means the Exhibitors or travel providers offering the FAM Tour.

    "Fully Hosted Buyer" means a Hosted Buyer who has been invited by RX to attend the Event on the basis set out in clause 3 and which includes International Hosted Buyers.

    "Hosted Buyer" means a travel trade professional and buyer of travel products, who has registered to attend the Event as either an International Hosted Buyer, Fully Hosted Buyer, Appointment Buyer or Semi- Hosted Buyer and been accepted by RX, on the basis of these terms and conditions.

    "Incentive Programmes" means incentive programs offered by RX other than the Buyer Programme to potential visitors.

    "Medical Condition" means an injury, illness or disease which would cause any ordinary prudent person to seek treatment, diagnosis, care or medical advice or treatment.

    "Pre-paid Card" means a card which is provided by RX to a Fully Hosted Buyer which has been loaded with appropriate funds representing the reimbursement due to the Hosted Buyer by RX for RX’s contribution to the Fully Hosted Buyer’s flight costs.

    "Pre-Scheduled Appointment" means an appointment organised by RX between a Hosted Buyer and an Exhibitor taking place at the Event but shall not include any networking events.

    "Pre-Scheduled Appointment (PSA) Programme" means the appointment programme operated by RX to co-ordinate the Pre-Schedule Appointments between the Hosted Buyers and Exhibitors during the Event.

    "RX" means Reed Exhibitions (Pty) Ltd the organiser of the Event and the contracting party with the Hosted Buyer.

    "Rotation Days" means the days a Hosted Buyer is required to attend the Event on a consecutive basis. By way of example a 2 day rotation of a 3 day event means that the Hosted Buyer is required to attend 2 consecutive days of the Event as agreed by RX.

    "Semi - Hosted Buyer" means a Hosted Buyer whose registration to attend the Event has been accepted by RX on these terms and conditions.

    "WTM Latin America Team" means the RX Event team based at Rua Bela Cintra, 1200, 8º andar, São Paulo, SP, Brasil 01415-001 (a division of Reed Exhibitions (Pty) Ltd).

    2. REGISTRATION PROCESS

    I. Completion of the online application form does not automatically guarantee you a place on the Buyer Programme. You will be notified if your application is successful. RX’s decision whether or not to accept you on the Buyer Programme is final.

    II. All applicants must be aged 18 or over.

    III. A non-refundable registration fee of USD $5.00 is payable in order to complete your online application form.

    IV. Only one application per participant for any Incentive Programme will be accepted; should you apply for more than one Incentive Programme, only the first application form for an Incentive Programme will be processed;

    V. RX will only accept one application per company for the Buyer Programme. Any acceptance of any additional application from a company for the Buyer Programme is at the complete discretion of RX.

    3. BUYER PROGRAMME

    Subject to clause 3.4 RX will offer the following to Hosted Buyers accepted by RX following their registration;

    3.1 Fully Hosted Buyers:

    I. A minimum of 10 Pre-Scheduled Appointments per day from Tuesday 31 March to Thursday 2 April 2020.

    II. Flight contribution on the terms set out in clause 4.

    III. Up to three nights’ accommodation at one of RX’s preferred hotels in Sao Paulo on a bed and breakfast basis only between the 30 March 2020 and the 2 April 2020. For the avoidance of doubt any additional night’s accommodation are payable by the Fully Hosted Buyer;

    IV. Return/round trip airport transfers from Guarulhos International Airport (GRU) to the appointed hotel. For the avoidance of doubt;

    a. Hosted Buyers arriving at any other airport in Sao Paolo such as Viracopos or Congonhas will not be provided with transfers to the appointed hotels and will need to arrange and pay for their own transfer;

    b. Any transfer costs arising from approved early departure of the Hosted Buyer from the last day of the Event will be payable by the Hosted Buyer.

    V. Entry to the Event’s official functions and networking events;

    VI. Access to the Hosted Buyers’ lounge on the Event floor, which includes complimentary refreshments, buffet lunch and Wi-Fi;

    VII. Exclusive opportunity to apply to attend a choice of the Fam Tours.

    3.2 Semi Hosted Buyers

    I. A minimum of 10 Pre-Scheduled Appointments per day from Tuesday 31 March to Thursday 2 April 2020.

    II. Up to three nights’ accommodation at one of RX’s preferred hotels in Sao Paulo on a bed and breakfast basis only between the 30 March 2020 and the 2 April 2020. For the avoidance of doubt any additional night’s accommodation are payable by the Semi Hosted Buyer.

    III. Return/round trip airport transfers from Guarulhos International Airport (GRU) to the appointed hotel. For the avoidance of doubt;

    a. Hosted Buyers arriving at any other airport in Sao Paolo such as Viracopos or Congonhas will not be provided with transfers to the appointed hotels and will need to arrange and pay for their own transfer;

    b. Any transfer costs arising from approved early departure of the Hosted Buyer from the last day of the Event will be payable by the Hosted Buyer.

    IV. Entry to the Event’s official functions and networking events;

    V. Access to the Hosted Buyers’ lounge on the Event floor, which includes complimentary refreshments, buffet lunch and Wi-Fi on the Rotation Days;

    VI. Exclusive opportunity to apply to attend a choice of the Fam Tours.

    3.3 Appointment Only Buyers:

    I. A minimum of 10 Pre-Scheduled Appointments on the Rotation Days;

    II. Entry to the Event’s official functions and networking events, on the Rotation Days only;

    III. Access to the Hosted Buyers’ lounge on the Event floor, which includes complimentary refreshments, lunch and Wi-Fi on the Rotation Days;

    IV. Exclusive opportunity to apply to attend a choice of the Fam Tours.

    3.4 As a condition of receiving the complimentary services from RX as detailed in clauses 3.1 – 3.3 inclusive Hosted Buyers must:

    I. Actively participate in the Pre-Scheduled Appointments Programme;

    II. Select and rank in order of importance a specified number of appointment preferences within the timeframe set by RX;

    III. Attend the minimum number of Pre - Scheduled Appointments;

    IV. Attend all meetings and networking sessions scheduled by the WTM Latin America team and included by the WTM Latin America team in the Hosted Buyer’s diary;

    V. Attend one scheduled speed networking session. Late arrival (after 07h45) at the speed networking session will be deemed a No Show.

    VI. Attend the whole Event as scheduled save where early departure is approved by the WTM Latin America team and upon completion of all scheduled appointments.

    VII. Wear smart/casual or traditional dress;

    VIII. Complete the “after the Event survey” provided by RX;

    IX. Where more than one person from the same organisation attends the Event as a Hosted Buyer, each individual must attend the Pre-Scheduled Appointments.

    X. Not have attended the Event for three consecutive years.

    3.5 Failure to comply with the Hosted Buyer conditions detailed in clause 3.4;

    I. Any failure by a Hosted Buyer in meeting any of the conditions set out in clause 3.4 may result in;

    a. a review of their Hosted Buyer status and / or

    b. the exclusion from the Buyer Programme and future Event Buyer Programmes and/or

    c. RX, at its complete discretion, not refunding any sums due under the Buyer Programme.

    II. Any failure by the Hosted Buyer to comply with the Pre- Scheduled Appointments Programme and networking sessions shall be treated by RX as a cancellation of the Hosted Buyer’s attendance and Cancellation Fees shall apply. Attendance of the Hosted Buyers will be monitored at the Event by the WTM Latin America Team.

    3.6 The following is NOT included in the Buyer Programme:

    I. Travel insurance;

    II. Extended accommodation nights beyond those included in the Buyer Programme;

    III. Double occupancy costs;

    IV. Accommodation upgrades;

    V. Personal incidentals;

    4. TRAVEL

    4.1 Travel and Flights:

    I. RX will supply the Fully Hosted Buyer with a contribution towards return flights from an agreed point of departure on specific days to Sao Paulo. The amount of the contribution will be confirmed by RX upon acceptance by them of the Hosted Buyer’s application;

    II. RX can also provide the Hosted Buyer with assistance in booking the return flight from an agreed point of departure to Sao Paulo;

    III. Flights will be non-transferable and flight times will be allocated to ensure maximum time available at the Event for the Hosted Buyer;

    IV. If the Hosted Buyer books their own flights, the contribution payable by RX will be reimbursed to the Hosted Buyer via a Prepaid Card, which can be collected at the Hosted Buyer desk in the Hosted Buyers lounge provided the Hosted Buyer has provided proof of the cost of the flight by email and no later than 30 March 2020.

    V. If a Hosted Buyer fails to collect the Prepaid Card onsite without a valid reason, RX reserves the right to render the reimbursement null and void.

    VI. Any queries with regards to Prepaid Cards or any other form of reimbursements will only be valid for 30 days after close of the Event. RX reserves the right to disqualify any reimbursements after this date.

    VII. Flight changes requested by the Hosted Buyer are subject to availability and payment of additional charges relating to the change by the Hosted Buyer.

    VIII. Any additional cost in reaching the agreed departure airport will be the responsibility of and payable by the Hosted Buyer;

    IX. RX contribution to the Hosted Buyer flight will be based on the standard economy fare. Any additional cost caused by any upgrade, re-routing, stop-over, use of specific airline will be payable by the Fully Hosted Buyer. The Fully Hosted Buyer will not be entitled to any reimbursement of their flights under the Buyer Programme where the Fully Hosted Buyer uses frequent flyer miles as a means of paying for their flight.

    X. The costs of any changes to flight tickets or replacements (including any name changes to flight tickets) requested by the Hosted Buyer shall be payable by the Hosted Buyer.

    XI. Fully Hosted Buyers who purchase their own flights must arrive in Sao Paulo by no later than 30 March 2020 and must provide their travel details to the WTM Latin America team by no later than 20 March 2020;

    XII. Semi-Hosted Buyers must arrive in Sao Paulo by no later than 30 March 2020 and must provide their travel details to the WTM Latin America team by no later than 20 March 2020;

    XIII. RX will provide the Fully and Semi Hosted Buyers with details of the transportation schedule showing the transfers between the airport and the accommodation provided.

    XIV. Any failure to provide the information detailed in clause 4.1(xi) and 4.1 (xii) will result in RX not providing transfers between the airport and the accommodation as provided for under the Buyer Programme.

    4.2 Replacements for Hosted Buyers

    I. Invitations to Hosted Buyers are non-transferable;

    II. Where a Hosted Buyer needs to cancel their participation and subject to RX’s consent;

    a. they can request that a colleague from their organisation attends as a replacement;

    b. if accepted by RX a Cancellation Fee will not be payable by the Hosted Buyer;

    c. the Hosted Buyer will be liable to pay the costs of any changes to flight tickets or replacements (including any name changes to flight tickets).

    4.3 Cancellation of attendance and failure to comply with conditions of the Buyer Programme:

    I. Whilst not encouraged, Hosted Buyers may cancel their attendance to the Event for no cause before 6 February 2020;

    II. Cancellations received on or after 6 February 2020 but before 20 March 2020 will incur a fee USD 800 for a Fully Hosted Buyer, USD 400 for a Semi-Hosted Buyer and USD 100.00 for an Appointment Only Buyer;

    III. Cancellations received on or after 20 March 2020 or where there is a failure by the Hosted Buyer in attending the Pre- Schedules Appointments and networking sessions (which shall be treated by RX as a cancellation of attendance at the Event) will incur a cancellation fee of USD 1000 for a Fully Hosted Buyer, USD 500 for a Semi-Hosted Buyer and USD 200.00 for an Appointment Only Buyer.

    IV. All cancellation notifications must be received by the WTM Latin America Team in writing and must have been acknowledged in writing by the WTM Latin America Team by the specified dates.

    V. Hosted Buyers accepted by RX after the cancellation deadlines of 6 February and 20 March 2020, will be granted a ‘cooling off period’ of forty-eight (48) hours from the date and time of their notification of acceptance email from RX in which to cancel their participation free of charge. Cancellation requests received after the expiry of the forty-eight (48) hour ‘cooling off period’ will incur the Cancellation Fees detailed in 5(iii).

    VI. Hosted Buyers who do not inform RX of their cancellation and do not attend the Event will incur a cancellation / 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

    4.4 Medical Cancellations:

    I. Any Hosted Buyer who cancels due to Medical Condition must provide a medical certificate within one week of notification failing which the Hosted Buyer will be deemed to have cancelled the attendance and the Cancellation Fees shall apply;

    II. All medical certificates must be in English, not handwritten, and with an official stamp and signature.

    CANCELLATION FEES / ANY OTHER CHARGES SHALL BE PAYABLE BY HOSTED BUYERS WITHIN FOURTEEN DAYS OF THE CLOSE OF THE EVENT. RX SHALL TAKE PAYMENT OF SUCH CANCELLATION FEES/ANY OTHER CHARGES FROM THE HOSTED BUYER’S CREDIT CARD, PROVIDED ON REGISTRATION, FOURTEEN DAYS AFTER CLOSE OF THE EVENT SAVE WHERE PAYMENT HAS BEEN RECEIVED FROM THE HOSTED BUYER BY SOME OTHER MEANS. RX WILL PROVIDE THE HOSTED BUYER WITH A RECEIPT IN RESPECT OF SUCH CREDIT CARD CHARGES.

    The Hosted Buyer agrees that the Cancellation Fees are a reasonable pre-estimate of the loss suffered by RX in the event of the Hosted Buyer breaching these terms and conditions.

    5. EXCLUSION OF LIABILITY

    RX takes no responsibility and shall have no liability for:

    I. Hosted Buyers who miss their flight/travel arrangement;

    II. The insolvency or failure of any airline company or hotel or ground handling company or other supplier;

    III. Flight cancellation or delay;

    IV. Refused permission for a Hosted Buyer to board the aircraft or other mode of transport or is refused entry to Latin America or other connecting country;

    V. Any delay or loss of baggage or excess baggage charges (any subsequent dispute shall be directly between the Hosted Buyer and the airline);

    VI. Any replacement flights and other costs incurred as a result of the occurrence of any of the above.

    VII. Individual visa requirements, travel permits, other licences and inoculations will be the sole responsibility of the Hosted Buyer, including any necessary costs incurred;

    VIII. Hotel expenses other than those agreed as payable by RX.

    IX. RX, 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 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 Hosted Buyers to the Event or to provide flights, hotels, transfers, appointments, events or other services to Hosted Buyers. RX reserves the right to re-schedule the Event at another date and/or at an alternative site;

    X. RX shall not be liable to the Hosted Buyer, in contract, tort/delict 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 Event;

    XI. RX shall not be liable for the death or personal injury of any Hosted Buyer save where such liability cannot be excluded under Brazilian Law;

    XII. RX liability to a Hosted Buyer in respect of their attendance at the Event under these terms and conditions whether in contract, tort/delict or otherwise shall not exceed GBP £1400.

    6. GENERAL

    I. 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;

    II. RX reserves the right to remove a Hosted Buyer from the Buyer Programme at its complete discretion without liability if it is in the best interests of RX and the Exhibitors or if their attendance is likely to damage the goodwill or reputation of the Event;

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

    IV. Any disputes arising under these terms and conditions will be governed by Brazilian law and are subject to the exclusive jurisdiction of the Brazilian courts;

    V. By agreeing to these Terms and Conditions, you are consenting under all relevant data protection legislation to RX and its agents and sub-contractors communicating with you by telephone, fax, email and by post and using your personal information for internal processing and for disclosure to third parties such as airlines, hotels and Exhibitors in connection with your attendance at the Event. In addition, we may use your details to invite you to other events organised by RX, or its group to offer you other relevant products and services supplied by the RELX Group plc or third parties. You can contact the WTM Latin America Team if you do not wish your personal information to be used in any of the ways mentioned;

    VI. 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 Event. 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.

    VII. Hosted Buyers must obtain adequate travel insurance coverage for their stay.

    7. PRE AND POST EVENT FAMILIARISATION TOURS

    Fam Tours

    I. Participation in a Fam Tour is entirely at the discretion of the Fam Tour Operators and is subject to their terms and conditions;

    II. 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;

    III. Only Hosted Buyers who register their interest for a Fam Tour by the given deadline will be considered;

    IV. Travel is co-ordinated by the Fam Tour Operator and notified by the Fam Tour Operator to the Hosted Buyer;

    V. In the event of non-attendance and/or cancellation of the Fam Tours by the Hosted Buyer on or after 20 March 2020, the Hosted Buyer will be subject to a USD 400 charge chargeable to the Hosted Buyer’s credit card on behalf of the Fam Tour Operator

    VI. RX is acting solely as an intermediary agent for the Fam Tour Operators and shall have no liability for the Fam Tour in any way whatsoever;

    VII. In particular RX shall not be held liable or responsible for any injury, illness, loss or damage to any person or property or additional expense involved with travel resulting from acts of God, detention, annoyance, delays, quarantine, strikes, thefts, pilferage, diseases, civil disturbances, terrorism, government restrictions or regulations, discrepancies or changes in transportation or hotel services;

    VIII. RX is not responsible for mechanical difficulties, failure of any means of transportation to arrive or depart as scheduled, or poor quality of the following: hygiene, cuisine, sanitation facilities, cleanliness, telecommunication facilities, methods of conducting businesses, emergency medical evacuation, treatment or medical services existing at any travel destination;

    IX. By embarking on a Fam Tour the Hosted Buyer voluntarily assumes all risks involved whether expected or unexpected. The Fam Tour Operator reserves the right to make such changes to the Fam Tour as it deems appropriate and in accordance with their terms and conditions.

    X. RX shall not be liable for any payments made by a Hosted Buyer to the Fam Tour Operator who subsequently becomes insolvent or files any bankruptcy or similar proceedings or fails to deliver the Fam Tour.

    “World Travel Market” and “WTM” are registered trademarks of Reed Elsevier Properties SA and are used under licence.

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