ILTM Buyer Terms and Conditions DEFINITIONS ILTM or Exhibition means the International Luxury Travel Market to be held at Cannes, France from 04 th to 07 th December 2017 which is owned and organised by Reed Exhibitions Limited ( Reed Exhibitions ). Buyer means the person, accepted by Reed Exhibitions, who will attend the Exhibition as a buyer of luxury travel products where complimentary accommodation, transfers and, in some cases, flights are provided by Reed Exhibitions, and shall include Buyers (with flights) and Buyers (without flights). Executive Buyer means the person, accepted by Reed Exhibitions, who will be granted access to the Exhibition as a buyer of luxury products and services on a non hosted basis (i.e. without complimentary flights, transfers or accommodation provided by Reed Exhibitions) and shall include Executive Buyers and Complimentary Executive Buyers. Pre-Scheduled Appointment System ( PSA ) means the appointment system operated by Reed Exhibitions to co-ordinate the appointments of the Buyers during the Exhibition. ILTM Team means the ILTM exhibition team at Reed Exhibitions Limited of Gateway House, 28 The Quadrant, Richmond, Surrey, TW9 1DN, UK. BUYERS (WITH FLIGHTS) Buyers (with flights) will receive from the ILTM Team complimentary: Return / Round-trip economy flights from selected airports * Up to four nights accommodation and breakfast at one of the ILTM host hotels or apartments between 04 and 07 December 2017 Return / Round-trip transfers (arranged between 04 and 07 December 2017 and only between Nice Airport / Cannes train station and the host hotels / Exhibition hall) Entry to the ILTM Opening Session on 04 December 2017 Pre-Scheduled appointments from 05 to 07 December 2017 Entry to official ILTM evening party and ILTM networking events * Flights are the lowest cost fare available, non-refundable, non-changeable and not always upgradable to business class. The location of the company the 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 or use of specific airline requested by the Buyer shall be payable by the Buyer at the time of the flight booking.
BUYERS (WITHOUT FLIGHTS) Buyers (without flights) will receive from the ILTM Team complimentary: Up to four nights accommodation and breakfast at one of the ILTM host hotels or apartments between 04 and 07 December 2017* Return / Round-trip transfers (arranged between 04 and 07 December 2017 and only between Nice Airport / Cannes train station and the host hotels / Exhibition hall) Entry to the ILTM Opening Session on 04 December 2017 Pre-Scheduled appointments from 05 to 07 December 2017 Entry to official ILTM evening party and ILTM networking events * Four nights accommodation is provided only for Buyers attending the full three days of appointments. Buyers (without flights) who attend the appointments for two days are provided with three nights complimentary accommodation. BUYER REQUIREMENTS As a condition of receiving the complimentary services from the ILTM Team, Buyers (including non-hosted Appointment Only buyers) will be required to: Actively participate in the PSA programme; Buyers will be required to select and rank in order of importance a minimum of seventy appointment preferences, completing the appointment selections within the stated timeframe given by the ILTM Team Have a minimum of fifteen appointments per day scheduled in their diary Attend all scheduled appointments and networking sessions scheduled by the ILTM Team and included by the ILTM Team in their diary Wear delegate badge and business dress as a condition of entry to the Exhibition Attend three full days of appointments between 05 to 07 December 2017* * Buyers (without flights) who intend to visit the event for 2 days must inform the ILTM team and submit their flight details by the scheduled deadline of 27 October 2017. However, they are still required to attend all appointments pre-scheduled in their diary. Buyers (without flights) who attend only two days of appointments are provided with up to three days complimentary accommodation. Buyers attending as a non-hosted buyer, (Appointment Only Buyer), are also obligated to take part in the PSAs and attend the full appointment programme Failure by any person to comply with the requirements stated above may result in a review of the person s Buyer status and / or exclusion from the ILTM Programme and future ILTM Buyer Programmes without refund of any sums that may have already been paid by that person. A significant shortfall by the Buyer on the minimum commitment with respect to attending appointments shall be treated by the ILTM Team as a cancellation and cancellation fees will apply (see Cancellations section below). Attendance at the above will be monitored on site by the ILTM Team.
TRAVEL & ACCOMMODATION 1. The ILTM Team will supply the Buyer (with flights) with a return flight from a selected number of departure points to Nice either as a direct or connecting flight. Cost efficiency and flight times determine the airline and air route used. These arrangements are non-transferable. The flight times will be allocated to ensure maximum time at the Exhibition. Flight changes requested by the Buyer (with flights) 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 Buyer. All flights provided by Reed Exhibitions shall be the lowest available economy fare. Any additional cost caused by upgrade, re-routing, stop-over or use of a specific airline requested by the Buyer (with flights) shall be payable by the Buyer (with flights) at the time of the flight booking. ILTM complimentary flights are offered only to selected Buyers (with flights) attending the Exhibition for a full three days of appointments between 9am 04 December and 5pm 07 December 2017. 2. Reed Exhibitions takes no responsibility for Buyers (with flights) who miss their ILTM flights. Any replacement flights will be at the expense of the Buyer (with flights). 3. Each Buyer (without flights) who is arranging their own travel will provide their travel details to the ILTM Team no later than Friday 27 October 2017. Any failure to submit the flight details by the deadline before running the appointment match will mean the Buyer is still obligated to attend all appointments in their prescheduled diary. 4. The ILTM Team will provide the Buyer with a return transfer from Nice Airport or Cannes train station to their host accommodation in Cannes between the dates of 04 December and 08 December 2017. Arrival transfer will be arranged only on the check-in day (for ILTM complimentary accommodation) and departure transfer arranged only on the check-out day (from ILTM complimentary accommodation). This will be by shuttle bus. A private car can be arranged at the Buyer s own cost with the ILTM Team. 5. The ILTM Team will provide the Buyer with between two and four nights accommodation (depending on the package offered and on the number of days the Buyer attends the appointments) in Cannes (or nearby) between the dates of 04 December and 07 December 2017. This will be on a single bed and breakfast basis. The ILTM Team 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. Please note that 'Five Star Hotels' referred to in any ILTM literature are classified as Palace Four Star in Cannes or nearby. 6. Individual visa requirements, travel permits and other licences will be the sole responsibility of the Buyer including any necessary costs incurred. 7. The Buyer must obtain and be responsible for adequate insurance coverage and the appropriate inoculations for their stay. It is recommended in particular that Buyers take out adequate cancellation insurance and insurance for their baggage and any medical eventualities. 8. Whilst the ILTM Team will use their reasonable endeavours to assist Buyers, any delay or loss of baggage will solely be the responsibility of the airline and any subsequent dispute shall be directly between the Buyer and the airline. 9. Reed Exhibitions shall have no liability to the Buyer if the Buyer is refused permission to board the aircraft or is refused entry to France or denied a visa.
CANCELLATION, REPLACEMENTS & NO SHOWS FOR BUYERS 1. Replacements: Invitations to Buyers are at the discretion of the ILTM Team. In instances where a Buyer needs to cancel their participation, they may request that a colleague from their organisation attends as a replacement. On the condition that the replacement is accepted by the ILTM Team, a cancellation fee will not apply (other than flight cancellation / change fee, if applicable, as per section 5 below). 2. Cancellation of attendance: Whilst not encouraged, Buyers may cancel their attendance to the Exhibition with no penalty before Friday 29 September 2017. Cancellations received between 30 September 2017 and Friday 03 November 2017 inclusive will incur a fee of 800 plus any applicable flight cancellation fees (refer to section 5 below). Cancellations received after 03 November 2017 will incur a fee of 900 plus any applicable flight cancellation fees. All cancellations must be received by the ILTM Team in writing and must be acknowledged by the dates specified above. 3. No Show to Event: Buyers who do not inform the ILTM Team of their cancellation and do not attend ILTM will incur a no show fee of 1000 plus any applicable flight cancellation fees. 4. No show to Appointments: All Buyers are required to attend all meetings that appear in their final diary as any no show will negatively affect the Exhibitors diary. Buyers reported as no shows may incur a fee of 100 for each no show reported. If Exhibitors report over ten no shows from one Buyer, the Buyer will incur a fee of 1000 and will not be invited to future ILTM events. 5. Cancellation of flights: Buyers who cancel their ILTM supported flights are subject to a charge of a full air fare payable to Reed Exhibitions. Any replacement which results in cancellation of the original attendee s flights is subject to a charge of a full air fare payable to Reed Exhibitions. Any cost incurred due to a replacement is payable in full by the Buyer. Any name change which results either in cancellation of the original flights or in an additional fee is subject to a charge of the full cost incurred due to a flight change and payable in full by the Buyer. 6. Cancellation of attendance fees, no show fees and flight cancellation fees shall be payable by the Buyer within fourteen days of the closing date of ILTM. Reed Exhibitions 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) fourteen days after the closing date of ILTM (if the payment has not been made by other means). Reed Exhibitions will provide the Buyer with a receipt in respect of such credit card charges for cancellation of attendance fees, no show fees and flight cancellation fees. The Buyer may request an invoice if required. EXECUTIVE BUYERS For a fee of 900, Executive Buyers will receive from the ILTM Team: Access to the ILTM self-scheduled appointments to pre-schedule meetings
Entry to the ILTM Opening sessions on 04 December 2017 Entry to official ILTM opening party and ILTM social and business networking events Executive Buyers will: Be responsible for their travel and accommodation to ILTM independently and at their own cost. Ensure the fee of 900 is paid to Reed Exhibitions. Reed Exhibitions will take the payment from the Executive Buyer s credit card (details of which must be provided by the Executive Buyer upon registration). Complimentary Executive Buyers will be allowed to attend only at the sole discretion of the ILTM Team. Any self-scheduled appointment that has been scheduled in an Executive Buyer s diary is considered mandatory to attend. Missing such appointments may jeopardise an Executive Buyer s future involvement at ILTM. CANCELLATIONS & REPLACEMENTS FOR EXECUTIVE BUYERS 1. In instances where an Executive Buyer needs to cancel their participation, they may request that a colleague from their organisation attends as a replacement. The ILTM Team shall make the final decision with respect to whether the replacement may attend the Exhibition. 2. In instances where the Executive Buyer cancels their attendance at the Exhibition, the 900 initially paid by the Executive Buyer to Reed Exhibitions will not be refunded. GENERAL BUYERS AND EXECUTIVE BUYERS 1. Successful applicants will only be accepted as Buyers or Executive 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. 2. Accompanying person policy: It is important for any participating exhibitor, buyer or member of the media to understand that ILTM events are solely for business purposes and are 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 when travelling to destinations where ILTM events take place. This is perfectly acceptable. However, we would like to draw your attention to the following points: The ILTM Team can book the Buyer into twin / double room but any additional costs incurred are payable by the Buyer upon check in/out. The ILTM Team will not be able to advise the cost until the accommodation has been confirmed. Charges will vary according to the hotel. The ILTM Team can provide airport transfers for the accompanying person only if she/he travels with the Buyer (cost upon request). The Exhibition, networking events (both business and social) and Fam Trips are purely for qualified ILTM badge holders only. 3. Reed Exhibitions, 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 or any other circumstances outside Reed Exhibition s or its subcontractor s control which
shall make it impossible or inadvisable for Reed Exhibitions to hold the Exhibition at the time and place provided or makes it impossible to get the Hosted Buyers and Executive Buyers to the Exhibition. Reed Exhibitions reserves the right to re-schedule the Exhibition on another date and/or at an alternative site. 4. Reed Exhibitions shall not be liable to the 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 Buyer s or Executive Buyer s attendance at the Exhibition. 5. Reed Exhibitions shall not be liable for the death or personal injury of any Buyer or Executive Buyer save where such liability cannot be excluded under English Law. 6. Reed Exhibitions liability to the Buyer or Executive Buyer in respect of their attendance at ILTM under these Terms and Conditions whether in contract, tort or otherwise shall not exceed 1,000. 7. These Terms and Conditions and any dispute, controversy, proceedings or claim of whatever nature arising out of or in any way relating to them, 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. By agreeing to these Terms and Conditions, you are consenting under all relevant data protection legislation to Reed Exhibitions 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 ILTM. In addition, we may use your details to invite you to other events organised by Reed Exhibitions or its group to offer you other relevant products and services supplied by Reed Exhibitions group or third parties. Please contact Marco Balia (marco.balia@reedexpo.co.uk) at Reed Exhibitions if you do not wish your personal information to be used in any of the ways mentioned above. 9. Completion of an online or other application form applying to become a Buyer or Executive Buyer at ILTM does not automatically guarantee a place on the Buyer or Executive Buyer Programme. Applicants will be notified by the ILTM Team if their application is successful. Only one application form may be completed by each proposed participant and only the first application form will be accepted. Hosted Buyer and ILTM are registered trademarks of Reed Exhibitions Limited. ILTM Familiarisation Trips (Fam Trips) 1. Participation in a Fam Trips is entirely at the discretion of the Fam Trip hosts ( Host Company ). Only qualified Buyers who register their interest for the Fam Trip via the dedicated buyer zone by 01 September 2017 will be considered. 2. No shows and cancellations from a Fam Trip on or after 06 November 2017 will be subject to a 500 charge made at the discretion of the Host Company. 3. Charges will be made to the credit card which was used upon registration for ILTM 2017. 4. Only one attendee per company may attend a Fam Trip.
5. Whilst the Host Company is responsible for transport between the Fam Trip destination and Nice Airport, it is the Buyer s responsibility to arrange his or her own transport between home and host destination (unless the Buyer is a Buyer (with flights), in which case ILTM will provide flights to the Host destination).