Terms and conditions

Terms and conditions

  • 1. Definitions

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

    "IBTM Americas" or "Event". Refers to the meeting, incentive, and business travel industry event that will take place on September 5th and 6th, 2018 at Centro Citibanamex. This is a trade show owned and organized by Reed Exhibitions Mexico S.A. de C.V.

    "Exhibitors" Refers to exhibitors who have contracted a space or stand with Reed Exhibitions Mexico S.A. de C.V. to participate in IBTM Americas.

    "IBTM Americas team" meansthe staff responsible for the IBTM Americas event of Reed Exhibitions Mexico S.A. de C.V., located in Torre Mapfre Paseo de la Reforma No. 243, Piso 15, Cuauhtémoc, Mexico City, Mexico, Z.C. 06500.

    "Hosted Buyer" means the person, accepted by the IBTM Americas Team, who will attend the Exhibition as a buyer of business travel, meetings, incentives and events,

     The IBTM Americas Hosted Buyer program consists of three Buyer categories with different benefits and obligations:

    1. "Fully Hosted Buyer" refers to the Hosted Buyer from any place outside of Mexico (Hosted Buyer International) or outside Mexico City and Estado de Mexico (Hosted Buyer National), whose lodging, flights and transfers will be provided by Reed Exhibitions Mexico S.A. de C.V.
    2. "Semi Hosted Buyer" refers to the Hosted Buyer (International / National) whose flights will not be provided by Reed Exhibitions Mexico S.A. de C.V.
    3. "Local Hosted Buyer" refers to the Buyer coming from Mexico City.

    "Pre-scheduled Appointments Program" These are appointments scheduled by Reed Exhibitions Mexico S.A. de C.V. program to coordinate Hosted Buyer meetings with the Exhibitors during IBTM Americas. All "Pre-scheduled Appointments" must be carried out according to the agenda.

    "No Show" Refers to the Hosted Buyer who DOES NOT meet the required minimum number of 8 appointments per day or DOES NOT attend one or more of meetings that appear in their final diary. Also applies to the Hosted Buyers who cancel their participation and DOES NOT inform the IBTM Americas Team about their cancellation before August 10th.

    "Transportation" Refers to transportation (airline ticket) that has been booked directly by Reed Exhibitions Mexico S.A de C.V. at no cost to the Hosted Buyer.

  • 2. Hosted Buyer Benefits and Commitments

    2.1 As part of your acceptance to the Hosted Buyer Program you will receive from Reed Exhibitions Mexico:

    Fully Hosted Buyers (International / National):

    • An appointment schedule with the exhibitors of your choice.
    • Round trip to Mexico City, according to the Event dates.
    • Lodging at the IBTM Americas host hotel (single or double room) according to the dates of the Event
    • Food and beverages, including: breakfast, meals and cocktails within the program and during the days of the Event.
    • Transfers (Airport - Hotel - Centro Citibanamex - Special Events organized by IBTM Americas).
    • Access to the educational program with experts in the field.
    • Access to the Hosted Buyer Lounge (VIP area), where you will have access to Wi-Fi, refreshments and networking with other Hosted Buyers.

    Semi Hosted Buyers (International / National):

    • An appointment schedule with the exhibitors of your choice.
    • Lodging at the IBTM Americas host hotel (single or double room) according to Event dates.
    • Food and beverages, including: breakfast, meals and cocktails within the program and during the days of the Event.
    • Transfers (Airport - Hotel – Centro Citibanamex - Special Events organized by IBTM Americas Access to the educational program with experts in the field.
    • Access to the Hosted Buyer Lounge (VIP area), where you will have access to Wi-Fi, refreshments and networking with other Hosted Buyers.

    Local Hosted Buyer:

    • An appointment schedule with the exhibitors of your choice.
    • Food and beverages, including: breakfast, meals and cocktails within the program and during the days of the Event.
    • Transfers (Centro Citibanamex - Special Events organized by IBTM Americas).
    • Access to the educational program with experts in the field.
    • Access to the Hosted Buyer Lounge (VIP area), where you will have access to Wi-Fi, refreshments and networking with other Hosted Buyers.

    All incidental expenses and other costs are the responsibility of each Hosted Buyer, such as:

    • Private transportation transfers / Car rental.
    • Personal meals and drinks (other than those programmed by IBTM Americas).
    • Flight / Hotel upgrade.
    • Additional lodging nights.
    • Personal / Incident extras / Hotel mini-bar.
    • Vaccines for the trip.
    • Travel insurance.
    • Cost of baggage excess.

    As a condition of receiving the complimentary services from Reed Exhibitions Mexico S.A de C.V., " Hosted Buyers" will be required to:

    Actively participate in the Pre-Scheduled Appointment Programme, i.e. selecting the required number of appointment preferences within a specified timeframe.

    Attend all meetings and networking sessions scheduled by the IBTM Americas Team and included by the IBTM Americas Team in their diaries.

    Wear business casual dress as a condition of entry to the Exhibition.

    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 IBTM Americas Hosted Buyer Programme and future IBTM Hosted 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 IBTM Americas Team as a cancellation, and cancellation fees will apply (see "Cancellations" section below). Attendance at the above will be monitored on site by the IBTM Americas Team.

  • 3. Assistance

    3.1 The IBTM Americas team is responsible for coordinating the participation of Hosted Buyer including its lodging, air / ground transfers and appointments program (based on the Hosted Buyer category). The flights will only be provided for the dates of the Event and will be reserved by the official agency of the Event. All questions or queries should be directed to the IBTM Americas team.

    3.2 All Hosted Buyers are asked not to contact IBTM Americas providers directly (for example, agents, airlines and hotels) unless the IBTM Americas team instructs you to do so. If a Hosted Buyer wants to make their own arrangements for the trip, they must inform the team and obtain written approval of their itinerary to ensure that they travel on the appropriate dates and times. Hosted Buyers can direct their doubts or queries to the following e-mail address: ygavira@reedexpo.com

    Note: Agreements are not transferable. All changes and cancellations requested by the Hosted Buyer are subject to availability and may incur charges (see cancellation section). All additional costs upon arrival and return will be the responsibility of each Hosted Buyer. The flights will be scheduled to ensure the optimization of time in the exhibition and will be reserved in the standard economic fare, there are no available upgrades.

    3.3 Your invitation is not transferable. In case of any situation where you have to cancel your participation, you can ask to be replaced by another person from your organization or company. The IBTM Americas team must first validate the person who will replace it and must cover the costs incurred in case the flight has been purchased.

    3.4 In case that more than one person from the same organization wishes to go to IBTM Americas as a Hosted Buyer, each person must carry out their process individually and go separately to the scheduled appointments meeting with the minimum required (16 appointments).

    3.5 Please note that the in-floor appointment process will be monitored and non-attendance will constitute a violation of these Terms and Conditions.

    3.6 Participants applying as Hosted Buyers agree to give their contact details (name, e-mail address and telephone number).

    3.7 Hosted Buyers must not be a part of any voting, steering, demonstration, objectionable behavior, or being involved in any activity that may disrupt the Event.
    Official photographers will be taking videos and photographs on IBTM Americas. Hosted Buyers that attend the Event consent to such photographs and videos being taken without compensation and confirming that the IBTM Americas team shall be entitled to use the photographs and videos for the sole purpose of publicizing the Event in the future, in some or all means, excluding any responsibility. No other photograph or video will be allowed in the Event without the prior written approval of the IBTM Americas team.

  • 4. Travel and Lodging - (Only applies to International / National Hosted Buyers)

    4.1 Due to airline restrictions, changes to travel plans after the ticket is issued will be considered on a case-by-case basis, however Reed Exhibitions Mexico S.A. de C.V. reserves the right to make charges for such changes. These will be made to the credit card provided in your registration.

    4.2 Visas. Please consider that participants from certain countries may require a visa or permit to enter Mexico City. It is the responsibility of each Hosted Buyer to organize and pay for their own visa. For more information on countries that require a visa, consult the following website: http://www.inm.gob.mx/gobmx/word/index.php/paises-requieren-visa-para-mexico/
    IBTM Americas offers an invitation letter for the visa application in PDF format with the buyer's information and the dates of the Event. In case you need this letter please send an e-mail to the following address: ygavira@reedexpo.com

    4.3 Vaccines for the trip. Consider that trip vaccines are the responsibility of each Hosted Buyer. For more information contact your local doctor.

    4.4 Travel insurance. Consider that travel insurance is the responsibility of each Hosted Buyer. The travel insurance you purchase must start from the day of departure to the day of arrival in your country of origin and it is recommended to cover cancellations, delays, lost luggage and medical costs.

    4.5 Baggage excess, customs fees and similar are responsibility of each Hosted Buyer. IBTM Americas does not endorse or approve the export of gifts given by exhibitors. Each attendee must ensure that such gifts can be either legally removed.

    4.6. City Tour and Post Tours
    The City Tour and the Post Tours are offered by the respective host destinations. If you are accepted as a Hosted Buyer by the IBTM Americas team and if you have indicated your interest in the City Tour and / or Post Tours at the time of registration, the respective host destinations of your interest will be notified by the IBTM Americas team. In case you are approved to attend any of the tours, the following Terms and Conditions will apply:

    • The host destinations will determine at their discretion which Hosted Buyer will participate in their Post Tour. The decision of the host destination is final.
    • Post Tour trips are coordinated directly by the host destination, IBTM Americas will only collaborate with the flight issuance.
    • Accommodation during the Post Tours is solely the responsibility of the host destinations.

    Cancellation: in case you cannot participate in the City Tour and / or Post Tours for which you were selected, you must notify the IBTM Americas team by sending an e-mail to: ygavira@reedexpo.com, as soon as possible.

    • Cancellations received by the IBTM Americas team will not be charged, unless the arrangements of the tour (s) have already been accepted and confirmed; if so, the cost of it will be charged to the Hosted Buyer’s credit card.
    • If cancellation is received after having purchased the flights and accommodation, you will be charged an extra fee for cancellation, which you will pay to the host destination, to cover the expenses incurred by them until the date of cancellation, which will be informed in advance to the Hosted Buyer.
    • All cancellations will be reviewed on a case-by-case basis and new plans for the coordination of flights and transfers will be solely the responsibility of the Hosted Buyer.
  • 5. Cancellations and No Shows

    5.1 Cancellation fees for Hosted Buyers

    If you need to cancel your participation in the Event, you must make a written notification to the following e-mail: ygavira@reedexpo.com. The cancellation will not be effective until you have received a written acknowledgment from the IBTM Americas team. In case of cancellation, the following rates will apply:

    • Cancellations received before July 24th, 2018 will not incur in a charge unless the flight has been 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 on or after July 24th, 2018 will incur a charge of $500.00 USD plus the cost of the flight if this has been purchased.

    5.2 No Show Charges for Hosted Buyers

    No Show charges for Hosted Buyers will apply in the following circumstances

    • If you do not make the required number of Pre-scheduled Appointments before the Events closure.
    • If you are reported as "No Show".
    • If you do not notify the IBTM Americas team of your absence before August 17th, 2018.
    • If you miss two or more Pre-Scheduled Appointments in IBTM Americas. In the case of a "No Show", the a charge of $1,000.00 USD penalty will apply. The participation and assistance of Hosted Buyers will be monitored by the Event team and Exhibitors.

    5.3 Charges of Cancellation and No Show

    REED EXHIBITIONS MEXICO S.A. DE C.V. WILL CHARGE THE PENALTY FOR CANCELLATION OF ATTENDANCE, NO SHOW OR CANCELLATION OF FLIGHT TO THE CREDIT CARD PROVIDED BY THE HOSTED BUYER DURING REGISTRATION TO THE PROGRAM. THIS WILL BE CHARGED WITHIN 14 DAYS AFTER THE LAST DAY OF IBTM Americas, THIS ONLY IN CASE THAT THE PAYMENT WAS NOT DONE BEFORE. THE HOSTED BUYER MAY REQUEST AN INVOICE IF REQUIRED.

    THE IBTM Americas HOSTED BUYER TEAM WILL CONTACT YOU TO CHARGE THE CREDIT CARD. The Hosted Buyer agrees with the charges set forth in 5.1 and 5.2 which is a reasonable pre-estimate of the losses incurred by Reed Exhibitions Mexico S.A. de C.V. in case the Hosted Buyer fails to these Terms and Conditions.

  • 6. Exclusion of liability

    6.1 Reed Exhibitions Mexico S.A. de C.V. is not responsible for*:

    6.1.1 Hosted Buyers who missed the flight (s) to participate in IBTM Americas.

    6.1.2 Bankruptcy or failure of any airline, hotel or ground assistance company or any other provider.

    6.1.3 Flight delays or cancellations.

    6.1.4 If the Hosted Buyer is denied permission to board the plane or is refused to entry Mexico City.

    6.1.5 For Any delay, loss of baggage or charges for baggage excess or any subsequent dispute.

    Any flight changes and other costs incurred in connection with the above will be paid by the Hosted Buyer or the airline, if applicable.

    * Applies only to International and National Hosted Buyers.

    6.2 Reed Exhibitions Mexico S.A. de C.V., its agents, employees and subcontractors shall not be liable for any loss, damage or delay resulting from acts or threats of war, kidnapping, terrorist activity, civil commotion, industrial disputes, fuel shortages, natural disasters or adverse weather conditions, strikes or closures by intervention or regulation, military activity, epidemics or any other circumstance outside the control of Reed Exhibitions Mexico S.A. de C.V. or that of its subcontractors, as it would render impossible or not viable for Reed Exhibitions Mexico S.A.de C.V. maintain IBTM Americas at the time and place provided or would make it impossible to bring Hosted Buyer to IBTM Americas or provide flights, hotels, transportation, events or other services for Hosted Buyers. Reed Exhibitions Mexico S.A. de C.V. reserves the rights to reschedule IBTM Americas at another date and / or at an alternate site.

    6.3 Reed Exhibitions Mexico S.A. de C.V. will not be liable to the Hosted Buyer, by contract, tort or any other loss or damage of profits, loss of business or income, loss of anticipated savings or any other indirect or consequential loss or damage, costs or expenses arising from or in connection with the assistance of Hosted Buyers to IBTM Americas.

    6.4 Reed Exhibitions Mexico S.A. de C.V. has responsibility for the Hosted Buyer with respect to its assistance to IBTM Americas under these Terms and Conditions, whether by contract, tort or otherwise, and may not exceed $ 1,800 USD.

    6.5 Reed Exhibitions México S.A. de C.V. is not responsible for the death or personal injury of any Hosted Buyer, unless such liability cannot be excluded by the Mexican law.

  • 7. Exclusion of liability

    7.1 Completing the online application format to be Hosted Buyer does not guarantee to get a place in the program.

    7.2 Successful applications will only be accepted as Hosted Buyer if they have read and agreed these Terms and Conditions, have marked the relevant boxes in the online registration format and provided their credit card details.

    7.3 People (such as spouses, family) accompanying Hosted Buyers are not included in any offer regarding the program.

    7.4 By agreeing to these Terms and Conditions, Hosted Buyers accept under all relevant data protection legislation for Reed Exhibitions Mexico S.A. de C.V. to communicate with you by telephone, fax, e-mail and postal mail and using personal information from Hosted Buyers for internal processing and for disclosure to third parties such as IBTM Americas Exhibitors, travel agents, airlines, hotels and transportation providers assisting the Hosted Buyer to IBTM Americas, including without limitation, to process your credit card for additional travel charges and accommodation charges, cancellation or No Show charges. Additionally, we may use Hosted Buyer data to invite you to other Events to offer other relevant products and services provided by Reed Exhibitions Mexico S.A. de C.V. or third parties (other than those you have consented to above in relation to your attendance at IBTM Americas). Please use the data protection law section at the end of the form to select your preferences.

    7.5 The Terms and Conditions agreement shall be governed by and construed in accordance with Mexican law and is subject to the non-exclusive jurisdiction of the Tribunals of Mexico.

  • 8. General

    8.1 Completing the online application format to be Hosted Buyer does not guarantee to get a place in the program.

    8.2 Successful applications will only be accepted as Hosted Buyer if they have read and agreed these Terms and Conditions, have marked the relevant boxes in the online registration format and provided their credit card details.

    8.3 People (such as spouses, family) accompanying Hosted Buyers are not included in any offer regarding the program.

    8.4 By agreeing to these Terms and Conditions, Hosted Buyers accept under all relevant data protection legislation for Reed Exhibitions Mexico S.A. de C.V. to communicate with you by telephone, fax, e-mail and postal mail and using personal information from Hosted Buyers for internal processing and for disclosure to third parties such as IBTM Americas Exhibitors, travel agents, airlines, hotels and transportation providers assisting the Hosted Buyer to IBTM Americas, including without limitation, to process your credit card for additional travel charges and accommodation charges, cancellation or No Show charges. Additionally, we may use Hosted Buyer data to invite you to other Events to offer other relevant products and services provided by Reed Exhibitions Mexico S.A. de C.V. or third parties (other than those you have consented to above in relation to your attendance at IBTM Americas). Please use the data protection law section at the end of the form to select your preferences.

    8.5 The Terms and Conditions agreement shall be governed by and construed in accordance with Mexican law and is subject to the non-exclusive jurisdiction of the Tribunals of Mexico.

 


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