Hosted Buyers Terms & Conditions

Please carefully read these Terms & Conditions 

"IBTM Americas" ​​or "Event". Refers to the meeting, incentive, and business travel industry event that will take place on August 21^st and 22^nd, 2024 at Centro Citibanamex, Mexico City. This is a trade show owned and organized by RX Mexico (Reed Exhibitions Mexico, S.A. de C.V.).

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

"IBTM Americas team". is the staff responsible for the IBTM Americas event of RX Mexico (Reed Exhibitions Mexico, S.A. de C.V.)., located in Torre Mapfre Paseo de la Reforma No. 243, Floor 15, Cuauhtemoc, Mexico City, Mexico, Z.C. 06500.

"Hosted Buyer". is the professional in business travel, meetings and events, who has registered himself/herself as a candidate, has accepted these Terms and Conditions, the Terms of Service of the event and its Privacy Policy, and has been validated by RX Mexico (Reed Exhibitions Mexico, S.A. de C.V.). to attend IBTM Americas as a buyer for meetings, events, incentives and business travel products.

 The IBTM Americas Hosted Buyer program consists of three Hosted 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 RX Mexico (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 RX Mexico (Reed Exhibitions Mexico, S.A. de C.V.).
3. "Local Hosted Buyer" refers to the buyer coming from Mexico City.

"Pre-scheduled Appointment Program". These are appointments scheduled by RX Mexico (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 that DOES NOT meet the required minimum number of appointments or loses two or more appointments per day. Also applies to the Hosted Buyer that DOES NOT inform the cancellation of their participation to the Event before July 31^st, 2024.

"Transportation". Refers to transportation (airline ticket) that has been booked directly by RX Mexico (Reed Exhibitions Mexico, S.A. de C.V.) at not  cost for the Hosted Buyer, which may or may not include checked baggage. This transportation does not include the payment of tollbooths or private transportation.

2.1 As part of your acceptance of the Hosted Buyer program you will receive from RX Mexico (Reed Exhibitions Mexico, S.A. de C.V.):

Fully Hosted Buyer category (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 Buyer category (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 category:

• An appointment calendar 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 assistant, such as:

o   Private transportation transfers / Car rental.

o   Personal foods and beverages (other than those programmed by IBTM Americas).

o   Upgrade flight / Hotel.

o   Additional lodging nights.

o   Personal / Incident extras / Hotel mini bar.

o   Vaccines for the trip.

o   Visa costs.

o   Travel insurance.

o   Cost of baggage excess.

2.2 Completing the application registration for Hosted Buyer on the system does not guarantee a place in the Hosted Buyer program for IBTM Americas. You will be notified via email if your registration was approved. The final decision is made by the organizing committee of IBTM Americas.

2.3 The organizing committee only accepts one application per person. In case that multiple registrations are received per participant, only the first record will be considered.

2.4 All sections and fields of the registration form must be completed including the data corresponding to the credit card that will be used only in case of cancellations or non-shows. If this is not done, the registration cannot be processed.

3.1 Once your participation as Hosted Buyer is approved, you agree to:

✔️ Participate in the full IBTM Americas program (August 21 ^st and 22^nd, 2024) due to the exclusivity of the event.

✔️  Accept to receive all the information via e-mail, telephone or WhatsApp by the Hosted buyers team, where your participation is important such as: Lodging, Flights, Special Events, networking activities, Fam Trips, opening and closing of the platform for business appointments and sending agendas.

✔️ Participate actively in the process of selecting appointments; each Hosted Buyer is required to make 16 appointments, selecting the providers of interest. The selection of appointments must be completed within the period determined by IBTM Americas.

✔️ Comply with the minimum number of scheduled appointments (8 appointments per day). The Hosted Buyer who does not complete the minimum number of appointments will be responsible for the No Show fee (check cancellation and No Show policies).

✔️  Forbidden to cancel and/or advance business appointments for Hosted Buyers during the two days of the event (August 21^st and 22^nd, 202)

✔️  The hosted buyer must comply in a timely manner with the confirmed agenda received prior to the event.

✔️ Attend all appointments, educational sessions of interest and networking events designed by the IBTM Americas team as part of their activities within the IBTM Americas event.

✔️ Reschedule with the exhibitors appointments that you will not be able to attend.

✔️ Attend appointments individually.

✔️ Dress business casual during the Event.

3.2 The IBTM Americas Team is responsible for coordinating the participation of Hosted Buyers, including their accommodation, air/ground transportation, and appointment schedule (based on the Hosted Buyer category they were approved for). Therefore, it is important for the Hosted Buyer to consider the following:

3.2.1 Flights will only be provided for the Event dates (may or may not include checked baggage), will be booked and issued by the Event's official agency with a deadline of June 15th.

3.2.2 After June 15th, buyers who have qualified as Fully Hosted Buyers  and have not completed their flight issuance process with the official IBTM Americas Travel Agency, will have a 15-day period to purchase their flight on their own (subject to special rates, please consult with the Hosted Buyers team, the maximum authorized amount for flight purchase according to the region of origin of the flight) and must send to the Hosted Buyers team: Issued ticket and purchase invoice before June 30th, reimbursement from October 21st to 31th, once IBTM Americas is concluded.

3.2.3 Hosted Buyers who have been qualified as Fully Hosted Buyers and have not complied with any of the processes and dates previously indicated for flight reservation and issuance will automatically be considered as Semi Hosted Buyers, and will be responsible for covering the flight cost on their own and no reimbursement apply from IBTM Americas

3.2.4 Fully Hosted Buyer profiles that are considered Semi Hosted Buyers after June 30^th, will be notified by the Hosted Buyers team and must confirm their participation at IBTM Americas under this profile, with a deadline of July 15th.

3.2.5 If a Hosted Buyer doesn’t confirm their participation under the Semi Hosted Buyer profile, before of July 15^th, will result in their attendance being canceled, subjecting them to corresponding penalties as indicated in section 6 of this document's Terms and Conditions of their participation in the Hosted Buyers program.

All questions or doubts  should be directed to the IBTM Americas Team at the following email address: [email protected] [email protected] [email protected]

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: [email protected] [email protected] y [email protected]

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 you and the substitute person 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 attend 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 dress in casual business mode as a condition of entering the Event.

3.8 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.

3.9 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.

4.1 Flights approved for the Hosted Buyers must be issued by the official travel agency of IBTM Americas, in the issuance periods established by RX Mexico (Reed Exhibitions Mexico, S.A de C.V.) The flights will be issued with a specific costs per region, depending on the country of origin. The issuance period according to the Hosted Buyer's registration date will be notified via email by the Hosted Buyers team.

4.2 The Hosted Buyers are obliged to be aware of the processes period of issuance of their flight, they will be notified by the Hosted Buyers team by email, if Hosted Buyer does not comply with the period assigned once their participation is approved, the flight issuance will be delayed and their participation in the show could be affected.

4.3 The Hosted Buyer should consider that due to changes in the rate structure by the airlines, for some regions RX Mexico (Reed Exhibitions Mexico S.A. de C.V.) will offer round trip flights from their city of origin to Mexico, in groups and due to blocking (pre-bookings) with selected airlines, having to accept the schedules and flight route offered for their participation in IBTM Americas.

4.4 Due to airline restrictions, changes to travel plans after the ticket is issued will be considered on a case-by-case basis, however RX Mexico (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.

4.5 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: [email protected] with copy to: [email protected] y [email protected]

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

4.7 Travel insurance. To attend IBTM Americas in Mexico City, it’s mandatory to have a travel insurance  and is the responsibility of each Hosted Buyer to purchase this insurance on their own. 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.

4.8 COVID-19 diagnostic tests. Hosted Buyers placed outside the Mexico City and require any type of COVID-19 test to re-enter their countries of origin, must purchase these tests (PCR, antigens, etc.) on their own.

4.9 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 legally removed.

The City Tour and the Post Tours (Fam Trips) 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 any Fam Trip 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: https://www.ibtmamericas.com/en-gb/terms.html

5.1 The host destinations will determine at their discretion which Hosted Buyer will participate in their Fam Trip. The decision of the host destination is final.

5.2 Fam Trips are coordinated directly by the host destinations, IBTM Americas will only collaborate with the coordination for the domestic flight issuance.

5.3 Accommodation during the Fam Trip is solely the responsibility of the host destinations.

Cancellation: in case you cannot participate in the Fam Trip for which you were selected, you must notify the IBTM Americas team by sending an e-mail to: [email protected], as soon as possible.

5.4 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.

5.5 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.

5.6 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.

6.1 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: [email protected]. 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:

6.1.1 Cancellations received before July 15, 2024, 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.

6.1.2 Cancellations received after July 15, 2024, will incur a charge of $500.00 USD plus the cost of the flight if this has been purchased.

6.2 No Show Charges for Hosted Buyers

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

6.2.1 If you do not make the required number of Pre-scheduled Appointments before the Event closure.

6.2.2 If you are reported as "No Show".

6.2.3 If you do not notify the IBTM Americas team of your absence before July 15 , 2024.

6.2.4 If you miss two or more Pre-Scheduled Appointments in IBTM Americas.

In the case of a "No Show", a charge of $1,000.00 USD will apply.

No Show charges will be applied to the Hosted Buyer who has confirmed transportation and accommodation. The participation and assistance of Hosted Buyers will be monitored by the Event team and Exhibitors.

6.3 Charges of Cancellation and No Show

RX MEXICO (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 6.1 and 6.2 clauses that are a reasonable pre-estimate of the losses incurred by RX Mexico (Reed Exhibitions Mexico, S.A. de C.V.) in case the Hosted Buyer fails to these Terms and Conditions.

7.1 RX Mexico (Reed Exhibitions Mexico, S.A. de C.V.) is not responsible*:

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

7.1.2 For bankruptcy or failure of any airline, hotel or ground assistance company or any other provider.

7.1.3 For flight delays or cancellations.

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

7.1.5 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.

7.1.6 For medical expenses caused by any illness or accident during your stay to participate in IBTM Americas, Mexico City.

* Applies only to International and National Hosted Buyers.

7.2 RX Mexico (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, pandemic, epidemics or any other circumstance outside the control of RX Mexico (Reed Exhibitions Mexico, S.A. de C.V.) or that of its subcontractors, as it would render impossible or not viable for RX Mexico (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. RX Mexico (Reed Exhibitions Mexico, S.A. de C.V.) reserves the rights to reschedule IBTM Americas at another date and / or at an alternate site.

7.3 RX Mexico (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.

7.4 RX Mexico (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.

7.5 RX Mexico (Reed Exhibitions Mexico, 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.

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, as Hosted Buyers you accept under all relevant data protection legislation that RX Mexico (Reed Exhibitions Mexico, S.A. de C.V.) communicates with you by telephone, fax, e-mail and postal mail and to use your personal information 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 your data to invite you to other Events to offer other relevant products and services provided by RX Mexico (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.

IBTM Americas is a registered trademark of Elsevier Properties S.A. and is being used by Reed Exhibitions Mexico S.A. de C.V. under license.