Hosted Buyer Terms and Conditions

Fully Hosted Buyers will receive from Reed Exhibitions Limited complimentary:

• Return / Round-trip economy travel from selected ports to Hong Kong according to the event dates and dependent on flight schedules. Return travel will be booked into/from the same port.
• Accommodation for the duration of your stay at a 5* hotel including breakfast, according to the IBTM Asia Pacific dates, unless otherwise agreed in writing.
• Transfers to and from the official partner hotels, according to the IBTM Asia Pacific dates, unless otherwise agreed in writing and networking functions.
• Entry to IBTM Asia Pacific.
• Entry to official IBTM Asia Pacific complimentary networking events.
• Pre-scheduled appointments with Exhibitors of their choice in a personalised diary.
• Refreshments and lunch in the Hosted Buyer lounges.

Semi Hosted Buyers will receive from Reed Exhibitions Limited complimentary:

• Accommodation for the duration of your stay at a 5* hotel including breakfast, according to the IBTM Asia Pacific dates, unless otherwise agreed in writing.
• Transfers to and from the official partner hotels, according to the IBTM Asia Pacific dates, unless otherwise agreed in writing and networking functions. Entry to IBTM Asia Pacific.
• Entry to official IBTM Asia Pacific complimentary networking events.
• Pre-scheduled appointments with Exhibitors of their choice in a personalised diary.
• Refreshments and lunch in the Hosted Buyer lounges.

Appointment Only Hosted Buyers will receive from Reed Exhibitions Limited complimentary:

• Transfers to and from the official partner hotels, according to the IBTM Asia Pacific dates, unless otherwise agreed in writing and networking functions.
• Entry to IBTM Asia Pacific.
• Entry to official IBTM Asia Pacific complimentary networking events.
• Pre-scheduled appointments with Exhibitors of their choice in a personalised diary.
• Refreshments and lunch in the Hosted Buyer lounges.

Buyers can choose whether they want to attend as a:

• Fully Hosted Buyer.
• Semi-Hosted Buyer - without flights (outlined above).
• Appointment only Hosted Buyer – without flights and accommodation (outlined above).

The number of days that a Fully Hosted Buyer, a Semi-Hosted Buyer and / or an Appointment only Hosted Buyer, spends on the Event floor will be provided for in the Buyers application and failure to adhere to these allocated days on the Event floor will be deemed as a breach of this Agreement and the applicable charges in clause 3 will apply.  

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

• Actively participate in the Pre-Scheduled Appointment Programme; Hosted Buyers will be required to select eighteen (18) Exhibitor Appointment Preferences per day of attendance and rank in order of importance, completing the number of appointment selections within the stated timeframe given by the Event Team.
• Attend a minimum number of thirteen (13) Pre-Scheduled Appointments (PSA) per day of attendance at the Exhibition.
• Select one mandatory Destination Presentation per day of attendance at the Event.
• Attendance at all Pre- Scheduled Appointments and Destination Presentations is compulsory. Hosted Buyers are expected to attend all functions scheduled in their diary.
• NOT cancel or re-arrange Pre-Scheduled Appointments on-site unless the Exhibitor is in agreement and the Event Team has been informed.
• Attend all Pre-Scheduled Appointments on an individual basis.
• Note that Appointments and education will be in English unless otherwise stated.
• Wear business dress as a condition of entry to the Event.

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 IBTM Asia Pacific 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 Hosted Buyer on the minimum commitment with respect to attending appointments shall be treated by Reed Exhibitions Limited as a no show and / or non-attendance as per section 3 below. Attendance at the Event will be monitored on site by the Event Team.

Reed Exhibitions Limited will supply the Hosted Buyer with a return/roundtrip from designated point(s) of departure to Hong Kong Airport or relevant port or train/bus station either directly or connecting through appropriate ports. Travel will be arranged on dates suitable for attendance at the Event. Please note that these arrangements are non-transferable. The travel times will be allocated to ensure maximum time at the Event. Travel changes requested by the Hosted Buyer are subject to availability and cancellation of travel may incur a fee (see section 3 below). Any additional costs in reaching the agreed departure point will be the responsibility of the Hosted Buyer. All travel provided by Reed Exhibitions Limited shall be standard economy fare. No upgrades or use of frequent flyer miles are organised by Reed Exhibitions Limited.

Travel change requests will be considered on a case-by-case basis. Reed Exhibitions Limited reserves the right to make charges for travel changes. All travel changes are subject to a change fee in addition to the cost to change the travel arrangements payable to Reed Exhibitions Limited.

Prior to the 29^th November 2024 there may be no charge, unless the Hosted Buyer has confirmed his or her flights. The Event Team will notify the Hosted Buyer the total costs to be incurred before proceeding with a travel change.

All travel change charges will be charged to the credit card submitted by the Hosted Buyer at the point of registration.

Each Hosted Buyer (Semi Hosted/Appointment only without travel) who is arranging their own travel will provide their travel details to the Event Team by 29^th November 2024. Hosted Buyer’s own travel must allow maximum attendance time at the Exhibition to enable them to complete the obligations with regards to Pre-Scheduled Appointments and Destination Presentations.

Reed Exhibitions Limited will provide the Hosted Buyer with return transfers from Hong Kong Airport to the venue and from the venue to their accommodation (booked by IBTM Asia Pacific) in Hong Kong as per the transportation schedule.

Reed Exhibitions Limited will provide the Hosted Buyer with the offered number of nights’ accommodation in Hong Kong (depending on the package offered) during the Exhibition. This will be on a single occupancy basis including breakfast. Reed Exhibitions Limited will not be responsible for extra room costs incurred during the stay. Any incidentals (e.g. minibar/laundry) must be settled by the Hosted Buyer on check out. Any room upgrades will be solely at the discretion of the hotel management.

3.1.1  Whilst not encouraged, Hosted Buyers may, subject to clause 3.5, cancel their attendance at the Event in writing (“CoA”) with no liquidated damages payable, if the CoA is received on or before 29^th November 2024.

3.1.2  Subject to Clause 3.5, any Hosted Buyer’s CoA received by Reed Exhibitions after 29^th November 2024 will incur liquidated damages of $1,100 USD (CoA Cancellation Charge), which is a reasonable pre-estimate of the losses and costs to be incurred by Reed Exhibitions including administration costs in arranging and cancelling the relevant bookings.

3.1.3  All CoAs must be received by Reed Exhibitions Limited, in writing, to the following email address: [email protected], by the date specified in Clause 3.1.1 and must be acknowledged, which will not be unreasonably withheld or delayed, by Reed Exhibitions Limited to be valid.

3.2.1     Invitations to Hosted Buyers are at the discretion of Reed Exhibitions Limited and;

(i)   in accordance with Clause 3.1, where a Hosted Buyer exercises a CoA, they may request that a colleague from their organisation attends as a replacement.  On the condition that the replacement is accepted by the Event Team and subject to Clause 3.5, liquidated damages will not apply; or  

(ii)   subject to Clause 3.5, if the replacement is not accepted by the Event Team, for whatsoever reason which Reed Exhibitions is not required to disclose, then the liquidated damages detailed in Clause 3.1 will apply. 

3.3.1     Subject to c.3.5, Hosted Buyers who do not inform the Event Team of their CoA and are a no show to and/or do not attend the Event and/or are not present on the Event floor for the required number of days, will incur liquidated damages of $1,100.00 USD (Cancellation Charge), which is a reasonable pre-estimate of the losses and costs to be incurred by Reed Exhibitions including administration costs in arranging and cancelling the relevant bookings.

3.4.1    All Hosted Buyers are required to attend all the Pre-Scheduled appointments that appear in their final diary. As no show’s and/or non-attendance negatively affects the Exhibitors diary, any Hosted Buyers who are no shows and/or non-attendance to the Pre-Scheduled appointments will incur liquidated damages of $100 USD (one hundred US Dollars) per no show and/or non-attendance for each Pre Scheduled appointment reported. If Exhibitors report 10 (ten) or more no shows and/or non-attendance to the Pre Scheduled appointments, per Hosted Buyer, the Hosted Buyer will incur liquidated damages of $1,100 USD and will not be invited to future IBTM events. 

3.4.2    For the avoidance of doubt, if the Hosted Buyer fails to attend all pre-scheduled appointments, they will incur the costs prescribed in Clause 3.4.1 and if in addition they fail to be present on the Event floor they will also incur the costs prescribed in Clause 3.3.1.   

3.5.1     For the avoidance of doubt,  any Hosted Buyer’s CoA received in accordance with Clause 3.1 that has not had an agreed replacement [(as per Clause 3.2.1(ii)) and/or any no show/non-attendance to the Event (as per Clause 3.3), will incur any and all flight cancellations fees from such CoA and/or any no show/non-attendance and will reimburse Reed Exhibitions Limited in full for any such air fare paid or payable. This is in addition to the Cancellation Charge or CoA Cancellation Charge payable under Clause 3.1 or 3.3.

3.5.2    Any Hosted Buyer’s CoA received in accordance with Clause 3.1 who has a confirmed replacement (as per Clause 3.2.1(i)) will incur any name change and/or any other such admin fee as the applicable airline, train line or hotel etc. imposes, including, if relevant, any and all cancellations fees, if so applicable.  

3.6.1     In accordance with Clauses 3.1 to 3.4, inclusive, any Cancellation Charges or CoA Cancellation Charges owed and/or, as per Clause 3.5, any flight cancellation and/ or administrational fees, will be payable by the Hosted Buyer within fourteen (14) days of the closing date of IBTM Asia Pacific. Reed Exhibitions Limited shall take payment of such fees from the Hosted Buyer’s credit card (details of which must be provided by the Hosted Buyer upon registration) no longer than six (6) weeks after the closing date of IBTM Asia Pacific (if the payment has not been made by other means). Reed Exhibitions Limited will provide the Buyer with a receipt in respect of such credit card charges.

Note: Cancellation Charges or CoA Cancellation Charges and/or flight cancellation charges and/or no shows to Pre Scheduled Appointments will be debited from the credit card submitted at the point of registration.  No charges will be made without prior notification to the Hosted Buyer. The Event Team will provide an invoice or receipt where required.

3.7.1     Any Hosted Buyer who exercises a CoA due to medical reasons must provide a medical certificate within one (1) week of notification and upon acceptance of such medical certificate, the Hosted Buyer will be charged any applicable flight cancellation fees, as detailed in Clause 3.5. 

3.7.2     Any Hosted Buyer who exercises a CoA due to medical reasons and fails to provide a medical certificate within one (1) week of notification will be charged any applicable flight cancellation fees, as detailed in Clause 3.5 and any applicable Cancellation Charges and other charges, as per Clauses 3.1 to 3.4, inclusive. 

3.7.3     For the avoidance of doubt, all medical certificates must be in English, not hand written, and with an official stamp and signature.

• For Hosted Buyers who miss their flight/travel arrangements;
• For the insolvency or failure of any airline company or hotel or ground handling company or other supplier;
• For flight/travel cancellation or delay;
• If the Hosted Buyer is refused permission to board the aircraft or other mode of transport, or is refused entry to any 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; and / or
• For any claims or liability in relation to the pre/post Event Tours organized by the host destination.

Any replacement travel arrangements 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 their own adequate travel insurance coverage for their stay and it is recommended in particular that Hosted Buyers take out adequate travel insurance to cover the instances referred to in Clause 4.1, 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.

Force Majeure shall include, but not be limited to: fire; casualty; flood; epidemic; pandemic; World Health Organisation travel advisory or travel alert; earthquake; explosion or accident; blockade embargo; inclement weather; governmental restraints; restraints or orders of civil defence or military authorities; act of public enemy; riot or civil disturbance; act or threatened act of terrorism, strike, lockout, boycott or other labour disturbance; Venue cancellation; inability to secure sufficient labour; technical or other personnel failure; impairment or lack of adequate transportation facilities; inability to obtain condemnation, requisition or commandeering of necessary supplies or equipment; general fuel or energy shortages, local, state or federal laws, ordinances, rules, orders, decrees or regulations whether legislative, executive or judicial, and whether constitutional or unconstitutional; or acts of God or any other cause or causes not reasonably within the control of Reed Exhibitions Limited. Reed Exhibitions Limited, its agents, its employees, and its subcontractors shall not be liable for loss, damage or delay resulting from a Force Majeure event, or any other circumstances outside Reed Exhibition Limited’s or its subcontractors’ control which shall make it impossible or inadvisable for Reed Exhibitions Limited using its reasonable discretion to hold the Event at the time and place provided or interferes with Reed Exhibitions ability to get the Hosted Buyers to the Event or to provide flights, hotels, transfer appointments, events or other services to Hosted Buyers. Reed Exhibitions Limited reserves the right to re-schedule the Event at another date and/or at an alternative site, which will be advised to the Hosted Buyer by email.

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. 

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 the Hosted Buyer or in respect of their attendance at the Exhibition under these terms and conditions whether in contract, tort or otherwise shall not exceed $1,100.00 USD (one-thousand, one hundred US Dollars).

• Hosted Buyers are accepted by the host destination on the basis that they meet the criteria determined by the host destination. After the Hosted Buyer has been approved to attend IBTM Asia Pacific, the Tour Host will review the application and IBTM Asia Pacific will notify the Hosted Buyer on the Tour Host’s decision separately. All tours are subject to a review process – registering an interest in the application does not guarantee a place on the tour. 
• Places are limited by number, country of origin, buyer type and flight schedules. Hosted Buyers can only apply and be considered for one tour.
• Travel to the pre/post Event tours is co-ordinated by the host destination.
• Accommodation and the full tour itinerary is the sole responsibility of the host destination for the duration of the trip.
• Hosted Buyers who wish to cancel their participation in a pre/post Event tour must inform the Event Team by 29^th November 2024 by email to [email protected].
• Cancellations for pre/post Event tours received after 29^th November 2024 will incur liquidated damages of $400 USD (four-hundred US Dollars), which is a reasonable pre-estimate of the losses and costs (including administration costs incurred in arranging and cancelling the booking) incurred, depending on the pre/post Event tour the Hosted Buyer is attending, in addition to IBTM Asia Pacific Cancellation Charges or CoA Cancellation Charges payable, please see Clause 3.
• These pre/post Event tour cancellation fees will be charged to the credit card submitted by the Hosted Buyer at the point of registration. No charges will be made without prior notification to the Hosted Buyer.

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 Event Team if their application is successful. The Event Team's decision is final and no reasons will be given. Only one application form may be completed by each proposed participant and only the first application form will be reviewed. Applicants must be aged 18 or over.

Successful applicants will only be accepted as Hosted Buyers if they have read and agreed to these terms and conditions and Admissions Policy and have ticked the relevant boxes on the online application form and have provided valid credit card details.

All sections of the application form must be completed. Failure to do so will result in the application not being processed.

All applicants for the Hosted Buyer Programme are required to supply valid credit card details as part of the application. A small fee of $5.00 (five US Dollars) will be deducted and is required to validate the credit card details provided. A receipt is provided. The fee is non-refundable. In accordance with the applicable law, Reed Exhibitions Limited will pass on any and all credit card charges and fees, which for the avoidance of doubt are costs incurred in addition to any amount owed, on a like-for-like basis, at the specific credit card company’s prevailing rate.

Persons accompanying the Hosted Buyer (such as spouses or family) are not included in any offers regarding the Hosted Buyer Programme.

These terms and conditions and any dispute, controversy, proceedings or claim of whatever nature arising out of or in any way relating to the terms and conditions, the validity and performance hereof or its formation (including any non‑contractual disputes or claims) shall be governed by and construed in accordance with the laws of England and Wales (save that the conflicts of law principles will be expressly excluded). The parties hereby irrevocably acknowledge and agree that the courts of England shall have exclusive jurisdiction and venue in respect hereof.

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 Reed Exhibitions Privacy Policy at https://privacy.reedexpo.com/en-gb.html