Hosted Buyer Terms and Conditions

1. Definitions

1.1 “IBTM Asia Pacific" means the event for the for the Asia Pacific meetings, events, incentives and business travel industry to be held at the Marina Bay Sands, Singapore, 13th – 14th April 2021. It is a trade exhibition owned and organised by Reed Travel Exhibitions, a division of Reed Exhibitions Limited, of Gateway House, 28 The Quadrant, Richmond, Surrey TW9 1DN.

1.2 "Exhibitors" means exhibitors who have contracted with Reed Exhibitions Limited to take stand space at IBTM Asia Pacific.

1.3 “Hosted Buyer” or “Buyer” means the meetings and business trade professional, who has been registered as a Hosted Buyer and has agreed to these Terms and Conditions and has been accepted in writing by Reed Exhibitions Limited to attend the Exhibition as a buyer of meetings, events, incentives and business travel products where complimentary accommodation, transfers and/or flights are provided by Reed Exhibitions Limited. (shall include buyers "with flights" and "without flights").

1.4 “Pre-Scheduled Appointment Programme” means the appointment programme operated by Reed Exhibitions Limited to co-ordinate the appointments of the Hosted Buyer with Exhibitors during IBTM Asia Pacific and "Pre-Scheduled Appointments" shall be construed accordingly.

1.5 “Show Team” means Reed Exhibitions Limited and IBTM Asia Pacific event personnel at Gateway House, 28 The Quadrant, Richmond, Surrey TW9 1DN, UK.

1.6 “Published Fare” means a flight ticket that has been booked directly on an airline’s own fare tariff, therefore carrying its own restrictive conditions pertaining to amendment and cancellation fees that will need to be applied.

1.7 "No show" means as referred to Section 5.

1.8 “Travel” means transportation arranged by Reed Exhibitions Limited by air, rail or bus as appropriate for the use of Hosted Buyers. For the avoidance of doubt, it does not include transportation by private vehicle or any transportation not arranged by Reed Exhibitions Limited.

2. Hosted Buyer & Accompanying Complimentary Services

2.1 Hosted Buyers. As part of your acceptance onto the Hosted Buyer Programme you will receive from Reed Exhibitions Limited complimentary :

  • Return / Round-trip economy travel from selected ports to Singapore 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 and networking functions.
  • Access to the Welcome Party and Closing Party
  • Pre-Scheduled Appointments with Exhibitors based on your preferences
  • Professional education with experts in their field
  • Refreshments and lunch in the Hosted Buyer Lounge.

ALL other costs and incidental expenses are the responsibility of each attendee. Examples include:

  • Private transfers
  • Food and beverage
  • Flight upgrades
  • Hotel upgrades
  • Additional nights' accommodation
  • Personal extras
  • Travel vaccinations
  • Visa costs
  • Travel insurance

3. Attendance

3.1 As a Hosted Buyer we ask you to commit to the entire programme (13th – 14th April 2021) due to the exclusivity of IBTM Asia Pacific.

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 fifteen (15) 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 Show Team.
  • Attend a minimum number of 12 Pre-Scheduled Appointments (PSA) per day of attendance at the Exhibition.
  • Attendance at all Pre-Scheduled Appointments is compulsory. Hosted Buyers are expected to attend all functions scheduled in their diary.
  • Do NOT cancel or re-arrange Pre-Scheduled Appointments on-site unless the Exhibitor is in agreement and the Show Team has been informed.
  • All Pre-Scheduled Appointments must be attended 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 Exhibition.

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 and Destination Presentation sessions shall be treated by Reed Exhibitions Limited as a No Show and No Show fees will apply (see “No Show” section below). Attendance at the above will be monitored on site by the Show Team.

3.2 The Show Team is responsible for co-ordinating your participation as a Hosted Buyer at IBTM Asia Pacific including accommodation, transfers and appointment setting where relevant. Hosted Buyer flights will be provided over the period of IBTM Asia Pacific only. Flights are booked by the Show Team and therefore all queries should be directed to the Show Team.

Hosted Buyers are requested not to contact the IBTM Asia Pacific travel suppliers (i.e., agents, airlines and hotels) directly unless instructed by the Show Team otherwise.

3.3 If a Hosted Buyer wishes to make his/her own travel arrangements will need to inform the Show Team directly using the email address and ensure that the proposed flight itinerary is in line with the IBTM Asia Pacific dates and schedule and approved by the Show Team before booking.

3.4 Hosted Buyers agree to settle all expenses with the hotel prior to departure and will indemnify Reed Exhibitions Limited for any failure to do so.

3.5 Hosted Buyers who are unable to honour an appointment on site, should contact the Exhibitor directly to arrange a more convenient appointment time and inform the Show Team of the change.

3.6 If one or more people from the same organisation each attend IBTM Asia Pacific as a Hosted Buyer then those people must conduct their Pre-Scheduled Appointments individually.

3.7 Please note that attendance at Pre-Scheduled Appointments will be monitored and non-attendance shall constitute a breach of these Terms and Conditions.

4. Travel

4.1 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 fee of $50 USD in addition to the cost to change the travel arrangements payable to Reed Exhibitions Limited. Prior to the 2nd March 2021 there may be no charge, unless the Hosted Buyer has confirmed his or her flights. The Show Team will notify the Hosted Buyer the total costs to be incurred before proceeding with Travel change.

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

4.2 Any unused flight tickets must be returned directly to the Show Team.

4.3 VISAS. Please note that participants from certain countries may require a Visa to enter Singapore. It is the responsibility of each participant to organise their own individual visa.

4.4 Travel Vaccinations. Please note that travel vaccinations are the responsibility of each individual Hosted Buyer. Please contact your local doctor for further information.

4.5 Travel Insurance. Please note that Travel Insurance is the responsibility of each individual Hosted Buyer and the Show Team have not and will not affect travel insurance for Hosted Buyers. Travel insurance must be in effect from the day of departure up to and including the day you arrive back at your home country.

4.6 Excess baggage, customs fines and the like are the responsibility of each individual Hosted Buyer. IBTM Asia Pacific does not endorse or approve of the export of gifts given to Hosted Buyers by Exhibitors. It is the responsibility of each attendee to ensure that such gifts may be both legally removed from Singapore and imported into your home country.

5. Cancellations and 'no-shows'

Cancellation fees

5.1 Cancellation of attendance: Whilst not encouraged, Hosted Buyers may cancel their attendance to the Exhibition with no penalty on or before 2nd March 2021 unless a flight has been agreed and confirmed. If the flight has been confirmed or is a published fare flight, the cost of the flight or relevant cancellation fee will be charged. Cancellations received after 2nd March 2021 will incur a fee of $1100 USD plus any applicable flight cancellation fee. All cancellations must be received by the Show Team in writing by the dates specified above and receipt must be acknowledged by the Show Team.

5.2 Replacements: Invitations to Hosted Buyers are non transferable and personal to the Hosted Buyer. In instances where a Hosted Buyer needs to cancel their participation, they may submit a written request that a colleague from their organisation attends as a replacement. On the condition that the replacement is accepted in writing by the Show Team, a cancellation fee will not apply (other than flight cancellation/change fee, if applicable, as per section 5.3 below).

5.3 Cancellation of flights: Hosted Buyers who cancel their IBTM Asia Pacific supported flights shall be required to reimburse Reed Exhibitions Limited for the full airfare paid or payable by Reed Exhibitions Limited. Any Hosted Buyer who provides an approved replacement, which results in cancellation of the original attendee’s flights, shall be required to reimburse Reed Exhibitions Limited for the full airfare paid or payable by Reed Exhibitions Limited. Any costs incurred by Reed Exhibitions Limited due to a replacement or change of name or flight change will be payable in full by the Hosted Buyer.

No-Show fees

5.4 No Show to Event (Applicable for 13th - 14th April 2021): Hosted Buyers who do not inform Reed Exhibitions Limited of their cancellation and do not attend IBTM Asia Pacific will incur a no-show fee of $1100 USD plus any applicable flight cancellation fee.

5.5 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 USD for each no show reported. If Exhibitors report over ten no shows from one Buyer, the Buyer will incur a fee of $1100 USD and will not be invited to future IBTM events. Hosted Buyers participation and attendance are monitored by the Show Team and Exhibitors.


5.7 Medical cancellations

Any Hosted Buyer who cancels due to medical reasons must provide a medical certificate within one week of notification or the Hosted Buyer will be charged cancellation fees (see paragraph 6).

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

5.8 The Hosted Buyer agrees that the above charges are a reasonable pre-estimate of the loss suffered by Reed Exhibitions Limited in the event of the Hosted Buyer breaching these Terms and Conditions.

6. Exclusion of Liability

6.1 Reed Exhibitions Limited takes no responsibility:

6.1.1 for Hosted Buyers who miss their IBTM Asia Pacific flights;

6.1.2 for the insolvency or failure of any airline company or hotel or ground handling company or other supplier;

6.1.3 for flight cancellation or delay;

6.1.4 if the Hosted Buyer is refused permission to board the aircraft or is refused entry to Singapore;

6.1.5 for any delay or loss of baggage or excess baggage charges - any subsequent dispute shall be directly between the Hosted Buyer and the airline).

6.1.6 For any claims or liability in relation to the Post Event Tours organized by the host destination.

6.1.7 For hotel expenses (excluding the cost of the hotel room only) which must be settled with the hotel prior to departure.

Any replacement flights and other costs incurred in relation to the above will be at the expense of the Hosted Buyer or airline, where appropriate.

6.2 The Hosted Buyer must obtain adequate travel insurance coverage for their stay and it is recommended in particular that Hosted Buyers take out adequate cancellation insurance to cover the instances referred to in paragraph 4.5 & 4.6 for baggage and medical insurance.

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

6.4 Reed Exhibitions Limited, the Show Team, 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 Reed Exhibitions Limited’s or its subcontractor’s control which shall make it impossible or inadvisable for Reed Exhibitions Limited to hold IBTM Asia Pacific at the time and place provided or makes it impossible to get the Hosted Buyers to IBTM Asia Pacific or to provide flights, hotels, transfer appointments, events or other services to Hosted Buyers. Reed Exhibitions Limited reserves the right to re-schedule IBTM Asia Pacific on another date and/or at an alternative site.

6.5 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 arising out of or in connection with the Hosted Buyers or Local Buyers attendance at IBTM Asia Pacific.

6.6 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.

6.7 Reed Exhibitions Limited’s liability to the Hosted Buyer in respect of their attendance at IBTM Asia Pacific under these Terms and Conditions whether in contract, tort or otherwise shall not exceed $2000 USD.

7. General

7.1 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 registration form and have provided their credit card details.

7.2 Completion of the online registration form does not automatically guarantee you a place on the IBTM Asia Pacific Hosted Buyer Programme. You will be notified if your registration is successful. The Show Team's decision shall be final.

7.3 The Show Team will only accept one registration per participant. In the event that multiple registrations per participant are received, only the first registration will be considered.

7.4 All sections of the registration form must be fully completed including the provision of valid credit card details of which a non-refundable $5 USD registration fee will be charged. Failure to do so will result in the form not being processed.

7.5 Persons (such as spouses, family) accompanying the Hosted Buyer are not included in any offers regarding the Hosted Buyer programme.

7.6 By agreeing to these Terms and Conditions, Hosted Buyers are consenting under all relevant data protection legislation to Reed Exhibitions Limited communicating with you by telephone, fax, email and by post and using Hosted Buyer’s and Local Buyer’s personal information for internal processing and for disclosure to third parties such as IBTM Asia Pacific Exhibitors, travel agents, airlines, hotels and transport providers in connection with the Hosted Buyer’s or Local Buyer’s attendance at IBTM Asia Pacific (including, without limitation, for processing your credit card for additional travel and accommodation charges, cancellation or No Show fees). In addition, we may use Hosted Buyer details to invite them to other events organised by Reed Exhibitions Limited or its group or to offer other relevant products and services supplied by Reed Exhibition Limited's group or third parties (other than those you have consented to above in connection with your attendance at IBTM Asia Pacific). Please use the Data Protection Act opt-out section at the end of the registration form to indicate your preferences.

7.7 These Terms and Conditions, and any dispute, controversy, proceedings or claim of whatever nature arising out of or in any way relating to these Terms and Conditions, 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.

7.8 “Hosted Buyer” and "IBTM Asia Pacific" are registered trademarks of Reed Exhibitions Limited.

7.9 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.

7.10 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 Show, and subject to IBTM Asia Pacific Privacy Policy at