Terms and Conditions


Terms and Conditions

Please read these Terms and Conditions carefully.

Back to the Hosted Buyer programme

  • 1. Accompanying Complimentary Services

    1.1 As part of the acceptance onto the Hosted Buyer Programme, Hosted Buyers will receive:

    • Return economy flights from selected destinations (for Fully Hosted Buyers only)
    • Accommodation in a 4/5 star quality hotel for two (2) or three (3) nights for Hosted Buyers residing outside of Beijing (for Semi and Fully Hosted Buyers only)
    • Coach transfers in Beijing between airport, hotel and China National Convention Centre (CNCC)
    • Admission to IBTM China
    • Admission to official IBTM China networking events
    • Admission to IBTM China educational seminars
    • Opportunities to apply for post event tours (if any and for Fully Hosted Buyers only)
    • Refreshments in the Hosted Buyer lounge at IBTM China
    • Pre-Scheduled Appointments with exhibitors of their choice

    ALL other costs and incidental expenses are the responsibility of the Hosted Buyer. Examples include:

    • Private transfers
    • Food and beverage outside of the official functions
    • Flight upgrades
    • Hotel upgrades
    • Additional nights' accommodation
    • Personal extras
    • Travel insurance
    • Visa cost (Invitation letter is provided by IBTM China)
  • 2. Attendance

    2.1 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 twenty (20) 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 IBTM China Team.
    • Attend a minimum number of 12 Pre-Scheduled Appointments (PSA) per day of attendance at the Exhibition (excluding Destination Presentation sessions).
    • Select one mandatory Destination Presentation per day of attendance at the Exhibition. 
    • Attendance at all Pre- Scheduled Appointments and Destination Presentations 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 IBTM China Team has been informed.
    • All Pre-Scheduled Appointments must be attended on an individual basis.
    • Note that Appointments, Destination Presentations and education will be both in English and Chinese unless otherwise stated.
    • Wear business dress as a condition of entry to the Exhibition.

    2.2 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 China 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 IBTM China Team.

    2.3 If two or more people from the same organisation attend IBTM China as Fully Hosted Buyers then they must conduct their PSA’s individually.

  • 3. Travel & Accommodation

    3.1 IBTM China is responsible for coordinating the Hosted Buyer’s participation at IBTM China, including accommodation, transfers and appointment setting. Travel will be arranged on dates suitable for attendance at the Exhibition. Please note that these arrangements are non- transferable. The travel times will be allocated to ensure maximum time at the Exhibition. Travel changes requested by the Hosted Buyer (Fully Hosted with travel) are subject to availability and cancellation of travel may incur a fee (see “Cancellations” section below). Any additional costs in reaching the agreed departure port 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.

    3.2 Buyers on reimbursement

    • Only the cost of the flight ticket (including taxes, charges and 1 piece of checked in luggage) will be reimbursed up to the maximum amount agreed.
    • IBTM China will not reimburse the cost of upgrades, priority boarding, change fees, pre assigned seating fees or travel insurance.
    • IBTM China will not reimburse flights that have been booked using frequent flyer or air miles.
    • IBTM China will not reimburse flights that have not been authorised by IBTM China prior to booking.
    • Payment will only be made if an acceptable 'proof of ticket' is provided. An E-ticket receipt or a copy of paper tickets sent by email is acceptable.
    • Reimbursements will be made in Euros and $US Dollars. Flights booked in other currencies will be calculated using the current rate at the time of authorising the Hosted Buyer’s reimbursement.
    • Reimbursement of flight costs will be processed by Reed Exhibitions Limited between September October 2018, once attendance at IBTM China has been validated and all information (e-ticket including total cost and Hosted Buyer’s bank details) has been received.
    • IBTM China will not reimburse flight costs for Hosted Buyers who cancel their participation or do not attend the minimum number of Pre-Scheduled appointments or Destination Presentations for whatsoever reason.

    3.3 Reed Exhibitions Limited will provide the Hosted Buyer with return transfers from Beijing International Airport to the venue and from the venue to their accommodation (booked by IBTM China) in Beijing as per the transportation schedule.

    3.4 Reed Exhibitions Limited will provide the Hosted Buyer with the offered number of nights’ accommodation in Beijing (depending on the package offered) during the Exhibition. This will be on a room only single occupancy basis. Reed Exhibitions Limited will not be responsible for extra room costs incurred during the stay. Any incidentals (eg 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.

    3.5 Travel change requests will be considered on a case by case basis. Reed Exhibitions Limited reserves the right to make charges for travel changes. Prior to the 11 August 2018 there may be no charge, unless the Hosted Buyer has confirmed his or her flights. The IBTM China 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. Cancellations and No-Shows

    4.1  Cancellation fees for Fully Hosted Buyers: Whilst not encouraged, Hosted Buyers may cancel their attendance to the Exhibition with no penalty on or before 11 August 2018 unless the flight has been agreed and confirmed. If the flight has been confirmed or booked on a published fare, the cost of the flight will be charged. Cancellations received after 11 August 2018 will incur a fee of 1200 US Dollars for Hosted Buyers from Europe & North America, 1000 US Dollars for Asia Pacific Hosted Buyers, 300 US Dollars for Chinese (Non Beijing) Hosted Buyers and 30 US Dollars for Hosted Buyers based in Beijing.

    4.2 Cancellation fees for Semi-Hosted Buyers: Cancellations received after 11 August 2018 will incur a fee of 500 US Dollars for Hosted Buyers from Europe, North America, Australia, Asia and 150 US Dollars for Chinese Hosted Buyers (Non Beijing).

    4.3 No Show: Hosted Buyers who do not inform the IBTM China Team of their cancellation in writing prior to 6 September 2018, do not attend the Exhibition or the required number of PSAs and Destination Presentations or miss two (2) or more of their PSAs will incur a no show fee.
    4.3.1 No Show Fees for Fully Hosted Buyers: Hosted Buyers from Europe & North America will incur a fee of 1500 US Dollars, 1200 US Dollars for Asia Pacific Hosted Buyers, 500 US Dollars for Chinese Hosted Buyers (Non Beijing) and 50 US Dollars for Hosted Buyers based in Beijing.
    4.3.2 No Show fees for Semi Hosted Buyers: Hosted Buyers from Europe, North America, Australia, Asia will incur a fee of 600 US Dollars and 250 US Dollars for Chinese Hosted Buyers (Non Beijing).

    4.4 Cancellation of attendance fees, no show fees and flight and name change and cancellation fees shall be payable by the Hosted Buyer within 14 days of the closing date of IBTM China. 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 on registration) no longer than six weeks after the closing date of IBTM China (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.

    4.5 All cancellations must be received by Reed Exhibitions Limited by email cIBTM-hosted@reedexpo.co.uk or cIBTMhb@reedexpo.com.cn as per the dates above and must be acknowledged by Reed Exhibitions Limited to be effective. In case of cancellation charges, these 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 IBTM China Team will provide an invoice or receipt where required.

    4.6 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 above). 
    • All medical certificates must be in English or Chinese, not hand written, and with an official stamp and signature.

    4.7 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.

    4.8  Replacements: Invitations to Hosted Buyers are at the discretion of Reed Exhibitions Limited. In instances where a Hosted 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 IBTM China Team, a cancellation fee will not apply (other than flight cancellation / change fee, if applicable).

  • 5. Post Event Tours

    Post Event Tours are organised by the host destinations.

    5.1 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 China, the Tour Host will review the application and IBTM China 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. 

    5.2 Places are limited by number, country of origin, buyer type and flight schedules. Hosted Buyers can only apply and be considered for one tour.

    5.3 Travel to the Post Event Tours is co-ordinated by the host destination.

    5.4 Accommodation and the full tour itinerary is the sole responsibility of the host destination for the duration of the trip.

    5.5 Hosted Buyers who wish to cancel their participation in a Post Event Tour must inform the IBTM China Team by email to cIBTM-hosted@reedexpo.co.uk (Non-Chinese Buyers) or cIBTMhb@reedexpo.com.cn (Chinese Buyers).

    5.6 Cancellations for Post Event Tours received on or before 11th August 2018 do not incur a fee, unless the flight has been agreed and confirmed. If the flight has been confirmed or booked on a published fare, the cost of the flight will be charged to the Hosted Buyer.

    5.7 Cancellations for Post Event Tours received after 11th August 2018 will incur a fee to cover any costs incurred for flights and accommodation relating to the Post Event Tour up to the date of cancellation and will be advised at the time of cancellation.

    5.8 In case of cancellation and No Show charges, these 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.

  • 6. Exclusion of Liability

    6.1 Reed Exhibitions Limited takes no responsibility

    • 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.
    • For any claims or liability in relation to the 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.

    6.2 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 paragraph 6.1, insurance for their 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, 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 Limited’s or its subcontractors’ control which shall make it impossible or inadvisable for Reed Exhibitions Limited to hold the Exhibition at the time and place provided or makes it impossible to get the Hosted Buyers to the Exhibition or to provide flights, hotels, transfer appointments, events or other services to Hosted Buyers. Reed Exhibitions Limited reserves the right to re-schedule the Exhibition at 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 attendance at the Exhibition.

    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 or in respect of their attendance at the Exhibition under these Terms and Conditions whether in contract, tort or otherwise shall not exceed 1500 US Dollars.

  • 7. General

    7.1 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 IBTM China Team if their application is successful. The IBTM China Team's decision is final. 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.

    7.2 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.

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

    7.4 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 US Dollars will be deducted and is required to validate the credit card details provided. A receipt is provided. The fee is non-refundable.

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

    7.6 Participants who are not accepted on the Hosted Buyer Programme will have the opportunity to attend IBTM China as Trade Visitors.

    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 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).

    7.8 Reed Exhibitions Limited will use the Hosted Buyer’s 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 IBTM China Privacy Policy at http://www.cibtm.com/Privacy-Policy/

    “Hosted Buyer” and "IBTM China" are registered trademarks of Reed Exhibitions Limited.

    IBTM China is a trade exhibition owned and organised by Reed Travel Exhibitions (RTE), a division of Reed Exhibitions Limited, of Gateway House, 28 The Quadrant, Richmond, Surrey TW9 1DN; and Reed Exhibitions China, Unit01-03,05, 15/F, Tower A, Ping An International Finance Center, No. 1-3, Xinyuan South Road, Chaoyang District, Beijing 100027, China.

  • 8. Definitions

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

    “IBTM China” or “Exhibition” means the exhibition to be held at China National Convention Center (CNCC) from 12 -13 September 2018 which is owned and organised by Reed Exhibitions Limited.

    "Exhibitors" means exhibitors who have contracted with Reed Exhibitions Limited to take stand space at the Exhibition.

    “Hosted Buyer” or “Buyer” means the meetings, events and business travel professional who has applied to be a Hosted Buyer and has agreed to these Terms and Conditions and has been accepted by the IBTM China Team to attend the Exhibition as a buyer of meetings, events and business travel products and services where complimentary accommodation, transfers and/or flights are provided by Reed Exhibitions Limited and shall include Fully Hosted Buyers, Semi Hosted Buyers and Local Hosted Buyers.

    “Pre-Scheduled Appointments (PSA)” means the appointment matching programme operated by Reed Exhibitions Limited to co-ordinate the appointments of the Hosted Buyer with Exhibitors based on preselected exhibitor appointment preferences. “Pre-Scheduled Appointments” shall be conducted accordingly during the Exhibition.

    “Destination Presentation” means sessions hosted by Destination Exhibitors. Each Destination Presentation session will last for 20 minutes.

    “No Show” means as referred to in section 4.

    “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.

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