Terms and Conditions

• A. Registration

  1. As part of your acceptance onto the Hosted Buyer Programme you will receive complimentary:
     • Return flights from selected destinations
     • Accommodation in a 4/5 star quality hotel (room only) for two (2), three (3) or four (4) nights in Beijing, unless otherwise agreed
     • Coach transfers in Beijing between airport, hotel and CIBTM (China National Convention Centre)
     • Admission to CIBTM
     • Admission to official CIBTM networking events
     • Admission to CIBTM educational seminars
     • Opportunities to apply for pre and post tours
     • Refreshments in the Hosted Buyer lounge at CIBTM
     • Pre-Scheduled Appointments with exhibitors of your choice

     ALL other costs and incidental expenses are the responsibility of each attendee. 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 CIBTM)
  2. CIBTM 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.
  3. Completion of the online application form does not automatically guarantee you a place on the CIBTM Hosted Buyer Programme. You will be notified if your application is successful. CIBTM's decision shall be final.
  4. CIBTM will only accept one application per participant. In the event of more than one application per participant being received, only the first application will be accepted.
  5. All sections of the application form must be fully completed. Failure to do so will result in the form not being processed.
  6. Participants who are not accepted for the Hosted Buyer Programme will have the opportunity to attend CIBTM as a Trade Visitor. 

• B. Attendance

  1. CIBTM is responsible for coordinating your participation as a Hosted Buyer at CIBTM, including accommodation, transfers and appointment setting. Flights will be provided over the period of CIBTM only. Flights are booked by CIBTM and therefore all queries should be directed to the CIBTM Hosted Buyer team. Hosted Buyers are requested not to contact the CIBTM travel suppliers (i.e., agents, airlines and hotels) directly.
  2. Hosted Buyers who wish to make their own travel arrangements should inform CIBTM directly (cibtm-hosted@reedexpo.co.uk or cibtmhb@reedexpo.com.cn) and ensure that they travel according to the chosen days of attendance, and at times which allow them to complete their full obligation of PSA appointments.
  3. CIBTM takes no responsibility for any Hosted Buyer who may miss organised flights, transfers or functions related to CIBTM. Any additional expense incurred is at the Buyer's own expense.
  4. Hosted Buyers agree to settle all expenses with the hotel prior to departure and will indemnify CIBTM for any failure to do so.
  5. Hosted Buyers who do not complete their Appointment selection by the agreed date will be liable for the “No Show” fee. Hosted Buyers who are accepted by CIBTM commit to partake in 8 Pre-Scheduled Appointments (PSAs) per day of attendance at CIBTM.
  6. Hosted Buyers who are unable to honour an appointment on site, should contact the exhibitor directly to arrange a more convenient appointment time.
  7. If one or more persons from the same organisation attend CIBTM as fully Hosted Buyers then those persons must conduct their PSA’s individually.
  8. Please note that attendance at appointments will be monitored and non attendance shall constitute a breach of these terms and conditions.
  9. Hosted Buyers, by applying for Hosted Buyer status, are consenting to their contact details being made available to all exhibitors at CIBTM for the purposes of fixing appointments.

• C. Travel

  1. Your invitation is non-transferable. Should a circumstance arise whereby you have to cancel your participation, you may request to substitute another person from your organisation. CIBTM must first accept that substitute person if that person meets the qualification criteria and if the substitution is made prior to 29th July 2011, then cancellation charges will not apply.
  2. Due to airline restrictions changes to travel plans after 29th July 2011 will be considered on a case by case basis, but CIBTM reserve the right to make charges for such changes. Such charges shall be notified to you and shall be debited from the credit card detailed in your application.
  3. Any unused flight tickets must be returned directly to CIBTM.
  4. VISAS. Please note that participants from certain countries may require a Visa to enter China. It is the responsibility of each participant to organise their own individual visa. For information regarding countries that require a visa to enter China, please see www.cibtm.com or contact the Chinese Consulate in your home country.
  5. Travel Insurance. Please note that Travel Insurance is the responsibility of each individual Hosted Buyer and CIBTM have not and will not effect 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.
  6. Excess baggage, customs fines and the like are the responsibility of each individual Hosted Buyer. Please consult the China Customs Service should you require further information. CIBTM do not endorse or approve of export 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 China and imported into your home country.

• D. Cancellations and No-Shows

  1. Cancellation fees for Hosted Buyers.
     • If you need to cancel your participation in the show, you must write by email to cibtm-hosted@reedexpo.co.uk or cibtmhb@reedexpo.com.cn Your cancellation email must be acknowledged in writing by CIBTM for it to be effective.
     • Cancellations received on or before 29th July 2011 do not incur a fee.
     • Cancellations received after 29th July 2011 will incur a fee of 1200 US Dollars for International (Europe, North America) Hosted Buyers, 1000 US Dollars for Asia Pacific Hosted Buyers and 200 US Dollars for Chinese (Non Beijing) Hosted Buyers.  
  2. No Show fees for Hosted Buyers
     • If you are unable to attend CIBTM and do not advise us in writing prior to close of business on 26th August 2011, you will be classed as a "No Show" and will incur a fee of 1500 US Dollars for International (Europe, North America) Hosted Buyers, 1100 US Dollars for Asia Pacific Hosted Buyers, 500 US Dollars for Chinese (Non Beijing) Hosted Buyers and 100 Euros for Beijing Buyers.
     • If you do not make the required number of Pre-Scheduled Appointments prior to travel you will also incur the “No Show” fee. 
     • If you miss 2 or more of your Pre-Scheduled Appointments you will be classed as a “No Show”
     • In the event of a breach of these Terms and Conditions as above, CIBTM reserves the right to cancel your Hosted Buyer status and charge you the “No Show” fee.
     • Hosted Buyers’ participation and attendance are monitored by CIBTM and its exhibitors.
  3. Cancellation and No Show charges
     All cancellation and No Show charges will be debited by CIBTM from the credit card detailed in your application. An invoice receipt detailing the charges will be sent to you after CIBTM and the credit card will be debited up to two months later.

• E. Pre and Post Event Familiarisation Tours

  1. Pre and Post Event Familiarisation Tours are organised by the host destination on the following basis:
     • Hosted Buyers are accepted on the basis of criteria determined by the host destination.
     • Flights and/or transfers are coordinated by CIBTM and the host destination.
     • Accommodation is the sole responsibility of the host destination for the duration of the trip.
       
  2. If you wish to cancel your participation in a Pre or Post Event Familiarisation Tour, you must provide written notice by email to cibtm-hosted@reedexpo.co.uk (Non Chinese Buyers) or cibtmhb@reedexpo.com.cn (Chinese Buyers).
  • Your cancellation must be acknowledged in writing by CIBTM for it to be effective.
  • Cancellations received on or before 29th July 2011 do not incur a fee.  
  • Cancellations received after 29th July 2011 or No Shows after 26th August 2011 will incur a fee to cover any costs incurred for flights and accommodation relating to the Pre or Post Event Tour up to the date of cancellation and will be advised at the time of cancellation.
  • Any additional flight or accommodation costs incurred due to the Pre or Post Event Tour cancellation are the responsibility of the Hosted Buyer. 
  • Charges will be made against the credit card details provided at registration.

• F. General

  1. Persons (such as spouses, family) accompanying the Hosted Buyers are not included in any offers regarding the Hosted Buyer programme.
  2. By agreeing to these terms and conditions, Hosted Buyer are consenting under all relevant data protection legislation to CIBTM communicating with you by telephone, fax, email and by post and using Hosted Buyer's personal information for internal processing and for disclosure to third parties such as CIBTM exhibitors, travel agents, airlines, hotels and transport providers in connection with the Hosted Buyer's attendance at CIBTM (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 Hosted Buyers to other events organised by CIBTM or its group or to offer other relevant products and services supplied by CIBTM's group or third parties (other than those you have consented to above in connection with your attendance at CIBTM). Please use the Data Protection Act opt-out section at the end of the registration form to indicate your preferences.
  3. These Terms and Conditions shall be governed by and construed in accordance with English law.