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.

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