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).

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