INTRODUCTION

These terms and conditions govern your participation at ILTM North America which is owned and operated by Reed Events Limited (Company Number 05893942) whose registered office is at Gateway House, 28 The Quadrant, Richmond, Surrey TW9 1DN, UK, or any of its subsidiaries from time to time (“RX”).

1.     DEFINITIONS

International Luxury Travel Market (ILTM) North America (the “Event”) to be held at Baha Mar, 1 Baha Mar Blvd, Nassau, Bahamas from 23 to 26 September 2024 which is owned and organised by RX.

Exhibitors means exhibitors who have contracted with RX to take stand space at the Event.

Executive Buyer means the person, approved by RX, who will be granted access to the Event as a buyer of luxury travel products and services on a non‑hosted basis (i.e., without flight contributions or accommodation provided by RX).

Hosted Buyer means the travel trade professional, who has been approved as a Buyer, has accepted these Terms and Conditions and has been accepted in writing by RX with authority to attend the Event as a buyer of travel products where complimentary accommodation and, in some cases, transfers and flight contributions are provided by RX (i.e., qualified as a "Buyer (With Accommodation)" or a "Buyer (With Flight Contribution))".

Appointment Only Buyer means the travel trade professional, who has been approved as a "Buyer (Appointment Only)", has accepted these Terms and Conditions and has been accepted in writing by RX with authority to attend the Event as a buyer of travel products and services on a non-hosted basis (i.e., without flight contributions or accommodation provided by RX).

Pre‑Scheduled Appointment (PSA) Programme means the appointment(s) arranged by RX between Buyers and Exhibitors during the Event.

ILTM North America Evening Party means the official party organised and hosted by RX.

ILTM North America Opening Session means opening day conference and welcome networking event hosted by RX.

Venue means the Baha Mar complex where the Event is held.

Show Team means the RX Event team.

2.     QUALIFICATION

To participate at any ILTM events, all participants must be previously qualified.

Criteria needed to qualify as ILTM North America Buyer ("With Accommodation", "With Flight Contribution", "Appointment Only" or "Executive Buyer") are:

•        Buyer must operate on an outbound basis to multiple markets, across a minimum of two continents.

•        Buyer will need to show evidence of recent bookings placed in travel.

•        Buyer MUST provide RX with three references, two of which must be direct property (or recognized DMC) bookings – all bookings must be made within the last 6 months for future months.

•        Buyer must be an established player in the marketplace for a minimum of 12 months.

•        Buyer must be a senior decision maker with the authority to procure travel products and services.

•        Buyer does NOT intend to sell or promote their product at the Event.

3.     PARTICIPATION FORMATS

Invitations to Buyers are at the discretion of the Show Team, who will qualify and define participation formats and invitation inclusions.

3.1 APPOINTMENT ONLY BUYER

For a non-refundable fee of 25 USD, "Buyers (Appointment Only)" will receive:

•        Entry to the Opening Session on 23 September 2024.

•        Pre-scheduled appointment diary from 24 to 26 September 2024.

•        Entry to all official Event networking and events, e.g., ILTM North America Evening Party. 

3.2 BUYER (WITH ACCOMMODATION)

For a non-refundable fee of 25 USD, "Buyers (With Accommodation)" will receive:

•        Up to four nights’ accommodation on a room only basis at one of the Show Team’s preferred hotels between 23 and 27 September 2024 only. Buyers will be required to select their accommodation from RX’s travel platform; hotels will be made available on a first-come, first-served basis. RX will not be responsible for extra room costs incurred during the stay. Any room upgrades will be solely at the discretion of the hotel management and any additional upgrade charges shall be borne by the Buyer.

•        Entry to the Opening Session on 23 September 2024.

•        Pre-scheduled appointment diary from 24 to 26 September 2024.

•        Entry to all official Event networking and events, e.g., ILTM North America Evening Party. 

3.3 BUYER (WITH FLIGHT CONTRIBUTION)

For a non-refundable fee of 25 USD, "Buyers (With Flight Contribution)" will receive:

•        A flight contribution (rebate) to Nassau International Airport (NAS) from selected airports*

•        Up to four nights’ accommodation on a room only basis at one of the Show Team’s preferred hotels between 23 and 27 September 2024 only.

•        Entry to the Opening Session on 23 September 2024.

•        Pre-scheduled appointment diary from 24 to 26 September 2024.

•        Entry to all official Event and networking events, e.g., ILTM North America Evening Party. 

*The location of the Buyer determines the flight contribution value. Buyers in the USA will receive up to 700 USD at RX’s discretion. Buyers based in Mexico or Canada will receive up to 1,000 USD at RX’s discretion.

3.5 EXECUTIVE BUYERS

For a non-refundable fee of 950 USD, Executive Buyers will receive:

•        Entry to the Opening Session on 23 September 2024.

•        Entry to all official Event networking and events, e.g., ILTM North America Evening Party. 

•        Access to the Pre-Scheduled Appointment system to request meetings during the Event.

Executive Buyers are expected to:

•        Arrange their travel and accommodation to the Event independently and at their own cost.

•        Ensure the fee of 950 USD is paid to RX.

3.6 CONDITIONS TO ALL APPOINTMENT HOLDING BUYERS

3.6.1    As a condition of receiving the complimentary services in relation to the Event, "Buyers (With Accommodation)", "Buyers (With Flight Contribution)" and "Buyers (Appointment Only)" must:

•        Actively participate in the Pre-Scheduled Appointments Programme, by selecting and ranking at least 80 appointment preferences within the specified timeframe (as indicated to them by the Show Team).

•        Attend all scheduled meetings and events in their diary, as scheduled by the appointment system and Show Team.

•        Complete the official Event post-show survey (sent via email) and rate their appointments (via the ILTM North America app).

•        Wear their delegate badge and appropriate business dress as a condition of entry to the Event.

•        Attend all four days of the Event between 23 – 27 September 2024. Hosted Buyers are not permitted to leave the Event until all appointments are completed (Hosted Buyers wishing to leave the Event early must obtain prior written consent from the Show Team, otherwise cancellation fees will apply as set out below in paragraph 5).

3.6.2     Failure by any person to comply with the requirements stated above may result in immediate cancellation of attendance with penalty fees (refer to "Cancellation" section below), as well as a review of the Buyer qualification status and/or exclusion from future RX Buyer Programmes without refund of any sums that may have already been paid by that attendee.

3.6.3     A significant shortfall by the Buyer on the minimum commitment with respect to attending appointments shall be treated, at RX’s discretion, by the RX Show Team as a cancellation and cancellation fees will apply (refer to "Cancellation" section below). Attendance at the above sessions will be monitored on site by the Show Team.

4.     TRAVEL AND ACCOMMODATION

4.1        Regardless of qualification status, all Buyers shall provide their travel details to the Show Team by Wednesday 23 August 2024 (ideally via the Buyer Zone, or to [email protected]).

4.2         RX will not be responsible for any transfers to or from the Event venue.

4.3         For Buyers qualified as “With Accommodation” and “With Flight Contribution”, RX will provide up to four nights’ accommodation in Baha Mar between the dates of 23 – 27 September 2024 inclusive. Accommodation is provided on a room only basis to Buyers. RX will not be responsible for extra room costs incurred during the stay. This includes double occupancy charges and food & beverage charges. Any room upgrades will be solely at the discretion of the hotel management and any additional upgrade charges shall be borne by the Buyer.

4.4         IMPORTANT guidelines for those qualified as “ Buyer (With Flight Contribution)” only:

•        Before the Buyer books its flight, it must confirm its chosen flight itinerary with the Show Team to ensure cost and timings are acceptable (including if the cost is equal to or below the flight rebate maximum amount (if applicable). Flights that are booked without Show Team authorization will not be reimbursed.

•        The Buyer must email its proposed itinerary to [email protected] by no later than Wednesday 23 August 2024.

4.5         The Show Team will supply any Buyer qualified as a “Buyer (With Flight Contribution)” with a rebate from a point of departure (agreed by RX in writing) to NAS Airport as per below (at RX’s discretion):

4.6        Reimbursement will only be made if the purchase is completed through the Event’s official booking portal or if an acceptable 'proof of purchase' is provided to [email protected]. To apply for a flight rebate payment, Buyers will need to provide the following:

o   A copy of the Buyer’s air ticket where the total amount paid appears.
o   The Buyer’s company’s bank details.
o   An invoice in USD in the value of the Buyer’s approved rebate amount to:

BNetwork
1 RueRaphaël
06400 Cannes – France

4.61        Reimbursements will be made in $US Dollars (up to the value agreed by RX) in the form of bank transfer within 90 days after the Event. Flights booked in currencies other than $US Dollars will be reimbursed at the $US Dollar equivalent amount calculated in accordance with the foreign currency exchange rate available at the time of processing the Buyer’s reimbursement.

4.62        Reimbursement will be processed once the Buyer’s attendance at ILTM North America has been validated and all information has been received by the Show Team.

4.7        In case the Buyer fails to deliver all items requested on paragraph 4.6 by the date of the Event, or in case the documents presented do not meet minimum requirements, RX reserves the right not to pay the flight rebate in question.

4.8        In case of cancellation or no-shows at ILTM North America 2024 the flight rebate will be automatically cancelled.

4.9        RX takes no responsibility for Buyers who miss their flights. Any replacement flights will be at the expense of the Buyer.

4.10        RX will only reimburse the cost of the flight ticket (including taxes and charges) up to the maximum amount agreed by the Show Team. Early check-in fees and the cost of one checked bag per person must be included in the agreed reimbursement amount.

4.11        RX will not reimburse:

o   The cost of upgrades, flight change fees or travel insurance.
o   Flights that have been booked using frequent flyer/airline miles.

5.     CANCELLATIONS AND REPLACEMENTS

5.1        Replacements: Invitations to Buyers are non-transferable and personal to the named Buyer. In instances where a Buyer needs to cancel their participation, they may submit a written request that a colleague from their organisation (with decision making authority) attends as a replacement. On the condition that the Show Team accepts the replacement in writing prior to such attendance, a cancellation fee will not apply.

5.2        Cancellation of Attendance: Whilst not encouraged, Buyers may cancel their attendance to the Event with no cancellation fee payable before Tuesday 13 August 2024. Cancellations with no replacement received on or after Tuesday 13 August 2024 but before Tuesday 3 September 2024 will incur a fee of 800 USD (plus any applicable flight cancellation fees, see 5.3) which is a reasonable pre-estimate of the losses and costs to be incurred by RX, including administration costs in cancelling and rearranging the relevant bookings. Cancellations received on or after Tuesday 3 September 2024 will incur a fee of 900 USD. All cancellations and reasons for cancellation must be sent to the Show Team in writing to the following email address [email protected]. Receipt must be acknowledged by the dates specified above for the cancellation to be valid.

5.2.1     Event No-shows: Buyers who do not inform RX of their cancellation and do not attend the Event will incur a cancellation fee of 1,000 USD, plus any applicable flight cancellation fees (see 5.5).

5.2.2     Appointment No-shows: Appointment Holding Buyers are required to attend all the scheduled meetings that appear in their final diary, as any no-shows will negatively affect the Exhibitors’ diary. Attendance to all appointments will be closely monitored onsite by the Show Team. A maximum number of three reported no-shows will be tolerated at the Event. Starting from the fourth reported no-show, an acceptable reason will be requested in writing by the Show Team. If a Buyer receives over 10 no-show reports, this shall be treated as an Event No-show (5.2.1) and will incur a cancellation fee of 1,000 USD and the Buyer will not be invited to future RX events.

5.3        CANCELLATION OF ATTENDANCE FEES AND NO-SHOW FEES SHALL BE PAYABLE BY THE HOSTED BUYER TO RX WITHIN 14 DAYS OF THE CLOSING DATE OF THE EVENT. RX SHALL TAKE PAYMENT OF ANY SUCH FEES FROM THE BUYER’S CREDIT CARD (DETAILS OF WHICH MUST BE PROVIDED BY THE BUYER ON REGISTRATION) 14 DAYS AFTER THE CLOSING DATE OF THE EVENT IF THE PAYMENT HAS NOT BEEN MADE BY OTHER MEANS. RX WILL PROVIDE THE HOSTED BUYER WITH A RECEIPT IN RESPECT OF SUCH CREDIT CARD CHARGES FOR THE FEES. THE HOSTED BUYER MAY REQUEST AN INVOICE IF REQUIRED.

5.4        The Buyer agrees that the above charges are a reasonable pre-estimate of the loss suffered by RX in the event of the Buyer breaching these Terms and Conditions.

6.     EXCLUSION OF LIABILITY

6.1        RX takes no responsibility for:

6.1.1     Buyers who miss their flights.

6.1.2     For the insolvency or failure of any airline company, hotel, ground handling company or other supplier.

6.1.3     For flight cancellation or delay.

6.1.4     Buyers who are refused permission to board the aircraft or is refused entry into the United States.

6.1.5     For any delay or loss of baggage or excess baggage charges – any subsequent dispute shall be directly between the Buyer and the airline.

Any replacement flights and other costs incurred in relation to the above will be at the expense of the "Buyers (With Flights)" or airline, where appropriate.

6.2       "Buyers (With Accommodation)", "Buyers (With Flight Contribution)", "Buyers (Appointment Only)" and Executive Buyers must obtain adequate travel insurance coverage for their stay, and it is recommended to have adequate cancellation insurance to cover the instances referred to in paragraph 6.1, insurance for their baggage and medical insurance, as well as any travel-related costs due to cancellation.

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

6.4       Force Majeure: Force Majeure shall include, but not be limited to: fire; casualty; flood; epidemic; pandemic; World Health Organisation travel advisory or travel alert; earthquake; explosion or accident; blockade embargo; inclement weather; governmental restraints; restraints or orders of civil defence or military authorities; act of public enemy; riot or civil disturbance; act or threatened act of terrorism, strike, lockout, boycott or other labour disturbance; Venue cancellation; inability to secure sufficient labour; technical or other personnel failure; impairment or lack of adequate transportation facilities; inability to obtain condemnation, requisition or commandeering of necessary supplies or equipment; general fuel or energy shortages, local, state or federal laws, ordinances, rules, orders, decrees or regulations whether legislative, executive or judicial, and whether constitutional or unconstitutional; or acts of God, or any other cause or causes not reasonably within the control of RX. RX, its agents, its employees, and its subcontractors shall not be liable for loss, damage or delay resulting from a Force Majeure event, or any other circumstances outside RX’s or its subcontractors’ control which shall make it impossible or inadvisable for RX using its reasonable discretion to hold the Event at the time and place provided or interferes with RX’s ability to get the Buyers to the Event or to provide flights, hotels, transfer appointments, events or other services to Buyers. RX reserves the right to re-schedule the Event at another date and/or at an alternative site, which will be advised to the Buyer by email.

6.5       RX shall not be liable to Buyers, in contract, tort (including negligence) 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 Buyers’ attendance at the Event.

6.6       RX shall not be liable for the death or personal injury of any Buyer save where such liability cannot be excluded under English Law.

6.7       The total aggregate liability of RX to the Buyer in respect of their attendance at the Event under these Terms and Conditions whether in contract, tort (including negligence) or otherwise shall not exceed 1,000 USD.

7.     GENERAL

7.1        Completion of an online or other application form applying to become a Buyer at the Event does not automatically guarantee a place at the Event. Applicants will be notified in writing by the Show Team if their application is successful. The Show Team's decision is final. Only one application form may be completed by each proposed participant, and only the first application form will be accepted. Applicants must be over the age of 18.

7.2        Successful applicants will only be accepted as "Buyers (With Accommodation)", "Buyers (With Flights)", "Buyers (Appointment Only)" and Executive Buyers at the Event if they have read and agreed to these Terms and Conditions, have ticked the relevant boxes on the online application form, and have provided their credit card details.

7.3       RX reserves the right to remove any Buyer from the programme and to withdraw complimentary flights, accommodation, and pre-scheduled appointments at its complete discretion without liability if it determines that it is in the best interests of the Event and the Exhibitors, or their attendance is likely to damage the goodwill or reputation of the Event.

7.4       It is important for all types of Buyers to understand that the Event is solely for business purposes and targeted at influential people working within the travel industry.

RX understand that a number of "Buyers (With Accommodation)" and "Buyers (With Flight Contribution)" would like to take an accompanying person along with them when travelling to ILTM North America. This is perfectly acceptable; however, we would like to draw attention to the following points:

•        The Show Team can book a twin/double room, but any additional costs incurred in respect of the room or otherwise for the accompanying person are payable by the guest upon check out.

•        The Show Team will not be able to advise on the additional costs until the accommodation has been confirmed; charges will vary according to the hotel.

•        Persons accompanying the Buyer are not included in any benefits regarding the Buyer Programme, i.e., flight contributions do not apply to the accompanying person.

•        The Event, networking events (both business and social) are purely for qualified ILTM North America badge holders only and accompanying persons will not be allowed entry to the venues.

7.5       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.

7.6       RX will use the 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 the Buyer’s attendance at the Event, and Buyer acknowledges RX processes personal information subject to RX’s Privacy Policy at https://privacy.rxglobal.com.

7.7       By agreeing to these Terms and Conditions, the Buyer provides consent for RX to send communications relating to that Event edition, to be sent via email, including but not limited to:

•        Buyer Qualification Process

•        Pre-Scheduled Appointments

•        Self-Scheduled Appointments

•        Travel and Accommodation

•        App Meeting Ratings

•        Post-Show Survey

"ILTM North America" are registered trademarks of RX.

Organised by RX (Reed Exhibitions), ILTM events introduce global luxury travel buyers to an unrivalled collection of international travel experiences.

ILTM also invites editors and journalists to attend these events to gather information about the world’s most sought after destinations, luxurious accommodation and unique travel experiences as well as attend valuable, knowledge-led education sessions.

Media accreditation for all ILTM events is open only to senior editors, journalists and influencers within the following media within the following categories:

• Luxury Travel Consumer Press
• Luxury Consumer Press with influential travel sections
• Travel Trade Media with specific luxury travel sections
• Freelance Writers focusing on luxury travel with ongoing relationships with media as above
• Luxury Travel bloggers and influencers
• Leading newspapers with key travel sections or supplements
• Radio stations with relevant formats on luxury travel
• TV stations and production companies with relevant formats on luxury travel 

N.B. Meeting the minimum criteria does not guarantee acceptance.

Accreditation is not permitted to: 

• Publishers and members of publishing companies
• Sales staff
• Advertising and marketing staff
• PR agencies and media companies
• Photographers

Completion of an online media application form to apply to attend ILTM events does not guarantee entry to the event. Both successful and unsuccessful applicants will be notified by the ILTM PR team – Spotl1ght Communications. 

Media registration will close 10 days before each event. All media are required to be prequalified and it is not possible to register onsite. ILTM reserves the right to refuse admission to all those who are not registered in advance of the show.

For any questions, please contact ILTM’s PR Team at Spotl1ght Communications: [email protected]