Introduction

These terms and conditions govern your participation at IGTM which is owned and operated by Reed Exhibitions Limited (Company Number 00678540) whose registered office is at Gateway House, 28 The Quadrant, Richmond, Surrey TW9 1DN, UK, or any subsidiary of The Organiser from time to time (“the Organiser”).

1. Definitions

IGTM or Event means the International Golf Travel Market to be held at Feira Internacional de Lisboa (FIL), Lisbon from 16-19 October 2023.

Exhibitors means exhibitors who have contracted with the Organiser to take stand space at IGTM.

Executive Buyer means the person, who has accepted these Terms and Conditions and has been accepted in writing by the Organiser, who will be granted access to the Event as a buyer of golf travel products and services on a non hosted basis (i.e. without complimentary flights, transfers or accommodation provided by the Organiser).

Hosted Buyer means the Golf/travel trade professional, who has been registered as a Hosted Buyer, has accepted these Terms and Conditions and has been accepted in writing by the Organiser with authority to attend the Event as a buyer of golf/travel products where complimentary accommodation and transfers are provided by the Organiser.

Appointment Only Buyer means the golf travel trade professional, registered as an Appointment Only Buyer, who has accepted these Terms and Conditions and has been accepted in writing by the Organiser with authority to attend the Event as a buyer of golf travel products.

Pre Scheduled Appointment Programme means the appointment-matching programme operated by the Organiser to coordinate the appointments of the Buyers with Exhibitors during the Event.

Event Team means the IGTM personnel team for the Event.

1.1 Hosted Buyers  

Hosted Buyer will receive from the Organiser, complimentary:

• up to five (5) nights’ accommodation and breakfast at one of the Organiser’s preferred hotels between 15-19 October 2023 only;

• Pre-scheduled appointments from 17-19  October 2023.

1.2 As a condition of receiving the complimentary services from the Show Team outlined above, Hosted Buyers (including Appointment Only Buyers) will be required to:

• participate actively in the Pre-Scheduled Appointment Programme; Hosted Buyers will be required to select and rank in order of importance sixty (60) appointment preferences, completing the appointment selections within the stated timeframe indicated to them by the Show team;

• attend all three full days of appointments between 17-19 October 2023 and have a minimum of fifteen (15) appointments per day scheduled in their diary; 

• attend all scheduled appointments, networking and Opening Session scheduled by the Show Team and included by the Show Team in their diary;

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

1.3 Failure by any person to comply with the requirements stated above may result in a review of the person’s buyer status and/or exclusion from the IGTM Hosted Buyer Programme and future IGTM Hosted Buyer Programmes arranged by the Organiser, without refund of any sums that may have already been paid by that person. A significant shortfall (as determined by the Organiser) by the Hosted Buyer in respect of the minimum commitment to attend Pre-Scheduled appointments shall be treated by the Organiser as a cancellation and cancellation fees will apply (see “Cancellations” section below). Attendance at the above sessions will be monitored on-site by the Show Team.

2. Travel and Accommodation for Hosted Buyers

2.1 Each Hosted Buyer will arrange their own travel and must provide their travel details to the Event Team by email to igtmbuyers@rxglobal.com by Monday, August 21, 2023. It is imperative that this deadline is met as attendance at Pre-Scheduled Appointments that have been scheduled in your diary is considered mandatory. Missing such appointments may jeopardise your future involvement at the Event.  

2.2 Depending on the package offered, the Organiser will provide the Hosted Buyer with up to five nights’ accommodation in Lisbon, between the dates of 15-19 October 2023 noting that the Hosted Buyers will select their accommodation from the Organiser’s travel platform from the list of hotels available which shall be on a first-come-first-served basis. Accommodation is provided on a bed and breakfast, single occupancy basis. The Organiser 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 Hosted Buyer. 

2.3 The accommodation on the 15 October 2023 is offered only to Hosted Buyers who take part in the IGTM Golf Day to be held on 16 October 2023. This will be on a single bed and breakfast basis, with only one room allocated per diary taken by the Hosted Buyer. The Organiser 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.

2.4 The Hosted Buyer must obtain and be responsible for adequate insurance coverage and the appropriate inoculations for their stay. It is recommended that Hosted Buyers take out adequate cancellation insurance and insurance for their baggage and any medical eventualities.

3. Cancellation by the Hosted Buyer

3.1 Replacements: Invitations to Hosted Buyers are non-transferable and personal to the Hosted Buyer. In instances where a Hosted 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 Organiser accepts the replacement in writing prior to such attendance, a cancellation fee will not apply.

3.2 Cancellation of attendance: Whilst not encouraged, Hosted Buyers may cancel their attendance to the Event with no cancellation fee payable before Monday 12 June 2023. Cancellations with no replacement received on or after Monday 12 June 2023 but before Monday 10 July 2023 will incur a fee of €300 EUR which is a reasonable pre-estimate of the losses and costs to be incurred by the Organiser, including administration costs in cancelling and rearranging the relevant bookings. Cancellations received on or after Monday 10 July 2023 will incur a fee of €600 EUR. All cancellations must be received by the Event Team in writing at igtmbuyers@rxglobal.com and receipt must be acknowledged by the dates specified above for the cancellation to be valid.

3.3 A significant shortfall by the Hosted Buyer on their minimum commitment with respect to attending Pre-Scheduled appointments, shall be treated by the Event Team as a cancellation of attendance and the Hosted Buyer will incur a cancellation fee of €600.

3.4 Hosted Buyers who do not inform the Event Team of their cancellation and do not attend the Event will incur a no-show fee of €800. 

3.5 All Hosted Buyers are required to attend all the Pre-Scheduled Appointments that appear in their final diary. Failure to attend appointments has a negative impact on the Exhibitors. Hosted Buyers reported as no-shows to Pre-Scheduled Appointments will incur a fee of €50 for each no-show reported. 

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

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

4. Executive Buyers

4.1 For a fee of €100, Executive Buyers will receive from the Organiser:

• access to the IGTM online diary to scheduled meetings;

• optional entrance to the IGTM networking golf day

4.2 Executive Buyers will:

• arrange their travel and accommodation to the Event independently and at their own cost;

• ensure the fee of €100 is paid to the Organiser. The Organiser shall take the payment from the Executive Buyer’s credit card (details of which must be provided by the Executive Buyer upon registration).

• Complimentary Executive Buyers will be allowed to attend only at the sole discretion of the Organiser.

Attendance at any Pre-Scheduled appointments that have been scheduled in your diary is considered mandatory. Missing such appointments may jeopardise your future involvement at the Event.

5. Cancellation by Executive Buyers

5.1 In instances where Executive Buyers need to cancel their participation, they may request in writing that a colleague from their organisation attends as a replacement in their stead. The Organiser shall make the final decision with respect to whether the replacement may attend the Event.

5.2 In instances where the Executive Buyer cancels their participation at the Event, the €100 initially paid by the Executive Buyer will not be refunded.

6. Exclusion of Liability

6.1 The Organiser takes no responsibility:

6.1.1 For booking flights;

6.1.2 for Hosted Buyers who miss their flights;

6.1.3 for the insolvency or failure of any airline company or hotel or ground handling company or other supplier;

6.1.4 for flight cancellation or delay;

6.1.5 if the Hosted or Executive Buyer is refused permission to board the aircraft or is refused entry to Portugal; or

6.1.6 for any delay or loss of baggage or excess baggage charges - any subsequent dispute shall be directly between the Hosted or Executive Buyer and the airline).

Any other costs incurred in relation to the above will be at the expense of the Hosted or Executive Buyer or airline, where appropriate.

6.2 Hosted Buyers and Executive Buyers must obtain adequate travel insurance coverage for their stay and it is recommended in particular that Hosted Buyers and Executive Buyers take out adequate cancellation insurance to cover the instances referred to in paragraph 6.1, insurance for their baggage and appropriate 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 Hosted Buyer and Executive 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 the Organiser. The Organiser, 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 the Organiser’s or its subcontractors’ control which shall make it impossible or inadvisable for the Organiser using its reasonable discretion to hold the Event at the time and place provided or interferes with the Organiser’s ability to get the Hosted Buyers to the Event or to provide flights, hotels, transfer appointments, events or other services to Hosted Buyers. The Organiser reserves the right to re-schedule the Event at another date and/or at an alternative site, which will be advised to the Hosted Buyer by email. 

6.5 The Organiser shall not be liable to the Hosted Buyer or Executive Buyer, 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 Hosted Buyers or Executive Buyers attendance at the Event.

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

6.7 The total aggregate liability of the Organiser to the Hosted Buyer or Executive 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 €300.

7. General – Hosted Buyers and Executive Buyers

7.1 Completion of an online or other application form applying to become a Hosted Buyer or Executive Buyer at the Event does not automatically guarantee a place on the Hosted Buyer or Executive Buyer Programme. 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 aged 18 or over.

7.2 Successful applicants will only be accepted as Hosted Buyers or Executive Buyers 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 valid credit card details.

7.3 The Organiser reserves the right to remove a Hosted Buyer, or Executive Buyer from the Buyer Programme and to withdraw complimentary accommodation and pre-scheduled appointments at its complete discretion without liability if 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 Persons accompanying the Hosted Buyer or Executive Buyer are not included in any offers regarding the Hosted Buyer Programme or Executive Buyer Programme. 

7.5 It is important for any participating Exhibitor, Buyer or member of the media to understand that IGTM events are solely for business purposes and are targeted at influential people working within the golf travel industry. We understand that a number of Buyers may wish to take an accompanying person with them when travelling to destinations where IGTM events take place. However, we would like to draw your attention to the following points:

• The Event Team can book the Buyer into a twin / double room. Any additional costs incurred are payable by the Buyer upon check-in/out. The Event Team will not be able to advise the cost until the accommodation has been confirmed. Charges will vary according to the hotel. 

• The Organiser can provide airport transfers for the accompanying person only if she/he travels with the Buyer (cost upon request).

• The Event, networking events (both business and social) and Fam Trips are purely for qualified IGTM badge holders only.

7.6 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.

7.7 The Organiser will use your 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 Event, and is subject to the Organiser’s Privacy Policy at https://privacy.reedexpo.com

7.8 By agreeing to these terms and conditions, the Buyer provides consent for the Organiser to send communications relating to that Event edition, to be sent via email, including the following:

- Pre-scheduled appointments, self-scheduled appointments, travel and accommodation, post-show survey and meeting ratings 

“Hosted Buyer” and "IGTM" are registered trademarks of the Organiser.

International Golf Travel Market (IGTM) is the meeting place for the global B2B golf travel community, organised by Reed Travel Exhibitions.

IGTM invites editors and journalists to attend this event to gather information about the world’s most sought after golf destinations, accommodation providers, and unique golf travel experiences as well as attend valuable, knowledge-led education sessions.

IGTM is an invitation-only event and governed by a strict policy in relation to the members of the media who are accredited to attend. Within the registration application, all media are asked to outline their current interest in golf travel and to submit three articles they have written within the last six months on golf travel. We reserve the right to reject media registration requests.

Media accreditation is open only to senior editors and journalists within the following categories:

• Golf Trade Press
• Golf Travel Consumer Press
• Golf Consumer Press with influential travel sections
• Travel Trade Media with specific golf travel sections
• Freelance Writers focusing on golf travel with ongoing relationships with media as above
• Golf Travel Bloggers/Influencers
• Leading newspapers with influential travel sections or supplements
• Radio stations with relevant formats on golf travel
• TV stations and production companies with relevant formats on golf 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 or other application form to attend IGTM as Media does not guarantee entry to the event. Both successful and unsuccessful applicants will be notified by the PR team - Spotl1ght Communications.

Media registration will close approximately one week before the event. All media are required to be pre-qualified and it is not possible to register onsite. We reserve the right to refuse admission to all those who are not registered. IGTM media badges will not be sent in advance and will be available for collection from the onsite registration desk. Proof of identity will be required.

For any questions, please contact the IGTM PR Team at Spotl1ght Communications:

Alexandra Gore
+44 (0) 20 8334 4004
alexandra.gore@spotlightcoms.com

Nina Gardiner
+44 (0) 20 8334 4003
nina.gardiner@spotlightcoms.com