IGTM Hosted Buyer and Executive Buyer Terms and Conditions 2021
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”).
Buyers means buyers of golf travel products who will be granted access to the Event on a hosted or non-hosted basis
IGTM or Event means the International Golf Travel Market to be held at The International Convention Centre, Wales from 18-21 October 2021.
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.
Pre‑Scheduled Appointment Programme means the appointment-matching programme operated by the Organiser to co-ordinate the appointments of the Buyers with Exhibitors during the Event.
Event Team means the IGTM team organising 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 17-21 October 2021 only;
- Pre-scheduled appointments from 19-21 October 2021.
1.2 Executive Buyers
Executive Buyers will receive from the Organiser, complimentary:
- Pre-scheduled appointments from 19-21 October 2021.
1.3 As a condition of receiving the complimentary services from the Organiser outlined above, Hosted 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 Event team;
- have a minimum of ten (10) appointments per day scheduled in their diary;
- all Hosted Buyers must attend 3 full days of appointments from 19-21 October 2021;
- attend all scheduled appointments scheduled by the Event Team and included by the Event Team in their diary;
- wear their delegate badge and appropriate business dress as a condition of entry to the Event.
1.4 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 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 Event Team) by the Hosted Buyer in respect of the minimum commitment to attend Pre-Scheduled appointments shall be treated by the Event Team as a cancellation and cancellation fees will apply (see “Cancellations” section below). Attendance at the above sessions will be monitored on site by the Event 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 firstname.lastname@example.org by Monday, August 23, 2021. 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 The Organiser will provide the Hosted Buyer with up to five (5) nights’ accommodation at the official IGTM host hotels (depending on the package offered) between the dates of 17-21 October 2021. Accommodation is provided on a bed and breakfast basis only. 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.
2.3 The accommodation on the 17 October 2021 is offered only to Hosted Buyers who take part in the IGTM Golf Tournament to be held on 18 October 2021. 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
COVID-19 related cancellations: The cancellation fees set out in sections 3 and 4 below shall not apply where a Hosted Buyer, or an Executive Buyer is prevented from attending the Event as a result of travel (or any other) restrictions in place as a result of the COVID-19 pandemic.
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 attends as a replacement. On the condition that the replacement is accepted in writing by the Event Team, 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 before Monday 23 August 2021. Cancellations received on or after Monday 23 August 2021 will incur a fee of €600. All cancellations must be received by the Event Team in writing at email@example.com and receipt must be acknowledged by the dates specified above.
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 No-show: 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 €600.
3.5 No-show to Appointments: All Hosted Buyers are required to attend all Pre-Scheduled Appointments that appear in their final diary, as any no-show will negatively affect the Exhibitors diary. 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 RESPECTOF 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 detailed in this clause 3, are a reasonable pre-estimate of the losses and costs to be incurred by the Organiser, including administration costs in arranging and cancelling the relevant bookings.
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 tournament.
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.
5.2 The Event Team shall make the final decision with respect to whether the replacement may attend the Event.
5.3 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 Wales; 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 The Hosted Buyer and Executive Buyer 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.
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, hotels, transfers, appointments, events or other services to Hosted Buyers or Executive 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 or Executive Buyer by email.
6.5 The Organiser shall not be liable to the Hosted Buyer or Executive Buyer, in contract, tort 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 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 or otherwise shall not exceed €300.
7. General – Hosted Buyers and Executive Buyers
7.1 Completion of an on‑line 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 Event Team if their application is successful. The Event 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 eighteen 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 Organiser can book the Buyer into a twin / double room. Any additional costs incurred are payable by the Buyer upon check in/out. The Organiser 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.
“Hosted Buyer” and IGTM are registered trademarks of the Organiser.
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