Buyer Terms and Conditions

1. DEFINITIONS

In these Terms and Conditions, the following words shall have the following meanings unless the context otherwise requires:

Exhibitors” means exhibitors who have contracted with the Organisers, Reed Exhibitions (Pty) Ltd (Reed Exhibitions (Pty) Ltd), to take stand space at WTM Africa.

Hosted Buyer” means a travel trade professional, accepted by Reed Exhibitions (Pty) Ltd, who has been registered as a Hosted Buyer and has agreed to these Terms and Conditions, and who will attend the Exhibition as a buyer of travel products where complimentary accommodation, transfers and in some cases flights (or a contribution to flights), are provided by Reed Exhibitions (Pty) Ltd.

Pre-Scheduled Appointment (PSA) Programme” means the appointment programme operated by Reed Exhibitions (Pty) Ltd to co-ordinate the appointments of the Hosted Buyer with Exhibitors during the Exhibition.

“WTM Africa” or “Exhibition” means the World Travel Market Africa to be held at Cape Town International Convention Centre, South Africa 18 - 20 April 2018, which is organised by Reed Exhibitions (Pty) Ltd.

WTM Africa Team” means the WTM Africa exhibition team at Reed Exhibitions (Pty) Limited of Thebe Reed Place – Building 1, Culross on Main Office Park, 34 Culross Road, Bryanston, Johannesburg, South Africa or its agent, Reed Travel Exhibitions (a division of Reed Exhibitions (Pty) Ltd) of Gateway House, 28 The Quadrant, Richmond, Surrey, TW9 1DN, UK.

2. HOSTED BUYERS

“Fully Hosted Buyers” will receive from Reed Exhibitions (Pty) Ltd;

Commitment to a min 30 Pre-Scheduled Appointments from 18 - 20 April 2018

Flight contribution (amount depending on port of departure) towards economy flights to Cape Town from selected airports on specific dates;

Up to four nights’ accommodation at one of the WTM Africa’s preferred hotels;

Return/round trip airport transfers from Cape Town International Airport to Cape Town International Convention Centre (CTICC);

Entry to WTM Africa’s official functions and WTM Africa networking events;

Access to the Buyers’ Lounge on the show floor, providing complimentary refreshments, lunch and Wi-Fi;

Exclusive opportunity to attend a choice of WTM Africa official post show tours

“Semi Hosted Buyers” (applies to South African based Buyers excluding Cape Town) will receive from Reed Exhibitions (Pty) Ltd;

Commitment to a min 15 Pre-Scheduled Appointments

Accommodation at one of the WTM Africa’s preferred hotels;

Return/round trip airport transfers from Cape Town International Airport to Cape Town International Convention Centre (CTICC);

Entry to WTM Africa’s official functions and WTM Africa’s networking events

Access to the Buyers’ Lounge on the show floor, providing complimentary refreshments, lunch and Wi-Fi;

Exclusive opportunity to attend a choice of WTM Africa’s official post show tours dependant on rotation

“Appointment Only Buyers” (applies to Cape Town based Buyers) will receive from Reed Exhibitions (Pty) Ltd;

Commitment to a min 15 Pre-Scheduled Appointments

Entry to WTM Africa’s official functions and WTM Africa’s networking events

Access to the Buyers’ Lounge on the show floor, providing complimentary refreshments, lunch and Wi-Fi;

Exclusive opportunity to attend a choice of WTM Africa’s official post show tours dependant on rotation

As a condition of receiving the complimentary services from Reed Exhibitions (Pty) Ltd, “Hosted Buyers” will be required to:

Actively participate in the Pre-Scheduled Appointments Programme; Hosted Buyers will be required to select and rank in order of importance a specified number of appointment preferences within a specified timeframe;

Have a minimum number of prescheduled appointments per day scheduled in their diaries depending on Buyer programme (excluding networking sessions);

Attend all meetings and networking sessions scheduled by the WTM Africa team and included by the WTM Africa team in their diary;

Attend one speed networking session as per appointment schedule. The attendance is mandatory and non-attendance will incur a no show fee

Submit your travel insurance contact details via the Buyer Zone

Wear business dress as a condition of entry to the Exhibition

To complete show survey after the WTM Africa show

The following is not included in the Hosted Buyer Programme

Travel insurance; extended accommodation nights outside the Hosted Buyer offer; double occupancy costs; accommodation upgrades; personal incidentals

If one or more persons from the same organisation each attend WTM Africa as a Hosted Buyer, then these persons must attend the Pre-Scheduled Appointments Programme individually.

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

3. TRAVEL AND ACCOMMODATION

Reed Exhibitions (Pty) Ltd will supply the Hosted Buyer with a contribution for return flights from an agreed point of departure to Cape Town. The amount of the contribution will be confirmed upon acceptance. Reed Exhibitions (Pty) Ltd can also supply the Hosted Buyer with assistance in booking the return flight from an agreed point of departure to Cape Town. Please note that these arrangements are non-transferable. The flight times will be allocated to ensure maximum time at the Exhibition.

Airport changes requested by the Hosted Buyer are subject to availability and cancellation of flights may incur a fee (see “Cancellations” section below). Any additional cost in reaching the agreed departure airport will be the responsibility of the Hosted Buyer. All flights provided by Reed Exhibitions (Pty) Ltd shall be standard economy fare. Any additional cost caused by upgrade, re-routing, stop-over, use of specific airline requested by the Hosted Buyer or the use of frequent flyer miles are organised by WTM Africa shall be payable by the Hosted Buyer at the time of the flight booking. All flight arrangements for Hosted Buyers (with flights supported by Reed Exhibitions (Pty) Ltd) need to be finalised by 29 March 2018.

Each Hosted Buyer (without flights supported by WTM Africa) is obligated to arrive in Cape Town no later than 10.00am on the 18 April 2018 and shall provide their travel details to the WTM Africa team by 29 March 2018.

Reed Exhibitions (Pty) Ltd will provide the Hosted Buyer with a return transfers from Cape Town International airport to their accommodation (booked by WTM Africa) in Cape Town as per the transportation schedule.

Reed Exhibitions (Pty) Ltd will provide the Hosted Buyer with a maximum of four nights’ accommodation in Cape Town (depending on the package offered) between the dates 18 – 20 April 2018. Reed Exhibitions (Pty) Ltd 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. Additional nights, if requested by the Hosted Buyer, are payable by the Hosted Buyer locally directly to the hotel.

4. CANCELLATION & REPLACEMENTS FOR HOSTED BUYERS

Replacements: Invitations to Hosted Buyers are non-transferable. In instances where a Hosted Buyer needs to cancel his/her participation, he/she may request that a colleague from his/her organisation attends as a replacement. On the condition that the replacement is accepted by the WTM Africa Team, a cancellation fee will not apply (Please note flight change fees may still apply, see 4.5 below).

Cancellation of attendance: Whilst not encouraged, Hosted Buyers may cancel their attendance to the Exhibition with no penalty before 1 March 2018. Cancellations received on or after 1 March 2018 but before 5 April 2018 will incur a fee of GBP £800 (or GBP £400 for a Semi-Hosted Buyer and £100.00 for an Appointment Only Buyer). Cancellations received on or after 5 April 2018 will incur a fee of GBP £1000 (or GBP £500 for a Semi-Hosted Buyer and £200.00 for an Appointment Only Buyer). All cancellations must be received by the WTM Africa Team in writing to wtmafrica-hosted@reedexpo.co.uk and must have been acknowledged by the WTM Africa Team by the dates specified above.

Medical cancellations: Any 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, not hand written, and with an official stamp and signature.

Shortfall: A significant shortfall by the Hosted Buyer on his/her minimum commitments with respect to attending appointments and networking sessions shall be treated by the WTM Africa Team as a cancellation of attendance and the Hosted Buyer will incur a cancellation fee of GBP £1000 (or GBP £500 for a Semi-Hosted Buyer and GBP £200 for an Appointment Only Buyer).

No Show: Hosted Buyers who do not inform the WTM Africa a Team of their cancellation and do not attend WTM Africa will incur a no show fee of GBP £1200 (or GBP £600 for a Semi-Hosted Buyer and GBP £200 for an Appointment Only Buyer)

The costs of any changes to flight tickets or replacements (including any name changes to flight tickets) requested by the Hosted Buyer shall be charged by Reed Exhibitions (Pty) Ltd to the Hosted Buyer.

CANCELLATION FEES, NO SHOW FEES AND FLIGHT CANCELLATION / CHANGE FEES SHALL BE PAYABLE BY HOSTED BUYERS WITHIN FOURTEEN DAYS OF THE CLOSING DATE OF THE EXHIBITION. REED EXHIBITIONS (PTY) LTD 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 DAYS AFTER THE CLOSING DATE OF THE EXHIBITION, IF THE PAYMENT HAS NOT BEEN MADE BY OTHER MEANS. REED EXHIBITIONS (PTY) LTD WILL PROVIDE THE HOSTED BUYER WITH A RECEIPT IN RESPECT OF SUCH CREDIT CARD CHARGES FOR CANCELLATION FEES, NO SHOW FEES AND FLIGHT CHANGES/CANCELLATION FEES.

The Hosted Buyer agrees that the above charges are a reasonable pre-estimate of the loss suffered by Reed Exhibitions (Pty) Ltd in the event of the Hosted Buyer breaching these Terms and Conditions.

5. EXCLUSION OF LIABILITY

Reed Exhibitions (Pty) Ltd takes no responsibility:

For Hosted Buyers who miss their flight/travel arrangement;

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

For flight cancellation or delay;

If a Hosted Buyer is refused permission to board the aircraft or other mode of transport or is refused entry to South Africa or other connecting country;

For any delay or loss of baggage or excess baggage charges (any subsequent dispute shall be directly between the Hosted Buyer and the airline)

For hotel expenses (excluding the cost of the hotel room only) which must be settled with the hotel prior to departure Any replacement flights and other costs incurred in relation to the above will be at the expense of the Hosted Buyer or airline, where appropriate.

The Hosted Buyer must obtain adequate travel insurance coverage for his/her stay and it is recommended in particular that the Hosted Buyer takes out adequate travel insurance to cover the instances referred to in paragraph 5, insurance for their baggage and medical insurance.

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

Reed Exhibitions (Pty) Ltd, its agents, its employees, and its subcontractors shall not be liable for loss, damage or delay resulting from acts or threats of war, hijack, terrorist activity, civil commotion, industrial disputes, fuel shortages, natural disasters or adverse weather conditions, strikes or lockouts intervention or regulation, military activity, epidemics or any other circumstances outside Reed Exhibitions (Pty) Ltd’ or its subcontractor’s control which shall make it impossible or inadvisable for Reed Exhibitions (Pty) Ltd to hold the Exhibition at the time and place provided or makes it impossible to get the Hosted Buyers to the Exhibition or to provide flights, hotels, transfers, appointments, events or other services to Hosted Buyers. Reed Exhibitions (Pty) Ltd reserves the right to re-schedule the Exhibition at another date and/or at an alternative site.

Reed Exhibitions (Pty) Ltd shall not be liable to the Hosted 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 attendance at the Exhibition.

Reed Exhibitions (Pty) Ltd shall not be liable for the death or personal injury of any Hosted Buyer save where such liability cannot be excluded under South African Law.

Reed Exhibitions (Pty) Ltd liability to a Hosted Buyer in respect of his/her attendance at the Exhibition under these Terms and Conditions whether in contract, tort or otherwise shall not exceed GBP £1400.

6. GENERAL

Completion of an online or other application form applying to become a Hosted Buyer at the Exhibition does not automatically guarantee a place on the Hosted Buyer Programme. Applicants will be notified by the WTM Africa Team if their application is successful. The WTM Africa 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 eighteen.

Successful applicants will only be accepted as Hosted Buyers if they have read and agreed to these Terms and Conditions and have ticked the relevant boxes on the online application form and have provided their valid credit card details.

The WTM Africa Team reserves the right to remove a Hosted Buyer from the Hosted Buyer Programme and to withdraw complimentary flights and accommodation at its complete discretion without liability if it is in the best interests of WTM Africa and the WTM Africa exhibitors or if their attendance is likely to damage the goodwill or reputation of the Exhibition.

Persons accompanying the Hosted Buyer are not included in any offers regarding the Hosted Buyer programme.

Any disputes arising under these Terms and Conditions will be governed by South African law and are subject to the exclusive jurisdiction of the South African courts.

By agreeing to these Terms and Conditions, you are consenting under all relevant data protection legislation to Reed Exhibitions (Pty) Ltd and its agents and sub-contractors communicating with you by telephone, fax, email and by post and using your personal information for internal processing and for disclosure to third parties such as airlines, hotels and exhibitors in connection with your attendance at WTM Africa. In addition, we may use your details to invite you to other events organised by Reed Exhibitions (Pty) Ltd, Reed Exhibitions (Pty) Ltd or its group to offer you other relevant products and services supplied by the RELX Group plc or third parties. Please contact the WTM Africa Team (wtmafrica-hosted@reedexpo.co.uk) if you do not wish your personal information to be used in any of the ways mentioned above.

We request that you provide contact details for the person whom you would like to use as a contact in the case of an emergency during the Event. This information will remain confidential and will not be used for any other purpose. By providing this information, you are confirming that the named contact has agreed that his/her details may be supplied to us for this purpose.

7. PRE AND POST EVENT FAMILIARISATION TOURS

Familiarisation Tour (otherwise known as “pre/post show tours”)

Participation in a Pre/Post Show Tour is entirely at the discretion of the tour hosts.

Full responsibility for the Pre/Post Show Tours is that of the tour operator or client hosting the Pre/Post Tour and not that of Reed Exhibitions (Pty) Ltd.

Places are limited to Hosted Buyers only and not accompanying members. Hosted Buyers can only apply and be considered for one tour and places are limited by number and flight schedules.

Only Hosted Buyers who register their interest for WTM Africa official post Pre/Post Show tours by the given deadline will be considered.

Travel is co-ordinated by the Tour host or as advised by the Tour Host to the Buyer.

‘No shows’ and cancellation from WTM Africa official Pre/Post show tours on or after 1 March 2018 will be subject to a GBP £300 charge made at the discretion of Reed Exhibitions (Pty) Ltd.

Charges will be made to the Hosted Buyer’s credit card which was used upon registration for WTM Africa.

“World Travel Market” and “WTM” are registered trademarks of Reed Elsevier Properties SA and are used under licence.

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