Buyer Terms and Conditions

1. Definitions

2. Hosted Buyers

3. Travel and Accommodation for Hosted Buyers

4. Cancellations and Replacements

5. Exclusion of Liability

6. General

7. Pre and Post Event Familiarisation Tours

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 6 -8 April 2020, 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. Registration Process

Completion of the online application form does not automatically guarantee you a place on the Buyer Programme. You will be notified if your application is successful. RX’s decision whether or not to accept you on the Buyer Programme is final;

All applicants must be aged 18 or over;

A non-refundable registration fee of GBP £5.00 is payable in order to complete your online application form;

Should your application be successful, a final non-refundable registration fee will be payable immediately on acceptance by RX of your application as follows:

International Hosted Buyer : GBP £200.00

Pan - African Hosted Buyer : GBP £115.00

Semi-Hosted Buyer : GBP £35.00

Appointment Only Buyer : GBP £5.00

Only one application per participant for any Incentive Programme will be accepted; should you apply for more than one Incentive Programme, only the first application form for an Incentive Programme will be processed;

RX will only accept one application per company for the Buyer Programme. Any acceptance of any additional application from a company for the Buyer Programme is at the complete discretion of RX.

3. Buyer Programme

Subject to clause 3.4 RX will offer the following to Hosted Buyers accepted by RX following their registration;

3.1 Fully Hosted Buyers:

A minimum of 10 Pre-Scheduled Appointments per day between 6 - 8 April 2020;

Flight contribution on the terms set out in clause 4;

Up to four nights’ accommodation at one of RX’s preferred hotels in Cape Town on a bed and breakfast basis only;

Return/round trip airport transfers from Cape Town International Airport to the appointed hotel;

Entry to the Event’s official functions and networking events;

Access to the Hosted Buyers’ lounge on the Event floor, which includes complimentary refreshments, buffet lunch and Wi-Fi;

Exclusive opportunity to apply to attend a choice of the Fam Tours.

3.2 Semi Hosted Buyers:

A minimum of 20 Pre-Scheduled Appointments in total, during the Rotation Days;

Accommodation at one of RX’s preferred hotels in Cape Town on a bed and breakfast basis for the Rotation Days only;

Return/round trip airport transfers from Cape Town International Airport to the appointed hotel;

Entry to the Event’s official functions and networking events on the Rotation Days;

Access to the Hosted Buyers’ lounge on the Event floor, which includes complimentary refreshments, buffet lunch and Wi-Fi on the Rotation Days;

Exclusive opportunity to apply to attend a choice of the Fam Tours.

3.3 Appointment Only Buyers:

A minimum of 10 Pre-Scheduled Appointments on the Rotation Days;

Entry to the Event’s official functions and networking events, on the Rotation Days only;

Access to the Hosted Buyers’ lounge on the Event floor, which includes complimentary refreshments, buffet lunch and Wi-Fi on the Rotation Days;

Exclusive opportunity to apply to attend a choice of the Fam Tours

3.4 As a condition of receiving the complimentary services from RX as detailed in clauses 3.1 – 3.3 inclusive Hosted Buyers must:

Actively participate in the Pre-Scheduled Appointments Programme;

Select and rank in order of importance a specified number of appointment preferences within the timeframe set by RX;

Attend the minimum number of Pre - Scheduled Appointments;

Attend all meetings and networking sessions scheduled by the WTM Africa team and included by the WTM Africa team in the Hosted Buyer’s diary;

Attend one speed networking session on either Tuesday, 7 April or Wednesday, 8 April between 08h00-09h30. Late arrival (after 07h45) at the speed networking session will be deemed a No Show;

Wear smart/casual or traditional dress;

Complete the “after the Event survey” provided by RX;

Where more than one person from the same organisation attends the Event as a Hosted Buyer, each individual must attend the Pre-Scheduled Appointments.

3.5 Failure to comply with the Hosted Buyer conditions detailed in clause 3.4;

Any failure by a Hosted Buyer in meeting any of the conditions set out in clause 3.4 may result in;

a) a review of their Hosted Buyer status and / or

b) the exclusion from the Buyer Programme and future Event Buyer Programmes and/or

c) RX, at its complete discretion, not refunding any sums due under the Buyer Programme;

Any failure by the Hosted Buyer to comply with the Pre- Scheduled Appointments Programme and networking sessions shall be treated by RX as a cancellation of the Hosted Buyer’s attendance and Cancellation Fees shall apply. Attendance of the Hosted Buyers will be monitored at the Event by the WTM Africa Team.

3.5 The following is NOT included in the Buyer Programme:

Travel insurance;

Extended accommodation nights beyond those included in the Buyer Programme;

Double occupancy costs;

Accommodation upgrades;

Personal incidentals

4. Travel

4.1 Travel and Flights:

RX will supply the Fully Hosted Buyer with a contribution towards return flights from an agreed point of departure on specific days to Cape Town. The amount of the contribution will be confirmed by RX upon acceptance by them of the Hosted Buyer’s application;

RX can also provide the Hosted Buyer with assistance in booking the return flight from an agreed point of departure to Cape Town;

Flights will be non-transferable and flight times will be allocated to ensure maximum time available at the Event for the Hosted Buyer;

If the Hosted Buyer books their own flights, the contribution payable by RX will be reimbursed to the Hosted Buyer via a Prepaid Card, which can be collected at the Hosted Buyer desk in the Hosted Buyers lounge provided the Hosted Buyer has provided proof of the cost of the flight by no later than 30 March 2020;

If a Hosted Buyer fails to collect the Prepaid Card onsite without a valid reason, RX reserves the right to render the reimbursement null and void;

Any queries with regards to Prepaid Cards or any other form of reimbursements will only be valid for 30 days after close of the Event. RX reserves the right to disqualify any reimbursements after this date;

Flight changes requested by the Hosted Buyer are subject to availability and payment of additional charges relating to the change by the Hosted Buyer;

Any additional cost in reaching the agreed departure airport will be the responsibility of and payable by the Hosted Buyer;

RX contribution to the Hosted Buyer flight will be based on the standard economy fare. Any additional cost caused by any upgrade, re-routing, stop-over, use of specific airline requested by the Hosted Buyer will be payable by the Fully Hosted Buyer. The Fully Hosted Buyer will not be entitled to any reimbursement of their flights under the Buyer Programme where the Fully Hosted Buyer uses frequent flyer miles as a means of paying for their flight;

The costs of any changes to flight tickets or replacements (including any name changes to flight tickets) requested by the Hosted Buyer shall be payable by the Hosted Buyer;

All flight arrangements for Fully Hosted Buyers where RX is assisting with the purchase of the flights must be finalised by 20 March 2020 and Fully Hosted Buyers must provide all necessary information needed to comply with this deadline;

Fully Hosted Buyers who purchase their own flights must arrive in Cape Town by no later than 10.00am on the 5 April 2020 and must provide their travel details to the WTM Africa team by 20 March 2020;

RX will provide the Fully and Semi Hosted Buyers with details of the transportation schedule showing the transfers between the airport and the accommodation provided.

Any failure to provide the information detailed in clause 4.1(xii) and 4.1 (xiii) will result in RX not providing transfers between the airport and the accommodation as provided for under the Buyer Programme.

4. 2 Replacements for Hosted Buyers

Invitations to Hosted Buyers are non-transferable;

Where a Hosted Buyer needs to cancel their participation and subject to RX’s consent:

a)they can request that a colleague from their organisation attends as a replacement;

b)if accepted by RX a Cancellation Fee will not be payable by the Hosted Buyer;

c)The Hosted Buyer will be liable to pay the costs of any changes to flight tickets or replacements (including any name changes to flight tickets).

5. Cancellation of attendance and failure to comply with conditions of the Buyer Programme:

Whilst not encouraged, Hosted Buyers may cancel their attendance to the Event for no cause before 24 February 2020;

Cancellations received on or after 24 February 2020 but before 30 March 2020 will incur a fee of GBP £800 for a Fully Hosted Buyer; GBP £400 for a Semi-Hosted Buyer and £100.00 for an Appointment Only Buyer;

Cancellations received on or after 30 March 2020 or where there is a failure by the Hosted Buyer in attending the Pre- Schedules Appointments and networking sessions (which shall be treated by RX as a cancellation of attendance at the Event) will incur a cancellation fee of GBP £1000 for a Fully Hosted Buyer, GBP £500 for a Semi-Hosted Buyer and GBP £200 for an Appointment Only Buyer;

All cancellation notifications must be received by the WTM Africa Team in writing to wtmafricahosted@reedexpo.co.uk and must have been acknowledged in writing by the WTM Africa Team by the specified dates;

Hosted Buyers accepted by RX after the cancellation deadlines of 24 February and 30 March 2020, will be granted a ‘cooling off period’ of forty-eight (48) hours from the date and time of their notification of acceptance email from RX in which to cancel their participation free of charge. Cancellation requests received after the expiry of the forty-eight (48) hour ‘cooling off period’ will incur the Cancellation Fees detailed in 5(iii);

. Hosted Buyers who do not inform RX of their cancellation and do not attend the Event will incur a cancellation fee of GBP £1200 for a Fully Hosted Buyer, GBP £600 for a Semi-Hosted Buyer and GBP £200 for an Appointment Only Buyer

Medical cancellations:

Any Hosted Buyer who cancels due to Medical Condition must provide a medical certificate within one week of notification failing which the Hosted Buyer will be deemed to have cancelled the attendance and the Cancellation Fees shall apply;

All medical certificates must be in English, not handwritten, and with an official stamp and signature.

CANCELLATION FEES / ANY OTHER CHARGES SHALL BE PAYABLE BY HOSTED BUYERS WITHIN FOURTEEN DAYS OF THE CLOSE OF THE EVENT. RX SHALL TAKE PAYMENT OF SUCH CANCELLATION FEES/ANY OTHER CHARGES FROM THE HOSTED BUYER’S CREDIT CARD, PROVIDED ON REGISTRATION, FOURTEEN DAYS AFTER CLOSE OF THE EVENT SAVE WHERE PAYMENT HAS BEEN RECEIVED FROM THE HOSTED BUYER BY SOME OTHER MEANS. RX WILL PROVIDE THE HOSTED BUYER WITH A RECEIPT IN RESPECT OF SUCH CREDIT CARD CHARGES.

The Hosted Buyer agrees that the Cancellation Fees are a reasonable pre-estimate of the loss suffered by RX in the event of the Hosted Buyer breaching these terms and conditions

6. Exclusion of Liability

RX takes no responsibility and shall have no liability for:

Hosted Buyers who miss their flight/travel arrangement;

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

Flight cancellation or delay;

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

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

Any replacement flights and other costs incurred as a result of the occurrence of any of the above.

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

Hotel expenses other than those agreed as payable by RX.

RX, 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 RX’s or its subcontractor’s control which shall make it impossible or inadvisable for RX to hold the Event at the time and place provided or makes it impossible to get the Hosted Buyers to the Event or to provide flights, hotels, transfers, appointments, events or other services to Hosted Buyers. RX reserves the right to re-schedule the Event at another date and/or at an alternative site;

RX shall not be liable to the Hosted Buyer, in contract, tort/delict 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 Event;

RX 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;

RX liability to a Hosted Buyer in respect of their attendance at the Event under these terms and conditions whether in contract, tort/delict or otherwise shall not exceed GBP £1400.

7. General

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;

RX reserves the right to remove a Hosted Buyer from the Buyer Programme at its complete discretion without liability if it is in the best interests of RX and the Exhibitors or if their attendance is likely to damage the goodwill or reputation of the Event;

Persons accompanying the Hosted Buyer are not included in any offers regarding the 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 RX 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 the Event. In addition, we may use your details to invite you to other events organised by RX, or its group to offer you other relevant products and services supplied by the RELX Group plc or third parties. You can contact the WTM Africa Team (wtmafricahosted@reedexpo.co.uk) if you do not wish your personal information to be used in any of the ways mentioned;

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;

Hosted Buyers must obtain adequate travel insurance coverage for their stay.

8. Pre and Post Event Familiarisation Tours

Fam Tours

Participation in a Fam Tour is entirely at the discretion of the Fam Tour Operators and is subject to their terms and conditions;

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 a Fam Tour by the given deadline will be considered;

Travel is co-ordinated by the Fam Tour Operator and notified by the Fam Tour Operator to the Hosted Buyer;

Non -attendance and cancellation of the Fam Tours on or after 24 February 2020 will be subject to a GBP £300 charge chargeable to the Hosted Buyer’s credit card on behalf of the Fam Tour Operator;

RX is acting solely as an intermediary agent for the Fam Tour Operators and shall have no liability for the Fam Tour in any way whatsoever;

In particular RX shall not be held liable or responsible for any injury, illness, loss or damage to any person or property or additional expense involved with travel resulting from acts of God, detention, annoyance, delays, quarantine, strikes, thefts, pilferage, diseases, civil disturbances, terrorism, government restrictions or regulations, discrepancies or changes in transportation or hotel services;

RX is not responsible for mechanical difficulties, failure of any means of transportation to arrive or depart as scheduled, or poor quality of the following: hygiene, cuisine, sanitation facilities, cleanliness, telecommunication facilities, methods of conducting businesses, emergency medical evacuation, treatment or medical services existing at any travel destination;

By embarking on a Fam Tour the Hosted Buyer voluntarily assumes all risks involved whether expected or unexpected. The Fam Tour Operator reserves the right to make such changes to the Fam Tour as it deems appropriate and in accordance with their terms and conditions.

RX shall not be liable for any payments made by a Hosted Buyer to the Fam Tour Operator who subsequently becomes insolvent or files any bankruptcy or similar proceedings or fails to deliver the Fam Tour.

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

We use cookies to operate this website and to improve its usability. Full details of what cookies are, why we use them and how you can manage them can be found by reading our Privacy & Cookies page. Please note that by using this site you are consenting to the use of cookies.