Terms and Conditions
In these Terms and Conditions, the following words shall have the following meanings unless the context otherwise requires:
“Appointment Only Hosted Buyer” means a Hosted Buyer who is based in São Paulo and whose registration to attend the Event as a Hosted Buyer has been accepted by RX on these terms and conditions.
“Buyer Programme” means the programme whereby RX provides incentives to Hosted Buyers to encourage them to attend the Event and meet with Exhibitors generally and on the basis of focussed Pre-Scheduled Appointments.
“Cancellation Fees” means fees payable by the Hosted Buyers for failing to meet the conditions of the Buyer Programme and/or the obligations set out in these terms and conditions and/or failing to attend the Event as detailed in clause 5.
“Event” means the World Travel Market Latin America to be held at Expo Center Norte, São Paulo, Brail, from Monday 15th to Wednesday 17th 2024.
“Exhibitor” means any of the exhibitors who have contracted with RX to take stand space at the Event.
“Fam Tour” (Familiarisation Tour): means any tour offered by Exhibitors or travel providers to Hosted Buyers in accordance with their terms and conditions to promote and demonstrate to Hosted Buyers their services or products.
“Fam Tour Host” means the guide or operator who accompanies the Hosted Buyer on the Fam Tour in accordance with the terms and conditions of the Fam Tour Operator.
“Fam Tour Operators mean the Exhibitors or travel providers offering a FAM Tour.
“Hosted Buyer” means a travel trade professional or buyer of travel products, who has registered to attend the Event as on a semi hosted basis and been accepted by RX, on the basis of these terms and conditiions.
“Hosted Buyer Programme” is an exclusive and limited capacity programme whereby RX provides accommodation and/or other benefits to Hosted Buyers who have been qualified to participate and who, in return, agree to commit to certain programme requirements including but not limited to a minimum number of pre-scheduled appointments.
“Medical Condition” means an injury, illness or disease which would cause any ordinary prudent person to seek treatment, diagnosis, care or medical advice or treatment.
“Pre-Scheduled Appointment” means an appointment organised between a Hosted Buyer and an Exhibitor taking place at the Event.
“RX” means Reed Exhibitions Limited, of Gateway House, 28 The Quadrant, Richmond, Surrey, TW9 1DN, United Kingdom, the organiser of the Event and the contracting party with each Hosted Buyer.
“WTM Latin America Team” refers directly to the RX Event team at Rua Bela Cintra, 1200, 8º andar, São Paulo, SP, Brasil 01415-001 (a division of Reed Exhibitions (Pty) Ltd).
2. Application Proccess
a) All applicants must complete the online Register Your Interest form in order to be considered for the Hosted Buyer Programme.
b) Completion of the online Register Your Interest form does not automatically guarantee a place on the Hosted Buyer Programme. Applicants will be notified if they have been successful and each applicant must undergo a strict qualifying process. RX’s decision whether or not to accept a buyer on the Hosted Buyer Programme is final.
c) Each applicant will be notified if they have or haven’t been successful but in-depth feedback will not be given due to the volume of applicants.
d) Due to limited capacity on the Hosted Buyer Programme and the volume of applicants, it is not possible to accommodate everyone who applies.
e) Preference will be given to individuals who have not attended WTM Latin America previously or have not participated in the Hosted Buyer Programme in the last two (2) years.
f) RX will only accept one interest form per participant. In the event of more than one interest form per participant is received, only the first interest form will be processed.
g) RX will only ordinarily only accept one application per company for the Hosted Buyer Programme. Any acceptance of additional Hosted Buyers from the same company or sister companies operating under the same umbrella brand is at the complete discretion of RX.
h) All applicants must be aged 18 or over and must meet Hosted Buyer requirements to be considered.
i) All applicants will undergo a vetting process against strict qualifying criteria and may be contacted for further information to support their application.
j) The interest form must be completed in full. Forms with missing, outdated or incorrect information will not be considered.
k) References, as provided on the Hosted Buyer interest form, may be contacted at any time during the application process.
l) Applicants must only apply if attending the Event to invest in outbound travel products and services and must NOT be attempting to sell any kind of inbound products and services.
m) Buyers are asked not to apply if they do not meet the stated requirements or do not intend to meet the Hosted Buyer commitments as stated below.
n) Submission of the interest form and registration form for the Hosted Buyer Programme will be taken as a Hosted Buyer’s agreement to these terms and conditions.
Applications from Hosted Buyers with any known Government travel restrictions or visa restrictions or border closures will not be accepted.
Successful applicants will be advised by email as to their Hosted Buyer status and will need to complete the following in order to secure their place (failure to do so will result in their Hosted Buyer place being cancelled):
1. the official show registration form; and
2. the required hosted buyer form.
4. Hosted Buyer Application Requirements
To apply and be considered as a Hosted Buyer, all applicants must meet the below requirements:
a) be a senior travel industry professional with direct purchasing and contracting authority;
b) have direct spend in Latin America;
c) be able to demonstrate current WTM Latin American products or showcase a clearly defined business model for expansion into Latin America;
d) have an annual budget that is consolidated in various categories (flights, hotels, transport, etc.);
e) not have participated in the WTM Latin America Hosted Buyer Programme in the last two years;
f) ideally be new to WTM Latin America, never having participated previously in the Event;
g) be willing to adhere to all Hosted Buyer Programme commitments including but not limited to the required appointment minimum;
h) be able to provide references for business conducted in the last year;
i) be able to speak English to an intermediate level to converse with international Exhibitors. The Hosted Buyer Programme will be conducted in English.
5. Hosted Buyer Benefits
Successful applicants to the Hosted Buyer programme will receive the following exclusive benefits and events as organised by RX, the WTM Latin America Hosted Buyer Team and Official Partners:
a) recognition as a key buyer in the market;
b) complimentary hotel accommodation in one of WTM Latin America’s partner hotels in São Paulo for up to three (3) nights from the 14 - 17 April period. Check out will be the morning of 17th April 2024. For the avoidance of doubt, any additional night’s accommodation is payable by the Hosted Buyer;
c) complimentary buffet breakfast at the allocated hotel (does not include a la carte where there may be additional costs);
d) return/round trip airport transfers from Guarulhos International Airport (GRU) to the appointed hotel. For the avoidance of doubt:
i. Hosted Buyers arriving at any other airport in São Paulo such as Viracopos or Congonhas will not be provided with transfers to the appointed hotel and will need to arrange and pay for their own transfer; and
ii. any transfer costs other than those provided as part of the Hosted Buyer Programme will be payable by the Hosted Buyer;
e) a scheduled roundtrip shared transfer each day to and from the partner hotel to the exhibition venue of the Event;
f) early access to the online meetings platform;
g) personalised support with pre-scheduling meetings on the Connect Me meetings platform;
h) listing in the Hosted Buyer Directory in the Connect Me meetings platform;
i) business card drop function with Exhibitors available in the Connect Me meetings platform;
j) access to the Buyers’ lounge at the Event, which includes complimentary refreshments, a complimentary lunch voucher and free Wi-Fi ;
k) exclusive Hosted Buyer events (transport will be provided where indicated);
l) opportunity to sign up for FAM Tours where available. FAM Tours are not guaranteed and should not constitute the sole reason for applying for the Hosted Buyer Programme;
m) personalised support throughout the Hosted Buyer Programme by the WTM Latin America Hosted Buyer Team.
The following are NOT included in the Hosted Buyer Programme:
a) travel/medical insurance;
b) any visa or associated visa costs;
c) extended hotel nights beyond the dates stated in the Hosted Buyer Programme;
d) double occupancy costs;
e) hotel early check in/late check out fees or room upgrades;
f) accommodation upgrades and/or in-room enhancements, mini bar, additional use of paid-for facilities;
g) any flight costs or flight contribution amounts. For the avoidance of doubt, WTM Latin America offers a “semi-hosted” Hosted Buyer Programme only and all flight costs must be paid for by the Hosted Buyer;
h) meals (unless where specified as provided in the final event schedule);
i) drinks (unless where specified as provided in the final event schedule);
j) personal extras;
k) costs incurred due to late payment or personal misconduct;
l) airport transfers;
m) transfers were not indicated as included in the Hosted Buyer Programme.
6. Hosted Buyer Commitments
All Hosted Buyers accepted on to the Hosted Buyers Programme must be able to:
a) attend the in-person Event in São Paulo;
b) attend all 3 days of the Event in full including the last day. For the avoidance of doubt, buyers who wish to only attend 3 days or less will not be accepted or, if already accepted, will be removed from the Hosted Buyer Programme. This includes arriving late on the first day or departing in the morning of the last day of the Event;
c) arrange to arrive on 14th April 2024 (day prior to the Event) and depart only after the close of WTM Latin America at 6pm on 17th April 2024;
d) commit to a minimum of 30 appointments (10 per day on each of the three (3) days of the Event);
e) attend all appointments as pre-scheduled;
f) use the Event’s provided meetings platform Connect Me with which to make all pre-scheduled meetings;
g) complete both the Hosted Buyer Interest Form and Buyer Registration once live;
h) complete the Hosted Buyer and company profiles in full and, as per the guidelines in Connect Me, the meetings platform;
i) complete all appointment ratings in Connect Me;
j) complete the official post-Event and Hosted Buyer surveys;
k) attend all mandatory networking events as scheduled. Late arrival after the time indicated in the finalised Event schedule will be deemed a ‘No Show’. Please see the No Show policy below for details;
l) be contactable by email, mobile phone and, preferably, WhatsApp, for broadcast message purposes, while at the Event.
7. Attendance & Appointment Requirements
a) As part of their Hosted Buyer status, all Hosted Buyers are required to pre-schedule a minimum number of 30 appointments with Exhibitors, 10 per day of the 3-day Event. Appointments may not be bundled together and must be adhered to per day.
b) Please note that appointment attendance will be monitored and non-attendance shall constitute a breach of these terms and conditions.
c) All Hosted Buyers must use Connect Me, the meetings platform, to secure their meetings at the Event.
d) Once the Connect Me (the meetings platform) is live, Hosted Buyers must complete their buyer and company profiles in full in a timely manner. Information will be sent on how to do this. Failure to complete this final part of the process could result in removal from the Hosted Buyer Programme.
e) Meetings made outside the platform are not advised and will not be considered towards the minimum meeting requirement.
f) Hosted Buyers who are unable to honour an appointment should contact the Exhibitor directly to arrange a more convenient appointment time with as much advanced notice as possible or contact the Connect Me team onsite.
g) Buyers applying to be a part of the Hosted Buyer Programme are consenting to their contact details being made available to Exhibitors at WTM Latin America for the purposes of fixing meeting appointments.
h) Hosted Buyers are required to attend all 3 days of the Event in full. Late arrival or early departure arrangements may affect Hosted Buyer status.
i) Hosted Buyers must communicate any delays in arrival to the WTM Latin America Hosted Buyer Team and the WTM Latin America official DMC partner immediately or as soon as reasonably possible.
j) RX takes no responsibility for any individual on the Hosted Buyer Programme who may miss flights, transfers or functions related to the Event. Any additional expense incurred is at the Hosted Buyer's own expense.
k) Failure to check in at the hotel on the required date may be considered as a ‘No-Show’. Please see the ‘Travel’ section for required arrival and departure dates and times.
l) Failure to meet these terms and conditions will be considered a breach of these terms and conditions. Please see Failure to Comply, No Show and Cancellation sections below for more details.
8. Failure to Comply
a) Any failure by a Hosted Buyer in meeting any of the conditions set out in these terms and conditions may result in one or more of the following;
i. cancellation of Hosted Buyer status;
ii. exclusion from the Hosted Buyer Programme and future Hosted Buyer Programmes;
iii. loss of Hosted Buyer accommodation where applicable; and/or
iv. additional charges as indicated in clause 11;
b) Attendance of the Hosted Buyers will be monitored at the Event by the WTM Latin America Team. Failure by the Hosted Buyer to comply with the minimum appointment requirement and networking events shall be treated according to the ‘Failure to Comply’ cause.
9. Cancellations & No-Shows
Cancellations will only be accepted, without charge, by written confirmation by email to [email protected] and only if received before Monday 11th March 2024.
a) all cancellation notifications must have been acknowledged in writing by the WTM Latin America Team;
b) networking events, where indicated as exclusive for Hosted Buyers, are mandatory. Failure to attend or late attendance could result in a Hosted Buyer place being cancelled, along with any associated Hosted Buyer benefits. Behaviour of this nature will also affect future applications;
c) unless for a Medical Emergency and other exceptions outlined below, cancellations will be chargeable. Please see the Cancellation policy below;
d) cancellation exceptions include Medical Emergency with valid medical certificate, bankruptcy, company closure or redundancy. Evidence of such will need to be provided and will allow for refund of the registration amount up to two weeks prior to the Event and no later than 22nd April 2024;
e) late cancellations after 22nd April 2024 will not be refunded unless in the case of a Medical Emergency involving the Hosted Buyer directly or a close family member, i.e. spouse or partner, sibling, parent, grandparent or child;
f) cancellations as a result of a Medical Emergency will require provision of a medical certificate on clinical letterhead. Please kindly provide this in English where possible. This must be signed and stamped by the attending doctor and a copy sent via email to the WTM Latin America Team. Medical certificates will be treated with the utmost confidentiality;
g) where cancellations needs to take place, Hosted Buyers are asked to extend the courtesy to RX by trying to find a replacement from within their company;
h) government travel restrictions must be verified in order to be considered as a valid need for cancellation;
i) where the WTM Latin America Team find themselves unable to contact a Hosted Buyer and no response is being received via social media, WhatsApp, phone or email, the WTM Latin America Team reserve the right to remove the Hosted Buyer from the Hosted Buyer Programme. Advanced notice will be given, allowing the Hosted Buyer every opportunity to respond.
j) Hosted Buyers accepted by RX after the cancellation deadline of Monday 11th March 2024 will be granted a ‘cooling off period’ of forty-eight (48) hours from the 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 below.
10. Cancellation, No Show, Failure to Comply Charges
a) Any cancellation received after Monday 11th March 2024 will incur a cancellation fee of US$400.00 (plus VAT).
b) Hosted Buyers who fail to arrive in time for the opening of the Event and or leave early without agreement from the WTM Latin America Team will incur a fee of US$500.00 (plus VAT).
c) If a Hosted Buyer misses three (3) or more Pre-Scheduled Appointments, this will be deemed as 'failed to comply' with these terms and condition;
d) Failure to arrive or arrive on time at the Hosted Buyer accommodation without sufficient notice will deem the Hosted Buyer a ‘No Show’. This includes where the Hosted Buyer has made alternative accommodation arrangements without advising the WTM Latin America Hosted Buyer Team in writing.
e) ‘No Shows’ or in the case of ‘failure to comply’ situations, a Hosted Buyer will incur a fee of US$1,000.00 and their Hosted Buyer place will also be cancelled along with any associated Hosted Buyer benefits such as accommodation and transfers. Behaviour of this nature will also affect future applications.
f) The cancellation and no-show fees are a reasonable pre-estimate of the losses and costs to be incurred by RX, including administration costs in cancelling and rearranging the relevant bookings. RX shall take payment of such cancellation and no-show fees from Hosted Buyers’ credit cards fourteen (14) days after the closing date of the Event if the payment has not been made by other means. RX will provide Hosted Buyers with a receipt in respect of such fees for cancellation or no-show taken. Hosted Buyers may request an invoice, if required.
11. General Travel Information
a) RX recommends that Hosted Buyers’ flight details are confirmed no later than Monday 25th March 2024 using the online travel information form provided in the Hosted Buyer zone.
b) All Hosted Buyers must arrange to arrive the day prior to the Event start date and depart only after the close of the Event. Early departures, unless where absolutely necessary, will not be accepted and must be confirmed by the WTM Latin America Team ahead of time.
c) Hosted Buyers will be responsible for booking their own flights and flights for all Hosted Buyers must meet the arrival and departure dates and times as stated. It is advisable that provisional bookings be sent to the WTM Latin America Team for approval prior to booking.
d) Hosted Buyers who fail to meet the arrival and departure requirements may be removed from the Hosted Buyer Programme and will be charged a fee for missing part of the Hosted Buyer Programme.
e) Delays to arrival times due to unforeseen flight circumstances because of an airline delay or cancellation must be communicated as soon as possible to the WTM Latin America Team. Failure to do so could incur removal from the Hosted Buyer Programme and incur a no show/cancellation charge.
f) Discounts by airline partners cannot be guaranteed and, where offered, RX takes no responsibility in the promotion available or the associated terms and conditions of such airline.
g) RX will not be held responsible for any flight cancellation costs or loss due to travel restrictions, border closures or any other reasons which may prevent the Hosted Buyer from arriving at the Event by the date stated.
h) 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.
i) Excess baggage, customs fines and the like are the responsibility of each Hosted Buyer. Please consult the Brazilian Customs Service should you require further information.
j) RX does not endorse or approve of export gifts given to Hosted Buyers by Exhibitors. It is the responsibility of each attendee to ensure that any gifts may be legally removed from Brazil and imported to their home country.
k) It is the responsibility of all individuals to check any travel restrictions before booking flights.
12a. Travel Dates
a) Hosted Buyers must arrive in São Paulo by no later than Sunday 14th April 2024
b) Hosted Buyers must depart no earlier than 19:00 hours local time on Wednesday 17th April 2024.
a) Please note that participants from certain countries may be required to obtain a visa to enter Brazil.
b) Visa costs are not covered as part of the Hosted Buyer Programme and must be self-paid.
c) It is the responsibility of each individual to determine what visa is needed and to arrange for a visa to arrive at the Event in time.
d) Hosted Buyers may request a letter of confirmation on the Hosted Buyer Programme as part of their visa application. Please allow 24 hours for a response unless it is a weekend (Saturday or Sunday) when the RX office is closed and response will be received on the following Monday.
a) Please note that travel insurance is the responsibility of the Hosted Buyer.
b) RX does not provide and will not arrange for travel insurance as part of the Hosted Buyer Programme.
c) Travel insurance must be in effect from the day of departure up to and including the date of arrival back to the Hosted Buyer’s home country.
a) The Hosted Buyer hotel will be confirmed two weeks prior to the Event start date.
b) Hotel accommodation will be provided for three (3) nights from 14th until 17th April 2024 (morning only). Check out will take place the morning of 17th April 2024. Requests to deviate from these dates will not be accommodated although the Hosted Buyer is welcome to book and pay for additional nights.
c) Check in at the hotel will start at 3pm local time. Early check in or late check out expenses are not included in the Hosted Buyer Programme and such arrangements need to be paid for separately. The WTM Latin America DMC partner will assist with the arrangements.
d) Hosted Buyers are kindly asked not to submit requests for a particular hotel. Hosted Buyers will be offered accommodation for the dates indicated at the official accommodation partner hotel only. Where there are multiple same brand hotels in the destination, only the one as indicated by the WTM Latin America Team will be made available. Requests for a different hotel will not be accommodated.
e) Any additional accommodation above the three (3) nights provided by RX is at the expense of Hosted Buyers along with any incidentals (personal costs) from their stay.
f) Hosted Buyers may submit a request for additional nights via the travel information form on the Hosted Buyer zone but all bookings for additional accommodation will be confirmed directly by the WTM Latin America DMC partner and not by the WTM Latin America Team.
g) Hosted Buyers may be asked to provide credit cards upon hotel check in. This is normal procedure and will be used to cover any unpaid personal costs, additional nights’ stay or other incidental costs.
h) On the last day of the Event, Hosted Buyers will be able to leave their luggage at the hotel concierge following check out. This will allow Hosted Buyers to attend the Event as normal to complete all remaining appointments. Transfers to and from the hotel will operate as scheduled. Please note that, due to limited cloakroom storage onsite, it is advised to leave any luggage at the hotel. In the event that you need to take your luggage with you to the Event, please speak with the WTM Latin America Hosted Buyer Team and / or WTM Latin America DMC partner in advance. Contact details will be provided.
i) Hosted Buyers must agree to settle all expenses with the hotel prior to departure and will indemnify RX for any failure to do so.
14a. Airport Transfers
a) Return/round trip airport transfers will be provided from Guarulhos International Airport (GRU) ONLY to the appointed hotel. For the avoidance of doubt:
I. Hosted Buyers arriving at any other airport in São Paulo such as Viracopos or Congonhas will not be provided with transfers to the appointed hotel and will need to arrange and pay for their own transfer; and
II. any transfer costs arising from approved early departure of the Hosted Buyer from the last day of the Event will be payable by the Hosted Buyer.
b) The WTM Latin America DMC partner is responsible for scheduling all airport transfers and will provide Hosted Buyers with their individual pick up/drop off times.
c) Failure to provide any updated flight information as requested will result in RX not providing transfers between the airport and the accommodation.
d) RX will not be responsible for missed transfers and transfer expenses as a result of changes to flight information that have not been communicated to either the DMC partner or the WTM Latin America Team. These will need to be paid for by the Hosted Buyer.
e) Any additional cost in reaching the agreed airport in São Paulo will be the responsibility of and payable by the Hosted Buyer.
14b. Return Hotel/Venue Transfers
a) Transfers between the hotel and the Event venue are included as part of the Hosted Buyer Programme. A schedule will be provided, but RX will not be responsible for any missed departures.
b) Transfers will depart on time and will not wait for missing or late individuals. It is the responsibility of the Hosted Buyer to be ready at the pickup point at the scheduled time.
c) In the event of a missed transfer, the Hosted Buyer will need to make their way to the Event at their own expense.
d) Additional transfers outside those provided as part of the Hosted Buyer Programme will need to be self-arranged and self-paid and will not be reimbursable by RX.
a) It is advisable to ensure that Hosted Buyers travel with sufficient medical insurance to cover costs such as hospitalisation, quarantine, loss of flights, etc.
b) Hosted Buyers must meet all travel, entry and regulatory requirements as mandated by the Brazilian government and the regional government of São Paulo.
c) It is important that each individual check the requirements to exit and re-enter their own country as well as what may be required to enter Brazil and any other countries as part of their onward journey after the Event.
16. Hosted Buyer Replacements
a) Invitations to Hosted Buyers are non-transferable and name changes are at the sole discretion and approval of the WTM Hosted Buyer Team
b) Where a Hosted Buyer needs to cancel their participation subject to RX’s consent;
i. it is advisable that they first request that a colleague from their organisation attend as a replacement;
ii. suggested replacements are not necessarily guaranteed a Hosted Buyer place and will be subject to the same qualification criteria and application process; and
iii. if a replacement is accepted by RX, a Cancellation Fee will not be payable by the Hosted Buyer.
17. Familiarisation (FAM) Tours
a) Fam Tours are considered an added bonus to the Hosted Buyer Programme but are not guaranteed.
b) Application to participate in the Hosted Buyer Programme should not be based on the condition that FAM Tours will be provided.
c) Participation in a Fam Tour is entirely at the discretion of the Fam Tour Operator and is subject to their terms and conditions.
d) Places are limited to Hosted Buyers only and will not be available for accompanying guests, colleagues or family members of the Hosted Buyer.
e) Hosted Buyers can only apply and be considered for one Fam Tour (where available) and places are limited.
f) Only Hosted Buyers who register their interest for a Fam Tour by the given deadline will be considered.
g) Travel is co-ordinated by the Fam Tour Operator and travel confirmation will be provided by the Fam Tour Operator to the Hosted Buyer.
h) In the event of non-attendance and/or cancellation of the Fam Tour by the Hosted Buyer on or after 18th March 2024, the Hosted Buyer will be subject to a US$500.00 charge on behalf of the Fam Tour Operator.
i) By embarking on a Fam Tour, the Hosted Buyer voluntarily assumes all risks involved, whether expected or unexpected.
j) The Fam Tour Operator reserves the right to make such changes to the Fam Tour as it deems appropriate and in accordance with its terms and conditions.
k) RX shall not be liable for any payments made by a Hosted Buyer to a Fam Tour Operator who subsequently becomes insolvent or files any bankruptcy or similar proceedings or fails to deliver the Fam Tour.
l) RX is acting solely as an intermediary agent for Fam Tour Operators and shall have no liability for any Fam Tour in any way whatsoever.
m) 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.
n) RX is not responsible for mechanical difficulties, failure of any means of transportation to arrive or depart as scheduled, change of itinerary or poor quality of the following: hygiene, cuisine, sanitation facilities, cleanliness, methods of conducting business, telecommunication facilities, emergency medical evacuation, treatment or medical services existing at any travel destination.
a) WTM Latin America is a trade event owned and organised by RX,
b) The Agreement and these terms and conditions shall be governed by and construed in accordance with the laws of England and Wales.
c) Successful applicants will only be accepted as Hosted Buyers if they have read and agreed to these terms and conditions.
d) Completing the Hosted Buyer application process will be taken as agreement to these terms and conditions.
e) RX reserves the right to remove a Hosted Buyer from the Hosted Buyer Programme at its complete discretion without liability if it is deemed to be in the best interests of RX or the Event or if such Hosted Buyer’s attendance is likely to damage the reputation of the Event.
f) Persons participating in the Event from the same company as the Hosted Buyer or accompanying the Hosted Buyer are not included in any offers regarding the Hosted Buyer Programme.
g) Any Hosted Buyer reported as selling his or her own products and services will have their buyer status revoked immediately and must apply to attend as an Exhibitor or Trade Visitor. This will result in immediate loss of any accommodation and may incur a ‘failure to comply’ fee.
h) Hosted Buyers are asked to always adhere to the Event’s etiquette by responding to Exhibitor meeting requests in a timely manner and checking regularly for new meetings requests and messages from Exhibitors.
i) Hosted Buyers must understand that they will receive email reminders with regard to the Hosted Buyer Programme commitments, especially where deadlines or requirements are not being met.
j) Hosted Buyers expressing behaviour that is deemed to be aggressive, rude, inflammatory, discriminatory or derogatory, either in person or online, via email, social media or any other form of communication, to any other Event attendee or RX staff member will be automatically removed from the Hosted Buyer Programme, rendering all Hosted Buyer benefits null and void, and will be removed completely from the Event. Such behaviour will affect all future applications across the RX travel portfolio.
k) Any disputes arising under these terms and conditions will be governed by the English courts.
l) By agreeing to these terms and conditions, Hosted Buyers are consenting under all relevant data protection legislation to RX and its agents and sub-contractors communicating with them by telephone, email and post and using personal information for internal processing and for disclosure to third parties such as airlines, hotels and Exhibitors in connection with their attendance at the Event. In addition, RX may use such details to invite Hosted Buyers to other events organised by RX or its group or to offer them other relevant products and services supplied by RX, the RELX Group plc or third parties. Hosted Buyers can contact the WTM Latin America Team ([email protected]) if they do not wish for their personal information to be used in any of the ways mentioned.
m) RX requests that Hosted Buyers provide contact details for the person whom they 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, Hosted Buyers are confirming that the named contact has agreed that their details may be supplied to RX for this purpose.
n) “World Travel Market” and “WTM” are registered trademarks of RX.
19. Exclusion of Liability
RX takes no responsibility and shall have no liability for:
a) Hosted Buyers who miss their flight/travel arrangements;
b) the insolvency or failure of any airline company or hotel or ground handling company or other supplier;
c) flight cancellation or delay;
d) refused permission for a Hosted Buyer to board an aircraft to Brazil or refused entry to Brazil;
e) any delay, loss of baggage or excess baggage charges;
a) replacement flights and other similar costs incurred;
b) individual visa requirements, travel permits, other licences and inoculations, which will be the sole responsibility of the Hosted Buyer, including any necessary costs incurred;
c) hotel expenses other than those agreed as payable by RX;
d) 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 subcontractors’ control which shall make it impossible or inadvisable for RX to hold the Event or make it impossible to get the Hosted Buyers to the Event or to provide flights, hotels, transfers, appointments or other services to Hosted Buyers. RX reserves the right to re-schedule the Event at another date and/or at an alternative site;
e) any loss of profit, loss of business or revenue, loss of anticipated savings or indirect or consequential loss or damage, costs or expenses to the Hosted Buyer, in contract, tort/delict or otherwise, arising out of or in connection with the Hosted Buyer’s attendance at the Event; and
f) the death or personal injury of any Hosted Buyer save where such liability cannot be excluded under Brazilian law or the laws of England and Wales.
20. Use of Personal Information