- Definitions
- Application Proccess
- Registration
- Hosted Buyer Application Requirements
- Fully Hosted Buyer Benefits
- Semi Hosted Buyer Benefits
- Appointments Only Hosted Buyer Benefits
- Hosted Buyer Commitments
- Attendance & Appointment Requirements
- Failure to Comply
- Cancellations & No shows
- Cancellation, No show, Failure to Comply Charges
- Travel Information
- Flight Contribution (Fully Hosted Buyers Only)
- Accomodation
- Transfers
- Medical & COVID-19
- Hosted Buyer Replacements
- Familiarisation (FAM) Tours
- General
- Exclusion of Liability
- Force Majeure
- Use of Personal Information
Terms and Conditions
1. Definitions
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 a 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, 3 – 5 April 2023.
“Exhibitor” means exhibitors who have contracted with RX to take stand space at the Event.
“Fam Tour” (Familiarisation Tour): means tours 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 and / 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 means the Exhibitors or travel providers offering the FAM Tour.
“Fully Hosted Buyer” means a Hosted Buyer who has been invited by RX to attend the Event on the basis set out in clause 3.
“Hosted Buyer” means a travel trade professional or buyer of travel products, who has registered to attend the Event as either a Fully Hosted Buyer, Semi- Hosted Buyer or Appointment Only Hosted Buyer and been accepted by RX, on the basis of these terms and conditions.
“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.
“Semi-Hosted Buyer” means a Hosted Buyer whose registration to attend the Event has been accepted by RX on these terms and conditions.
“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) Completion of the online ‘Register Your Interest’ form does not automatically guarantee a place on the WTM Latin America 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.
b) It is important to note that, due to limited capacity on the Hosted Buyer Programme and the volume of applicants, it is not possible to accommodate everyone who applies.
c) 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 2 years.
d) 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.
e) RX will ordinarily only accept one buyer per company on to the Hosted Buyer Programme. Any acceptance of additional buyers from the same company is at the complete discretion of RX.
f) All applicants must be aged 18 or over and must meet Hosted Buyer requirements in order to be considered.
g) All applicants will undergo a vetting process against strict qualifying criteria and may be contacted for further information to support their application.
h) The interest form must be completed in full. Forms with missing or outdated information will not be considered.
i) References as provided on the Hosted Buyer interest form may be contacted at any time during the application process.
j) 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.
k) Applicants wishing to showcase their inbound products are considered Exhibitors or Visitors and must apply as such.
l) 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.
m) Submission of the interest form and registration form for the WTM Latin America Hosted Buyer Programme will be taken as a Hosted Buyer’s agreement to these terms & conditions.
n) Applications from Hosted Buyers with any known Government travel restrictions or border closures as a result of Covid-19 or other reason, at the time of application, will not be accepted.
3. Registration
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. Complete the official buyer registration to secure their place
2. Complete the required speed networking selections
4. Hosted Buyer Application Requirements
In order to apply and be considered as a Hosted Buyer, all applicants must meet the below requirements:
a) Senior travel industry professional with direct purchasing and contracting authority
b) 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) Ideally must not have participated in the WTM Latin America Hosted Buyer Programme in the last two years
f) Must be willing to adhere to all Hosted Buyer Programme commitments including but not limited to the required appointment minimum
g) Must be willing to complete the meeting platform buyer profile in full and be prepared to follow all appointment guidelines
h) Be able to provide references for business conducted in the last 1 year
i) Must be able to speak English to an intermediate level in order to converse with International Exhibitors. The Hosted Buyer Programme will be conducted in English.
5. Fully Hosted Buyer Benefits
Successful applicants to the Fully Hosted Buyer programme will receive the following exclusive benefits and events as organised by WTM Latin America and Official Partners:
a) Recognition as a key buyer in the market
b) Complimentary hotel accommodation in one of WTM Latin America’s partner properties in São Paulo for up to three (3) nights from the 2nd – 5th April. Check out will be the morning of 5th April 2023
c) For the avoidance of doubt, any additional night’s accommodation is payable by the Fully Hosted Buyer
d) Complimentary buffet breakfast at your allocated hotel (does not include a la carte)
e) A pre-determined flight contribution amount for economy flight only
f) Flight booking service by the WTM Latin America official DMC partner (mandatory)
g) Return/round trip airport transfers from Guarulhos International Airport (GRU) to the appointed hotel. For the avoidance of doubt;
i. Fully 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.
ii. Any transfer costs other than those provided as part of the Hosted Buyer Programme will be payable by the Fully Hosted Buyer.
h) A scheduled roundtrip shared transfer to and from the partner hotel to the exhibition venue each day of WTM Latin America 2023
i) Early access to the online dairy
j) Listing in the Hosted Buyer Directory in the online platform
k) Business card drop function with Exhibitors available in the online platform
l) Hosted Buyer networking events and/or destination presentations (mandatory)
m) Opportunity to sign up for FAM Tours where available although it is important to note that FAM Tours are not guaranteed and should not constitute the sole reason for applying for the Hosted Buyer Programme
n) Access to the Hosted Buyers’ lounge at the Event, which includes complimentary refreshments and Wi-Fi
o) All other costs and incidental expenses are the responsibility of each attendee: examples include but are not limited to: private transfers, all food and beverages unless where stated as provided, flight upgrades, flight time and/or date change fees, hotel room upgrades, any applicable hotel tax, additional nights' accommodation, personal extras, early hotel check in or late check out, travel & medical insurance, visa costs where applicable
p) Personalised support where needed throughout the programme by the Hosted Buyer Team
6. Semi Hosted Buyer Benefits
Successful applicants to the Semi-Hosted Buyer programme will receive the following exclusive benefits and events as organised by WTM Latin America and Official Partners:
a) Recognition as a key buyer in the market
b) Complimentary hotel accommodation in one of WTM Latin America’s partner properties in São Paulo for up to three (3) nights 2nd – 5th April. Check out will be the morning of 5th April 2023
c) For the avoidance of doubt, any additional night’s accommodation is payable by the Semi-Hosted Buyer
d) Complimentary buffet breakfast at your allocated hotel (does not include a la carte)
e) Return/round trip airport transfers from Guarulhos International Airport (GRU) to the appointed hotel. For the avoidance of doubt;
i. Semi Hosted Buyers arriving at any other airport in São Paulo such as Viracopos or Congonhas will not be provided with transfers to the appointed hotels and will need to arrange and pay for their own transfer.
ii. Any transfer costs other than those provided as part of the programme will be payable by the Semi-Hosted Buyer.
f) A scheduled roundtrip shared transfer to and from the partner hotel to the exhibition venue each day of WTM Latin America 2023
g) Early access to the online dairy
h) Listing in the Hosted Buyer Directory in the online platform
i) Business card drop function with Exhibitors available in the online platform
j) Hosted Buyer networking events and/or destination presentations (mandatory)
k) Opportunity to sign up for FAM Tours where available although it is important to note that FAM Tours are not guaranteed and should not constitute the sole reason for applying for the Hosted Buyer Programme
l) Access to the Hosted Buyers’ lounge at the Event, which includes complimentary refreshments and Wi-Fi
m) For the avoidance of doubt; Semi-Hosted Buyer benefits do NOT include a flight contribution or flight booking service
n) All other costs and incidental expenses are the responsibility of each attendee, examples include but are not limited to: all associated flight costs, flight upgrades, flight time and/or date change fees, private transfers, all food and beverages unless where stated as provided, hotel room upgrades, any applicable hotel tax, additional nights' accommodation, personal extras, early hotel check in or late check out, travel & medical insurance, visa costs where applicable
o) Personalised support where needed throughout the programme by the Hosted Buyer Team
7. Appointment Only Hosted Buyer Benefits
Successful applicants to the Appointment Only Hosted Buyer programme will receive the following exclusive benefits and events as organised by WTM Latin America and Official Partners:
a) Recognition as a key buyer in the market
b) Early access to the online dairy
c) Listing in the Hosted Buyer Directory in the online platform
d) Business card drop function with Exhibitors available in the online platform
e) Hosted Buyer networking events and/or destination presentations (mandatory)
f) Opportunity to sign up for FAM Tours where available although it is important to note that FAM Tours are not guaranteed and should not constitute the sole reason for applying for the Hosted Buyer Programme
g) Access to the Hosted Buyers’ lounge on the Event floor, which includes complimentary refreshments and Wi-Fi
h) For the avoidance of doubt, Appointment Only Hosted Buyer benefits do NOT include hotel accommodation, airport transfers, hotel to venue transfers or flight booking service
i) All other costs and incidental expenses are the responsibility of each attendee, examples include but are not limited to: all associated flight costs, flight upgrades, flight time/date change fees, all accommodation costs, private transfers, all food and beverages unless where stated as provided, any applicable hotel tax, additional nights' accommodation, personal extras, early hotel check in or late check out, travel & medical insurance, visa costs where applicable.
j) Personalised support where needed throughout the programme by the Hosted Buyer Team.
The following is NOT included in the Hosted Buyer Programme:
a) Travel/Medical insurance
b) Any visa or associated visa costs
c) Extended accommodation nights beyond the dates stated in the Hosted Buyer Programme for Fully & Semi Hosted Buyers
d) Accommodation costs for Appointment Only Hosted Buyers
e) Double occupancy costs
f) Hotel early check in/late check out fees
g) Accommodation upgrades and/or in-room enhancements, mini bar, additional use of paid-for facilities
h) Flight contribution amounts for Appointment Only and Semi-Hosted Buyers
i) Meals (unless where specified as provided in the final event schedule)
j) Drinks (unless where specified as provided in the final event schedule)
k) Any costs related to Covid-19 or other variants of the Covid virus to include but not limited to PCR testing requirements.
8. Hosted Buyer Commitments
All Hosted Buyers accepted on to the Hosted Buyers Programme must:
a) Attend the in-person event in São Paulo
b) Attend all 3 days of the Event in full including the last day
c) Arrange to arrive on the 2nd April (day prior to the event) and depart only after the close of the WTM Latin America on 2023
d) Commit to a minimum of 30 appointments (10 per day on each of the 3 days of the Event)
e) Complete both the Hosted Buyer Interest Form and Buyer Registration once live
f) Complete online Hosted Buyer & Company profiles in full as per guidelines
g) Complete all appointment ratings
h) Complete post-show survey
i) Attend the mandatory onsite speed networking as scheduled. Late arrival after the time indicated in the finalised event schedule will be deemed a ‘No Show’. Please see No Show policy below for details
j) Attend all other networking events where listed as mandatory in the final event schedule
k) Use the flight booking service as provided by the WTM Latin America official DMC partner in order to be eligible for the flight contribution amount
9. Attendance & Appointment Requirements
a) As part of your 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 each day of the Event, including the last 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 the meetings platform to secure their meetings at the Event.
d) Once 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.
g) Buyers applying to be a part of the WTM Latin America Hosted Buyer Programme are consenting to their contact details being made available to all Exhibitors at WTM Latin America for the purposes of fixing additional appointments.
h) Hosted Buyers are required to attend all 3 days of the Event in full. Late arrival or early departure arrangements may affect your Hosted Buyer status.
i) Hosted Buyers must communicate any delays in arrival to the WTM Latin America Hosted Buyer Team and DMC 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 No-Show. Please see the ‘Travel’ section for required arrival and departure dates and times.
l) Failure to meet all terms and conditions will be considered a breach of this contract. Please see Failure to Comply and Cancellation terms & associated charges for details.
10. 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 flight contribution amount and Hosted Buyer accommodation where applicable
iv. Additional charge as indicated in clause 11
b) Any failure by the Hosted Buyer to comply with the minimum appointment requirement and networking sessions shall be treated according to the ‘Failure to Comply’ clause. Attendance of the Hosted Buyers will be monitored at the Event by the WTM Latin America Team.
11. Cancellations & No shows
a) Cancellations will only be accepted, without charge, by written confirmation by email to [email protected] and only if received before Monday 13th March 2023.
b) All cancellation notifications must have been acknowledged in writing by the WTM Latin America Team
c) All scheduled networking and destination events are mandatory for all Hosted Buyers. Failure to attend or late attendance could result in your Hosted Buyer place being cancelled along with any associated Hosted Buyer benefits. Behaviour of this nature will also affect future applications.
d) Cancellation exceptions include Medical Condition, bankruptcy, company closure, travel restrictions due to Covid-19 and/or redundancy. Evidence of such will need to be provided.
e) Government Travel Restrictions as a result of Covid-19 must be verified
f) Medical Condition cancellations will only be accepted if they pertain to the Hosted Buyer or immediate family, namely spouse or partner, siblings, parents, grandparents or children.
g) Cancellations due to Medical Condition will require proof of a medical certificate from a licensed practitioner. Please kindly provide this in English where possible. All medical certificates must be signed and stamped by the attending doctor and a copy sent via email to the WTM Latin America Hosted Buyer Team. Medical certificates will be treated with the upmost confidentiality.
h) Where cancellations need to take place, we ask the Hosted Buyer to extend the courtesy to the WTM Latin America Hosted Buyer organisers by trying to find a replacement from within their company.
i) Hosted Buyers accepted by RX after the cancellation deadlines of Monday 13 March 2023 will be granted a ‘cooling off period’ of seventy-two (72) 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 seventy-two (72) hour ‘cooling off period’ will incur the Cancellation Fees detailed in section 12.
12. Cancellation, No show, Failure to Comply Charges
a) Any cancellation received after Monday 13 March 2023 will incur a Cancellation Fee of USD 800 for a Fully Hosted Buyer, USD 400 for a Semi-Hosted Buyer and USD 100 for an Appointment Only Hosted Buyer
b) Where there is failure to comply with the minimum appointment requirement (unless where otherwise agreed with the Hosted Buyer Team) or failure to attend any required networking events, the Hosted Buyer will incur a ‘failure to comply’ fee of USD 1,000 for a Fully Hosted Buyer, USD 500 for a Semi-Hosted Buyer and USD 200 for an Appointment Only Hosted Buyer. The flight contribution amount for Fully Hosted Buyers may also be affected.
c) Hosted Buyers who miss three (3) or more consecutive Appointments; fail to check in at the allocated hotel or fail to inform RX of their cancellation will be deemed to be a 'No Show'.
d) ‘No Shows’ will incur a No-Show Fee of USD 1200 for a Fully Hosted Buyer, USD 600 for a Semi-Hosted Buyer and USD 200 for an Appointment Only Hosted Buyer. The Hosted Buyer’s place will also be cancelled along with any associated Hosted Buyer benefits such as accommodation, transfers and the flight contribution amount. Behaviour of this nature will also affect future applications.
e) The Cancellation Fees 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 booking.
f) RX requests payment of such Cancellation Fees and No-Show Fees 14 days after the closing date of the Event. Failure to comply with the Cancellation Fees and No-Show Fees will result in removal from any future WTM Latin America Hosted Buyer Programmes and could affect applications for other RX events.
13. Travel Information
a) We recommend that all flights details are confirmed no later than Monday 13 March 2023
b) Fully Hosted Buyers MUST use the RX flight booking service as provided by the WTM Latin America DMC partner in order to be eligible for the flight contribution amount. (See section 13.b for flight contribution details).
c) Flight details must be finalised with the official WTM Latin America DMC partner no later 2 weeks prior to the Event, unless where an exception has been provided by the WTM Latin America Hosted Buyer Team.
a) All Semi and Fully Hosted Buyers must be prepared to arrive the day prior to the Event start date and depart only after the close of the Event on the last day. Early departures, unless where absolutely necessary, will not be accepted.
b) Flights for all Hosted Buyers must meet the arrival and departure dates and times as stated.
c) Hosted Buyers who fail to meet the arrival and departure requirements could be removed from the Programme.
d) Semi-Hosted Buyers will be responsible for booking their own flights but must comply with arrival and departure dates and times. Provisional bookings must be sent to the WTM Latin America Hosted Buyer Team for approval prior to booking.
e) Delays to arrival times due to unforeseen flight circumstances due to an airline delay, cancellation or Government issued travel restriction must be communicated as soon as possible to the WTM Latin America Hosted Buyer Team. Failure to do so could incur removal from the Hosted Buyer Programme.
f) 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.
g) 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.
h) Excess baggage, customs fines and the like are the responsibility of each individual Hosted Buyer. Please consult the Brazilian Customs Service should you require further information.
i) 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 such gifts may be both legally removed from Brazil and imported into your home country.
13a. TRAVEL DATES
a) Fully & Semi Hosted Buyers must arrive in São Paulo by no later than 2nd April 2023
b) Fully & Semi Hosted Buyers must depart no earlier than 19:00 on the 5th April 2023.
13b. VISAS
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.
c) It is the responsibility of the individual to determine what visa is needed. This must be arranged and paid for in time to arrive at the Event.
d) If a letter of confirmation on to the Hosted Buyer Programme is needed, the Hosted Buyer will need to advise RX as soon as possible, taking into consideration that it may take up to 24 hours to receive a response. Last minute visa emergencies may not be able to be accommodated.
13c. TRAVEL INSURANCE
a) Please note that travel insurance is the responsibility of each individual Hosted Buyer. RX does not provide and will not arrange travel insurance as part of the Hosted Buyer Programme.
b) Travel insurance must be in effect from the day of departure up to and including the day you arrive back to your home country.
14. Flight Contribution (Fully Hosted Buyers Only)
a) As part of the Hosted Buyer Programme RX offers a pre-determined financial contribution for Fully Hosted Buyers only towards return economy flights from an agreed point of departure on specific days to São Paulo.
b) Fully Hosted Buyers will receive the contribution amount as stated in their welcome email or the cost of the flight, whichever is less.
c) The amount of the contribution will be confirmed by RX upon acceptance of the Fully Hosted Buyer’s application and may vary according to the point of departure. The amount is non-negotiable nor is transferable to another person.
d) Flight costs for Fully Hosted Buyers will be covered up to an agreed contribution amount for economy flights only.
e) Additional costs over and above this amount will be payable by the Fully Hosted Buyer to the official WTM Latin America DMC partner.
f) RX’s contribution to a Fully Hosted Buyer’s flight will be based on the standard economy fare only. Any additional cost including but not limited to upgrade, flight changes, increased cost for direct flights, seating requests, speedy boarding, re-routing, stop-over, overweight or additional luggage, onward flights where approved taxes and/or use of a specific airline will be payable by the Fully Hosted Buyer.
g) To qualify to receive the contribution amount, Fully Hosted Buyers must comply with all attendance and minimum appointment requirements as stated in these terms and conditions.
h) To redeem the flight contribution amount as stated in the acceptance letter, Fully Hosted Buyers must book their flight through the WTM Latin America flight booking service.
i) Hosted Buyers who book flight tickets without using the official WTM Latin America DMC partner will NOT receive the contribution amount as stated in their confirmation letter. The flights will be at their own cost.
j) The Fully Hosted Buyer will not be entitled to any reimbursement of their flights where the Fully Hosted Buyer uses frequent flyer miles as a means of paying for their flight.
k) Flight changes, flight upgrades or any additional flight amenities must be paid for by the Hosted Buyer.
l) Any costs incurred as a result of a flight cancellation or flight change request, to include any and all administration fees will be payable by the Hosted Buyer.
m) Should a confirmed Fully Hosted Buyer wish to waive their flight contribution, they may do so in writing to both the DMC and the WTM Latin America Hosted Buyer Team, following which the contribution amount may not be reinstated at a later date.
15. Accommodation
a) The Hosted Buyer hotel will be confirmed two weeks prior to the Event start date.
b) Hotel accommodation will be provided from 2nd until 5th April morning only. Requests to deviate from these dates will not be accommodated.
c) Early check in or late check out expenses are NOT included in the Hosted Buyer Programme and such arrangements will need to be paid directly to the hotel.
d) Where additional accommodation is required, Hosted Buyers must contact the WTM Latin America official DMC partner. Bookings for additional accommodation will be confirmed directly by the hotel and/or the DMC, not by the WTM Latin America Hosted Buyer Team.
e) Any additional accommodation above the three (3) nights provided by RX is at the expense of the Hosted Buyer along with any incidentals (personal costs) from their stay.
f) Where additional accommodation may be needed in order to meet the required arrival or departure dates and times, this will need to be arranged and paid for by the Hosted Buyer.
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 night’s 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 reduced contact points as a result of Covid-19, there may be reduced or limited cloakroom storage onsite and 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 DMC in advance.
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.
16. Transfers
16a. 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.
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) RX will provide Fully Hosted Buyers and Semi-Hosted Buyers with details of the transportation schedule showing the transfers between the airport and the accommodation provided.
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 or the WTM Latin America Hosted Buyer 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.
16b. RETURN HOTEL / VENUE TRANSFERS
a) Transfers between the hotel and the Event venue are included as part of the Hosted Buyer Programme for all Fully Hosted Buyers and Semi-Hosted Buyers. 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 own way to the Event at their own expense.
d) Any additional transfers outside those that are provided as part of the Hosted Buyer Programme will need to be self-arranged and self-paid.
17. Medical & COVID-19
a) Hosted Buyers will need to undergo quarantine should they test positive for COVID-19 after arriving and/or during their stay in Brazil and must bear all associated expenses, costs and losses.
b) It is advisable to ensure that Hosted Buyers travel with sufficient medical insurance to cover any Covid-19 or other costs such as hospitalisation, quarantine, loss of flights, etc.
c) Hosted Buyers must meet all travel, entry and regulatory requirements as mandated by the Brazilian government and the regional government of São Paulo.
d) It is important that each individual checks the Covid-19 travel requirements to exit and re-enter their own country as well as the requirements to enter Brazil and any other countries as part of their onward journey after the Event.
e) RX will not cover the cost of any PCR test or other Covid-19 testing requirements
f) Any Hosted Buyer required to do a PCR test upon entry to the Event must remain in quarantine for the required amount of time until test results are received. It is the responsibility of the individual to ensure that sufficient time has been allowed for this in order to arrive at the venue on time for the start of the Event.
g) It is important to note that having a double vaccine certificate does NOT necessarily mean you are exempt from requiring a PCR or lateral flow test.
h) RX is not responsible for providing updated Covid-19 travel requirements. It is the responsibility of each Hosted Buyer to understand what is required for their particular situation.
i) According to decree 60.488 of August, 27 2021, it is mandatory to present proof of double Covid-19 vaccination (two doses) or one dose in the case of the Janssen Vaccine to accesses the Event.
j) Any Hosted Buyer with any symptoms of any illness, Covid-19 or other, MUST report to the DMC immediately, must immediately leave the venue and enter into self-isolation unless otherwise instructed.
k) The use of masks will be mandatory during the entire duration of the Event, including at the stands.
18. 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 and subject to RX’s consent;
i. It is advisable that they first request that a colleague from their organisation attends as a replacement. Replacements, however, are not necessarily guaranteed a Hosted Buyer place and will be subject to the same qualification criteria and application process.
ii. If a replacement is accepted by RX, a Cancellation Fee will not be payable by the Hosted Buyer;
c) The Hosted Buyer or replacement Hosted Buyer will be liable to pay the costs of any changes to flight tickets.
19. 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 Operators and is subject to their terms and conditions.
d) Places are limited to Hosted Buyers only and not accompanying members. Hosted Buyers can only apply and be considered for one Fam Tour and places are limited.
e) Only Hosted Buyers who register their interest for a Fam Tour by the given deadline will be considered.
f) Travel is co-ordinated by the Fam Tour Operator and travel confirmation will be provided by the Fam Tour Operator to the Hosted Buyer.
g) In the event of non-attendance and/or cancellation of the Fam Tour by the Hosted Buyer on or after 13 March 2023, the Hosted Buyer will be subject to a USD 400 charge on behalf of the Fam Tour Operator.
h) 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 its terms and conditions.
i) 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.
j) 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.
k) 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.
l) 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, methods of conducting business, telecommunication facilities, emergency medical evacuation, treatment or medical services existing at any travel destination.
20. General
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 and Brazil.
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 understood 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 in the best interest of RX, the Event and/or the Exhibitors or if the Hosted Buyer’s attendance is likely to damage the goodwill or 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 flight contribution and accommodation along with a ‘failure to comply’ Fee being payable.
h) Hosted Buyers are asked to always adhere to the Event 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 regards to the Hosted Buyer Programme commitments, especially where deadlines or requirements are not being met.
j) Hosted Buyers expressing any behaviour deemed to be aggressive, rude, inflammatory, discriminatory or derogatory, either in person or online, to any other visitor or staff member will be automatically removed from the Hosted Buyer Programme rendering all Hosted Buyer benefits null and void. Such behaviour may incur costs to RX for the provision of Hosted Buyer benefits and will affect all future applications.
k) Any disputes arising under these terms and conditions will be governed by the laws of England and Wales and are subject to the exclusive jurisdiction of either the UK or the Brazilian courts.
l) 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 or to offer you other relevant products and services supplied by the RELX Group plc or third parties. You can contact the WTM Latin America Team ([email protected]) if you do not wish your personal information to be used in any of the ways mentioned.
m) 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 RX for this purpose.
21. Exclusion of Liability
RX takes no responsibility and shall have no liability for:
a) Hosted Buyers who miss their flight/travel arrangement;
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 the aircraft or other mode of transport or is refused entry to Brazil or other connecting country;
e) Any delay or loss of baggage or excess baggage charges (any subsequent dispute shall be directly between the Hosted Buyer and the airline);
f) Replacement flights and other costs incurred as a result of the occurrence of any of the above.
g) Individual visa requirements, travel permits, other licences and inoculations, which will be the sole responsibility of the Hosted Buyer, including any necessary costs incurred;
h) Hotel expenses other than those agreed as payable by RX.
i) 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 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;
j) 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 the Hosted Buyer’s attendance at the Event;
k) Death or personal injury of any Hosted Buyer save where such liability cannot be excluded under applicable law;
l) Any liability relating to a Hosted Buyer in respect of its attendance at the Event under these terms and conditions, whether in contract, tort/delict or otherwise, that exceeds GBP £1,400.
22. 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 Reed Exhibitions Limited. Reed Exhibitions Limited, 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 Reed Exhibition Limited’s or its subcontractors’ control which shall make it impossible or inadvisable for Reed Exhibitions Limited using its reasonable discretion to hold the Event at the time and place provided or interferes with Reed Exhibitions ability to get the Hosted Buyers to the Event or to provide flights, hotels, transfer appointments, events or other services to Hosted Buyers. Reed Exhibitions Limited 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.
“World Travel Market” and “WTM” are registered trademarks of RX.
23. Use of Personal Information
RX 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, networking and/or destination presentation suppliers as well as Exhibitors in connection with your attendance at the Event and subject to the RX privacy policy available at https://privacy.reedexpo.com