INTRODUCTION

These terms and conditions govern Buyers participation at the Event which is owned and operated by Reed Events Limited (Company Number 05893942) whose registered office is at Gateway House, 28 The Quadrant, Richmond, Surrey TW9 1DN, UK, or any of its subsidiaries from time to time (“RX”).

 

1.     DEFINITIONS

PROUD Experiences (the “Event”) to be held at Fairmont Century Plaza in Los Angeles from 3 to 5 June 2024 which is owned and organised by RX.

Exhibitors means exhibitors who have contracted with RX to take stand space at the Event.

Executive Buyer means the person, approved by RX, who will be granted access to the Event as a buyer of luxury travel products and services on a non‑hosted basis (i.e., without complimentary flights or accommodation provided by RX).

Hosted Buyer means the travel trade professional, who has been approved as a Buyer, has accepted these Terms and Conditions and has been accepted in writing by RX with authority to attend the Event as a buyer of travel products where complimentary accommodation, transfers and, in some cases, flight contributions are provided by RX (i.e., qualified as a "Buyer (With Accommodation)" or a "Buyer (With Flight Contribution))".

Appointment Only Buyer means the travel trade professional who, has been approved as a "Buyer (Appointment Only)", has accepted these Terms and Conditions and has been accepted in writing by RX with authority to attend the Event as a buyer of travel products and services on a non-hosted basis (i.e., without flight contributions or accommodation provided by RX).

Pre‑Scheduled Appointment (PSA) means the appointment(s) arranged by RX between the Hosted Buyer and Exhibitors during the Event.

Masterclass means the seminar sessions held during the Exhibition as organised by RX.

Show Team means the RX Event team.

PROUD Party means the PROUD Experiences official party organised and hosted by RX.

The Gathering means opening day conference and welcome networking event Hosted by RX.

Venue means the Fairmont Century Plaza in Los Angeles where the Event is held.

Los Angeles means any location that is 10 miles away or less from the Fairmont Century Plaza (2025 Avenue of the Stars, Los Angeles, CA 90067)

 

2.     QUALIFICATION

To participate at PROUD Experiences, all participants must be previously qualified. Criteria needed to qualify as PROUD Experiences Buyer ("With Accommodation", "With Flight Contribution", "Appointment Only" or "Executive Buyer") are:

– Buyer must operate on an outbound basis to multiple markets, across a minimum of two continents.

– Buyer will need to show evidence of recent bookings placed in travel.

– Buyer MUST provide RX with three references, two of which must be direct property (or recognized DMC) bookings – all bookings must be made within the last 6 months for future months.

– Buyer must be an established player in the marketplace for a minimum of 12 months.

– Buyer must be a senior decision maker with the authority to procure travel products and services.

– Buyer does NOT intend to sell or promote their product at the Event.

 

3.     PARTICIPATION FORMATS

Invitations to Buyers are at the discretion of the Show Team, who will qualify and define participation formats and invitation inclusions.

3.1 APPOINTMENT ONLY BUYERS

For a non-refundable fee of 25 USD, "Buyers (Appointment Only)" will receive:

– Entry to the Gathering on 3 June 2024.

– Pre-scheduled appointment diary from 4 to 5 June 2024.

– Entry to all official Event networking and educational events, e.g., masterclasses and PROUD Party.  

3.2 HOSTED BUYERS (WITH ACCOMMODATION)

For a non-refundable fee of 25 USD, "Buyers (With Accommodation)" will receive:

– Up to three nights’ accommodation on a room only basis at one of the Show Team’s preferred hotels between 3 and 5 June 2024 only.*

– Entry to the Gathering on 3 June 2024.

– Pre-scheduled appointment diary from 4 to 5 June 2024.

– Entry to all official Event networking and educational events, e.g., masterclasses and PROUD Party. 

*Accommodation is only available for Buyers who live outside Los Angeles.

3.3 HOSTED BUYERS (WITH FLIGHT CONTRIBUTIONS)

For a non-refundable fee of 25 USD, "Buyers (With Flight Contribution)" will receive:

– A flight contribution to Los Angeles International Airport (LAX) from selected airports*

– Up to three nights’ accommodation on a room only basis at one the Show Team’s preferred hotels between 3 and 5 June 2024 only.

– Entry to the Gathering on 3 June 2024.

– Pre-scheduled appointment diary from 4 to 5 June 2024.

– Entry to all official Event networking and educational events, e.g., masterclasses and PROUD Party. 

* The location of the Hosted Buyer determines the flight contribution value. Buyers in the USA are not eligible. Buyers based in South America, Central America, Mexico, or Canada will receive up to 700 USD at RX’s discretion. Buyers based in any country not listed above will receive up to 1,000 USD at RX’s discretion.

3.5 EXECUTIVE BUYERS

For a non-refundable fee of 550 USD, Executive Buyers will receive:

– Entry to the Gathering on 3 June 2024.

– Entry to all official Event networking and educational events, e.g., masterclasses and PROUD Party. 

– Access to the Pre-scheduled appointment system to request meetings during the Event.

Executive Buyers are expected to:

– Arrange their travel and accommodation to the Event independently and at their own cost.

– Ensure the fee of 550 USD is paid to RX. RX shall take the payment from the Executive Buyer’s credit card (details of which must be provided by the Executive Buyer upon registration).

3.6 CONDITIONS TO ALL APPOINTMENT HOLDING BUYERS

3.6.1    As a condition of receiving the complimentary services in relation to the Event, "Buyers (With Accommodation)", "Buyers (With Flight Contributions)" and "Buyers (Appointment Only)" must:

– Actively participate in the Pre-Scheduled Appointments Programme, by selecting and ranking at least 60 appointment preferences within the specified timeframe (as indicated to them by the Show Team).

– Attend all scheduled meetings and educational sessions in their diary, as scheduled by the appointment system and Show Team.

– Complete the official Event post-show survey (sent via email) and rate their appointments (via the PROUD Experiences app).

– Wear their delegate badge and appropriate business dress as a condition of entry to the Event.

– Attend all three days of the Event between 3 - 5 June 2024. Hosted Buyers are not permitted to leave the Event until all appointments are completed (Hosted Buyers wishing to leave the Event early must obtain prior written consent from the Show Team, otherwise cancellation fees will apply as set out below in paragraph 5).

3.6.2     Failure by any person to comply with the requirements stated above may result in immediate cancellation of attendance with penalty fees (refer to "Cancellation" section below), as well as a review of the Buyer qualification status and/or exclusion from future RX Buyer Programmes without refund of any sums that may have already been paid by that attendee.

3.6.3     A significant shortfall by the Buyer on the minimum commitment with respect to attending appointments shall be treated, at RX’s discretion, by the RX Show Team as a cancellation and cancellation fees will apply (refer to "Cancellation" section below). Attendance at the above sessions will be monitored on site by the Show Team.

 

4.     TRAVEL AND ACCOMMODATION

4.1        Regardless of qualification status, every Hosted Buyer shall provide their travel details to the Show Team by Wednesday 3 April 2024 (ideally via the Buyer Zone, or to [email protected]).

4.2         RX will not be responsible for any transfers to or from the Event venue.

4.3         For Buyers qualified as “With Accommodation” and “With Flight Contribution”, RX will provide up to three nights’ accommodation in Los Angeles between the dates of 3 – 5 June 2024 inclusive. Accommodation is provided on a room only basis to Hosted Buyers that live outside of Los Angeles. RX will not be responsible for extra room costs incurred during the stay. This includes double occupancy charges and food & beverage charges. Any room upgrades will be solely at the discretion of the hotel management and any additional upgrade charges shall be borne by the Hosted Buyer.

4.4         IMPORTANT guidelines for Buyers qualified as “With Flight Contribution” only:

– Before the Buyer books its flight, it must confirm its chosen flight itinerary with the Show Team to ensure cost and timings are acceptable (including if the cost is equal to or below the flight rebate maximum amount (if applicable). Flights that are booked without Show Team authorization will not be reimbursed.

– The Buyer must email its proposed itinerary to [email protected] by no later than Wednesday 3 April 2024.

4.5         The Show Team will supply any Buyer qualified as a “Buyer (With Flight Contribution)” with a rebate from a point of departure (agreed by RX in writing) to LAX Airport as per below:

4.6        Reimbursement will only be made if the purchase is completed through the Event’s official booking portal or if an acceptable 'proof of purchase' is provided to [email protected]. To apply for a flight rebate payment, Buyers will need to provide the following:

– A copy of the Buyer’s air ticket where the total amount paid appears.

– The  Buyer’s company’s bank details.

– An invoice in USD in the value of the Buyer’s approved rebate amount to:

BNetwork
1 RueRaphaël
06400 Cannes – France

4.61        Reimbursements will be made in $US Dollars (up to the agreed value) in the form of bank transfer within 90 days after the Event. Flights booked in currencies other than $US Dollars will be reimbursed at the $US Dollar equivalent amount calculated in accordance with the foreign currency exchange rate available at the time of processing the Buyer’s reimbursement.

4.62        Reimbursement will be processed once the Buyer’s attendance at PROUD Experiences has been validated and all information has been received by the Show Team.

4.7        In case the Buyer fails to deliver all items requested on paragraph 4.6 by the date of the Event, or in case the documents presented do not meet minimum requirements, RX reserves the right not to pay the flight rebate in question.

4.8        In case of cancellation or no-shows at PROUD Experiences 2024 the flight rebate will be automatically cancelled.

4.9        RX takes no responsibility for Buyers who miss their flights. Any replacement flights will be at the expense of the Buyer.

4.10        RX will only reimburse the cost of the flight ticket (including taxes and charges) up to the maximum amount agreed by the Show Team. Early check-in fees and the cost of one checked bag per person must be included in the agreed reimbursement amount.

4.11        RX will not reimburse:

– The cost of domestic flights, or in cases where the Buyer is based in the USA.

– The cost of upgrades, flight change fees or travel insurance.

– Flights that have been booked using frequent flyer/airline miles.

 

5.     CANCELLATIONS AND REPLACEMENTS

5.1        Replacements: Invitations to Buyers are non-transferable and personal to the named Buyer. In instances where a Buyer needs to cancel their participation, they may submit a written request that a colleague from their organisation (with decision making authority) attends as a replacement. On the condition that the Show Team accepts the replacement in writing prior to such attendance, a cancellation fee will not apply.

5.2        Cancellation of Attendance: Whilst not encouraged, Buyers may cancel their attendance to the Event with no cancellation fee payable before Tuesday 16 April 2024. Cancellations with no replacement received on or after Tuesday 16 April 2024 but before Tuesday 14 May 2024 will incur a fee of 800 USD (plus any applicable flight cancellation fees, see 5.3) which is a reasonable pre-estimate of the losses and costs to be incurred by RX, including administration costs in cancelling and rearranging the relevant bookings. Cancellations received on or after Tuesday 14 May 2024 will incur a fee of 900 USD. All cancellations and reasons for cancellation must be sent to the Show Team in writing to the following email address [email protected]. Receipt must be acknowledged by the dates specified above for the cancellation to be valid.

5.2.1     Event No-shows: Buyers who do not inform RX of their cancellation and do not attend the Event will incur a cancellation fee of 1,000 USD, plus any applicable flight cancellation fees (see 5.5).

5.2.2     Appointment No-shows: Appointment Holding Buyers are required to attend all the scheduled meetings that appear in their final diary, as any no-shows will negatively affect the Exhibitors’ diary. Attendance to all appointments will be closely monitored onsite by the Show Team. A maximum number of three reported no-shows will be tolerated at the Event. Starting from the fourth reported no-show, an acceptable reason will be requested in writing by the Show Team. If a Buyer receives over 10 no-show reports, this shall be treated as an Event No-show (5.2.1) and will incur a cancellation fee of 900 USD and the Buyer will not be invited to future RX events.

5.3        CANCELLATION OF ATTENDANCE FEES AND NO-SHOW FEES SHALL BE PAYABLE BY THE HOSTED BUYER TO RX WITHIN 14 DAYS OF THE CLOSING DATE OF THE EVENT. RX SHALL TAKE PAYMENT OF ANY SUCH FEES FROM THE BUYER’S CREDIT CARD (DETAILS OF WHICH MUST BE PROVIDED BY THE BUYER ON REGISTRATION) 14 DAYS AFTER THE CLOSING DATE OF THE EVENT IF THE PAYMENT HAS NOT BEEN MADE BY OTHER MEANS. RX WILL PROVIDE THE HOSTED BUYER WITH A RECEIPT IN RESPECT OF SUCH CREDIT CARD CHARGES FOR THE FEES. THE HOSTED BUYER MAY REQUEST AN INVOICE IF REQUIRED.

5.4        The Buyer agrees that the above charges are a reasonable pre-estimate of the loss suffered by RX in the event of the Buyer breaching these Terms and Conditions.

 

6.     EXCLUSION OF LIABILITY

6.1        RX takes no responsibility for:

6.1.1     Buyers who miss their flights.

6.1.2     For the insolvency or failure of any airline company, hotel, ground handling company or other supplier.

6.1.3     For flight cancellation or delay.

6.1.4     Buyers who are refused permission to board the aircraft or is refused entry into the United States.

6.1.5     For any delay or loss of baggage or excess baggage charges – any subsequent dispute shall be directly between the Buyer and the airline.

Any replacement flights and other costs incurred in relation to the above will be at the expense of the "Buyers (With Flights)" or airline, where appropriate.

6.2       "Buyers (With Accommodation)", "Buyers (With Flight Contribution)", "Buyers (Appointment Only)" and Executive Buyers must obtain adequate travel insurance coverage for their stay, and it is recommended to have adequate cancellation insurance to cover the instances referred to in paragraph 6.1, insurance for their baggage and medical insurance, as well as any travel-related costs due to cancellation.

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

6.4       Force Majeure: Force Majeure shall include, but not be limited to: fire; casualty; flood; epidemic; pandemic; World Health Organisation travel advisory or travel alert; earthquake; explosion or accident; blockade embargo; inclement weather; governmental restraints; restraints or orders of civil defence or military authorities; act of public enemy; riot or civil disturbance; act or threatened act of terrorism, strike, lockout, boycott or other labour disturbance; Venue cancellation; inability to secure sufficient labour; technical or other personnel failure; impairment or lack of adequate transportation facilities; inability to obtain condemnation, requisition or commandeering of necessary supplies or equipment; general fuel or energy shortages, local, state or federal laws, ordinances, rules, orders, decrees or regulations whether legislative, executive or judicial, and whether constitutional or unconstitutional; or acts of God, or any other cause or causes not reasonably within the control of RX. RX, 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 RX’s or its subcontractors’ control which shall make it impossible or inadvisable for RX using its reasonable discretion to hold the Event at the time and place provided or interferes with RX’s ability to get the Buyers to the Event or to provide flights, hotels, transfer appointments, events or other services to Buyers. RX reserves the right to re-schedule the Event at another date and/or at an alternative site, which will be advised to the Buyer by email.

6.5       RX shall not be liable to Buyers, in contract, tort (including negligence) 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 Buyers’ attendance at the Event.

6.6       RX shall not be liable for the death or personal injury of any Buyer save where such liability cannot be excluded under English Law.

6.7       The total aggregate liability of RX to the Buyer in respect of their attendance at the Event under these Terms and Conditions whether in contract, tort (including negligence) or otherwise shall not exceed 900 USD.

 

7.     GENERAL

7.1        Completion of an online or other application form applying to become a Buyer at the Event does not automatically guarantee a place at the Event. Applicants will be notified in writing by the Show Team if their application is successful. The Show Team's decision is final. Only one application form may be completed by each proposed participant, and only the first application form will be accepted. Applicants must be over the age of 18.

7.2        Successful applicants will only be accepted as "Buyers (With Accommodation)", "Buyers (With Flights)", "Buyers (Appointment Only)" and Executive Buyers at the Event if they have read and agreed to these Terms and Conditions, have ticked the relevant boxes on the online application form, and have provided their credit card details.

7.3       RX reserves the right to remove any Buyer from the programme and to withdraw complimentary flights, accommodation, and pre-scheduled appointments at its complete discretion without liability if it determines that it is in the best interests of the Event and the Exhibitors, or their attendance is likely to damage the goodwill or reputation of the Event.

7.4       It is important for all types of Buyers to understand that the Event is solely for business purposes and targeted at influential people working within the travel industry.

RX understand that a number of "Buyers (With Accommodation)" and "Buyers (With Flight Contribution)" would like to take an accompanying person along with them when travelling to PROUD Experiences. This is perfectly acceptable; however, we would like to draw attention to the following points:

– The Show Team can book a twin/double room, but any additional costs incurred in respect of the room or otherwise for the accompanying person are payable by the guest upon check out.

– The Show Team will not be able to advise on the additional costs until the accommodation has been confirmed; charges will vary according to the hotel.

– Persons accompanying the Buyer are not included in any benefits regarding the Buyer Programme, i.e., flight contributions do not apply to the accompanying person.

– The Event, networking events (both business and social) are purely for qualified PROUD Experiences badge holders only and accompanying persons will not be allowed entry to the venues.

7.5       These Terms and Conditions and any dispute, controversy, proceedings or claim of whatever nature arising out of or in any way relating to these Terms and Conditions, the validity and performance hereof or their formation (including any non-contractual disputes or claims), shall be governed by and construed in accordance with English law (save that the conflicts of law principles will be expressly excluded). The parties hereby irrevocably acknowledge and agree that the English courts shall have exclusive jurisdiction in respect hereof.

7.6       RX will use the Buyer’s personal information for the purposes of fulfilling these Terms and Conditions, including disclosure to travel and destination management companies, conference service providers as well as our exhibitors in connection with the Buyer’s attendance at the Event, and Buyer acknowledges RX processes personal information subject to RX’s Privacy Policy at https://privacy.rxglobal.com.

7.7       By agreeing to these Terms and Conditions, the Buyer provides consent for RX to send communications relating to that Event edition, to be sent via email, including but not limited to:

– Buyer Qualification Process

– Pre-Scheduled Appointments

– Self-Scheduled Appointments

– Travel and Accommodation

– App Meeting Ratings

– Post-Show Survey

“Hosted Buyer” and "PROUD Experiences" are registered trademarks of RX.

PROUD Experiences is an event for the LGBTQ+ community, organised by RX.

PROUD Experiences is a by-invitation-only event and governed with a strict policy in relation to the members of the media who are accredited to attend. Within the registration application, all media are asked to outline their current interest in this sector. We also reserve the right to reject media registration requests.

Media accreditation is open only to senior editors and journalists within the following categories:

• Travel Consumer Press
• Consumer Press with LGBTQ+ specific travel sections
• Travel Trade Media
• Freelance LGBTQ+ travel Writers
• LGBTQ+ Travel Bloggers
• Leading newspapers with influential travel sections or supplements
• Radio stations – news programming and/or LGBTQ related programs
• TV stations and production companies interested in the content of PROUD Experiences and its attending audience

Accreditation is not permitted to: 

• Publishers and members of publishing companies
• Sales staff
• Advertising and Marketing staff
• PR agencies and media companies
• Photographers

Completion of an online or another application form to attend PROUD as Media does not guarantee entry to the event. Both successful and unsuccessful applicants will be notified by the PR team - Spotl1ght Communications.

Media registration will close approximately one week before the event. All media are required to be pre-qualified and it is not possible to register onsite unless we advise otherwise. PROUD reserves the right to refuse admission to all those who are not registered in advance of the show.

For any questions, please contact the PROUD PR Team at Spotl1ght Communications:  

Email: [email protected]

PROUD Gathering/Masterclasses (the “Conference”) at which you, the speaker, has undertaken to offer your speaking services shall take place at PROUD Experiences (the “Event”) on 3-5 June 2024 at Fairmont Century Plaza, LA (the “Venue”).

For the purposes of these terms and conditions, the Organiser is Reed Events Limited (Company Number 05893942) whose registered office is at Gateway House, 28 The Quadrant, Richmond, Surrey TW9 1DN, acting in its capacity as the organiser of the Event. By agreeing to speak at the Conference at the Venue, you, the speaker (i.e. “you”, “your”), agree to the following terms and conditions.

1. Your Speech/Contribution/Presentation (“Presentation”)

Presentations: You agree that the Organiser shall be entitled to use, record, copy and publish your Presentation and your name, image, likeness, voice, biography and abstract in all media, including print, internet and electronic formats, for the purposes of the Conference and marketing the Conference. You warrant and represent that nothing in your Presentation will be defamatory of any third party, obscene, indecent, blasphemous, in contempt of court, discriminatory, interfering with the privacy rights or confidentiality obligations of any third party or be or in any other way unlawful or make the Organiser liable in any way to any third party nor shall it contain any viruses or other worms or computer programming routines intended to damage or intercept the Organiser’s systems or data. You irrevocably undertake to the Organiser that you will not represent your views (whether expressed as part of the Presentation or otherwise) as being those of or shared by the Conference or the Venue or Organiser or any affiliate, officer, agent or employee thereof.

Intellectual Property Rights: All intellectual property rights in the Presentation and, if applicable, your biography are owned by you and you agree to grant the Organiser a non-exclusive, irrevocable, royalty free, unrestricted worldwide licence to use the same to enable the Organiser to meet its obligations under this Agreement and to market the Event and Conference. All other intellectual property rights in the Event, Conference and customer databases are vested in the Organiser.

Copyright: You warrant and represent that the Presentation’s content is original and does not infringe the copyright of any third party. Should any materials in the Presentation be the work of others, these materials must be properly credited and you agree to obtain and pay for any necessary grant of permission for use of such third party materials prior to the Conference.

Content: The Presentation will be in the English language and will be requested by the Organiser in electronic format. All content must be benefit lead and not sales lead. No sales pitches will be accepted.

Accommodation and Travel Costs: Accommodation, travel costs and other expenses incurred by you in relation to the Conference are your responsibility and the Organiser shall not reimburse you for any of them, unless other arrangements have been agreed with the Organiser in writing prior to the Conference.

Cancellation: If, for any reason you are unable to speak at the Conference, you will immediately notify the Organiser to enable a suitable replacement to be found as soon as possible.

Changes to Presentation Description: Once you have agreed to speak, you are not permitted to change the topic or outline of the session or the Presentation.

Liability: You will be liable for any breach of any of the above terms and conditions and, in particular, for any infringement of the copyright or other intellectual property rights of any third party.

Confidentiality: Each of us agree to treat the content of the Presentation (prior to delivery) and these terms and conditions and other elements of your engagement as being strictly confidential.

Personal Data: The Organiser will only use your personal details to promote you as a speaker at the Conference and to include your biography details in the Conference programme and on the website and other promotional materials. Where the Organiser or other companies in the Organiser’s corporate group want to use your personal details for other purposes (such as marketing), the Organiser will offer you the opportunity to agree or refuse this use.

Your personal details will be treated in accordance with the Organiser’s Privacy Policy from time to time and in accordance with the law as it relates to people’s personal details. This link takes you to the Organiser’s Privacy Policy at https://privacy.rxglobal.com.

In the event that you receive any personal data of the Organiser or its customers, you agree to comply with the General Data Protection Regulations 2018 and in particular you will put in place appropriate technical and organisational security measures to protect the personal data. You will not transfer the data to third parties, you will only use the data for promoting your related services and products and you will otherwise act only on the instructions of the Organiser as to the use of such data.

Bribery: You also agree to comply with all applicable laws in the performance of this Agreement, including your obligations under the UK Bribery Act 2010.

2. General

Organiser’s Liability: Nothing in these Terms and Conditions removes or limits the Organiser’s liability for fraud, for death or personal injury caused by the Organiser’s negligence or for any liability which cannot be limited or excluded by the law. These Terms and Conditions also do not affect the rights that are granted to you as a consumer by the law. Otherwise, the Organiser will not be liable to you for any matter relating to the Conference, the Event or your Presentation. The Organiser will also not be liable if you suffer loss or inconvenience because of the failures of persons or systems that the Organiser does not directly control – for example, mobile phone network operators, internet service providers, postal services, software providers and telephone traffic handlers.

Governing Law: These Terms and Conditions, and any dispute arising out of or in any way relating to these Terms and Conditions, shall be governed by and construed in accordance with the laws of England and Wales. The parties hereby irrevocably acknowledge and agree that the English courts shall have exclusive jurisdiction.