HOSTED BUYER AND EXECUTIVE BUYER TERMS AND CONDITIONS 2021

1. DEFINITIONS

"PROUD Experiences" or "Exhibition" means PROUD Experiences LGBTQ+ Travel show to be held at the 1 Hotel Brooklyn Bridge in New York from 21 – 23 November 2020.

Reed Exhibitions Limited of Gateway House, 28 The Quadrant, Richmond, Surrey TW9 1DN, UK is the owner and organiser of the Exhibition and the contracting party with the Hosted Buyer (“RX”)

Exhibitors’ means exhibitors who have contracted with RX to take stand space at PROUD Experiences.

Hosted Buyer means the LGBTQ+ travel trade professional, who has registered and been accepted in writing by RX as a buyer of travel products at the Exhibition on the basis of these terms and conditions.

Hosted Buyers include:

(i) Fully Hosted Buyers, 

(ii) Semi Hosted Buyers; and

(iii) Appointment Only Buyers, 

Executive Buyer means the person, accepted in writing by RX, who will be granted access to the Exhibition as a buyer of LGBTQ+ travel products and services on a non hosted basis (i.e. without flight contributions, transfers or accommodation provided by  RX).

Pre-Scheduled Appointment System (PSA)  means the appointment system operated by the Show Team to co-ordinate the appointments of the Buyer during the Exhibition.

Masterclass means the seminar sessions held during the Exhibition as organised by the Show Team

Show Team means the PROUD Experiences team for the Exhibition

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

PROUD Experiences Gathering means opening day conference and welcome networking event Hosted by RX 

Venue means  the 1 Hotel Brooklyn Bridge in New York where the Exhibition is held

2. HOSTED BUYERS

2.1 "Fully Hosted Buyers" will receive from RX complimentary:

• Flight contribution up to a maximum of $500 USD towards return/round-trip flights to New York

• entry to the PROUD Experiences Gathering on 21 June

• a minimum of 12  Pre-Scheduled Appointments each day 

• entry to all Masterclasses and afterhours networking events including the PROUD Party

• up to three nights’ accommodation* in a hotel selected by RX on a room only basis (*please note accommodation is only available for Hosted Buyers who live outside of New York City)

2.2 "Semi-Hosted Buyers" will receive from RX, complimentary:

• entry to the PROUD Experiences Gathering on 21 June

• a minimum of 12 Pre-Scheduled Appointments each day

• entry to all Masterclasses and afterhours networking events including the PROUD Party 

• up to three nights’ accommodation* in a hotel selected by RX on a room only basis (*please note accommodation is only available for Hosted Buyers who live outside of New York City)

2.3 "Appointment Only Buyers" will receive from RX complimentary:

• entry to the PROUD Experiences Gathering on 21 June

• a minimum of 12 Pre-Scheduled business Appointments each day

• entry to all  Masterclasses and afterhours networking events including the PROUD Party

2.4 As a condition of receiving the complimentary services from RX outlined above, Hosted Buyers will be required to:

• participate actively in the Pre-Scheduled Appointment System; Hosted Buyers will be required to select and rank in order of importance sixty appointment preferences, completing the appointment selections within the stated timeframe indicated to them by the Show Team;

• attend and participate in  two  Masterclass sessions each day in accordance with the reasonable requirements of the Show Team within the specified timeframe; 

• have a minimum of twelve appointments per day scheduled in their diary (excluding Masterclass sessions);

• attend all scheduled appointments and Masterclass sessions scheduled by the Show Team and included by the Show Team in their diary;

• attend the PROUD Gathering;

• wear appropriate business attire as a condition of entry to the Exhibition

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

3. TRAVEL AND ACCOMMODATION FOR BUYERS

3.1 Each Hosted Buyer who is arranging their own travel shall provide their travel details to the Show Team by Monday 12 April 2021 by email to proudteam@reedexpo.co.uk.

3.2 RX will not be responsible for any transfers to or from the Exhibition venue.

3.3 RX will provide the Fully Hosted Buyers and Semi-Hosted Buyers with up to three nights’ accommodation in New York between the dates of 21 – 23 June 2021 inclusive. Accommodation is provided on a room only basis to Hosted Buyers that live outside of New York City. RX will not be responsible for extra room costs incurred during the stay. This includes double occupancy charges and additional 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. 

3.4 Fully Hosted Buyers 

IMPORTANT - Before you book your flights please read the following guidelines

• Before booking your flight, please confirm your chosen flight itinerary with the Show team to ensure cost and timings are acceptable. Flights that are booked without Show Team authorisation will not be reimbursed 

• Please email your proposed itinerary to proudteam@reedexpo.co.uk by no later than Monday 12 April 2021

Reimbursement payment

• 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

• RX will not reimburse the cost of upgrades, flight change fees or travel insurance

• RX will not reimburse flights that have been booked using frequent flyer or Air miles

• Reimbursement will only be made if an acceptable 'proof of purchase' is provided. An E-ticket receipt, or a copy of paper tickets sent, by email to proudteam@reedexpo.co.uk is acceptable 

• Reimbursements will be made in $US Dollars (up to the agreed value) in the form of a pre-paid card provided by the Show Team at the end of the Exhibition. 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 your reimbursement

• Reimbursement will be processed at the end the Exhibition once your attendance at PROUD Experiences has been validated and all information has been received

• RX will not reimburse flight costs for Hosted Buyers who cancel their participation

4 CANCELLATION & REPLACEMENTS FOR HOSTED BUYERS 

COVID-19 related cancellations: The cancellation fees set out in sections 4 and 5 below shall not apply where a Hosted Buyer or an Executive Buyer is prevented from attending the Exhibition as a result of travel (or any other) restrictions in place as a result of the COVID-19 pandemic.

4.1 Replacements: Invitations to Hosted Buyers are non-transferable and personal to the Hosted Buyer. In instances where a Hosted Buyer needs to cancel their participation, they may submit a written request that a colleague from their organisation attends as a replacement. On the condition that the replacement is accepted in writing by the Show Team, a cancellation fee will not apply.

4.2 Cancellation of attendance: Whilst not encouraged, Hosted Buyers may cancel their attendance at the Exhibition with no penalty before 12 April 2021. Cancellations received on or after 12 April 2021 but before 11 June 2021 will incur a fee of $800 USD. Cancellations received on or after 11 June will incur a fee of $900 USD. All cancellations must be sent to the Show Team at proudteam@reedexpo.co.uk by the dates specified above. Cancellation will not be deemed valid until acknowledged by the Show Team.

4.3 A significant shortfall by the Hosted Buyer on their minimum commitment with respect to attending appointments and Masterclass sessions shall be treated by the Show Team as a cancellation of attendance and the Hosted Buyer will incur a cancellation fee of $900 USD.  

4.4 If Exhibitors report over ten no shows for appointments from a single Hosted Buyer, that Hosted Buyer will incur a fee of $900 USD and will not be invited to future PROUD Experiences events.

4.5 No Show: Hosted Buyers who do not inform the Show Team of their cancellation and do not attend the Exhibition will incur a no show fee of $900 USD.

4.6 CANCELLELLATION OF ATTENDANCE FEES AND NO SHOW FEES SHALL BE PAYABLE BY THE HOSTED BUYER WITHIN 14 DAYS OF THE CLOSING DATE OF THE EXHIBITION. RX SHALL TAKE PAYMENT OF SUCH CANCELLATION AND/OR NO SHOW FEES FROM THE HOSTED BUYER’S CREDIT CARD PROVIDED BY THE BUYER ON REGISTRATION 14 DAYS AFTER THE CLOSING DATE OF THE EXHIBITION (UNLESS THE PAYMENT HAS BEEN MADE BY OTHER MEANS). RX WILL PROVIDE THE HOSTED BUYER WITH A RECEIPT IN RESPECT OF SUCH CREDIT CARD CHARGES FOR CANCELLATION OF ATTENDANCE FEES, NO SHOW FEES. THE HOSTED BUYER MAY REQUEST AN INVOICE IF REQUIRED.

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

5. Executive Buyers

5.1 For a fee of $500 USD, Executive Buyers will receive from the Show Team:

• Three day event programme

• Entry to the PROUD Gathering and Masterclass sessions

• Access to the PROUD Party

• Invitations to a host of afterhours networking events

5.2 Executive Buyers will:

• arrange their travel and accommodation to the Exhibition independently and at their own cost;

• ensure the fee of $500 USD, is paid to RX. The Show Team shall take the payment from the Executive Buyer’s credit card (details of which must be provided by the Executive Buyer upon registration).

Cancellation by Executive Buyers

5.3 In instances where an Executive Buyer needs to cancel their participation, they may request in writing that a colleague from their organisation attends as a replacement in their stead. The Show Team shall make the final decision with respect to whether the replacement may attend the Exhibition.

5.4 In instances where the Executive Buyer cancels their participation at the Exhibition the $500 USD initially paid by the Executive Buyer to the Show Team will not be refunded.

6 EXCLUSION OF LIABILITY

6.1 RX takes no responsibility:

• for Hosted Buyers who miss their flights;

• for the insolvency or failure of any airline company, hotel company, ground handling company or other supplier;

• for flight cancellation or delay;

• the Hosted Buyer being refused permission to board an aircraft or being refused entry into the United States;

• for any delay or loss of baggage or excess baggage charges. Any subsequent dispute shall be directly between the Hosted Buyer and the airline concerned.

6.2 Any replacement flights and other costs incurred in relation to the above will be at the expense of the Hosted Buyer or airline, where appropriate.

6.3 The Hosted Buyer and Executive Buyer must obtain adequate travel insurance coverage for their stay and it is recommended in particular that Hosted Buyers and Executive Buyers take out adequate cancellation insurance to cover the instances referred to in paragraph 6.1, insurance for their baggage and appropriate medical insurance

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

6.5 Neither RX, its agents, employees, or its subcontractors shall be liable for loss, damage or delay resulting from a Force Majeure event. 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, its agents, employees or subcontractors’ control which shall make it impossible or inadvisable for RX to hold the Exhibition at the time and place provided, or makes it impossible to get the Hosted Buyers and Executive Buyers to the Exhibition or to provide, hotel accommodation, transfer appointments, events or other services to Hosted Buyers and Executive Buyers. RX reserves the right to re-schedule the Exhibition at another date and/or at an alternative site.  

6.6 RX shall not be liable to the Hosted Buyer or Executive Buyer, in contract, tort or otherwise for any loss of profit, loss of business or revenue, loss of anticipated savings or any indirect or consequential loss or damage, costs or expenses arising out of or in connection with the Hosted Buyers or Executive Buyers attendance at the Exhibition.

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

6.8 The aggregate liability of RX to the Hosted Buyer or Executive Buyer in respect of their attendance at the Exhibition under these Terms and Conditions whether in contract, tort or otherwise shall not exceed $900 USD.

7 GENERAL 

7.1 Completion of an on-line or other application form applying to become a Hosted Buyer or Executive Buyer at the Exhibition does not automatically guarantee a place on the Hosted Buyer or Executive Buyer Programme. 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 Hosted Buyers or Executive Buyers 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 The Show Team reserves the right to remove a Hosted Buyer, or Executive Buyer from the Hosted Buyer, or Executive Buyer Programme and to withdraw complimentary flights, accommodation and pre-scheduled appointments at its complete discretion without liability if it is in the best interests of the Exhibition and the Exhibitors or their attendance is likely to damage the goodwill or reputation of the Exhibition.

7.4 Persons accompanying the Hosted Buyer or Executive Buyer are not included in any offers regarding the Hosted Buyer or Executive Buyer Programme.

7.5 These terms and conditions are governed by English law and each party hereto agrees to the exclusive jurisdiction of the English Courts.

7.6 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 as well as our exhibitors in connection with your attendance at the Exhibition, and subject to the RX Privacy Policy at https://privacy.reedexpo.com/en-gb.html 

 

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