Cancellations and no shows

6 Cancellations and no shows

6.1 Cancellation fees

If you need to cancel your participation in the show, you must provide written notice by email to ibtmarabia-hosted@reedexpo.co.uk. The cancellation will not be effective until you have received a written acknowledgement from the Show Team.


In the event of cancellation, the following fees will apply;


• Cancellations received on or before 3rd January 2018 will not incur a fee unless the flight has been agreed and confirmed. If the flight has been confirmed or is a published fare flight, the cost of the flight or relevant cancellation fee will be charged.


• Cancellations received after 3rd January 2018 will incur a fee of:


- $900 USD for Hosted Buyers plus any applicable flight cancellation fees.
- $900 USD for Local Buyers


Replacements: Invitations to Hosted Buyers are at the discretion of Reed Exhibitions Limited. In instances where a Hosted Buyer needs to cancel their participation, they may request that a colleague from their organisation attends as a replacement. On the condition that the replacement is accepted by the Show Team, a cancellation fee will not apply (other than flight cancellation / change fee, if applicable, as per section 3.5 below).


6.2 No Show fees


No Show to Event (Applicable for 5-7th February 2018): Buyers who do not inform Reed Exhibitions Limited of their cancellation and do not attend ibtm arabia will incur a no-show fee of;


- $1000 USD for Hosted Buyers
- $1000 USD for Local Buyers


6.3 No Show to Appointments


All Buyers are required to attend all meetings that appear in their final diary as any no show will negatively affect the Exhibitors diary. Buyers reported as no shows may incur a fee of $100 for each no show reported. If Exhibitors report over ten no shows from one Buyer, the Buyer will incur a fee of $1000 and will not be invited to future ibtm events.

Hosted Buyers participation and attendance are monitored by the Show Team and Exhibitors.


6.4 Medical cancellations

Any Hosted or Local Buyer who cancels due to medical reasons must provide a medical certificate within one week of notification or the Hosted Buyer or Local Buyer will be charged cancellation fees (see above).

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


6.5 Cancellation and No Show charges


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


The Hosted Buyer agrees that the above charges are a reasonable pre-estimate of the loss suffered by Reed Exhibitions Limited in the event of the Hosted Buyer or Local Buyer breaching these Terms and Conditions.

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