Cancellations and no shows

6 Cancellations and no shows

Cancellation fees

6.1 Cancellation of attendance: Whilst not encouraged, Hosted Buyers may cancel their attendance to the Exhibition with no penalty on or before 25th February 2019 unless a 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 25th February 2019 will incur a fee of $900 USD plus any applicable flight cancellation fee. All cancellations must be received by the Show Team in writing by the dates specified above and receipt must be acknowledged by the Show Team.


6.2 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 (other than flight cancellation/change fee, if applicable, as per section 6.3 below).


6.3 Cancellation of flights: Hosted Buyers who cancel their IBTM Arabia supported flights shall be required to reimburse Reed Exhibitions Limited for the full air fare paid or payable by Reed Exhibitions Limited. Any Hosted Buyer who provides an approved replacement which results in cancellation of the original attendee’s flights shall be required to reimburse Reed Exhibitions Limited for the full air fare paid or payable by Reed Exhibitions Limited. Any costs incurred by Reed Exhibitions Limited due to a replacement or change of name or flight change will be payable in full by the Hosted Buyer.


No-Show fees

6.4 No Show to Event (Applicable for 20th-27th March 2019): Hosted Buyers who do not inform Reed Exhibitions Limited of their cancellation and do not attend IBTM Arabia will incur a no-show fee of $1200 USD


6.5 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 USD for each no show reported. If Exhibitors report over ten no shows from one Buyer, the Buyer will incur a fee of $1200 USD and will not be invited to future IBTM events.


6.6 CANCELLATION OF ATTENDANCE FEES, NO SHOW FEES, POST-EVENT TOUR CANCELLATION 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, POST-EVENT TOUR CANCELLATION FEES AND FLIGHT CANCELLATION FEES.


6.7 Medical cancellations. Any Hosted Buyer who cancels due to medical reasons must provide a medical certificate within one week of notification or the Hosted Buyer will be charged cancellation fees (see paragraph 6). 

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


6.8 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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