Book Your Own Flight
If you choose to book your own flight to IMEX in Frankfurt, we will refund the cost of your travel to the exhibition up to an agreed amount – see the reimbursement table . When booking your flight, please follow the terms and conditions outlined below and place your booking as soon as possible. IMEX only needs to pre-authorise flights which do not meet the terms and conditions outlined.
IMEX cannot be responsible for costs incurred if these conditions are not met by you:
Terms and Conditions
Flight Times:
• If your flight arrives on an exhibition day (Tuesday 22nd May, Wednesday 23rd May, Thursday 24th May), it must arrive before 10.00am and depart after 17.30 (5.30pm)
• If suitable flight times are not available, please find times as close as possible to those shown above and contact the IMEX team for authorisation before booking your flight
• If you are attending IMEX Association Day, Monday 21st May, you need to arrive by 12pm
Flight Dates:
• Book your flights according to your Hosted Buyer Programme dates (contact your intermediary if you are unsure about your programme dates)
• If you book flights that fall outside your Hosted Programme dates, you will be responsible for additional hotel accommodation, unless previously agreed by IMEX
Flight Prices:
• Flights will be reimbursed up to the maximum shown in the flight reimbursement table. Please check this before booking.
• IMEX advises booking your flights as early as possible to ensure that they fall within the refund banding limits
• IMEX will reimburse whichever is the lower – either the actual flight cost (including taxes) or the maximum shown for the relevant banding on the IMEX reimbursement table.
• If you can only secure flights above the banding limit please contact IMEX for authorization before booking your flights
• If you cannot find your preferred departure airport within the reimbursement table, please contact the IMEX hosted buyer team to agree the reimbursement amount before booking your flight
• Baggage costs and early check-in fees: IMEX will refund baggage costs for a maximum of one bag per person and early check in fees, only if this is claimed at the same time as the flight cost and the total cost is within the banding limit.
Other Terms:
• Travel Insurance: All hosted buyers are responsible for their own travel insurance. Insurance costs will not be refunded by IMEX
• Currency: Refunds are made in either US$, £GBP or Euro €. Flights booked in other currencies will be calculated using the prevailing rates at the time of authorising your refund.
• Bank transfer charges: IMEX will cover bank transfer charges from its own account. You may be charged by your own bank or an intermediary bank for receiving the transfer. IMEX will not cover these bank charges. If you provide invalid bank details and a bank transfer is rejected you will be responsible for your own and any additional charges incurred by IMEX.
• Proof of Identity: To comply with international tax and banking laws you must come to the Hosted Buyer refund office at the exhibition and provide photo ID before we can complete your refund. Bring a copy of your fast track email, if you have received one, or your completed refund form and supporting travel documentation.
• Cancellations: IMEX cannot refund flight costs for buyers who cancel their participation
• Frequent Flyer Miles: Flights booked using frequent flyer or Airmiles cannot be refunded
If your IMEX application is successful you will be sent full details of these terms and conditions, together with flight bandings and the refund process.