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Hosted buyer program terms and commitments

Review our terms and commitments if you'd like to attend IMEX as a hosted buyer.

 

Program and attendance dates
Your group program dates can be found in your welcome email and in your IMEX account.

Program dates vary per group. When you register into a hosted buyer group, you're agreeing to attend that group’s specific program dates. You should not make any changes to your program dates without discussing this with your group host and with us. Changes to your program dates cannot be guaranteed and will always be subject to availability.

Tuesday and Wednesday program (for European hosted buyers only). You commit to being at the show for two days (from 10am to 5:30pm on Tuesday and Wednesday). We host you for one night (Tuesday).

Wednesday and Thursday program (for European hosted buyers only). You commit to being at the show for two days (from 10am to 5:30pm on Wednesday and from 10am to 4:30pm on Thursday). We host you for one night (Wednesday).

Monday to Wednesday program (for European and mid-haul hosted buyers only). You commit to being at the show for two days (from 10am to 5:30pm on Tuesday and Wednesday). We host you for two nights (Monday and Tuesday).

Tuesday to Thursday program (for European and mid-haul hosted buyers only). You commit to being at the show for three days (from 10am to 5:30pm on Tuesday and Wednesday, and from 10am to 4:30pm on Thursday). We host you for two nights (Tuesday and Wednesday).

Monday to Thursday program (for long-haul hosted buyers only). You commit to being at the show for three days (from 10am to 5:30pm on Tuesday and Wednesday, and from 10am to 4:30pm on Thursday). We host you for three nights (Monday, Tuesday and Wednesday).

Monday to Friday program (for long-haul hosted buyers flying home direct on Friday). You commit to being at the show for three days from 10am to 5:30pm on Tuesday and Wednesday, and from 10am to 4:30pm on Thursday. We host you for four nights (Monday, Tuesday, Wednesday and Thursday).

We have the final decision on all hosted buyers accepted on the program.
Commitment to attend
1. Every hosted buyer needs to attend IMEX Frankfurt for their full program day(s). For example, you will not be able to leave at lunchtime on your final day

2. As a hosted buyer, you have the flexibility to meet who you wish to. But when you accept our invitation to be hosted, you’re making a commitment to schedule genuine business meetings with our exhibitors. We recommend a minimum of six to eight per day. These should be mainly one-to-one meetings but can include group appointments and booth presentations

3. We will only accept one hosted buyer application per person. In the event of more than one application being received, the first application will be processed

4. Cancellations – we understand that schedules can change at short notice, so we don't charge cancellation fees. We ask that you send your cancellation in writing to hosted@imexevents.com, at least 72 hours before the show

5. If you canceled and you'd like a colleague to come in your place, note they will need to register as normal, we cannot make name changes/swaps. If registration has already closed by the time you cancel, we cannot guarantee we'll be able to accept your colleague. Contact our Hosted Buyer Team before making any changes.

6. Acceptance on to the hosted buyer program is at our discretion. A buyer who doesn't meet our qualifying criteria can attend as a buyer attendee, and may be able to take advantage of travel and hotel offers

7. We reserve the right to decline a hosted buyer’s application without necessarily providing a reason for doing so

8. We reserve the right to cancel the participation of a hosted buyer, including after the buyer’s acceptance on to the program; for example, should it become apparent that the buyer is unlikely to fulfil their obligations and commitments to the program

9. You must be at least 18 years' old and have a major credit card to cover incidentals when checking in to your hotel room. We do not allow pets (except registered assistance dogs)
Program inclusions
1. Complimentary economy-class flights from selected destinations (excluding individual buyers not traveling with a hosted buyer group on the IMEX Frankfurt long-haul program) up to the travel reimbursement limit

2. Ground transfers in Frankfurt: between airport, hotel and IMEX Frankfurt

3. Hotel accommodations (room only) for your program dates. Breakfast is not included in your accommodations

4. Access to the Hosted Buyer Lounge (complimentary refreshments and Wi-Fi)

5. Free access to educational sessions

6. Voucher for free parking at Messe Frankfurt if traveling by car
Program exclusions
1. Meals

2. Any personal extras at the hotel. These should be settled direct with the hotel on departure

3. Hotel upgrades–including early check-ins or late check-outs

4. Taxi fares if arriving/departing outside hosted buyer program dates or if IMEX Frankfurt transfer available

5. Visa/visa waiver application fees

6. Travel insurance–make sure you have comprehensive travel insurance to cover your trip to IMEX Frankfurt

This should cover:
 
  • Cancellation, alteration, curtailment, rearrangement, replacement or terrorism
  • In the event of illness, personal injury or circumstances beyond your control which prevent you traveling to or from IMEX Frankfurt as planned
  • Personal property and business equipment–in the event of loss, theft or damage
  • Political and natural disaster evacuation such as war, floods or volcanic eruption
  • Personal liability
  • Death or personal injury
Travel terms and conditions
When making travel arrangements, refer to the travel, hotel and reimbursement terms and conditions below.

1. A hosted buyer needs to make their own travel arrangements to IMEX Frankfurt. We reimburse the cost of their travel to and from Frankfurt up to the travel reimbursement limit.
Important: This does not apply to hosted buyers on the IMEX Frankfurt individual long-haul program where we do not provide flights or reimbursement for travel.

2. If flights cannot be found that meet your program and attendance dates, contact your Relationship Manager. Authorization is required before booking.

3. Your flight needs to be pre-authorized if it does not meet the terms and conditions above

4. Once you've booked your flights, refer to travel reimbursement explained to find out more
Reimbursement terms and conditions
Flying to IMEX Frankfurt

1. A hosted buyer claiming a reimbursement must complete the online travel claim form. This must be authorized by us before travel

2. We will reimburse the cost of a round-trip flight to and from Frankfurt, even if this includes a stopover, but not the cost of any additional flights, which do not form part of the round-trip

3. Book your travel as early as possible to ensure that it falls within the travel reimbursement limits

4. We will reimburse whichever is the lower: either the actual flight cost (including taxes) or the maximum reimbursement limit for your departure destination

5. If a hosted buyer can only secure flights above the reimbursement limit, they must contact us for authorization before booking

6. If the preferred departure destination is not listed in the travel reimbursement limits, contact us to agree the reimbursement amount before booking

7. Any flight changes you make must still adhere to the travel terms and conditions

8. We will only reimburse the flight which has been used to attend IMEX Frankfurt. However, if the buyer subsequently has to change the flight for any reason, we will only pay for the cost of the original flight and will not pay any associated fees for changing or canceling your flight

9. We will not reimburse flight costs for buyers who cancel their participation

10. If a hosted buyer’s flight is delayed, canceled or missed for any reason, the next available flight to Frankfurt should be taken. The hosted buyer must inform the intermediary or us as soon as possible. We are not responsible for any additional costs incurred

11. Baggage costs and early check-in fees: We will reimburse baggage costs (for a maximum of one bag per person) and early check-in fees. These must be added to the online travel claim and the total cost must come within the reimbursement limit. These costs should either be shown on the invoice when submitting the travel claim form or entered in the comments box during the online travel claim submission

12. Upgrades: We will reimburse additional costs such as class upgrades, seat upgrades or extra leg room only if they are claimed at the same time as the flight cost and the total cost is within the reimbursement limit

13. Flight credits: If a credit from a previous unused flight is used to pay for a flight, the proof of payment of the original flight needs to be provided at the time of travel claim submission

14. Travel agency fees: We are not responsible for and will not reimburse any travel agency fees

15. Frequent flyer miles: Flights can be booked using loyalty card points, frequent flyer miles (or equivalent). We will only reimburse the amount of the taxes and other related charges (class upgrades, extra leg room but not agency fees), which have been paid for and for which the monetary value is shown on the airline invoice, up to the maximum reimbursement limit for your departure destination

16. Currency: Reimbursements are made in either GBP, EUR or USD. If your travel is booked in either GBP, EUR or USD, we will in most cases provide a reimbursement in the same currency. If a currency conversion is necessary, then the exchange rate at the time of purchase/booking will be used

17. Bank charges: We will cover bank transfer charges from our own account. Hosted buyers may be charged by their own bank or an intermediary bank for receiving the transfer. We will not cover these bank charges. If invalid bank details are provided and the bank transfer is rejected, hosted buyers are responsible for the charges and any additional charges incurred by us

Driving to IMEX Frankfurt

If you plan to drive to IMEX Frankfurt we provide free parking in Hall 9, Messe Frankfurt. Sign in to your IMEX account and go to Reimbursement. Select reimbursement type Driving and complete the form. We'll email you a link for your parking voucher nearer the show.
Hotel terms and conditions
1. Your hotel information is available approximately eight weeks before IMEX Frankfurt in the main menu under the ‘travel and hotel confirmation’ icon. You’ll be notified by email when the details are available. It is vital you review this to check you have the correct nights booked

2. Important - Let us know immediately if something is incorrect so we can make the necessary changes for you

3. We host you on a room-only basis at one of our partner hotels according to your group dates and travel preferences

4. Pre-payment of the hotel is made on your behalf by IMEX. You will need to provide a credit card at check-in as a guarantee against incidentals

5. Any extras (such as breakfast, room service, telephone, laundry, mini bar, late check-out fees) are not included and should be settled direct with the hotel before departure. (Note a reduced resort fee that covers Wi-Fi only is covered by us)

6. Check-in and check-out times: Check-in is usually from 4pm on your day of arrival. On the morning of departure check out in good time to be on the show floor by 10am

7. Additional nights for leisure: Additional nights can be booked at your own expense at your host hotel. We will contact you nearer the time with more information on this process. Note that you are responsible for booking and checking any extra nights.

8. Changes: It’s not possible to change your hotel. Your room is booked as agreed with your group intermediary. Contact your intermediary for further information

9. Sharing: If you’d like to share your room with another hosted buyer, let your IMEX Relationship Manager know so they can update your records. If you’d like to share with someone not attending as a hosted buyer, we will contact you nearer the time with a link for you to amend your booking. Note that supplements may apply
Our legal terms
Review the legal terms for IMEX Frankfurt attendance.
Looking for help as a hosted buyer?
Check out our FAQs for more information, or if you can’t find what you’re looking for, get in touch with our friendly Customer Service team who will be happy to help at enquiries@imexevents.com
 
Any questions? Check our FAQs page and help pages for more info.
 
Sarah Arnold
Sarah Arnold
Senior Hosted Operations & Travel Manager
Alan Ford
Alan Ford
Operations Manager
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