Terms & Conditions

• The main spoken language of this event is English.
• It is the delegate’s responsibility to ensure that they have a valid passport and to obtain any visa or travel permits that may be required.
• The Exhibition means the Business Travel Show to be held at Earls Court, London from 5th – 6th February 2013.
• Exhibiting companies – 200 of the world’s top business travel providers will be represented. Only companies able to meet the demands of the buyers will be invited to participate.

The Agreement is between the individual hosted buyer and the organisers.

The organisers – means Centaur Travel Group (part of Centaur Media plc), the organisation responsible for co-ordinating and organising the Business Travel Show.

The hosted buyers – are senior level buyers and managers of corporate travel and meetings, from European companies who will receive complimentary accommodation, travel and transfers. Hosted buyer registrations will go through a qualification process to ensure that they meet the criteria of a hosted buyer.

Pre scheduled appointments – the appointments programme software provided by Centaur Travel Group will facilitate the diary system. Prior to the show, the hosted buyers must book appointments with exhibitors that they will conduct during the exhibition.

Organiser obligations

The Organisers are responsible for providing hosted buyers with the following services.

• Return economy flights or 2nd class rail travel to London. Return travel will be booked to the same port. Please note these arrangements are non transferable. The travel times will be booked to ensure maximum time at the exhibition. Any travel changes requested by the hosted buyer are subject to availability. Any additional costs for travel changes will be the responsibility of the hosted buyer.
• Hotel accommodation (room and breakfast charges only) in London for one or two nights
• Return transfers from arrival port in London and from the hotel to the show venue: Earls Court
• All meals and refreshments scheduled in the programme
• A show catalogue
• The tool enabling pre scheduled appointments with key suppliers, arranged through our on-line diary system used by hosted buyers and exhibitors to create a personalised diary.

Please note what is NOT included:

• Expenses if travelling by car and all meals not taken within the programme or in the First Class Lounge.
• Personal room charges, eg mini bar etc
• Travel insurance
• Upgrades for room and flights

Hosted buyer obligations

Hosted buyers can choose to attend the show for different durations and depending on how long they are at the show will determine the minimum number of pre scheduled appointments they have to attend as follows:
Monday to Tuesday Evening = 6 x 15 minute appointments
Monday to Wednesday Evening = 6 x 15 minute appointments per day
Tuesday Morning to Wednesday Evening = 4 x 15 minute appointments per day
Tuesday only = 6 x 15 minute appointments
Wednesday only = 6 x 15 minute appointments

Hosted buyers must attend the following at the Show:

• Book and attend pre scheduled appointments with their choice of suppliers in line with their days of attendance at the exhibition.
• If staying both nights, the following two events must be attended, if just one night please attend the relevant event for that night:
  -  The European Travel Buyer Awards on the evening of Monday 6th February
  -  The hosted buyer social event evening on Tuesday 7th February

By adhering to the hosted buyer obligations you ensure that attendance at this event together with the travel, accommodation and subsistence commitments set out in the Organiser obligations will be completely free of charge for you.

The hosted buyers are strongly urged to obtain adequate travel insurance coverage for their stay and it is recommended in particular that hosted buyers take out adequate cancellation insurance to cover the instances referred to in Exclusion of Liability, and also medical insurance.

Cancellation policy

In the event of hosted buyers not adhering to their obligations, the Organiser will make a charge by invoicing the hosted buyer’s company.

The organisers reserve the right to review and revoke any hosted buyer’s invitation.

If the cancellation is notified after 6th January 2012, a cancellation fee of £250.00 will be charged, this will include the full cost of the trip, including accommodation and an administration fee. For those buyers attending for one day only, the cancellation charge will match the cost of the travel ticket if less than £250.00.

All cancellations must be notified in writing and must be acknowledged by Centaur Travel Group to be effective.

Buyers will also be charged £250.00 if they are reported as a no show on site or miss more than one of their pre scheduled appointments.

If the hosted buyer fails to attend any other mandatory event in their itinerary the organiser reserves the right to charge the buyer appropriately.
The hosted buyer agrees that the above charges are a reasonable pre-estimate of the loss suffered by Centaur Travel Group in the event of the hosted buyer cancelling their attendance at BTS.

Exclusion of liability

The organisers take no responsibility:

• For hosted buyers who miss their flight/travel arrangements.
• For the insolvency or failure of any airline company or hotel or ground handling company or any other supplier.
• For flight/cancellation or delay.
• If the hosted buyer is refused permission to board the aircraft or other mode of transport, or is refused entry to any country.
• For any delay or loss of baggage or excess baggage charges – any subsequent dispute shall be directly between the hosted buyer and airline or travel company.
• For additional hotel expenses (excluding the cost of the room and breakfast charges) which must be settled with the hotel prior to departure.

Any replacement travel arrangements and other costs incurred in relation to the above will be at the expense of the hosted buyer or airline, where appropriate.

By agreeing to these Terms and Conditions you are consenting to your details (name, job title and company name) being shared with exhibitors in connection with your attendance at the exhibition and for them to be able to contact you to request a pre scheduled appointment through the online diary process.

Successful applicants will only be accepted as hosted buyers if they have read and agreed to these terms and conditions and have ticked the relevant boxes on the online application form.