INTRODUCTION

These terms and conditions govern your participation at ILTM North America which is owned and operated by Reed Events Limited (Company Number 05893942) whose registered office is at Gateway House, 28 The Quadrant, Richmond, Surrey TW9 1DN, UK, or any of its subsidiaries from time to time (“RX”).

1.     DEFINITIONS

ILTM North America or Exhibition means the International Luxury Travel Market North America to be held at Baha Mar Resort, Nassau, The Bahamas from 6–9 October 2025 which is owned and organized by RX.

Exhibitors means exhibitors who have contracted with RX to take table space at the Event.

Buyer means the person, approved in writing by RX, who will be granted access to the Event as a buyer of luxury travel products and services to mandatorily participate in the PSA Programme. In some cases, complimentary accommodation and flight contributions are provided by RX (i.e., qualified as a "Buyer (With Accommodation)" or a "Buyer (With Flight Contribution))".

Executive Buyer means the person, accepted by RX, who will be granted access to the Event as a buyer of luxury products and services on a non-hosted basis (i.e., without flight contributions or accommodation provided by RX) and is not obliged to participate in the PSA Programme.

Pre-Scheduled Appointment (PSA) Programme means the appointment(s) arranged by RX between Buyers and Exhibitors during the Event.

Registration Fee means the non-refundable fee you pay to apply to be a Buyer ($100 (one hundred US dollars)) or Executive Buyer ($1000 (one thousand US dollars)) at the Event. It does not guarantee qualification or confirmation of attendance.

Show Team means the RX Event team.

Venue means Baha Mar, Nassau, The Bahamas where the Event is held.

2.     QUALIFICATION

To participate at any ILTM events, all participants must be previously qualified and approved in writing by RX.

Criteria needed to qualify as an ILTM North America Buyer ("With Accommodation", "With Flight Contribution", "Appointment Only" or "Executive Buyer") are:

• Buyer must operate on an outbound basis to multiple markets, across a minimum of two continents.

• Buyer will need to show evidence of recent bookings placed in luxury travel.

• Buyer MUST provide RX with three references, two of which must be direct property bookings and only one of which can come from a recognized DMC. All bookings must be made within the last 6 months to demonstrate recent and future bookings.

• Buyer must be an established player in the marketplace for a minimum of 12 months. 2 © Reed Events Limited • Buyer must be a senior decision maker with the authority to procure travel products and services.

• Buyer does NOT intend to sell or promote their product at the Event.

3.     PARTICIPATION FORMATS

Invitations to Buyers are at the discretion of the Show Team, who will qualify and define participation formats and invitation inclusions. 

3.1 APPOINTMENT ONLY BUYER

For a non-refundable fee of USD 100, "Buyers (Appointment Only)" will receive:

    • Entry to The PROUD Experiences Gathering on 6 October 2025.

    • Pre-scheduled appointments from 7–9 October 2025.

    • Entry to official networking events, e.g., ILTM North America Closing Party

3.2 BUYER (WITH ACCOMMODATION)

For a non-refundable fee of USD 100, "Buyers (With Accommodation)" will receive:

    • Entry to The PROUD Experiences Gathering on 6 October 2025.

    • Pre-scheduled appointments from 7–9 October 2025.

    • Entry to official networking events, e.g., ILTM North America Closing Party.

    • Up to four nights’ accommodation on a room-only basis at one of the Show Team's preferred hotels between 6 and 9 October 2025 only. Buyers will be     required to select their accommodation from RX’s travel platform; hotels will be made available on a first-come, first-served basis. RX will not be responsible     for extra room costs incurred during the stay. Any room upgrades will be solely at the discretion of the hotel management and any additional upgrade     charges shall be borne by the Buyer.

3.3 BUYER (WITH FLIGHT CONTRIBUTION)

For a non-refundable fee of USD 100, "Buyers (With Accommodation)" will receive:

    • Entry to The PROUD Experiences Gathering on 6 October 2025. • Pre-scheduled appointments from 7–9 October 2025.

    • Entry to official networking events, e.g., ILTM North America Closing Party.

    • Up to four nights’ accommodation on a room-only basis at one of the Show Team's preferred hotels between 6 and 9 October 2025 only. Buyers will be     required to select their accommodation from RX’s travel platform; hotels will be made available on a first-come, first-served basis. RX will not be responsible     for extra room costs incurred during the stay. Any room upgrades will be solely at the discretion of the hotel management and any additional upgrade     charges shall be borne by the Buyer.

    • A flight contribution (rebate) to Nassau International Airport (NAS) from selected locations*

*The location of the Buyer determines the flight contribution value. Buyers in the USA will receive up to 700 USD at RX’s discretion. Buyers based in Mexico or Canada will receive up to 1,000 USD at RX’s discretion.

3.4 EXECUTIVE BUYERS

For a non-refundable fee of USD 1,000, "Executive Buyers" will receive:

    • Entry to The PROUD Experiences Gathering on 6 October 2025.

    • Entry to official networking events, e.g., ILTM North America Closing Party.

    • Access to the appointment system to request self-scheduled meetings during the Event.

Executive Buyers are expected to:

    • Arrange their travel and accommodation to the Event independently and at their own cost.

4. CONDUCT OF BUYERS 

4.1 As a condition of receiving the complimentary services in relation to the Event, "Buyers (With Accommodation)", "Buyers (With Flight Contribution)" and "Buyers (Appointment Only)" must:

    • Actively participate in the Pre-Scheduled Appointments Programme, by selecting and ranking at least 80 appointment preferences within the specified timeframe (as indicated to them by the Show Team).

    • Attend all scheduled meetings and events in their diary, as scheduled by the appointment system and Show Team.

    • Complete the official Event post-show survey (sent via email) and rate their appointments (via the ILTM app).

    • Wear their delegate badge and appropriate business dress as a condition of entry to the Event.

    • Attend all three appointment days of the Event between 7–9 October 2025. Buyers are not permitted to leave the Event until all appointments are completed (Buyers wishing to leave the Event early must obtain prior written consent from the Show Team, otherwise cancellation fees will apply as set out below in clause 5).

4.2 Failure by any person to comply with the requirements stated above may result in immediate cancellation of attendance with penalty fees (refer to "Cancellation" section below), as well as a review of the Buyer qualification status and/or exclusion from future RX Buyer Programmes without refund of any sums that may have already been paid by that attendee.

4.3 A significant shortfall by the Buyer on the minimum commitment with respect to attending appointments shall be treated, at RX’s discretion, by the RX Show Team as a cancellation and cancellation fees will apply (refer to "Cancellation" section below). Attendance at the above sessions will be monitored onsite by the Show Team.

5. TRAVEL AND ACCOMMODATION 

5.1 Regardless of qualification status, all Buyers shall provide their travel details to the Show Team by August 22, 2025, (ideally via the Buyer Zone, or to [email protected]).

5.2 For Buyers qualified as “With Accommodation” and “With Flight Contribution”, RX will provide up to four nights’ accommodation on a room-only basis between the dates of 6–9 October 2025 inclusive. RX will not be responsible for extra room costs incurred during the stay. This includes double occupancy charges and food & beverage charges. Any room upgrades will be solely at the discretion of the hotel management and any additional upgrade charges shall be borne by the Buyer.

5.3 The Show Team will supply any Buyer qualified as a “Buyer (With Flight Contribution)” with a return flight rebate from an agreed point of departure to NAS Airport as per below:

5.4 Unless otherwise agreed with the Show Team, flights must be purchased through RX's Flight Portal to qualify for a rebate, which will be paid within 30 days after the conclusion of the event, once the Buyer’s attendance has been validated. Rebates will be issued to the credit card used for the ticket purchase, in the form of a refund.

5.5 All flights must arrive at NAS Airport by October 6 at the latest and depart from October 9 onwards. The flight times must be arranged to allow for full participation in the Event and departure thereafter. Any additional costs incurred to reach the agreed departure airport will be the responsibility of the Buyer.

5.6 The flight rebate value will be calculated by the Show Team based on the airfare and taxes only, excluding commissions and other taxes. The cost of one checked bag per person will be included in the approved reimbursement amount.

5.7 Reimbursements will only be processed once proof of attendance is confirmed. In the event of cancellation or no-shows at ILTM North America 2025, the flight rebate will be automatically cancelled.

5.7.1 RX will only reimburse:

• The cost of the flight ticket (including taxes, charges, and one checked bag) up to the maximum amount agreed by the Show Team.

5.7.2 RX will not reimburse:

• The cost of upgrades, flight change fees, or travel insurance.
• Flights booked using frequent flyer/airline miles.

5.7.3 RX is not liable for:
• Buyers being refused permission to board the aircraft, denied entry to the Bahamas, or unable to obtain a visa.
• Buyers who miss their flights; any replacement flights will be at the Buyer’s expense.

5.8 RX may, at its discretion, allow flights to be booked independently, outside the Flight Portal, with reimbursements processed via invoicing. Reimbursements via the invoicing method will be made in USD (up to the agreed value) in the form of bank transfer within 90 days after the Event. Flights booked in currencies other than USD will be reimbursed at the USD equivalent amount calculated in accordance with the bank’s exchange rate available at the time of processing the Buyer’s reimbursement.

To request a flight rebate payment, Buyers must submit the following:

o A copy of the air ticket showing the traveller’s name, travel dates, and total amount paid.

o An invoice in USD for the approved rebate amount, addressed to:
BNetwork
1 Rue Raphaël
06400 Cannes – France

Note: Invoice must include Beneficiary Details (Beneficiary/Account Holder's Name and Address) as well as Bank Details (Bank Name/Branch Name, Bank Address, Account Number (IBAN or CLABE if applicable), Bank ABA, BSB, or Routing Number (if applicable), and Bank SWIFT Code or Bank Identifier Code, which is mandatory for international wire transfers).

6. CANCELLATION AND REPLACEMENTS 

6.1 Replacements: Invitations to Buyers are non-transferable and personal to the named Buyer. In instances where a Buyer needs to cancel their participation, they may submit a written request that a colleague from their organization (with decision making authority) attends as a replacement. On the condition that the Show Team accepts the replacement in writing prior to such attendance, a cancellation fee will not apply.

6.2 Cancellation of Attendance: While cancellations are discouraged, Buyers may cancel without incurring a fee if written notice is received by Tuesday, 12 August 2025. For cancellations made without a replacement:

o Between 12 August 2025 and 2 September 2025, a fee of 800 USD (plus any applicable flight cancellation fees) will apply. This amount reflects a reasonable pre-estimate of RX's losses, including administrative costs.
o  On or after Tuesday, 2 September 2025, a fee of 900 USD will apply.

All cancellations, including the reasons for cancellation, must be submitted in writing to the Show Team at [email protected]. Receipt of the cancellation must be acknowledged by the relevant dates to ensure its validity. 

6.2.1 Event No-shows: Buyers who do not inform RX of their cancellation and do not attend the Event will incur a cancellation fee of 1,000 USD.

6.2.2 Appointment No-shows: Appointment Holding Buyers are required to attend all the scheduled meetings that appear in their final diary, as any no-shows will negatively impact on the Exhibitors’ diary. Attendance to all appointments will be closely monitored onsite by the Show Team. A maximum number of three reported no-shows will be tolerated at the Event. Starting from the fourth reported no-show, an acceptable reason will be requested in writing by the Show Team. If a Buyer receives over 10 no-show reports, this shall be treated as an Event No-show (5.2.1) and will incur a cancellation fee of 1,000 USD, and the Buyer will not be invited to future RX events.

6.3 CANCELLATION OF ATTENDANCE FEES AND NO-SHOW FEES SHALL BE PAYABLE BY THE BUYER TO RX WITHIN 14 DAYS OF THE CLOSING DATE OF THE EVENT. RX SHALL TAKE PAYMENT OF ANY SUCH FEES FROM THE BUYER’S CREDIT CARD (DETAILS OF WHICH MUST BE PROVIDED BY THE BUYER ON REGISTRATION) 14 DAYS AFTER THE CLOSING DATE OF THE EVENT IF THE PAYMENT HAS NOT BEEN MADE BY OTHER MEANS. RX WILL PROVIDE THE BUYER WITH A RECEIPT IN RESPECT OF SUCH CREDIT CARD CHARGES FOR THE FEES. THE BUYER MAY REQUEST AN INVOICE IF REQUIRED. FEES SHALL BE CHARGED IN BRL ACCORDING TO PTAX RATE AGREED.

6.4 The Buyer agrees that the above charges are a reasonable pre-estimate of the loss suffered by RX Global in the event of the Buyer breaching these Terms and Conditions.

7. EXCLUSION OF LIABILITY 

7.1 RX takes no responsibility for: 

7.1.1 Buyers who miss their flights. 

7.1.2 The insolvency or failure of any airline company, hotel, ground handling company or other supplier. 

7.1.3 Flight cancellations or delays. 

7.1.4 Buyers who are refused permission to board the aircraft or refused entry into the Bahamas. 

7.1.5 Any delay, loss of baggage, or excess baggage charges – any resulting dispute shall be resolved directly between the Buyer and the airline.

Any replacement flights and other costs incurred in relation to the above will be at the expense of the Buyer or airline, where appropriate.

7.2 "Buyers (With Accommodation)", "Buyers (With Flight Contribution)", "Buyers (Appointment Only)" and Executive Buyers must obtain adequate travel insurance coverage for their stay, and it is recommended to have adequate cancellation insurance to cover the instances referred to in paragraph 7.1, insurance for their baggage and medical insurance, as well as any travel-related costs due to cancellation.

7.3 Individual visa requirements, travel permits, other licences and inoculations will be the sole responsibility of the Buyer including any necessary costs incurred.

7.4 Force Majeure: Force Majeure shall include, but not be limited to: fire; casualty; flood; epidemic; pandemic; World Health Organisation travel advisory or travel alert; earthquake; explosion or accident; blockade embargo; inclement weather; governmental restraints; restraints or orders of civil defence or military authorities; act of public enemy; riot or civil disturbance; act or threatened act of terrorism, strike, lockout, boycott or other labour disturbance; Venue cancellation; inability to secure sufficient labour; technical or other personnel failure; impairment or lack of adequate transportation facilities; inability to obtain condemnation, requisition or commandeering of necessary supplies or equipment; general fuel or energy shortages, local, state or federal laws, ordinances, rules, orders, decrees or regulations whether legislative, executive or judicial, and whether constitutional or unconstitutional; or acts of 6 © Reed Events Limited God, or any other cause or causes not reasonably within the control of RX. RX, its agents, its employees, and its subcontractors shall not be liable for loss, damage or delay resulting from a Force Majeure event, or any other circumstances outside RX’s or its subcontractors’ control which shall make it impossible or inadvisable for RX using its reasonable discretion to hold the Event at the time and place provided or interferes with RX’s ability to get the Buyers to the Event or to provide flights, hotels, transfer appointments, events or other services to Buyers. RX reserves the right to re-schedule the Event at another date and/or at an alternative site, which will be advised to the Buyer by email.

7.5 RX shall not be liable to Buyers, in contract, tort (including negligence) or otherwise for any loss of profit, loss of business or revenue, loss of anticipated savings or any indirect or consequential loss or damage, costs or expenses arising out of or in connection with the Buyers’ attendance at the Event.

7.6 RX shall not be liable for the death or personal injury of any Buyer save where such liability cannot be excluded under English Law.

7.7 The total aggregate liability of RX to the Buyer in respect of their attendance at the Event under these Terms and Conditions whether in contract, tort (including negligence) or otherwise shall not exceed 1,000 USD.

8. GENERAL 

8.1 Completion of an online or other application form applying to become a Buyer at the Event does not automatically guarantee a place at the Event. Applicants will be notified in writing by the Show Team if their application is successful. The Show Team's decision is final. Only one application form may be completed by each proposed participant, and only the first application form will be accepted. Applicants must be over the age of 18.

8.2 Successful applicants will only be accepted as "Buyers (With Accommodation),” "Buyers (With Flight Contribution)," "Buyers (Appointment Only)" and Executive Buyers at the Event if they have read and agreed to these Terms and Conditions, have ticked the relevant boxes on the online application form, and have provided their credit card details.

8.3 RX reserves the right to remove any Buyer from the Programme and to withdraw flight rebates, complimentary accommodation, and pre-scheduled appointments at its complete discretion without liability if it determines that it is in the best interests of the Event and the Exhibitors, or their attendance is likely to damage the goodwill or reputation of the Event.

8.4 It is important for all types of Buyers to understand that the Event is solely for business purposes and targeted at influential people working within the travel industry.

RX understand that a number of "Buyers (With Accommodation)" and "Buyers (With Flight Contribution)" would like to take an accompanying person along with them when travelling to the Event. This is perfectly acceptable; however, we would like to draw attention to the following points:

o The Show Team can book a twin/double room, but any additional costs incurred in respect of the room or otherwise for the accompanying person are payable by the guest upon check out.

o The Show Team will not be able to advise on the additional costs until the accommodation has been confirmed; charges will vary according to the hotel.

o Persons accompanying the Buyer are not included in any benefits regarding the Buyer Programme, i.e., flight contributions do not apply to the accompanying person.

o The Event and networking events (both business and social) are purely for qualified ILTM badge holders only and accompanying persons will not be allowed entry to the venues.

8.5 These Terms and Conditions and any dispute, controversy, proceedings or claim of whatever nature arising out of or in any way relating to these Terms and Conditions, the validity and performance hereof or their formation (including any non-contractual disputes or claims), shall be governed by and construed in accordance with English law (save that the conflicts of law principles will be expressly excluded). The parties hereby irrevocably acknowledge and agree that the English courts shall have exclusive jurisdiction in respect hereof. 

8.6 RX will use the Buyer’s personal information for the purposes of fulfilling these Terms and Conditions, including disclosure to travel and destination management companies, conference service providers as well as our exhibitors in connection with the Buyer’s attendance at the Event, and Buyer acknowledges RX processes personal information subject to RX’s Privacy Policy at https://privacy.rxglobal.com.  

8.7 By agreeing to these Terms and Conditions, the Buyer provides consent for RX to send communications relating to that Event edition, to be sent via email, including but not limited to:

o Buyer Qualification Process

o Pre-Scheduled Appointments

o Self-Scheduled Appointments

o Travel and Accommodation

o App Meeting Ratings

o Post-Show Survey

Organised by RX (Reed Exhibitions), ILTM events introduce global luxury travel buyers to an unrivalled collection of international travel experiences.

ILTM also invites editors and journalists to attend these events to gather information about the world’s most sought after destinations, luxurious accommodation and unique travel experiences as well as attend valuable, knowledge-led education sessions.

Media accreditation for all ILTM events is open only to senior editors, journalists and influencers within the following media within the following categories:

• Luxury Travel Consumer Press
• Luxury Consumer Press with influential travel sections
• Travel Trade Media with specific luxury travel sections
• Freelance Writers focusing on luxury travel with ongoing relationships with media as above
• Luxury Travel bloggers and influencers
• Leading newspapers with key travel sections or supplements
• Radio stations with relevant formats on luxury travel
• TV stations and production companies with relevant formats on luxury travel 

N.B. Meeting the minimum criteria does not guarantee acceptance.

Accreditation is not permitted to: 

• Publishers and members of publishing companies
• Sales staff
• Advertising and marketing staff
• PR agencies and media companies
• Photographers

Completion of an online media application form to apply to attend ILTM events does not guarantee entry to the event. Both successful and unsuccessful applicants will be notified by the ILTM PR team – Spotl1ght Communications. 

Media registration will close 10 days before each event. All media are required to be prequalified and it is not possible to register onsite. ILTM reserves the right to refuse admission to all those who are not registered in advance of the show.

For any questions, please contact ILTM’s PR Team at Spotl1ght Communications: [email protected]