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LATA Expo 2027 – BUYER TERMS & CONDITIONS

  1. DEFINITIONS

In these Terms and Conditions the following words shall have the following meanings unless the context otherwise requires:

    1. “LATA Expo” means the face to face event comprised of one to one appointments held between buyers and suppliers, owned by the Latin American Travel Association (LATA) and organised on LATA’s behalf Travel Weekly Group, a division of Jacobs Media.

    1. “LATA Expo Team” means the combined LATA Expo team at LATA and Travel Weekly Group.

    2. “Event” means LATA Expo, taking place at the De Vere Cotswold Water Park, Lake, 6 Spine Rd E, Cirencester GL7 5FP

    3. “Buyer” means the person, accepted by the LATA Expo Team, who will attend the Event as a buyer of high-end travel products where complimentary accommodation, meals and experiences are provided by Travel Weekly Group.

    4. “Pre-Scheduled Appointment System” means the appointment system operated by the LATA Expo Team to co- ordinate the appointments of the Buyers and LATA Expo exhibitors during the Event.

    5. “Exhibitors” mean Latin American suppliers who have contracted with Travel Weekly Group to participate at LATA Expo.

    6. “Travel Weekly Group” shall mean Travel Weekly Group Limited or any associated, parent or subsidiary company or organisation.

    7. “Registration fee” shall mean any fee paid in advance by the Buyer in order to take part in the Event.

  1. CONDUCT OF BUYERS

    1. Should their application to join the Event be successful, “Buyers” will receive from Travel Weekly Group (unless otherwise specified):

      1. Up to three nights’ accommodation including breakfast, lunch and dinner, but excluding all extras including room service, telephone calls and in-room refreshments (which are to be borne by the Buyer)

      2. Unless otherwise specified, transfers to the host hotel in are not included in the Buyer package

      3. Entry to the LATA Expo full programme, including conference and networking activities

      1. Pre-scheduled appointments on the Event networking days

      1. Entry to all official meals, parties and networking events organized by Travel Weekly Group in relation to the Event.

    2. As a condition of receiving the above services, being those services and benefits set out in clause 2.1, from Travel Weekly Group, “Buyers” will be required to:

      1. Actively participate in all the Pre-Scheduled Appointments Programme, i.e. selecting all the exhibitors in order of appointment preferences within a specified timeframe.

      1. Attend all meetings and networking sessions scheduled by the LATA Expo Team and included by the LATA Expo Team in their diaries

      1. Wear suitable smart casual attire as a condition of entry to and participation during the Event.

      1. Arrive at the Event no later than 9am on Monday 7th June. Buyers can stay at the Event venue on Sunday 6th June at no additional cost. Buyers must leave the Event no earlier than 1pm on Wednesday 9th June.

    2. Failure by any person to comply with the requirements stated above may result in a review of the person’s Buyer status and / or exclusion from the Event Buyer Programme and future LATA Expo Buyer Programmes without refund of any sums that may have already been paid by that person. A significant shortfall by the Buyer on the minimum commitment with respect to attending appointments shall be treated by the LATA Expo Team as a cancellation, and cancellation fees will apply (see “Cancellations” section below). Attendance at the above will be monitored on site by the LATA Expo Team.

    3. Prior to arrival at the Event, the Buyer shall familiarise themselves with and comply with Travel Weekly Group’s health and safety policy as provided for the Event. The Buyer agrees that this is an ongoing obligation that extends to any additional policies, procedures or measures that Travel Weekly Group may put in place from time to time.

  1. TRAVEL AND ACCOMMODATION

    1. Buyers travelling from outside the UK, will provide their travel details to the LATA Expo Team no later than four weeks before the Event dates.

    1. Travel Weekly Group will provide the Buyer with a maximum of three nights’ accommodation at the host hotel and during the Event dates only in accordance with sub-clause 2.1.a.

    1. Travel Weekly Group 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. Additional nights, if requested by the Buyer, are payable by the Buyer locally directly to the hotel.

  1. CANCELLATION & REPLACEMENTS FOR BUYERS

    1. Replacements: Invitations to Buyers are non-transferable. In instances where Buyers need to cancel their participation, they should promptly request and replace their attendance with a senior colleague from their organisation to attend as a replacement. On the condition that the replacement is accepted by the LATA Expo Team, a cancellation /change fee will not apply. If the replacement cannot be found and if the replaced senior colleague also cancels their participation then clause 4.2 will apply.

    2. Cancellation of attendance: Whilst not encouraged, Buyers may cancel their attendance to the Event with no penalty up to 45 days before the event start date. Cancellations received on or after 45 days before the event start date will incur a fee of £950 plus vat, less any Registration Fee paid. Please note a member of the team from Travel Weekly Group will be in contact with an individual invoice according to your costs. You will be liable to pay the following:

      1. Accommodation cancellation fee or accommodation equivalent of stay depending at the time of cancellation and according to host hotel policy

      2. Meal costs (Lunches, coffee breaks, cocktail receptions or dinners)

      3. Individual experiences cost (can vary depending on how many meetings)

      4. Supplier fee as a result of meetings lost

    1. All cancellations must be received by the LATA Expo Team in writing and must have been acknowledged by the dates specified above by the LATA Expo Team.

    1. A significant shortfall by Buyers on their minimum commitments with respect to attending appointments shall be treated by the LATA Expo Team as a cancellation of attendance and the Buyers will incur a cancellation fee of GBP £950 plus vat, less any Registration Fee paid.

    1. No Show: Buyers who do not inform the LATA Expo Team of their cancellations 45 days prior to the event date and do not attend LATA Expo event will incur a no show fee of GBP £950 plus vat, less any Registration Fee paid.

    1. Cancellation of attendance fees and any no show fees shall be payable by Buyers within thirty days of the receipt of the cancellation or no-show invoice. Travel Weekly Group will provide the Buyer with a receipt in respect to cancellation of attendance fees and no show fees. The Buyer may request an invoice if required.

    1. Travel Weekly Group shall be entitled to cancel the place of the Buyer and withdraw or cancel all benefits if it considers, at its sole discretion, that the products or services provided by the Buyer or any person attending the event with the Buyer mentioned overleaf, do not fit the profile of the Event.

    1. Buyers agree that the above charges are a reasonable pre-estimate of the loss suffered by Travel Weekly Group in the event of Buyers breaching these Terms and Conditions or cancelling their attendance.

  1. EXCLUSION OF LIABILITY

    1. Travel Weekly Group takes no responsibility (including for any costs incurred)

      1. for overseas Buyers who miss their flight;

      2. for the insolvency or failure of any airline company or hotel or ground handling company or other supplier;

      3. for flight cancellation or delay;

      4. if an overseas Buyer is refused permission to board the aircraft or is refused entry to the destination where the Event is being hosted for any reason whatsoever;

      5. for any delay or loss of baggage or excess baggage charges – any subsequent dispute shall be directly between the Buyer and the relevant airline; or

      6. for any costs incurred as a result of the Buyer being refused entry to the Event.

    2. Where applicable, Buyers must obtain adequate travel insurance coverage for their stay and it is recommended in particular that Buyers take out adequate cancellation insurance to cover the instances referred to in paragraph 5.1, insurance for their baggage and medical insurance.

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

    4. Travel Weekly Group, its agents, its employees, and its subcontractors shall not be liable for loss, damage or delay resulting from acts or threats of war, hijack, terrorist activity, civil commotion, industrial disputes, fuel shortages, natural disasters or adverse weather conditions, strikes or lockouts intervention or regulation, military activity, epidemics, pandemics including in relation to Coronavirus and COVID-19 or any other circumstances outside Travel Weekly Group’s or its subcontractor’s control which shall make it impossible or inadvisable for Travel Weekly Group to hold the Event at the time and place provided or makes it impossible to get the Buyers to the Event or to provide flights, hotels, transfer appointments, events or other services to Buyers

    5. Travel Weekly Group reserves the right to re-schedule the Event at another date and/or at an alternative site, whether in consequence of a Force Majeure event or otherwise. Should the Event not go ahead and be cancelled for any reason, the Buyer agrees and acknowledges that it is obliged to attend the virtual Event which Travel Weekly Group shall endeavour to hold on the dates of the original Event.

    6. Travel Weekly Group shall not be liable to the Buyer, in contract, tort 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. Travel Weekly Group shall not be liable for the death or personal injury of any Buyer save where such liability cannot be excluded under English Law.

    8. Travel Weekly Group’s liability to a Buyer in respect of his/her attendance at the Event under these Terms and Conditions whether in contract, tort or otherwise shall not exceed GBP £1,500.

  1. GENERAL

    1. Completion of an online or other application form applying to become a Buyer at the Event does not automatically guarantee a place on the Buyer Programme. Applicants will be notified by the LATA Expo Team if their application is successful. The LATA Expo 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 eighteen.

    2. Successful applicants will only be accepted as Buyers if they have fully completed the application form, read and agreed to these Terms and Conditions and confirmed their acceptance by ticking the relevant boxes on the online application form.

    3. The LATA Expo Team reserves the right to remove a Buyer from the Buyer Programme at its complete discretion without liability if it is considered by the LATA Expo Team to be in the best interests of the Event.

    4. It is important for any Buyer, and those businesses that they represent to understand that the Event is solely for business purposes and targeted for influential people working within the Latin American travel industry.

    5. Any disputes arising under these terms will be governed by English law and are subject to the exclusive jurisdiction of the English Courts.

    6. By agreeing to these Terms and Conditions, you are consenting under all relevant data protection legislation to Travel Weekly Group communicating with you by telephone, email and by post and using your personal information for internal processing and for disclosure to third parties such as airlines, hotels and exhibitors in connection with your attendance at LATA Expo. In addition, we may use your details to invite you to other Events organised by LATA or to offer you other relevant products and services supplied by LATA or third parties.