Terms and Conditions

Terms and Conditions for the Gold Business Guest Programme

  • 1. Definitions

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

    “in-cosmetics Asia” or “Exhibition” means the exhibition to be held at BITEC from 31 October – 02 November 2017 which is owned and organised by Reed Exhibitions Limited.

    “Show Team” means the in-cosmetics Asia personnel responsible for organising the Exhibition at Reed Exhibitions Limited of Gateway House, 28 The Quadrant, Richmond, Surrey TW9 1DN, UK.

    "Exhibitors" means exhibitors who have contracted with Reed Exhibitions Limited to take stand space at the Exhibition.

    “Gold Business Guest” means the personal care professional who has applied to be a hosted buyer and has agreed to these Terms and Conditions and has been accepted by the Show Team to attend the Exhibition as a buyer of personal care ingredients and services where complimentary accommodation, transfers and flights are provided by Reed Exhibitions Limited.

    “Pre-Scheduled Appointments” means the appointment matching programme operated by Reed Exhibitions Limited to co-ordinate the appointments of the Gold Business Guest with Exhibitors based on preselected Gold Business Guest appointment preferences. “Pre-Scheduled Appointments” shall be conducted accordingly during the Exhibition.

    “No Show” refers to a Gold Business Guest who does not make the required number of appointments and is reported by the relevant Exhibitors as a “No Show”, or a Gold Business Guest who misses one or more appointments of attendance or does not inform the Show Team of a cancellation prior to the 31 October 2017.

    “Travel” means transportation arranged by Reed Exhibitions Limited by air, rail or bus as appropriate for the use of Gold Business Guests. For the avoidance of doubt, it does not include transportation by private vehicle or any transportation not arranged by Reed Exhibitions Limited.

  • 2. Gold Business Guest Service Agreement

    2.1 Gold Business Guests (Fully Hosted with Travel booked by Show Team, or booked by the Gold Business Guest and reimbursed by Reed Exhibitions Limited)

    Gold Business Guests (Fully Gold Business Guests with Travel) will receive from Reed Exhibitions Limited complimentary:
    • Return / Round-trip economy Travel from selected ports. Return Travel will be booked to/from the same port.
    • Accommodation (room only), at one of the Show Team’s official 4 or 5 star hotels for two (2) nights unless otherwise agreed.
    • Morning transfers from the hotel to the Exhibition venue during the Exhibition dates.
    • Free entry to in-cosmetics Asia with VIP status
    • Pre-scheduled appointments with at least 5 Exhibitors of your choice
    • Refreshments and free internet access in the in-cosmetics Asia VIP lounge.

    2.2 As a condition of receiving the complimentary services from Reed Exhibitions Limited, Gold Business Guests will be required to:
    • Actively participate in the Pre-Scheduled Appointment Programme; Gold Business Guests will be required to select at least five Exhibitors with which to have arranged meetings during their time at the Exhibition within the stated timeframe given by the Show Team.
    • Attend all scheduled appointments scheduled by the Show Team
    • Rearrange directly with the Exhibitor if an appointment is missed.
    • Conduct Pre-Scheduled Appointments individually.
    • Appointments will be in English unless otherwise stated.
    • Wear business dress as a condition of entry to the Exhibition.

    2.3 Failure by any person to comply with the requirements stated above may result in a review of the person’s Gold Business Guest status and / or exclusion from the in-cosmetics Asia Gold Business Programme and future in-cosmetic events Gold Business Guest Programmes without refund of any sums that may have already been paid by that person. A significant shortfall by the Gold Business Guest on the minimum commitment with respect to attending appointments sessions shall be treated by the Show Team as a No Show and No Show fees will apply (see “No Show ” section below). Attendance at the above will be monitored on site by the Show Team.

  • 3. Travel and Accommodation for Gold Business Guests

    3.1 The Show Team will supply the Gold Business Guest (Fully Hosted with Travel) with an economy return/roundtrip travel from designated point(s) of departure to Bangkok Airport or relevant train/bus station either directly or connecting through appropriate ports. Travel will be arranged on dates suitable for attendance at the Exhibition. Please note that these arrangements are non-transferable. The Travel times will be allocated to ensure maximum time at the Exhibition. Travel changes requested by the Gold Business Guest (Fully Hosted with Travel) are subject to availability and cancellation of Travel may incur a fee (see “Cancellations” section below). Any additional costs in reaching the agreed departure port will be the responsibility of the Gold Business Guest. All Travel provided by the Show Team shall be standard economy fare. No upgrades are available.

    3.2 Travel changes: Travel change requests will be considered on a case by case basis.  Reed Exhibitions Limited reserves the right to make charges for Travel changes.  All Travel changes are subject to a fee of £50 in addition to the cost to change the Travel arrangements payable to the Show Team. Prior to the 1 October 2017 there may be no charge, unless you have confirmed your flights. The Show Team will notify the buyer the total costs to be incurred before proceeding with Travel change. All Travel change charges will be charged to the Gold Business Guest.

    3.3 Each Gold Business Guest who is arranging their own travel will provide their travel details to the Show Team by 1 October 2017. Gold Business Guest’s own travel must allow attendance at the Exhibition that completes the obligations with regards to Pre-Scheduled Appointments.

    3.4 The Show Team will provide the Gold Business Guest with transfers from the hotel to the event venue each morning as per the transportation schedule.

    3.5 The Show Team will provide the Gold Business Guest with the offered number of nights’ accommodation in Bangkok (depending on the package offered) during the Exhibition. This will be on a room only basis. The Show Team 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.

  • 4. Cancellation by the Gold Business Guest

    4.1 Replacements: Accepted invitations to Gold Business Guests are non-transferable. In instances where a Gold Business Guest needs to cancel their participation prior to 1 October 2017, they may request that a colleague from their organisation attends as a replacement on the condition that the replacement completes the application form and is accepted by the Show Team. In this instance, a cancellation fee will not apply to the original buyer unless the flight has been confirmed and ticketed. If the substitution is made after the cancellation date, cancellation charges or charges to change confirmed Travel arrangements will apply. If the substitution is not accepted, the usual cancellation charges will apply to the original Gold Business Guest.

    4.2 Cancellation of attendance: Whilst not encouraged, Gold Business Guests may cancel their attendance to the Exhibition with no penalty on or before 1 October 2017, unless a published flight has been booked in agreement with the Gold Business Guest.
    • If the Gold Business Guest cancels on or before 1 October 2017 and has agreed to the terms of a published flight, the cost of the flight will be charged.
    • Cancellations received after 1 October 2017 and before 31 October 2017 will incur a fee of £500
    • Cancellations received on or after the 31 October 2017 will incur a fee of £750
    • Reed Exhibitions Limited will not reimburse flight costs for buyers who are Fully Hosted with a flight who cancel their participation.
    • Reed Exhibition Limited’s cancellation policy applies to buyers who are Fully Hosted with a flight.

    All cancellations must be received by the Show Team by email (sarah.gibson@reedexpo.co.uk) and must be acknowledged by the Show Team to be effective.

    4.3 A significant shortfall by the Gold Business Guest on their minimum commitment with respect to attending appointments shall be treated by the Show Team as a No Show and the Gold Business Guest will incur a No Show fee of £500.

    4.4 No Show: Gold Business Guests who do not inform the Show Team of their cancellation prior to the 31 October 2017 and do not attend the Exhibition will incur a No Show fee of £500.


    4.6 The Gold Business Guest agrees that the above charges are a reasonable pre-estimate of the loss suffered by Reed Exhibitions Limited in the event of the Gold Business Guest breaching these Terms and Conditions.

  • 5. Exclusion of Liability

    5.1 Reed Exhibitions Limited takes no responsibility:
    5.1.1 For Gold Business Guests who miss their in-cosmetics Asia flight/ travel arrangements;
    5.1.2 For the insolvency or failure of any airline company or hotel or ground handling company or other supplier;
    5.1.3 For flight/travel cancellation or delay;
    5.1.4 If the Gold Business Guest is refused permission to board the aircraft or other mode of transport, or is refused entry to any country.
    5.1.5 For any delay or loss of baggage or excess baggage charges - any subsequent dispute shall be directly between the Gold Business Guest and the airline.
    5.1.6 For hotel expenses (excluding the cost of the hotel room only) 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 Gold Business Guest or airline, where appropriate.

    5.2 The Gold Business Guest must obtain adequate travel insurance coverage for their stay and it is recommended in particular that Gold Business Guests take out adequate cancellation insurance to cover the instances referred to in paragraph 5.1, insurance for their baggage and medical insurance.

    5.3 Individual visa requirements, travel permits, other licences and inoculations will be the sole responsibility of the Gold Business Guest including any necessary costs incurred.

    5.4 Reed Exhibitions Limited, 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 or any other circumstances outside Reed Exhibition Limited’s or its subcontractors’ control which shall make it impossible or inadvisable for Reed Exhibitions Limited to hold the Exhibition at the time and place provided or makes it impossible to get the Gold Business Guests to the Exhibition or to provide flights, hotels, transfer appointments, events or other services to Gold Business Guests. Reed Exhibitions Limited reserves the right to re-schedule the Exhibition at another date and/or at an alternative site.

    5.5 Reed Exhibitions Limited shall not be liable to the Gold Business Guest 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 Gold Business Guests attendance at the Exhibition.

    5.6 Reed Exhibitions Limited shall not be liable for the death or personal injury of any Gold Business Guest save where such liability cannot be excluded under English law.

    5.7 Reed Exhibitions Limited’s liability to the Gold Business Guest or in respect of their attendance at the Exhibition under these Terms and Conditions whether in contract, tort or otherwise shall not exceed £1000.

  • 6. General information - Gold Business Guests

    6.1 Completion of the above contract to become a Gold Business Guest at the Exhibition does not automatically guarantee a place on the Gold Business Guest Programme. Applicants will be notified 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.

    6.2 Successful applicants will only be accepted as Gold Business Guests if they have read and agreed to these Terms and Conditions.

    6.3 All sections of the contract must be completed. Failure to do so will result in the application not being processed.

    6.4 Persons accompanying the Gold Business Guest are not included in any offers regarding the Gold Business Guest Programme.

    These Terms and Conditions and any dispute, controversy, proceedings or claim of whatever nature arising out of or in any way relating to them, 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.

    6.6 By agreeing to these Terms and Conditions, you are consenting under all relevant data protection legislation to the Show Team communicating with you by telephone, fax, email and by post and using your personal information for internal processing and for disclosure to third parties such as travel operators, hotels and Exhibitors in connection with your attendance at the Exhibition. In addition, we may use your details to invite you to other events organised by Reed Exhibitions Limited or its group to offer you other relevant products and services supplied by Reed Exhibitions Limited’s group or third parties. Please contact Tel: +44 (0)20 8271 2122 or email incosasiateam@reedexpo.co.uk
    at Reed Exhibitions Limited if you do not wish your personal information to be used in any of the ways mentioned above.

     “Gold Business Guest”, "Hosted Buyer" and "in-cosmetics Asia" are registered trademarks of Reed Exhibitions Limited/Elsevier Properties S.A. and are used under licence.

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