Hosted Buyer Terms and Conditions

Program Inclusions

  • Complimentary economy-class flights from selected destinations (excluding individual buyers not traveling with a hosted group who are on the IMEX America long-haul travel program) up to the IMEX banding limit
  • Expenses if travelling by car (up to an agreed amount)
  • Transfers in Las Vegas: between airport/hotel/IMEX America if arriving on hosted buyer program dates
  • Accommodations in a 4/5 star hotel (room only) for your program dates
  • Access to the hosted buyer lounge (complimentary refreshments and Wi-Fi)
  • Free access to educational sessions

Program Exclusions

  • Meals
  • Any personal extras at the hotel. These should be settled directly with the hotel upon your departure
  • Hotel upgrades
  • Taxi fares if arriving / departing outside hosted buyer program dates or if a transfer was provided • Visa application fees
  • Travel Insurance - Ensure that you have comprehensive travel insurance to cover your trip to attend IMEX America. This should cover:
  • Cancellation, Alteration, Curtailment, Rearrangement or Replacement – in the event of illness, personal injury or circumstances beyond your control which prevent you travelling to or from the show as planned
  • Medical expenses – in the event that you need medical treatment or emergency repatriation
  • 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

Terms and Conditions

  1. Hosted buyers are required to attend the exhibition for the full program days (see opening hours). If you are planning to attend Smart Monday IMEX America will host you for an additional Monday night if your program dates do not already include it.
  2. Hosted buyers are requested to make a recommended minimum of 8 appointments with exhibitors per day – these can be made up of individual appointments, stand presentations and any pre-scheduled group appointments.
  3. Buyers cannot change groups after their application has been accepted and they have been confirmed into the Hosted Buyer Program.
  4. Travel schedules are organized by IMEX America to maximize a buyer’s time at the exhibition and it is expected that buyers adhere to these arrangements. Changes to these schedules should be requested in writing and are at the discretion of IMEX America. Once IMEX America has booked your flight the tickets are non-changeable.
  5. IMEX can only accept one application per buyer. In the event of more than one application being received, the first application will be processed.
  6. Cancellations and / or changes can only be accepted by e-mail or via the hosted buyer portal.
  7. Buyers who do not meet the qualifying criteria will be given the opportunity to attend as an attendee and may take advantage of discounted airfares and accommodations.
  8. Persons under the age of 21, and pets (except registered assistance dogs) are not permitted at IMEX America.
  9. IMEX America will host an additional night’s accommodations based on attendance at the exhibition for one extra day and subject to availability. On the additional day, IMEX America recommends that 6-8 individual appointments should be made. If you do not attend the exhibition or make any appointments with exhibitors, IMEX America will recharge the additional night’s accommodation cost to you for settlement.
  10. Hotel checkout is 10.00am on the day of your departure unless otherwise agreed by the hotel. Failure to checkout by this time may result in you being charged an additional fee by the hotel.
  11. By agreeing to these terms and conditions you are also agreeing to your IMEX America-allocated hotel.
  12. In order to book flights and hotels IMEX will send your full passport name and date of birth to the airlines and IMEX hosted hotels. Please refer to our privacy policy for more information on how we keep your information secure here. Existing medical conditions and fitness to travel must be declared prior to IMEX arranging flights otherwise travel insurance could be rendered null and void. IMEX will have no responsibility for any default in insurance cover in respect to the hosted buyer.
  13. Hosted buyers should have permission to travel from the company they are representing. IMEX America accepts no responsibility for the hosted buyer if they do not have permission to travel.