Inclusion in the Hosted Buyer Programme requires attendees to accept the following Terms & Conditions.

Terms and Conditions 2010

WHO IS THE BUYER PROGRAMME AIMED AT?

Meeting and Event Industry buyers are representatives of companies, associations, entities, parties and trade unions whose job is to organize conferences, conventions, incentive trips, meetings, trade shows or product launches and who are interested in finding out about/purchasing services for their events


A. HOSPITALITY PROGRAMMES FOR BUYERS

1. VIP Buyer Programme:
• Return 1st class train or economy airline ticket 
• Two nights' B&B accommodation in a 4-star hotel (30 June and 1 July)
• Transfers to/from the exhibition centre, to/from the airport or train station
• Welcome Kit (sponsored document holder, event programme, appointments diary, invitations to evening events, exhibition catalogue, useful information)
• VIP gift
• Inclusion in the Programme of Appointments with exhibitors at the fair
• Exclusive access to the Buyers’ Lounge
• Invitation to lunch in the reserved Buffet Area
• Dinners as per the programme
• Opportunity to take part in post BTC tours*

* Buyers interested in taking part in post BTC tours will be able to apply as soon as the programmes are published. Acceptance of applications will be confirmed by the post expo tour organisers, based on actual availability and applications received.
When selection has been completed, buyers will receive a confirmation e-mail with personalised travel details.

2. Fully Hosted Buyer Programme:
• Return 1st class train or economy airline ticket
• Two nights' B&B accommodation in a 4-star hotel (30 June and 1 July)
• Transfers to/from the exhibition centre, to/from the airport or train station
• Welcome Kit (sponsored document holder, event programme, appointments diary, invitations to evening events, exhibition catalogue, useful information)
• Inclusion in the Programme of Appointments with exhibitors at the fair
• Exclusive access to the Buyers’ Lounge
• Invitation to lunch in the reserved Buffet Area
• Dinners as per the programme
• Opportunity to take part in post BTC tours*

* Buyers interested in taking part in post BTC tours will be able to apply as soon as the programmes are published. Acceptance of applications will be confirmed by the post expo tour organisers, based on actual availability and applications received.
When selection has been completed, buyers will receive a confirmation e-mail with personalised travel details.

 3. Hosted Buyer Programme:
• Two nights' B&B accommodation in a 4-star hotel (30 June and 1 July)
• Transfers to/from the exhibition centre, to/from the airport or train station (for those who communicate their flight or train time details at least 10 days prior to the event).
• Welcome Kit (sponsored document holder, event programme, appointments diary, invitations to evening events, exhibition catalogue, useful information)
• Inclusion in the Programme of Appointments with exhibitors at the fair
• Exclusive access to the Buyers’ Lounge
• Invitation to lunch in the reserved Buffet Area
• Dinners as per the programme
• Opportunity to take part in post BTC tours*

* Buyers interested in taking part in post BTC tours will be able to apply as soon as the programmes are published. Acceptance of applications will be confirmed by the post expo tour organisers, based on actual availability and applications received.
When selection has been completed, buyers will receive a confirmation e-mail with personalised travel details.

 4. Trade Buyer Programme:
• Special prices for accommodation in official hotels
• Transfers to/from the exhibition centre, to/from the airport or train station (for those who communicate their flight or train time details at least 10 days prior to the event and book accommodation in official hotels).
• Welcome Kit (sponsored document holder, event programme, appointments diary, exhibition catalogue, useful information)
• Inclusion in the Programme of Appointments with exhibitors at the fair
• Exclusive access to the Buyers’ Lounge
• Invitation to lunch in the reserved Buffet Area
• Gala dinner (Thursday 1 July)

5. Services and costs chargeable to participants
All other costs and accessory expenses are at each attendee's expense, including, for example:
• Transfers with private vehicles
• Food and drinks consumed outside the Buyers’ Lounge, the Buffet Area and official dinners organised by BTC
• Flight and hotel upgrades
• Hotel accommodation for any extra nights
• Extra personal expenses
• Travel insurance
• Travel and accommodation for any accompanying guests

 6. How to enroll:

- Buyers interested in taking part in the programme are required to fill in the Hosted Buyer application form that can be downloaded from the www.btc.it website.

- Filling in the Hosted Buyer application form does not automatically guarantee participation in the BTC Hosted Buyer Programme.

The selection criteria are as follows:
• events organized;
• annual rotation
• annual budget allocated to events

- Acceptance of applications will be notified by e-mail. The organization's decision regarding acceptance of applications, based on the date on which the application form is received and on the possibility of arranging meetings of mutual interest with the exhibitors, is irrevocable.

- BTC will accept a maximum of two (2) attendees for each company or association. The main buyer will be hosted under the “fully hosted” conditions and the second delegate will be hosted under the “hosted” conditions. Both must keep appointments at the fair and must therefore have two separate diaries to be submitted at the end of each day of the event.

- The application form must completed in all its parts. Incomplete forms will be rejected.

- With notification of admission to the BTC Hosted Buyer Programme, buyers will receive a User ID and a password that will give them access to the Reserved Area of the www.btc.it, website, where they will have to complete their registration for the event.

- Candidates not included in the Hosted Buyer Programme will anyway have the chance to take part in the event – free of charge – in their capacity as visitors and to take advantage of the special BTC prices for hotel reservations.

- As soon as their application has been accepted, all the Hosted Buyers will be included in the Online Appointments Programme.

- Participation in the programme is non-transferable.

- Offers included in the Hosted Buyer Programme are not available for accompanying guests.

B. APPOINTMENTS PROGRAMME

1. The Buyers' and Exhibitors' appointments diaries are arranged according to working days. Each day consists of fifteen 30-minute slots.
2. Hosted Buyers undertake to complete 10 appointments a day. At least 8 of these 10 daily appointments must be planned before the trade fair, via the online diary. The remaining 2 daily appointments can be arranged beforehand in the same way, or chosen at the fair.
3. This year, BTC is offering the possibility of including participation in seminars in the diary, by pre-booking them via the reserved area of the website, instead of 4 of the non-compulsory appointments with exhibitors. At the end of the seminar, a sticker certifying attendance will be issued.
4. The Online Diary will enable Buyers to accept or refuse the exhibitors' requests for appointments or to suggest alternative times.
5. If several people from the same organization are taking part in BTC as Hosted Buyers, they must arrange their own appointments separately.
6. Hosted Buyers unable to keep their appointment commitments must contact the exhibitor concerned directly in order to fix the meeting at a more convenient time. Hosted Buyers in difficulty can ask the BTC Buyers' Office at the fair for advice.
7. During the fair, Hosted Buyers will receive the “Appointments Diary” form to be completed with the stickers that will be issued to all the exhibitors they meet, both those previously included in the appointments diary, and those chosen subsequently on site, during the fair.
8. At the end of each working day, Hosted Buyers must submit their "Appointments Diary", complete with stickers received from exhibitors, to the Buyer Office at the fair.
9. If the Appointments Diary is not submitted to the Buyer Office at the fair, or if the number of compulsory meetings with exhibitors (10 per day) has not been respected, BTC reserves the right to apply the penalty specified in cases of “No Show”.

C. TRAVEL AND ACCOMMODATION

1. Travel plan:

- Hosted Buyers will receive a travel and accommodation proposal from the Agency responsible for handling hospitality services. Hosted Buyers must confirm their acceptance of this plan in the Reserved Area of the website within 48 hours.

- Buyers will be charged with any extra costs resulting from changes made, at their request, to the travel plans proposed by BTC.

2. Guarantee

When Buyers confirm their travel itinerary and/or hotel booking in the "Travel and Accommodation Details" file for VIP and Fully Hosted Buyers and in the “Accommodation Details” file for Hosted Buyers (within the Reserved Area of the www.btc.it website), they will be asked to provide a guarantee to cover any cancellations or “no shows”. This guarantee involves sending the relevant credit card details, the corresponding “conditions of use” of which are specified here below, in point D “Cancellations and no shows”.

 3. Air, rail and bus transfers:

- BTC declines all responsibility in the following cases:
• If Fully Hosted Buyers miss the flight or train booked for them by BTC; 
• any inconvenience suffered by the Fully Hosted Buyer due to the delay, cancellation or suspension of the flights or trains booked by BTC;
• if any Fully Hosted Buyer has failed to notify his/her name correctly.
 
- Air tickets are name-dependent and non-transferable; the legs of the journey booked cannot be changed Any additional costs for reaching the departure airport or railway station is at the Fully Hosted Buyer's expense.

- Unused air tickets must be returned directly to the Organizing Secretariat.

- Possibility of transfers by bus from Milan and Rome to Rimini.

 4. Hotel accommodation:

- BTC offers 2 nights' B&B accommodation (30 June and 1 July) in a 4-star hotel for Hosted Buyers and in a 4-star S hotel for VIP Buyers.

- Hosted Buyers undertake to pay all extra hotel expenses before their departure. BTC reserves the right to take action against any Buyers who fail to fulfil this obligation.

5. Visas

The paperwork and the possession of all legal requisites for being issued with a visa are the sole responsibility of the Buyer, including any corresponding costs. On the www.btc.it website, Buyers will find a list of all the documentation required to be presented to the Italian Consulate in their own country. BTC cannot be held responsible if any Buyer is denied the right to embark or enter Italy.

6. Luggage

Any excess baggage charges, Customs fines or similar shall be the responsibility of each Hosted Buyer. BTC staff cannot be held responsible for the loss or delayed arrival of luggage during flights, or for any complaints or claims for which only the airline company shall respond.

D. CANCELLATIONS AND “NO SHOWS”

1. Cancellation penalties at the Hosted Buyers' expense:

- Any Hosted Buyers who, for reasons of “force majeure”, are unable to take part in BTC must notify the Hosted Buyer Office to that effect by email: buyer@btc.it. Such cancellations will be acknowledged by the Hosted Buyers Office by return e-mail.

- Any cancellations made after 14 May 2010 and up until 10 June 2010 will be subject to a penalty of € 200 (including 20% VAT).

- Any cancellations made after 11 June 2010 will be subject to a penalty of € 350.00 (including 20% VAT).

- Such sums will be charged to the Buyer's credit card, details of which were provided when the Buyer confirmed his/her participation in the event. The sum will be collected by the Organising Secretariat.

2. “No Show” penalties at the Hosted Buyers' expense: 

- Any invited buyers who are unable to take part in BTC and who fail to notify BTC to that effect in writing by Wednesday 30 June 2010, will be obliged to pay a penalty of €500 (including 20% VAT).

- Such sums will be charged to the Buyer's credit card, details of which were provided when the Buyer confirmed his/her participation in the event. The sum will be collected by the Organising Secretariat.

- Within one month of the conclusion of the event, BTC's Organizing Committee will send the corresponding invoice with details of the charges.

E. GENERAL CONDITIONS

1. Responsibility

BTC accepts responsibility in the event of death, physical injury or disease caused to the Buyer due to the negligence or omission of its own staff, agents or suppliers during the event.  BTC accepts responsibility for any damages caused to the individual buyer as a consequence of his/her participation in the event, except when the acts that cause the damage are not attributable to BTC because:

- The act or blame are attributable to the buyer

- The act or blame are attributable to third parties not connected with providing services to the buyer, or are unforeseeable or inevitable 

- The act or blame are due to natural calamities or to causes of “force majeure” beyond BTC's control including (but not limited to) war, revolts, uprisings, inevitable technical problems with transport, airport closures or congestion, terrorist activities, natural or nuclear disasters, fires or adverse meteorological conditions and unforeseeable events. 

- Each individual buyer is responsible for his own safety and security and for that of his personal belongings, for which adequate insurance is encouraged.

2. Unforeseeable events:

- BTC, its staff and its agents are not responsible for damages consequent on the cancellation, postponement or reduction of the event – in whole or in part – for reasons beyond their control; the same applies to any loss, damage or delay resulting from an act of war, thefts, looting, terrorist activities, riots, strikes, military activities or other circumstances in which it becomes impossible for BTC to guarantee the realization of the event at the times and in the places scheduled. 

- BTC reserves the right to change the programme of the event.

- In addition, BTC shall not be held responsible for any controversy that may arise with the host country, its sponsors or other bodies regarding any aspect of the event that may damage the buyer.

 
F. JURISDICTION 

Any dispute or legal problem shall be submitted to the jurisdiction of the Foro di Torino [Turin law court] regulated by Italian law.

G. HANDLING OF PERSONAL DATA

By accepting these general terms and conditions, you authorize BTC – in accordance with legislation relating to the processing of personal data (legislative decree 196/03 of Italian Privacy Law) – to communicate with you by telephone, fax, e-mail and regular mail and to use your personal data for internal processing and communications to third parties, such as travel agencies, airlines, hotels and exhibitors, associated with your participation in BTC (including, without any limitations, the processing of your credit card details for extra travel or hotel accommodation expenses not included in the hospitality pack offered, penalties for cancellations, no shows or failure to keep appointments).