On behalf of Questex’s Hotec Operations 2026 (“Hotec”) evaluation committee, I am pleased to confirm that you have been selected as a Hosted Buyer (“Buyer”) to participate in this exclusive event being held at Rancho Bernardo Inn, San Diego, California from June 8-10, 2026.
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As Buyer, your participation entitles you to complimentary economy class airfare (current lowest available, up to $450.00), and three (3) nights’ accommodation (June 8, 9,10). Hotec will make airfare and accommodation arrangements.
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Buyer agrees to complete a minimum of 18 appointments on June 9 & 10. Buyer will complete their company profile and pre-select companies to meet with onsite. If the schedule does not meet minimum requirements, Buyer will be assigned additional appointments by Hotec.
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Buyer agrees to attend all scheduled one-to-one meetings, official hosted meals (breakfast, lunch, and dinner), networking events and program activities.
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Buyer agrees to continue communications post-event as agreed-upon with participating suppliers.
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Buyer understands that their contact information will be shared with participating attendees.
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TRAVEL ARRANGEMENTS
Buyer will be responsible for their own airport transfers, travel insurance, flight/hotel upgrades, shoulder nights, baggage fees, incidentals, non-event transfers, and, if applicable, customs, passport, and visa fees. For hotel upgrades and shoulder nights, and flight requests above the lowest available economy fare, Buyer must provide payment to event management at the time of booking.
Buyer will be contacted by our travel coordinator and provided with flight options 8-10 weeks prior to the event. Buyer will review and approve the flight itinerary within three (3) business days. Once confirmed, any changes to travel will be at Buyer’s expense.
Should Buyer wish to book their own flights, Hotec will reimburse up to the outlined airfare budget. Buyer must provide confirmed flight itinerary to event management 21 days before the event. Reimbursement will be provided 30 days after the end of the event upon Buyer’s submission of an invoice and receipt. Questex will not be responsible for rebooking any flights booked by Buyer should the flight be cancelled.
If Buyer opts to drive, Buyer should advise the Hotec event management 21 days before the event. Mileage reimbursement will be provided 30 days after the end of the event based on current IRS mileage rates and for round-trip mileage from Buyer’s home to the event property, up to the outlined airfare budget. Buyers must submit a map (Google, Apple Maps, or similar) showing the route traveled, along with an invoice for total miles traveled. Buyer should inform event management 21 days before the event if parking is needed so that event management may plan for parking. Questex will assume costs for hotel parking during event days and will not reimburse tips.
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CANCELLATION OR SUBSTITUTION
In event of cancellation after the airline ticket is booked and accepted, the following fees will apply:
| Cancellation on or before April 7, 2026 |
Cost of airfare |
| Cancellation after April 7, 2026 |
$600 plus air ticket cost |
In the event of substitution, Hotec will consider nominations for a cancelled Buyer’s vacated position, provided nominees are qualified, meet or exceed established criteria, and have verifiable direct purchasing authority. The Substitute Buyer will be required to sign the hosted buyer agreement and abide by the terms and conditions. Once the Substitute Buyer is confirmed, the cancellation fee for the original Buyer will be waived.
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FAILURE TO COMPLY
If Buyer violates clause three (3) of the terms and conditions, or is a no-show to the event, Buyer will be considered in breach of this agreement. Failure to comply will require Buyer to reimburse event management $600.00 plus the cost of booked airfare, if applicable, to offset costs of participation.
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COVID-19 WARNING
An inherent risk of exposure to COVID-19 exists in any place where people gather. COVID-19 is an extremely contagious disease that can lead to severe illness and death. You assume all risks, hazards, and dangers arising from or relating in any way to the risk of contracting a communicable disease or illness—including, without limitation, exposure to COVID-19 or any other bacteria, virus, or other pathogen capable of causing a communicable disease or illness, whether that exposure occurs before, during, or after the event, and regardless of how caused or contracted—and you hereby waive any and all claims and potential claims against Questex and any companies affiliated with Questex relating to such risks, hazards, and dangers.