Buyer understands that their contact information will be shared with participating attendees.
TRAVEL ARRANGEMENTS
Buyer is responsible for airport transfers, baggage fees, flight/hotel upgrades (including airfare above $500), incidentals, non-event transfers, shoulder nights, travel insurance, 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, Event 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 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. Buyer 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.
Substitution and Cancellation Policy
As a participating Buyer, you are bound to the Substitution and Cancellation Policy below. This supersedes the Event Attendee substitution and cancellation policies in the Terms and Conditions linked below.
Cancellation by Buyer: All cancellations must be submitted in writing via email and approved by Questex. In event of cancellation after the airline ticket is booked and accepted, the following fees will apply:
- Cancellation on or before March 15, 2027: Airfare cost
- Cancellation after March 15, 2027: $600 plus airfare cost
You acknowledge that the cancellation charge in accordance with this policy is your sole remedy in respect of any cancellation of your registration by you and all other liability is expressly excluded.
Substitute Buyer Registration: In the event of substitution, Event 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. All substitutions must be submitted in writing via email and approved by Questex. The Substitute Buyer will be required to sign the hosted buyer agreement and abide by the terms and conditions. Once Substitute Buyer is confirmed, the cancellation fee for original Buyer will be waived.
FAILURE TO COMPLY
If Buyer violates clause number three (3) of the Buyer Entitlements and Acknowledgements, 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 $1,000 plus the cost of booked airfare, if applicable, to offset costs of participation.