On behalf of the Spatec North America (“Spatec”) 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 Pier Sixty-Six Resort in Ft. Lauderdale, FL, September 7-10, 2025.
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Your participation as Buyer entitles you to complimentary economy class airfare (current lowest available, up to $450), three (3) nights’ hotel accommodations (September 7, 8, & 9), and official Spatec hosted meals and networking activities. Spatec will arrange airfare and hotel accommodations. Buyer is responsible for airport transfers and other travel related expenses.
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Buyer agrees to complete a maximum of 20 appointments on September 8 and 9. Buyer will complete an online company profile to 100% and pre-select companies to meet with onsite via the event website when prompted by event management. If Buyer does not select the requested minimum number of meetings, additional meetings will be assigned by Spatec.
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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 is responsible for airport transfers, travel insurance, flight/hotel upgrades (including airfare above $450), shoulder nights, baggage fees, incidentals, 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 flight, Questex (Spatec’s owner) will reimburse up to the outlined airfare budget of $450. 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 self-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 of $450. Buyer must submit a map (Google or 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 (September 7, 8, & 9) and will not reimburse for tips.
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CANCELLATION OR SUBSTITUTION
If Buyer needs to cancel attendance for any reason, Buyer must notify event management. Cancellation fees are as follows.
| Cancellation after airfare is booked |
Cost of airfare |
| Cancellation between July 7 and September 6, 2025 |
$500 plus booked airfare cost |
In the event of cancellation, Spatec will consider nominations for a cancelled Buyer’s vacated position (“Substitute Buyer”), provided nominees are qualified, meet or exceed established criteria, and have verifiable direct purchasing authority.
If the original airfare is changeable, Buyer will be responsible for any fees associated with reissuing the ticket. If the airfare is not transferable, Buyer will be responsible for cancellation costs. Spatec will purchase a new ticket for the Substitute Buyer..
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.
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FAILURE TO COMPLY
If Buyer cancels on September 7 or later or does not show up to participate in the Spatec program, this is considered a failure to comply and will constitute a breach of this agreement. If Buyer violates clause three (3) of the terms and conditions – fails to attend any pre-scheduled appointments, hosted meals, and/or networking functions – Buyer will be considered in breach of this attendance agreement. A breach of the attendance agreement will require Buyer to reimburse event management $750.00 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.
Our team looks forward to welcoming you as a Hosted Buyer for Spatec North America in September!