On behalf of the ULTRA Summit evaluation committee, I am pleased that you can join us as a hosted advisor (Advisor) to participate in this exclusive event being held at the AVA Cancun September 16 – 19, 2026.
Please Note that participation in all official activities is required for Host Buyer participants.
To complete the confirmation process, please read this hosted-buyer agreement in its entirety and complete the last page of this letter. Signed completion of this agreement letter obligates you to the Terms and Conditions outlined below.
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As a fully hosted advisor, your participation entitles you to complimentary economy class airfare (current lowest available), three (3) nights’ accommodation, (September 16, 17 & 18) airport transfers to/from airport on arrival and departure days, (September 16 & 19) and official ULTRA hosted meals and networking events. ULTRA will organize all accommodation and airport transfers. Any deviations to arrival or departure dates, transportation to and from the resort will not be provided.
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Advisor will schedule appointments with participating suppliers as outlined in your Welcome Letter which you will receive closer to the event. Advisor agrees to complete no more than 24 appointments (minimum of 20 appointments), over Thursday, September 17 and Friday, September 18). Please note that if you have not scheduled your minimum number of appointments, you will be assigned additional appointments by the ULTRA team.
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Advisor agrees to attend all scheduled meal functions (breakfasts, lunches, and dinners), networking events & program activities. Advisor agrees to continue communication post-event as agreed-upon with suppliers.
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Advisors are responsible for their own travel insurance, as it is not covered by ULTRA. Additional items that are not covered include: flight/hotel upgrades, shoulder nights (outside September 16 and September 18), baggage fees, personal effects and incidentals, non-event transfers, customs, passport and visa fees as applicable. For hotel/upgrades and shoulder nights, buyers will be required to provide payment to event management at the time of booking. This includes airfare requested above the lowest available economy airfare.
- TRAVEL ARRANGEMENTS: Advisor will be contacted by our air coordinator and provided with flight options. You must review and approve your flight itinerary within 3-5 business days of receipt. Once advisors confirm air itinerary, any changing or altering of ticket/itinerary will be at advisor’s expense.
If advisor 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 advisor’s home to the event property up to the outlined airfare budget of $500. Buyers must submit a map (Google or Apple Maps or similar) showing the route traveled, along with an invoice for total miles traveled. Advisor 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 16, 17, & 18) and will not reimburse for tips.
Should advisor wish to book their own airfare, Ultra Summit will reimburse up to the outlined airfare budget ($500). Advisor must provide flight itinerary to event management 21 days before the event. Reimbursement will be provided up to 60 days after the end of the event upon Advisor’s submission of an invoice and receipt. Questex will not be responsible for rebooking any flights booked by Advisor should the flight be cancelled. All reimbursements are contingent upon the Advisor’s full participation in appointments and the scheduled agenda activities. If Advisor does not provide a flight itinerary a minimum of 21 days prior to the event, Event Management will not be responsible for transfers to and from the hotel property: Advisor would be responsible to make his/her own arrangements at his/her own expense.
If buyer is not staying at the host hotel or choose to book shoulder nights, airport transfers will not be provided. Please note staying at an alternate hotel and/or booking shoulder nights are at the expense of the attendee/buyer.
- Buyer understands that their contact information will be shared with participating attendees.
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CANCELLATION FEES/SUBSTITUTIONS
7a) There will be a cancellation fee for attendees/buyers who cancel their participation at ULTRA. Airfare is typically booked 6-8 weeks prior to the first day of the event. Once your airline ticket is booked and accepted, the following cancellation fee will be in effect.
| Cancellation on or before August 3, 2026 |
$0 |
| Cancellation after August 3, 2026 |
$500 plus air ticket cost |
7b) Event management will consider nominations for a cancelled Advisor’s vacated position, provided nominees are qualified and meet or exceed established criteria in addition to having direct verifiable purchasing authority. Should a suitable and approved substitute be secured, the cancellation fee will be waived, and Advisor will be responsible only for the cost of the cancelled airline ticket or ticket change fees.
If a substitute attendee is approved and the original air ticket can be changed, the Advisor/Advisor’s company is responsible for the change fees associated with re-using the air ticket. If the air ticket cannot be transferred, then the original Advisor is still responsible for the cost of their original ticket and a new ticket will be purchased by ULTRA for the substitute buyer.
The substitute buyer will be required to sign a hosted-buyer agreement and abide by all above terms and conditions.
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FAILURE TO COMPLY
Failure to comply on site with the requirements/behaviors outlined above will constitute a breach of this agreement and you will be required to reimburse event management for the cost of your participation ($750.00) plus the cost of your airline ticket. If you fail to attend any of your pre-scheduled appointments, hosted meals and networking functions, you will be considered in breach of this attendance agreement.
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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.