On behalf of the Caribbean & Mexico Meetings and Incentive Travel Exchange (CMITE) evaluation committee, I am pleased to notify you that you have been selected as one of a limited number of buyers invited to participate in this exclusive event being held at the Grand Hyatt Baha Mar in Nassau, Bahamas, August 25-28, 2025.
Your acceptance as a CMITE participant includes:
- Complimentary roundtrip economy class airfare from your home city to Lynden Pindling International Airport (least expensive economy fare). Our travel agency PAR AVION will be handling all flights and will contact you in July to move forward with the process.
- Airport transfers to and from Lynden Pindling International Airport and to the Grand Hyatt Baha Mar.
- Three nights’ accommodation at Grand Hyatt Baha Mar
- All hosted meals and networking events
To complete the confirmation process, please read this letter in its entirety and complete the third page of this letter. Completion of this invitation to CMITE obligates you to the Terms and Conditions outlined below.
TERMS & CONDITIONS
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As an attendee/buyer, your participation entitles you to complimentary economy class airfare to Lynden Pindling International Airport from your home city (arriving on August 25 and departing on August 28, (least expensive economy fare); three (3) nights’ accommodation in a standard room at the Grand Hyatt Baha Mar (August 25,26,27), airport transfers from Lynden Pindling International Airport and official CMITE hosted meals (breakfast, lunch, and dinner) and networking events. CMITE will organize all air, accommodation, and airport transfers.
- Please make sure to review and approve your flight itinerary as soon as it is sent to you. Air itinerary will be sent via email to you for review and approval. Buyer must respond with approval within 72 hours of receiving to confirm air itinerary. PLEASE NOTE: Once you confirm and ticket your air, any changing or altering of ticket will be at your expense, including changes necessitated on departure due to insufficient time allowed to check in.
- If you are not arriving on the official arrival and departure dates (August 25 and August 28) airport transfers will not be provided. Please note that booking shoulder nights are at the expense of the attendee/buyer.
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As an attendee/buyer, you agree to complete a minimum of 18 appointments on August 26 and August 27, attend all scheduled meal functions during the event, as outlined in your upcoming Confirmation Kit. Please note that if you have not scheduled a minimum of 18 appointments, you will be assigned additional appointments by the CMITE team.
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Attendees/buyers are responsible for their own travel insurance, as it is not covered by the CMITE organizers. Additional items that are not covered include: flight/hotel upgrades, shoulder nights, baggage fees, customs fees, passport or Visa fees, personal effects and incidentals. For hotel/upgrades and shoulder nights, buyers will be required to provide payment to event management at the time of booking.
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Buyers agree to conduct themselves in a professional manner to best represent their meeting and incentive business and clients during attendance at CMITE. Buyers agree to a policy of non-solicitation for personal or professional gain. Solicitation at the event by a buyer is strictly prohibited and selling of advertising, products or services will not be permitted. Buyers who violate these terms will be required to reimburse the event for all fees associated with event participation.
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CANCELLATION and FAILURE TO COMPLY
- There will be a cancellation fee of $500.00 USD for attendees/buyers who cancel their participation in CMITE after July 20, 2025. This fee will be applicable if you do not arrange for an equally qualified person to replace you. The selection committee may consider nominations for your 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 $500.00 USD cancellation fee will be waived.
The substitute buyer will be required to sign a hosted-buyer agreement and abide by all above terms and conditions.
- In addition to the cancellation fee of $500.00 USD, you will also be charged for the cost of your cancelled airline ticket. Should a suitable and approved substitute be secured, the $500.00 USD cancellation fee will be waived. However, note that you will still be responsible for the cost of the cancelled airline ticket.
- If you fail to attend any of your pre-scheduled appointments, hosted meals and networking functions without prior approval of the event organizers, you will be considered in breach of contract. Failure to comply with these requirements will constitute a breach of this agreement and you will be required to reimburse the event organizers for the cost of your participation. A credit card is required to secure your place in the event; however, your credit card will ONLY be used in the event of non-compliance with these Terms and Conditions.
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Please provide a valid cell phone number so that we may be able to reach you while on site at CMITE.
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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.
Andrea Hutchinson
Industry Relations Director