Hosted Buyer Agreement

On behalf of the Global Meeting & Incentive Travel Exchange (GMITE) evaluation committee, I am pleased to notify you that you have been selected as a Hosted Buyer (‘Buyer’) to participate in this exclusive event being held at the Chateau Elan and Winery in Braselton, Georgia, May 6-9, 2025.

Your acceptance as a GMITE participant includes:

• Complimentary round-trip economy class airfare (current lowest available, up to $500)
• Three nights’ accommodation at Chateau Elan and Winery (May 6, 7 & 8th)
• Airport transfers to and from airport on arrival and departure days
• All hosted meals and networking activities
• Personalized schedule of 20-minute, 1:1 meetings with leading suppliers
• Hosted meals and networking activities

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.

TERMS & CONDITIONS

1. As a fully hosted buyer, your participation entitles you to complimentary economy class airfare (current lowest available, up to $500), three (3) nights’ accommodation (May 6, 7 & 8), and official GMITE hosted meals and networking activities. GMITE will organize all accommodation and airport transfers to and from Atlanta airport.

2. You will schedule appointments with participating suppliers as outlined in your upcoming Welcome Letter. You agree to attend all scheduled appointments, meal functions (breakfasts, lunches, and dinners), networking events & program activities. Please note that if you have not scheduled your minimum # of appointments, you will be assigned additional appointments by the GMITE team.

3. Buyer agrees to complete a minimum of 25 appointments. You will complete an online company profile to 100% and pre-select companies to meet with onsite within our hosted buyer website when prompted by event management. If you do not select the requested minimum number of meetings, additional meetings will be assigned by GMITE.

4. Buyer agrees to attend all scheduled one-to-one meetings, official hosted meals (breakfasts, lunches, and dinners), networking events & program activities. Buyer also agrees to continue communication post-event as agreed-upon with suppliers. 

5. TRAVEL ARRANGEMENTS: Buyers are responsible for their own travel insurance and airport transfers (including airfare above $500) as it is not covered by GMITE.  Additional items that are not covered include: flight/hotel upgrades, shoulder nights (outside May 6th & May 9th) baggage fees, personal effects and incidentals, non-event transfers, customs, passport and visa fees as applicable. For hotel/upgrades and shoulder nights, and flight requests above the lowest available economy fare, buyers will be required to 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 own expense. 
    
   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 $500. Buyers 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 (May 6,7,8 & 9) and will not reimburse tips. 

6. Should Buyer wish to book their own airfare, GMITE will reimburse up to the outlined airfare budget ($500). Buyer must provide 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. All reimbursements are contingent upon the Buyer’s full participation in appointments and the scheduled agenda activities. If Buyer 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: Buyer would be responsible to make his/her own arrangements at his/her own expense.  

7. Please note staying at an alternate hotel and/or booking shoulder nights are at the expense of the attendee/buyer.

8. Buyer understands that their contact information will be shared with participating attendees.

   CANCELLATION FEES/SUBSTITUTIONS

   5a) There will be a cancellation fee for attendees/buyers who cancel their participation at GMITE. 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 April 3rd, 2025	$0
Cancellation after April 3rd, 2025	$500 plus air ticket cost

 

5b) Substitutions: Event management will consider nominations for a cancelled buyer’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 you 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 buyer/buyer’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 buyer is still responsible for the cost of their original ticket and a new ticket will be purchased by GMITE for the substitute buyer.  
 
The substitute buyer will be required to sign a hosted-buyer agreement and abide by all above terms and conditions. 

• 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.

• 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

Note: 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.

BUYER CONFIRMATION AGREEMENT

 

I affirm, by signing this document, I agree to the Terms & Conditions including the Cancellation Policy and Failure to Comply.