Terms And Conditions

  1. Reservations
    • 1.1   Bookings can only be made via this website.
    • 1.2   Manual registrations cannot be accepted.
    • 1.3   Fully paid ITM buyer members and invited VIPs only can attend the conference free of charge
    • 1.4   Due to space restrictions and in the interests of maintaining a balance of buyers and suppliers a maximum of only three delegates per ITM Supplier Company may attend. Independent subsidiaries shall constitute a 3 delegation allowance
    • 1.5   All delegates shall pay their own travel, accommodation and subsistence costs unless specifically stated otherwise
    • 1.6   Unfortunately, unlike in previous years ITM is unable to provide complimentary delegate transport either to or from the 2010 Conference. We therefore recommend you make your travel plans now to ensure you can take advantage of cheaper pre-purchased fares available to/from London.
    • 1.7   Business travel buyers who are not members of ITM may attend the event by paying the relevant fees.
    • 1.8   Industry Practitioner (IP) members of ITM may attend the conference by paying the relevant fees or may attend as a Sponsored Buyer member if representing a recognized travelling organisation and approval from a representative buyer from that organisation has been provided to ITM. Approval must be in the form of an e-mail to the Chief Executive Officer of ITM from the client authorising the Industry Practitioner to attend on their behalf and badged in the sponsor buyer’s company name. ITM’s decision on the qualification of any applications by Industry Practitioners to attend as "sponsored buyers" is final. IP members attending as "Sponsored Buyers" are then treated as buyer delegates and all terms and conditions applying to buyers apply to IP’s. For example they must attend the "ITM Exchange" 1-2-1’s and failure to do so will result in charges as detailed within these terms.
    • 1.9   The conference is not open to Industry Practitioners or Suppliers who are not members of ITM
    • 1.10   ITM reserves the right to deny admission to the conference; the decision of the ITM Chief Executive Officer in this respect is final.
  2. Payments
    • 2.1   Payment will only be accepted by personal or company credit card.
    • 2.2   Payment by cheque or bank transfer cannot be accepted.
    • 2.3   A VAT invoice will be dispatched upon receipt of your registration, including acknowledgement of payment.
    • 2.4   Payment will be taken in £ Sterling
    • 2.5   Payments will show on your credit card statement as "BSI"
  3. Cancellation Charges
    Whilst we appreciate that occasional difficulties do arise in terms of nominated delegates being unable to attend, space at the conference is limited and costs are incurred for each delegate place regardless of attendance. Whilst the Conference Office will try and deal with each individual situation as flexibly as possible, the following terms and conditions should be noted and ITM reserves the right to apply cancellation charges by default.

    • 3.1   Buyer delegates and "Sponsored Buyer" IP delegates
      • 3.1.1   Should a buyer delegate cancel their attendance after 1st February and before midnight on 28th February 2010, a cancellation fee of £100 + VAT will apply.
      • 3.1.2   Should a buyer delegate cancel their attendance from 1st March 2010, a cancellation fee of £250 + VAT will apply.
      • 3.1.3   A Buyer delegate may designate an appropriate substitute, approved by the ITM Chief Executive Officer, to attend in his/her place, at any time, at no additional charge, providing that the replacement is a bona fide travel buyer/manager with the same organization and a valid ITM member.
      • 3.1.4   ITM reserves the right to refuse registration from any delegate or nominated substitute delegate.
      • 3.1.5   Any Buyer delegate failing to attend "ITM Exchange", the speed networking session with Suppliers will be charged £250 + VAT , with this sum being deducted from the credit card used for payment automatically. Permission for this charge to be made is deemed granted by accepting these terms and providing a credit card. The sum collected could be used by ITM to support sponsors who have supported the conference on the basis of one-to-one sessions.
      • 3.1.6   ITM’s decision regarding whether or not to impose the fine for non-attendance at the Exchange session is final and cannot be challenged.

    • 3.2   Supplier / IP delegate:
      • 3.2.1   Any Supplier / IP delegate cancelling after 1st February and before midnight on 28th February 2010 will incur a 50% charge of the delegate rate paid
      • 3.2.2   Any Supplier / IP delegate cancelling from 1st March 2010 will incur a 100% charge of the delegate rate paid.
      • 3.1.5   A Supplier / IP delegate may designate a substitute to attend in his/her place, at any time, at no additional charge, providing that the replacement is a bona fide travel supplier / IP with the same organization and an ITM member.

    • 3.3   Accommodation cancellation
      • 3.3.1   Accommodation is confirmed at the time of registration and although credit card details are taken to guarantee rooms they will not be charged until you check in at the hotel.
      • 3.3.2   Whilst you may book accommodation through the ITM registration site, the contract for your booked accommodation will be between the hotel and yourself. The booked hotel cancellation policy and terms will apply and must be adhered to.
      • 3.3.3   Details of each individual hotel’s terms and conditions can be found on the terms and conditions page of this website and the accommodation page. You will also be asked to accept their terms and conditions when you confirm your reservation.
      • 3.3.3   All amendments or cancellations to accommodation bookings must be made through BSI, unless otherwise stated on the individual hotel’s terms and conditions.
      • 3.3.4   Although we will make best endeavours to ensure that delegates are placed in the hotels of their choice, ITM reserves the right to provide alternatives where required to do so and will endeavor to communicate any changes to you as soon as reasonably possible.
      • 3.3.5   ITM will not accept responsibility for any charges arising from any amendment or cancellation of bookings by delegates for the ITM Conference.
      • 3.3.6   It is the responsibility of the individual delegate to read, understand and abide by the terms of each hotel’s policy.

  4. At the Conference
    • 4.1   All delegates must attend all scheduled sessions
    • 4.2   No delegate may arrange or host any gathering or function during the ITM Conference that ITM deems to conflict with the integrity of the event, or which prevents delegates from attending official activities scheduled within the conference programme. ITM's decision in this matter is final.
    • 4.3   Certain conference sessions will be filmed for distribution to ITM members via the ITM website and through other channels as directed by ITM. Delegates’ approval for their images to be used is deemed to have been received unless the conference office is advised to the contrary by no later than 1st March 2010.
  5. SpotMe
    • 5.1   All delegates are required to use the SpotMe handsets provided for the purpose of participating in voting and networking activities
    • 5.2   Handsets will be provided at the beginning of the conference, and will be your responsibility for the duration, to be returned to the official SpotMe desk only
    • 5.3   Any handsets which are not returned are liable for a charge of £300 + vat. By accepting these terms and providing your credit card details as a guarantee for this handset, you automatically agree to be charged £300 + VAT for any unreturned handset. ITM’s decision on this matter is final. There is no mandatory requirement at conference to take a handset and you do not need to notify us in advance of your decision.
    • 5.4   ITM will not accept liability for loss, theft or damage to Spot Me sets
  6. Indemnity
    • 6.1   ITM reserves the right to change the conference/workshop content, timing, or speakers without notice.
    • 6.2   The event may be postponed or cancelled by ITM for any reason. If such a situation should occur ITM will endeavor to reschedule the conference. However ITM cannot be held responsible for any cost, damage or expenses, which may have been incurred by the delegate as a consequence of the conference being postponed or cancelled.
    • 6.3   ITM strongly urges all delegates to make adequate insurance arrangements to cover any/all such eventualities.