Hosted Buyer Program

Please read these terms and conditions carefully.

1. Definitions

In these Terms and Conditions the following words shall have the following meanings unless the context otherwise requires:

  • TRAVEL SOUTH USA INTERNATIONAL SHOWCASE 2017” or “International Showcase” means the show to be held at the Charleston Area Convention Center from November 28 - 29, 2017 which is owned and organized by Travel South USA.
     
  • “Show Team” means the TSUSA team for the Showcase at Travel South USA, 3500 Piedmont Road NE, Suite 210, Atlanta, Georgia, 30305, United States.
     
  • "Exhibitors" mean travel suppliers who have contracted with Travel South USA to take part in TRAVEL SOUTH USA INTERNATIONAL SHOWCASE 2017.
     
  • “Hosted Buyer” means the international buyer who has applied to be a Hosted Buyer has agreed to these Terms and Conditions and has been accepted by Travel South USA to attend the International Showcase as a buyer or promoter of travel and events products and services where complimentary accommodation, transfers and flights are provided by Travel South USA and shall include Hosted Buyers ("with flights" and "without flights").
     
  • “Pre-Scheduled Appointment Program” means the appointment program operated by Travel South USA to coordinate the appointments of the Hosted Buyer with Exhibitors during the Exhibition and “Pre-Scheduled Appointments” shall be conducted accordingly.
     
  • “Super FAM Tour Participation” means the familiarization tours offered by Travel South USA for the Hosted Buyer following the International Showcase.
     
  •  “No Show” refers to a Hosted Buyer who does not make the required number of appointments and is reported by the relevant exhibitors as a “No Show,” or a Hosted Buyer who misses 2 or more appointments per day of attendance or does not inform us of a cancellation prior to the October 30, 2017.
     
  • “Travel” means transportation arranged by Travel South USA or its affiliates by air or bus as appropriate for the use of Hosted Buyers. For the avoidance of doubt, it does not include transportation by private vehicle or any transportation not arranged by Travel South USA or its affiliates.


2. Hosted Buyers 

2.1 Hosted Buyers (with travel):

  • Return / Round-trip economy travel from selected destinations. Return travel will be booked to the same port.
     
  • Accommodation (room and tax only), at one of the host hotels for up to four (4) nights unless otherwise agreed (one room per company) . Confirm accommodations under the "Update Travel Info" tab in My International Showcase.
     
  • Return / Round-trip transfers from the Charleston International Airport and the hotel.
     
  • Pre-scheduled appointments with exhibitors of your choice and destination presentations in the Travel South USA online portal.
     
  • Entry to official International Showcase meals and networking events.
     
  • Refreshments in the International Showcase lounge.

2.2 Hosted Buyers (without flights)

  • Accommodation (room and tax only), at one of the host hotels for four (4) nights unless otherwise agreed (one room per company). Confirm accomodations under the "Update Travel Info" tab in My International Showcase. 
     
  • Return / Round-trip transfers from Charleston International Airport and the hotel.
     
  • Pre-scheduled appointments with exhibitors of your choice and destination presentations in the Travel South USA online portal.
     
  • Entry to official International Showcase meals and networking events.
     
  • Refreshments in the International Showcase lounge.

2.3 As a condition of receiving the complimentary services from the Show Team, Hosted Buyers will be required to:

  • Actively participate in the Pre-Scheduled Appointment Program; Hosted Buyer will be required to select a minimum number of appointment requests, completing the number of appointment selections within the stated timeframe given by the Show team
     
  • Have the required minimum number of appointments per day scheduled
     
  • Attend all scheduled appointments, education and networking sessions scheduled by the Show Team and included by the Show Team in the Travel South USA online portal.
     
  • Rearrange directly with the exhibitor if an appointment is missed
     
  • Wear business dress as a condition of entry to the Exhibition.
     
  • Meet a minimum of ten (10) Pre-Scheduled Appointments (PSA) per day of attendance at the show
     
  • Conduct Pre-Scheduled Appointments individually or with 2nd delegate as approved by Travel South USA.

2.4 Failure to comply:

Failure by any person to comply with the requirements stated above may result in a review of the person’s Hosted Buyer status and / or exclusion from the International Showcase Hosted Buyer Program and future International Showcase Hosted Buyer Programs without refund of any sums that may have already been paid by that person. A significant shortfall by the Hosted Buyer on the minimum commitment with respect to attending appointments shall be treated by the Show Team as a cancellation and cancellation fees will apply (see “Cancellations” section below). Attendance at the above will be monitored on site by the Show Team.


3. Travel and Accommodation for Hosted Buyers 

3.1 The Show Team will supply the Hosted Buyer (with travel) with a return/ roundtrip travel from designated point(s) of departure to the Charleston International Airport either directly or connecting through appropriate airports. Travel will be arranged on dates suitable for attendance at the show. Please note that these arrangements are non transferable. The travel times will be allocated to ensure maximum time at the Exhibition. Travel changes requested by the Hosted Buyer (with travel) are subject to availability and cancellation of travel may incur a fee (see “Cancellations” section below). Any additional costs in reaching the agreed departure port will be the responsibility of the Hosted Buyer. All travel provided by the Show Team shall be standard economy fare. No upgrades are available.

3.2 Travel changes: Travel change requests will be considered on a case by case basis. Travel South USA reserves the right to charge for travel changes. All travel changes are subject to a fee of $50.00 USA in addition to the cost to change the travel arrangements payable to the Show Team. Prior to the 30th of October 2017 there may be no charge. The International Showcase Show Team will notify the buyer of the total costs to be incurred before proceeding with travel change.

3.3 Each Hosted Buyer (without travel) who is arranging their own travel will provide their travel details to the Show Team by the 13th of November 2017. Travel must allow attendance at the show that completes the obligations with regards to Pre-Scheduled Appointments.

3.4 The Show Team will provide the Hosted Buyer with return transfers from the Charleston International Airport to the hotel as per the transportation schedule.

3.5 The Show Team will provide the Hosted Buyer with the offered number of nights’ accommodation at one of the host hotels (depending on the package offered) during the show. This will be on a room and tax only basis. The Show Team will not be responsible for extra room costs incurred during the stay. Any room upgrades will be solely at the discretion of the hotel management.


4. Cancellation by the Hosted Buyer

4.1 Replacements: Accepted invitations to Hosted Buyers are non-transferable. In instances where a Hosted Buyer needs to cancel their participation prior to 30 October 2017 they may request that a colleague from their organization attends as a replacement on the condition that the replacement completes the application form and is accepted by the Show Team. In this instance, a cancellation fee will not apply to the original buyer unless the flight has been confirmed. If the substitution is made after the cancellation date, cancellation charges will apply. If the substitution is not accepted, the usual cancellation charges will apply to the original Hosted Buyer.

4.2 Cancellation of attendance:  Hosted Buyers may cancel their attendance at the International Showcase with no penalty on or before the 30th of October 2017. Cancellations received after 30th of October 2017 will incur a fee equal to the amount of airfare purchased on behalf of Hosted Buyer. All cancellations must be received by the Show Team by email (intl_showcase@travelsouthusa.com) and must be acknowledged by the show team to be effective.

4.3 A significant shortfall by the Hosted Buyer on their minimum commitment with respect to attending appointments shall be treated by the Show Team as a No Show and the Hosted Buyer will be subject to termination of Hosted Buyer status.

4.4 No Show: Hosted Buyers who do not inform the Show Team of their cancellation prior to the 30th of November 2017 and do not attend Show will incur a no show fee of equal to the amount of airfare purchased on behalf of the Hosted Buyer and one (1) nights room and tax at the assigned host hotel (Francis Marion Hotel or the Courtyard by Marriott).

4.5 CANCELLATION OF ATTENDANCE FEES, NO SHOW FEES AND TRAVEL CHANGE FEES SHALL BE PAYABLE BY THE HOSTED BUYER. THE SHOW TEAM SHALL TAKE PAYMENT OF SUCH FEES FROM THE HOSTED BUYER’S CREDIT CARD (DETAILS OF WHICH MUST BE PROVIDED BY THE HOSTED BUYER UPON REGISTRATION). THE SHOW TEAM WILL PROVIDE THE HOSTED BUYER WITH A RECEIPT IN RESPECT OF SUCH CREDIT CARD CHARGES.

4.6 The Hosted Buyer agrees that the above charges are a reasonable pre-estimate of the loss suffered by Travel South USA in the event of the Hosted Buyer breaching these Terms and Conditions.


5. Exclusion of Liability

5.1 The Show Team takes no responsibility:

5.2 The Show Team’s liability to the Hosted Buyer or in respect of their attendance at the Exhibition under these Terms and Conditions whether in contract, tort or otherwise shall not exceed $1,000.00 USD

Post Event Familiarization Trips

5.3 Post Event Familiarization Trips are organized by the host destination.

  • Hosted Buyers are accepted by the host destination on the basis that they meet the criteria determined by the host destination
     
  • FAM Tour Travel is coordinated by the state tourism coordinators and the host destination
     
  • Accommodation is the sole responsibility of the host destination for the duration of the trip.
     
  • If you need to cancel your Hosted Buyer participation in a Post Event Familiarization Tour (Fam) with Travel South USA, then you must inform us in writing by email to intl_showcase@travelsouthusa.com
     
  • Cancellations received prior to the 30th of October 2017 do not incur a fee, unless travel has been agreed and confirmed. If travel has been confirmed, the cost thereof will be charged to the Hosted Buyer.
     
  • Cancellations received after 30th of October 2017 may incur a fee to cover costs incurred for travel and accommodation relating to the FAM Trip up to the date of cancellation and will be advised. Additional costs for revised travel may also be incurred and will be payable to Travel South USA.


6. General – Hosted Buyers

6.1 Completion of an on line or other application form applying to become a Hosted Buyer for the International Showcase does not automatically guarantee a place on the Hosted Buyer Program. Applicants will be notified by the Show Team if their application is successful. The Show Team's decision is final. Only one application form may be completed by each proposed participant and only the first application form will be accepted. Applicants must be over the age of 18.

6.2 Successful applicants will only be accepted as Hosted Buyers if they have read and agreed to these Terms and Conditions and have ticked the relevant boxes on the online application form and have provided their credit card details.

6.3 All sections of the application form must be completed. Failure to do so will result in the application not being processed.

6.4 All applicants for the Hosted Buyer Program are required to supply valid credit card details as part of the application.

6.5 Travel South USA and its International Showcase does not offer travel or accommodations for Hosted Buyer spouses, partners or guests.

6.6 Any disputes arising under these terms will be governed by United States law and are subject to the non-exclusive jurisdiction of the United States Courts.

6.7 By agreeing to these Terms and Conditions, you are consenting under all relevant data protection legislation to the Show Team communicating with you by telephone, fax, email and by post and using your personal information for internal processing and for disclosure to third parties such as travel operators, hotels and exhibitors in connection with your attendance at the Exhibition. In addition, we may use your details to invite you to other events organized by Travel South USA or its group to offer you other relevant products and services supplied by Travel South USA’s group or third parties. Please contact (404) 231-1790 or e-mail intl_showcase@travelsouthusa.com at Travel South USA if you do not wish your personal information to be used in any of the ways mentioned above.