Hosted Buyer Hospitality Conditions and Regulations
REGULATIONS
1) Submission of the Application Form as a Hosted Buyer implies acceptance of the Terms and Conditions of Hospitality as outlined below.
2) Hosted Buyer status will be confirmed by Eureka MICE International via email to the applicant, specifying the granted complimentary services. Submission of the Application Form as a Hosted Buyer does not guarantee automatic acceptance.
3) The complimentary hospitality applies only to the services specifically indicated by Eureka MICE International in the confirmation email and is subject to the terms and conditions specified herein.
4) Any cost not explicitly stated in the confirmation email will be borne by the participating Hosted Buyer. This includes, but is not limited to:
a) additional consumption and personal expenses
b) any room upgrades at the hotel
c) any extensions of the stay
d) travel and health insurance
e) excess baggage fees and any other unspecified costs/expenses.
5) Extra expenses must be settled directly before departure.
6) Conditions of Hospitality
Complimentary hospitality is offered to the buyer under the following conditions:
a) Adherence to the scheduled appointments with Suppliers, as assigned by the Organizing Secretariat
b) No modifications to the order of appointments, including advancing or postponing them
c) Punctual participation in all functions (lunches, dinners) scheduled during the event
d) Strict adherence to the scheduled times for activities, including transfers.
7) It is strictly prohibited, during the entire duration of the event, to meet or engage with non-accredited operators, or to participate in third-party programs or initiatives (such as site inspections) not included in the event program for which the buyers are hosted.
8) Failure to comply with any of the conditions outlined above will result in the immediate revocation of "Guest" status, obliging the Buyer to pay the participation fee and any additional costs related to auxiliary products.
9) Cancellations
Cancellations must be notified via email to: buyer.office@eurekamice.com and will only be considered effective upon receipt of a written acknowledgment from the Buyer Office. No penalty will apply for cancellations received at least 30 days before the event.
10) No Show
A No Show penalty will be applied if the Hosted Buyer fails to comply with the appointment schedule and/or does not participate in any of the scheduled events. The No Show penalty is €500.00.
11) COVID-19 Cancellation
In the event of cancellation due to a COVID-19 infection, no penalty will be charged, provided a copy of the transgenic analysis is submitted at the time of cancellation.
12) Substitution
Hosted Buyer status is personal and non-transferable. In case of cancellation, a replacement may only be authorized by the Buyer Office if the person meets the qualification criteria. If the replacement is not accepted, the expected penalty will be applied to the original Hosted Buyer.
TERMS AND CONDITIONS OF HOSPITALITY
1) EMI - Eureka MICE International Ltd is pleased to host at its events qualified managers and decision-makers from associations, companies, or organizations with authority over their entity’s event portfolio, with events in planning, and interested in the participating destinations.
2) By submitting the Application Form as a Hosted Buyer, the candidate implicitly agrees to the Regulations and Terms and Conditions of Hospitality.
3) It is the responsibility of each Hosted Buyer to ensure they can travel on the selected dates and that they possess the necessary and valid travel documentation: passport, visas (if applicable).
4) Acceptance of the application will be confirmed via email by the Buyer Office. Eureka MICE International reserves the right to decline any application without providing reasons, although any refusal will generally be communicated by the Buyer Office directly to the applicant.
5) Eureka MICE International reserves the right to make changes to the format, content, and scheduling of the event. In the event of changes to the event format, the participation of Hosted Buyers will remain unchanged, and they will still be required to attend all scheduled appointments.
6) Eureka MICE International is not responsible for any inconvenience caused by changes, suspensions, rescheduling, or cancellations of travel by air or rail carriers, nor for the loss of luggage.
7) Eureka MICE International is not liable for any damages caused by:
- acts or omissions attributable to the Hosted Buyer;
- acts or omissions attributable to third parties, whether or not connected to the services provided to the Buyer, which are unforeseeable
or unavoidable;
- natural disasters or force majeure events beyond the control of Eureka MICE International, including (but not limited to): acts of war,
riots, civil disturbances, unavoidable technical issues with transport or airports, terrorist acts, natural or nuclear disasters, fires,
pandemics, infections, health emergencies, adverse weather conditions, or other unforeseeable events.
8) Unforeseeable Events
Eureka MICE International and its consultants/partners are not liable for damages resulting from the cancellation, postponement, or reduction, in whole or in part, of the event due to circumstances beyond their control. Likewise, they are not liable for loss, damage, or delays due to wars, theft, looting, terrorism, civil unrest, strikes, military activity, pandemics, health emergencies, or other conditions that make it impossible for Eureka MICE International to guarantee the event at the scheduled time and location.
9) Eureka MICE International cannot be held liable for any disputes with the host country, its sponsors, or other related entities regarding any aspect of the event that may cause damage to the Hosted Buyer.
10) By completing the Buyer profile, applicants agree to allow Eureka MICE International to electronically store their business data, contact details, and personal information in its database, and to publish the company profile in the digital catalog. Contact details will only be shared with suppliers who have a pre-scheduled meeting with the buyer during the event.
11) The Hosted Buyer grants Eureka MICE International permission to publish photos/videos of themselves taken during the event.
12) Jurisdiction
The courts of Malta shall have exclusive jurisdiction over any disputes relating to the terms and conditions outlined above.