Hosted Buyer Terms and Conditions

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General

  • By completing and submitting the STAY WYSE Conference buyer application form, the applicant understands that his/her registration must be confirmed in writing by WYSE Travel Confederation.
  • The Hosted Buyer agrees to pay a EUR 149 non-refundable administration fee upon approval of application to secure registration.
  • The application for registration is not an offer and attending the STAY WYSE Conference may be restricted or cancelled by WYSE Travel Confederation for any reason.
  • The buyer understands that approval for a hosted buyer registration is subject to availability and ability to meet the set criteria. The final decision lies with WYSE Travel Confederation.
  • The buyer is responsible for all travel arrangements and costs incurred to, during and from the event unless the buyer has received a written offer from WYSE Travel Confederation informing them that flights and/or accommodation will be provided.
  • The buyer is responsible for securing and paying any fees in relation to a visa for The Netherlands.
  • The buyer understands that his/her organisation’s logo may be used to promote that organisation’s attendance at the conference and may be listed as a partner organisation.
  • The buyer agrees to provide breakdown of numbers sent per sector. The non-aggregated information is for internal use only.
  • The buyer understands that he/she must register for STAY WYSE Conference under the brand name provided in his/her buyer application form.
  • The buyer understands that his/her Marcom ACE profile must include the brand name used in his/her STAY WYSE Conference registration.
  • The buyer agrees to read in full the buyer section with its sub-pages on staywyse.org/buyers.
  • By registering for the STAY WYSE Conference, the buyer agrees to the general STAY WYSE Conference terms and conditions.
  • The buyer should contact buyers@wysetc.org with any further questions.

 Hosted accommodation and flights

  • In the event of hostel accommodation being hosted by WYSE Travel Confederation, the buyer is responsible for all additional charges other than overnight stay.
  • After accommodation is booked by WYSE Travel Confederation, the buyer is responsible for any fees or charges incurred due to change of stay.
  • The flights for approved hosted buyers will be reimbursed up to EUR 150 for flights with a flight time under four hours, these flights can be booked with any airline. Flights over four hours will be reimbursed up to EUR 1,000, wherever possible these flights must be booked with our corporate partner Emirates airlines. Valid only for economy class flights; round-trip – both flights must be on the same ticket. Reimbursements will be made within 14 days of the end of the conference and upon submission of flight receipts. Flights will not be reimbursed should the buyer fail to abide by these terms and conditions.
  • Hosted accommodation and flight reimbursements are limited to one delegate per organisation.
  • The buyer is responsible for any additional costs associated with travel and/or accommodation that extends beyond the conference dates.

 Participation

  • The buyer agrees to have secured 21 appointments with organisations that are selling accommodation (hostels, hotels, student accommodation, etc) one week prior to the event taking place.
  • The buyer must fully complete his/her profile on Marcom ACE within ten working days of receiving the login details.
  • The buyer must respond to business appointment requests within ten working days of receiving a request.
  • If a significant number of scheduled appointments are missed (no-shows), or not pre-scheduled, the buyer will be fully and solely responsible for a misconduct fee of EUR 30 per appointment missed or not scheduled, and for the total price of their hosted accommodation and flights.
  • The buyer understands that his/her presence is required at all official STAY WYSE Conference functions as indicated in the programme.
  • The Hosted Buyer registration is restricted to one delegate per organisation, a second delegate may participate at an additional fee of EUR 349. This excludes hosted flights and accommodation.
  • The buyer understands that all participant arrangements and/or changes must be submitted in writing and confirmed by WYSE Travel Confederation prior to the STAY WYSE Conference.
  • The buyer agrees not to use his/her attendance at the STAY WYSE Conference for his/her own commercial purposes by trying to sell or offer services or products to other event participants. Typically, buyers should only schedule appointments exclusively with sellers. The STAY WYSE Conference and WYSE Travel Confederation reserve the right to cancel any appointments between buyers meeting with buyers if we determine that the appointments are being misused by the buyer for the purpose of selling. Repeated misuse of business appointments may be considered misconduct and could be subject to misconduct fee of EUR 30 per buyer-buyer appointment, and/or cancellation of registration.
  • WYSE Travel Confederation reserves the right to access and edit your Marcom ACE profile and to schedule or decline appointments.
  • Any misconduct will also incur that the buyer will be denied any further participation at any WYSE Travel Confederation hosted events.

 Cancellation

  • Buyers who wish to cancel their attendance must do so in writing to buyers@wysetc.org by 1 January 2019
  • No refunds on the administrative fee paid will be provided
  • On or after 1 January 2019 an additional EUR 500 buyer cancellation penalty will apply.
  • In the case of visa refusal and upon the submission of the relevant documentation, WYSE Travel Confederation will waive the buyer cancellation penalty of EUR 500, provided Marcom ACE has not been accessed.
  • Regardless of cancellation reason, buyers may also be subject to an additional cancellation fee where accommodation has been booked and paid for on their behalf and fees are non-refundable. Hosted flights booked and paid for by the buyer will not be reimbursed.

 Liability and insurance

  • The STAY WYSE Conference is not liable for any claim of theft, damage of property, or injury sustained while participation takes place.

Concluding

  • The STAY WYSE Conference shall have full power to interpret and amend the above-mentioned terms and conditions.
  • Should a buyer fail to comply with the STAY WYSE Conference buyer terms and conditions, a misconduct charge of EUR 500 will be applied and the total price of their hosted accommodation and flights will be charged back to the buyer.
  • Any misconduct will also incur that the buyer will be denied any further participation at any WYSE Travel Confederation hosted events.

 Terms and conditions as at 29 January 2018