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Buyer Hospitality Conditions

EMI - Eureka MICE International Ltd (as defined herein below Eureka MICE International) is delighted to host in its Workshops promoters and organizers who adhere to the requirements below and have expressly requested to take part in the event, in order to evaluate solutions for their events proposed by qualified representatives of selected destinations, locations and agencies. 

Hospitality is given, as specified below, for the number of days required for the undertaking of programmed appointments:

Daily Buyer
For promoters and organizers having a limited number of meetings on the same day, who do not need hotel accommodation, the Hospitality includes:

Workshop attendance, organizational support for appointments and the agenda, customized documentation, reserved access to the Workshop website, assistance of Eureka MICE International staff, working lunch, buvette.

Hosted Buyer
For promoters and organizers adhering to the requirements below, hotel accommodation will be provided for one or more nights in relation to their scheduled program of appointments. Hospitality includes: 
Workshop attendance, organizational support for appointments and the agenda, customized 
documentation, reserved access to the Workshop website, assistance of Eureka MICE International staff, working lunch, buvette. 
2)   Hotel accommodation in the best 4 or 5 star Hotels in the host destination, in B&B. 
3)   All lunches and dinners, official events, visits and excursions as scheduled by the general program within the period of stay.
4)   Shuttles and transfers according to the program.

Two-way travel
Hospitality for two-way travel is given at the Organizing Secretariat discretion to Buyers having a proposed planning of particular interest for the Workshop and attending Suppliers.


1) Free hospitality as Hosted Buyer at the event is offered to Professional Players representing the Demand (MICE agency, Incentive Houses, Tour Operators,          Travel Designers, Communication Agencies, Wedding Planners, Outgoing Agencies) who are decision makers with authority over their company’s event

    portfolio, are planning a specific event programming, and are interested in Mediterranean destinations, for which reason they are interested to take part

    in the event.

2) Event organizers who, possessing the necessary requirements as indicated in point 1, wish to ask for free participation as Daily Buyer or Hosted Buyer,

    have to duly fill in the Application Form in every part (at the risk of the document not being accepted).
    Compilation of the Application Form does not guarantee automatic acceptance.

    The Application Form will be submitted to the Organizing Secretariat, which will select among the requests according to the following criteria: 
     a.1) Features of the planning activity that is the subject of the request of participation in the Workshop, that must fulfil the minimum requirements as                      indicated. 
     a.2) Place availability. 
     a.3) “Matching”: correspondence between the technical features of programmed events (as proposed by the Buyer) and feature offerings of Suppliers taking              part in the event. 

     a.4) Rotation criteria.


3) Free hospitality is given according to the terms indicated in the previous points and it is referred to: 

    a) Two-way travel: flight or railway ticket in economy class. Tickets will be provided by the Hosted Buyer Office. 

    b) Should the Hosted Buyer decide to use private car, fuel and toll costs will not be refunded. The highway cost will be refunded (the amount of

        the refund will not be higher that the cost of the ordinary travel ticket) and paid upon receipt of sale slips to be sent to the Administration Office

        within 15 days from the end of the event. No refund will be paid after this deadline. Parking costs are not refunded.

    c) Hotel accommodation in B/B basis in double used as single room for the scheduled nights. 
    d) Participation in the scheduled official evenings, dinners, working-lunches, transfers, excursions and any sightseeing. 

4) Hosted Buyers are required to pay all expenses which are not expressly indicated and in particular: 

     a) extras and any personal expenses, to be paid before departure; 
     b) any upgrade concerning hotel room or travel (flight and/or railway); 
     c) any extension of stay (this might be required to the Hosted Buyer Office which can try to obtain special tariffs)
     d) travel insurance;

     e) parking expenses.

5) Hospitality and the status of Daily Buyer and Hosted Buyer are not transferable.

6) Eureka MICE International is not responsabile for any inconvenience caused by changes, suspensions, reschedule or cancellation of trips by flight or rail            carrier. Eureka MICE International is not responsible for any loss of baggage.

7) Flight tickets are nominal and not transferable. Baggage allowance is indicated by the flight carrier. Any extra cost will be charged at the Buyer’s expense.

8) The granting of free hospitality to the Buyer is offered only in accordance with the following conditions:
    1.8) Respect the meetings scheduled with Suppliers as assigned by the Organizing Secretariat.
    2.8) Prohibition to modify the schedule of meetings by anticipating or postponing them at all.
    3.8) On-time participation in:
           a)  B2B Meetings as assigned by the Organizing Secretariat;
           b)  Presentations of the Suppliers, expressly organized and assigned on the basis of the indications provided by the Buyer in the profiling phase.
           c) Transfers and events as indicated in the program.

    4.8) It is strictly prohibited during the entire period of your stay (from your arrival to your departure) to meet / receive non-accredited operators at the event,             participate in third-party programs or initiatives (such as site inspections) not included in the program of the event for which you are hosted.

9) The lack of compliance with even a single condition referred to in the previous point determines the immediate forfeiture of the status of "Guest" and                consequently commits the Buyer to the payment of the participation fee of € 500.00 and any additional product accessory cost at the bottom of the list,            which will be simultaneously withheld from the credit card as a guarantee.

10) Credit card details will be required to the Hosted Buyer as guarantee of flight ticket, hotel accommodation, on site services.

      A security deposit of 500.00 euro will be charged, to be unlocked at the end of the workshop.

11) Credit card details are mandatory for registration. 

12) Penalty fees will be applied as follows:
      a) In case of cancellation of participation after the issuing of the ticket, the Hosted Buyer will be  committed to pay the total cost of the ticket.
      b) In case of cancellation 20 days before the beginning of the event, the Buyer will be charged for Hotel accommodation in addition to the cost of the travel

      c) If Hosted Buyer fails to attend all or part of scheduled appointments, presentations or social events, he will have to pay the Hotel accommodation, the                travel ticket and all the services scheduled according to the program. 
      d) The above mentioned fees will be charged on the credit card provided by the Hosted Buyer once the confirmation of participation is received.

13) Eureka MICE International takes charge of any damage caused to a Buyer as a consequence of his/her attendance in the event, except when Eureka MICE          International is not responsible for the acts which caused the damage for the following reasons: 
      - the act or the fault are attributable to the Hosted Buyer; 
      - the act or the fault are attributable to third parties connected or not connected to the services provided to the Buyer or they are unforeseeable or                        inevitable:
      - the act or the fault are attributable to natural disasters or acts of God out of Eureka MICE International’s control including (but not limited to): acts of                war, revolts, riots, inevitable technical problems connected to transport, airports, terrorist acts, natural or nuclear disasters, fires or adverse weather                  conditions, unforeseeable events.

 14) Each Buyer is responsible for his/her own safety and for caring about personal objects. A suitable insurance policy is recommended.

15) Unforeseeable events: Eureka MICE International and its consultants/partners are not  responsible for any damage due to cancellation, postponement or            shortening, in toto or in part, of the event owing to reasons not dependant on their control. At the same time Eureka MICE International and its                          consultants/partners are not responsible for loss, damage or delay due to acts of war, thefts, plundering, acts of terrorism, civil disorders, strikes,                    military  activities or other circumstances in which it should be impossible to Eureka MICE International to guarantee the event in the scheduled period            and location.

16) Eureka MICE International reserves the right to change the scheduling of the event.

17) Eureka MICE International cannot be responsible for any dispute with the hosting Country, its sponsors or other bodies related to any aspect of the event            capable to cause damage to the  Hosted Buyer.

18) The Hosted Buyer gives Eureka MICE International the consent to publish photos/videos of him/herself taken during the event (including photo/videos of            any companion).

      The court of Malta shall have exclusive jurisdiction over any disputes relating to the terms and conditions mentioned above.

N.B.: This document is an integral part of the application form for the event selected. A signed Application form sent by the Buyer means total acceptance of all clauses quoted in this document. The Hosted Buyer also accept to receive communication such as newsletter from Eureka MICE and its partners.

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