Legal notice - Website Terms & Conditions

These Terms & Conditions govern your use of http://travelbusiness.az website (hereinafter referred to as “website”) and by accessing this website you accept these Terms & Conditions in full. Azerbaijan Tourism Board (hereinafter referred to as “ATB”) may at any time change these Terms & Conditions, which shall be binding for users in its latest updated version.


Intellectual Property Rights

This website is the property of ATB, all information and material, both written and graphic and trademarks (logos) (collectively, “the Content”) contained herein are owned by/licensed to ATB, and are protected under copyright, trademark and other intellectual property laws of the Republic of Azerbaijan, foreign jurisdictions and international conventions.
The Content provided on this website is for personal use only and any other use of the Content for commercial purposes is prohibited. The Content cannot be copied, duplicated or in any other way distributed for commercial purposes without prior written consent of ATB.
The Content materials on this website which is regulated by copyright laws can only be reproduced and redistributed in compliance with the conditions and obligations required by the authors or copyright holders.  In case such protected materials are used for non-commercial purposes such as study, research, news and reporting in accordance with copyright regulations, they must be quoted and used in good faith.


Restrictions

Users are specifically restricted from all the following:
  • selling or otherwise commercializing any Content material;
  • using the Content materials in any way that is or may be damaging to the interests of ATB;
  • using this website in any way that harms user access to this website;
  • using this website contrary to applicable laws and regulations, or in any way may damage the website, or any person or business entity;
  • engaging in any data mining, data harvesting, data extracting or any other similar activity in relation to this website;
  • using this website to engage in any advertising or marketing.
 
Personal data protection
           
ATB preserves the right to collect only the information about visitors to this webpage that do not identify individuals and for statistical purposes only. When visitors entrust their personal data to us, ATB guarantees confidentiality of personal data in accordance with the requirements set by relevant legislation. The data entrusted to us by visitors will not be disclosed to third parties or unauthorized persons and will only be used for the purpose for which it was provided.
To ensure smooth functioning of this website, it contains cookies (for more information please see Cookies Policy).


Disclaimer

ATB does not take any responsibility for damages to any technological equipment, devices or applications caused by visiting this website or any use thereof.
ATB is committed to ensure correctness and completeness of any Content published on this website, however ATB assumes no legal liability relating to accuracy, completeness or the usability of any parts of the Content of this website.
ATB has the right to update the Content of this website at any time, in any manner and irrespective of the reason without prior notice and accepts no liability whatsoever for any consequences of such updates.
For providing comprehensive information about the tourism potential of Azerbaijan this website contains links to different external addresses, such as other websites, individual pages or other resources. ATB assumes no responsibility for access, content or errors in external links, and is not liable for ensuring privacy and personal data protection on those external links.


Indemnification

Users agree to fully indemnify ATB from and against any and/or all liabilities, costs, demands, causes of action, damages and expenses arising in any way related to their breach of any of the provisions of these Terms & Conditions.


Governing Law & Jurisdiction

These Terms & Conditions will be governed by and interpreted in accordance with the laws of the Republic of Azerbaijan, and any disputes arising out of these Terms & Conditions shall be resolved at the courts located in the Republic of Azerbaijan.
 

HOSTED BUYERS PROGRAMME TERMS AND CONDITIONS


Definitions

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

“Travel Business Azerbaijan” (further as TBA 2020 or Event) is and event organised by Azerbaijan Tourism Board and State Tourism Agency and to be held at Baku Convention Centre on April 29, 2020.
“ATB” means Azerbaijan Tourism Board and is the owner and organiser of the Event.
“STA” means State Tourism Agency of the Republic of Azerbaijan is the organiser and supporter of the Event.
“Organiser” means Azerbaijan Tourism Board and/or State Tourism Agency of the Republic of Azerbaijan.
“Hosted Buyer” means the travel trade professional, who has been registered as a Hosted Buyer and has agreed to these Terms and Conditions and has been accepted by Azerbaijan Tourism Board to attend TBA 2020 as a buyer of travel products where accommodation, meals, transfers and flights are provided by Azerbaijan Tourism Board.
"Exhibitor" means exhibitors who have contracted with Azerbaijan Tourism Board to take a meeting space at the Event.
"Pre-Scheduled Appointment" means an appointment organised by a Hosted Buyer and an Exhibitor taking place at the Event but shall not include any networking events.
“Hosted Buyers Programme” means a programme whereby ATB provides incentives to Hosted Buyers to encourage them to attend the Event and meet with Exhibitors to do 15 pre-scheduled appointments.


Qualifying Criteria
 
To qualify for the hosted buyer programme applicants must be top leisure, corporate, MICE, luxury and special interest travel trade professionals from companies based outside Azerbaijan, responsible for planning, organising, recommending or making financial decisions outside their home country. Additionally, qualified Hosted Buyers have to commit to attending 15 pre-scheduled appointments per day at the Event with exhibitors of their choice, while accepting additional appointments that may be arranged for them either by the Organisers or requested by the exhibitors.

To be accepted as Hosted buyer, applicant should meet strict qualifying criteria. The organiser may contact the applicant and/or appropriate meetings suppliers to verify the information on her/his application. Only one Hosted Buyer will be hosted per company. The approval of final list of Hosted Buyers at Event is subject to Organiser’s decision.


Registration Process

Completion of the online application form does not automatically guarantee a place on the Hosted Buyers Programme.
ATB will only accept one application per company for the Hosted Buyers Programme. Any acceptance of any additional application from a company for the Hosted Buyer Programme is at the complete discretion of ATB.
Organiser will only accept one application per participant. If more than one application per participant is received, only the first application will be accepted.
All required sections of the application form must be fully completed. Otherwise, the application will not be processed.
By accepting the Hosted Buyer status, all Hosted Buyers are consenting to their contact details being made available to exhibitors as well as all official Event partners, sponsors.


Hosted Buyers Programme

Qualified Hosted Buyers will receive complimentarily:
  • Admission to Travel Business Azerbaijan
  • Access to online appointment system, for pre-scheduled meetings with exhibitors of their choice.
  • Refreshments including lunch and dinner
  • Admission to Welcome reception
  • Admission to Gala dinner
  • Airport and local transfers within the Event agenda
  • Return economy flights from selected destinations to and from Baku on routes agreed in advance. No expenses are covered by the Organiser for different ways of travel (by car, train, bus, different flight carriers)
  • Hotel accommodation for the duration of stay in 4*/5* Baku hotels (bed & breakfast) (only applicable solely at the discretion of ATB).
  • Participation in pre or post familiarization trips. Participants will have option to choose preferred itineraries.
  • On-site support of dedicated the TBA 2020 Team before and during the event.
All other costs and incidental expenses are the responsibility of each attendee, examples include private transfers, flight upgrades, hotel upgrades, additional nights’ accommodation, personal extras, travel insurance, etc.


Attendance
 
The Organiser is responsible for coordinating Hosted Buyer’s participation in the Event including accommodation, transfers. Flights will be booked by the Organiser over the period of the event program only. All attendance queries should be directed to the Organiser. Hosted Buyers are not to contact the ATBs travel suppliers (i.e., agents, airlines and hotels) directly unless advised to do so.

Hosted Buyer who wishes to make his/her own travel arrangements must inform the Organiser directly and ensure that travel is according to the appointment’s schedule, which allow him/her to complete his/her full obligation of appointments. In that case, all expenses related to the Hosted Buyer’s air ticket shall be covered by the applicant himself/herself. The Hosted Buyer must ensure that his/her visit is covering the dates set by the Organiser for the Event day and pre-scheduled appointments. These dates have to be agreed between the Hosted Buyer and the Organiser. In this case, the Hosted Buyer may enjoy all Hosted Buyers privileges including accommodation for agreed number of nights, except for the air ticket expenses.

The Organiser does not provide Hosted Buyers with travel insurance, which means Hosted Buyers must obtain adequate travel insurance coverage for their stay by themselves. It is recommended in particular to take out adequate insurance for the baggage and medical insurance.

The Organiser takes no responsibility for any Hosted Buyer who may miss organized flights, transfers or functions related to the Event. This includes buyers missing flights due to visa complications because of personal issues of applicant, airline delays and cancellations. Any additional expense incurred is at the buyer’s own expense.


Appointment setting
 
Hosted Buyers who are accepted by the Organiser commit to attending a minimum of 15 pre-scheduled appointments during their visit to the Event. Pre-scheduled meetings have to be arranged in advance via an online appointment system.
Hosted Buyers who are unable to honour an appointment should contact the exhibitor directly to arrange a more convenient appointment time.
Only one person per company can be accepted as a Hosted Buyer. Further persons may attend the Event as invited guests (they cover their own travel and accommodation but have complimentary access to the Event). Further persons must arrange their flight tickets and accommodation by themselves. Exceptions can be made for large companies or if otherwise agreed with the Organiser.

Please note that attendance at appointments will be monitored and non-attendance shall constitute a breach of these Terms and Conditions.


Cancellations, No Shows and refunds
 

If you need to cancel your participation at the Event, you must inform the Organiser in writing. The cancellation will not be effective until you have received a written acknowledgement from the Organiser. Cancellations received the latest one month before the opening date of the Event do not incur a fee unless the flight has been agreed and confirmed and hotel cancellation fees are charged. If the flight has been confirmed the cost of the flight, hotel cancellation fees and/or any other fees and expenses incurred will be charged by invoice.

No Show is defined as a Hosted Buyer who without giving prior written notice of cancellation does not complete appointment requirements and/or is not present for the Hosted Buyer activities at the Event. No Show fees for Hosted Buyers will be applied against any of the items below:
  • If you do not make the required 15 pre-scheduled appointments before the closure of the online appointment system while your ticket has been issued and accommodation has been confirmed.
  • You are reported onsite as a No Show.
  • You are unable to attend the Event and do not advise the Organiser in writing the latest 30 days before the opening of the Exhibition.
Hosted Buyers’ participation and attendance are monitored by the Organiser. In the event of a breach of No Show Terms and Conditions, The Organiser reserves the right to cancel your Hosted Buyer status and charge you the No Show fee. The No Show fee is 500 EUR (unless the cost of the issued air ticket, hotel cancellation and other costs, fees and charges exceed this amount, in which case the real amount shall be charged via invoice by the Organiser).

All cancellation charges and No Show fees are inclusive of VAT or equivalent tax. An invoice receipt detailing the charges will be sent to attendee.
Cancellation of attendance fees, No Show fees, flight/hotel cancellation fees and other costs/charges shall be payable by the Hosted Buyer within 14 days of the closing date of the Event.


Substitution
 
Your acceptance to the Hosted Buyer program is non-transferable. Should a circumstance arise whereby you have to cancel your participation, you may request to substitute another person from your organization. The Organiser may choose to accept that substitute person after reviewing his/her fully completed application form.
  • If the substitute meets the qualification criteria and if the substitution is made early enough, namely twenty (20) days prior to the Event, then cancellation charges will not apply to the original buyer unless the flight has been confirmed. If the flight has been confirmed, the cost of the flight will be charged.
  • If the substitution is not accepted by the Organiser, then the usual cancellation and No Show terms shall apply to the original Hosted Buyer.
If the substitution is made after the air ticket has been issued and the hotel has been charged, cancellation charges will apply unless agreed otherwise with the Organiser.


Travel
 
Travel will be arranged on dates suitable for attendance at the Event.

Due to airline restrictions, changes to confirmed travel plans or travel change requests received later than 30 days prior to the opening of the Event will be considered by the Organiser on a case by case basis.
The Organiser reserves the right to make charges for travel changes. Charges will be notified to you and will be charged via invoice.
Any unused flight tickets must be returned directly to the Organiser.

Please note that participants from certain countries may require a visa to enter Azerbaijan. It is the responsibility of each participant to contact the Organiser for a visa application letter unless e-visa is provided.
Please note that travel insurance is the responsibility of each individual Hosted Buyer. The Organiser will not supply travel insurance for Hosted Buyers. Travel insurance must be in effect from the day of departure up to and including the day you arrive back to your home country.

Hosted Buyers are responsible for the payment of excess baggage, customs fines etc. The Organiser does not endorse or approve export gifts or samples given to Hosted Buyers by exhibitors. It is the responsibility of each attendee to ensure that such gifts may be legally removed from Azerbaijan and imported into your home country.
Hosted Buyers must settle all expenses with the hotel prior to departure and will indemnify the Organiser for any failure to do so.

 
Optional FAM Trips
 
FAM Trips are organized by the Organiser.
After a maximum number of Hosted Buyers per group is reached, the participation at such a tour group will not be possible.
Attendance at tours is subject to arriving/departing flights availability.
If you need to cancel your participation at pre or post tours, then you must inform the Organiser 30 days before the event.


General conditions
 
All matters and questions not covered by these Terms and Conditions are subject to the decision of the Organiser. Foregoing Terms and Conditions may be amended or added by the Organiser at their discretion. The Hosted Buyer agrees to abide by any and all amendments and changes by the Organiser as well as rules and regulations set out in the present Hosted Buyers Terms and Conditions.
 

Jurisdiction
 
The Organiser and the Hosted Buyer will amicably settle all eventual disputes. In case a dispute cannot be settled in this way, the Organiser and Hosted Buyer agree that the Courts of Baku, Azerbaijan are competent to settle any such dispute, according to Azerbaijan Law.
           
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