1. Registration

1.1 Bookings can only be made via this website www.itmconference.org.uk

1.2 Manual registrations cannot be accepted.

1.3 Business Buyer Members, Industry Practitioner (IP) Members attending the Buyer Programme, Connect Buyers on the Sponsored Programme and invited VIPs only can attend the conference free of charge.

1.4. Business Buyer Members attending the Buyer Programme are required to have valid business membership until 18 May 2020.  Unless you are a Connect Buyer Member on the Sponsored Programme.

1.5 All delegates shall pay their own travel, accommodation and subsistence costs unless specifically stated otherwise.

1.6 All delegates attending MUST be an ITM Business Member.

a) If you are a Connect Member, you can upgrade to Business Membership during the conference registration process, and the relevant membership and conference fees will be applied. This is the most cost-effective way to attend the conference.

b) If you are not a member of ITM, you may attend the conference by registering as a Business Member and paying the relevant fees. ITM will contact you to confirm membership details. For more information on ITM membership https://www.itm.org.uk

1.7 Industry Practitioner (IP) members of ITM may attend the conference by attending as an Business IP Buyer/Representative Buyer.

To do so they must:

a) be a fully paid up ITM Industry Practitioner Business Member. Please email secretariat@itm.org.uk for further details.

b) represent a recognised travel organisation and approval from a senior representative from that organisation must have been provided to ITM.

c) Request for approval must be in the form of an email to the Chief Executive Officer of ITM from the client authorising the Industry Practitioner to attend on their behalf. The IP Buyer will then be issued with a badge containing the Buyer Client’s company name at the conference.

d)ITM’s decision on the qualification of any applications to attend as an IP Buyer/Representative Buyer is final. IP members attending as an IP Buyer/Representative Buyer are then treated as Buyer delegates and all terms and conditions applying to Buyers apply to IP Buyers/Representative Buyers.

1.8 The conference is open to Industry Practitioners, who are not attending as an IP Buyer/Representative Buyer. To do so they are required to pay the Industry Practitioner / Supplier delegate rate.

1.9 ITM reserves the right to deny admission to the Conference; the decision of the ITM Chief Executive Officer in this respect is final.

1.10 As an ITM Business Buyer Member you receive a complimentary Conference place. This is awarded on the condition that Business Buyer Members attend the full conference programme (starting on Tuesday and ending after the Gala Dinner on Wednesday) and participate in the Buyer/Sponsor sessions. Any Business Buyer Member who fails to attend the full conference will be required to pay a Conference Fee of £299.00 + VAT.

2. Payment

2.1 Payment is accepted by either personal or company credit card or invoice.

2.2 Payment for the ITM Conference 2020 must be received before Monday 20 April 2020.  A late payment fee shall be charged at 2% above the base lending rate of the Bank of England, accruing on a monthly basis until the actual date of payment.

2.3 A receipt will be emailed upon completion of your registration, including acknowledgement of payment.

2.4 Payment will be taken in Pounds Sterling (£).

2.5 Payments will show on your credit card statement as Rachel Ley Consultancy LTD – ITM and can take up to 10 days to leave your account.

2.6 Accommodation booked via the ITM registration site are subjected to the TOMS regulation (Tour Operators’ Margin Scheme supply). The supply falls under the Value Added Tax (Tour Operators) Order 1987. VAT cannot be reclaimed for supplies accounted for under TOMS.

3. Cancellation Charge

3.1 Cancellation Charges – Buyer Member/ IP Buyer/ Representative Buyer

3.1.1 A cancellation fee of £299 + VAT will apply should a Buyer Member cancel their attendance after Tuesday 14 April 2020.  Whilst the ITM Event Team will try and deal with each individual situation as flexibly as possible, the following terms and conditions should be noted and ITM reserves the right to apply cancellation charges by default.

3.1.2 A Buyer Member may designate an appropriate substitute, approved by the ITM Chief Executive Officer, to attend in his/her place, at any time, providing that the replacement is a bona fide travel buyer/manager with the same organisation and a valid ITM member. Please be aware that there will be an admin fee of £75 to make this change.

3.2 Cancellation Charges – Supplier delegate/ Industry Practitioner

3.2.1 Whilst the ITM Event Team will try and deal with each individual situation as flexibly as possible, the following terms and conditions should be noted and ITM reserves the right to apply cancellation charges by default.

3.2.2 A Supplier/Industry Practitioner delegate may designate a substitute to attend in his/her place, at any time, providing that the replacement is a bona fide travel supplier with the same organisation / company. An admin fee of £75 will be charged to make this change.

3.3 Right to Refuse

3.3.1 ITM reserves the right to refuse registrations from any delegate or nominated substitute delegate.

3.4 Accommodation Cancellation

3.4.1 Although we will make best endeavours to ensure that delegates are within the hotel accommodation, which is booked upon registration; ITM reserves the right to provide alternatives where required to do so, and will endeavour to communicate any changes to you as soon as reasonably possible.

3.4.2 ITM will not accept responsibility for any charges arising from any amendment or cancellation of bookings by delegates for the ITM Conference 2020.

3.4.3 If a delegate can no longer attend the Conference and therefore cancels their accommodation which was booked and paid for as part of their registration after Tuesday 14 April 2020, this will incur a 100% cancellation charge. To avoid this charge, the delegate may designate an appropriate substitute, but this new delegate must comply with either clause 3.1.2 or 3.2.2.

3.4.4 It is the responsibility of the individual delegate to read, understand and abide by the terms of each hotel’s policy.

4. At the Conference

4.1 All delegates must attend all scheduled sessions unless otherwise stated.

4.2 No delegate or sponsor may arrange or host any gathering or function during the ITM Conference that ITM deems to conflict with the integrity of the event, or which prevents delegates from attending official activities scheduled within the conference programme. ITM’s decision in this matter is final.

4.3 Certain conference sessions will be filmed for distribution to ITM members via the ITM website and through other channels as directed by ITM. Delegates’ approval for their images to be used is deemed to have been received unless the conference office is advised to the contrary by no later than Monday 27 April 2020.

5. ITM Conference App

5.1 All delegates are required to use the ITM Conference App for the purpose of participating in voting and networking activities.

6. Indemnity

6.1 ITM reserves the right to change the conference content, timing, or speakers without notice.

6.2 The event may be postponed or cancelled by ITM for any reason. If such a situation should occur, ITM will endeavour to reschedule the conference. However, ITM cannot be held responsible for any cost, damage or expenses, which may have been incurred by the delegate because of the conference being postponed or cancelled.

6.3 In the event that the UK Government declares a day(s) national mourning, ITM will not be held accountable for any financial losses resulting in the cancellation of all or part of the conference.

6.4 ITM strongly urges all delegates to make adequate insurance arrangements to cover any/all eventualities.

7.  Data Privacy Statement

7.1  The ITM Conference, shall be managed on behalf of The Institute of Travel Management (ITM) by the event agency Rachel Ley Consultancy Ltd (RLC).  The data collected on the ITM Conference registration site shall only be retained for as long as necessary to fulfil the purpose we collected it for, including any legal, accounting or reporting requirements. The data collected through the registration site will be anonymised three months after the event date.  For more information on the ITM Privacy Policy, please click here.

7.2  The data we process as part of the event administration.

  • Name
  • Company Name
  • Job Title
  • Contact data
  • Dietary requirements
  • Medical information, where appropriate

7.3  Your data is used for the administration and management of the ITM 2020 Conference, also through external providers.

  • Validation of you being entitled to participate in the event
  • Communication with you regarding the event
  • The booking of accommodation via the registration system
  • Use of the conference app
  • Organisation of food and beverages
  • Medical care

7.4  Appropriate measures will be taken to prevent unauthorised access, unlawful processing, unauthorised or accidental loss or destruction of the Personal Data. Personal Data that is no longer required to be retained as per legal and business requirements, will be disposed in a secure manner.

7.5  All third parties, as listed below, are required to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. Our suppliers and partners will receive selected information to assist with the delivery of the event and shall only retain this information for the event duration.

  • Rachel Ley Consultancy Ltd (RLC) – Event Management
  • Events Force – Registration System
  • Hilton Brighton Metropole – Accommodation and catering
  • Holiday Inn Brighton – Accommodation
  • CrowdCompass – App Provider

7.6  Please kindly note that during the ITM Conference 2020 photos and video will be taken. ITM reserve the right to use the images for social media posts during the event and for future use, on the ITM websites and in ITM/Partner publications. By attending ITM Conference, you acknowledge that photography, audio, and video recording may occur, and you consent to their release, publication, exhibition, or reproduction to be used for news, web casts, promotional purposes, inclusion on websites, social media, or any other purpose by ITM.

7.7  In line with the legal regulations you have the right to:

  • Request access regarding your data that we have stored
  • Request rectification of in accurate data that we have stored about you
  • Request erasure of data about you that we are no longer allowed to store
  • Object to processing of your personal data based on legitimate interests
  • Receive a copy of your stored data (potentially in electronic form)

7.8 for any questions on the processing of your personal data please contact secretariat@itm.org.uk