HOSTED BUYER T&CS
Buyer terms & conditions
M&I invites hosted buyers to attend our in-person events. Once you are confirmed to attend one of our events, we take care of everything for you, including an allowance towards your travel and transfers to and from the destination. Additionally, we arrange accommodation, networking sessions, meetings, cocktail receptions, exciting evenings, and more. We also have fantastic prizes to be won at each event.
By submitting your M&I Buyer Profile, you are agreeing to the terms & conditions of M&I (the organiser) as set out below:
Data handling & protection
By entering your details on your M&I Buyer Profile, you agree to allow M&I to electronically retain your business data, contact details & personal information within our database.
On confirmation of attendance, you agree for your data to be published on our digital networking platform. The platform allows you to update or make changes to your information at any time. Your contact details will not be displayed on the platform; however, they will be shared with local suppliers who are organising services for you in the destination and the suppliers you have a pre-scheduled meeting with at the event, so they can follow up. During event you will also have a chance to scan anyone’s badge to automatically exchange contact details. Scanning someone else’s badge will also share your contact details with them.
Furthermore, your company name/logo may be used on our website/s for information purposes only. No contact or business information will be displayed on these websites.
This is a condition of attendance for all our events. Should you not agree to this for any reason, please write to infobuyers@mi-forums.com.
Reference checking
In most cases, it is necessary to check one or all of the business references you provide via your M&I Buyer Profile. This is to ensure the high standard of the buyer community attending any of our events and to validate your participation with the suppliers present. Please note that some events might require more specialized references. In such cases, you may be asked to provide additional references if the ones listed on your profile do not meet the specific requirements for that event. If you do not agree with this, please contact us at infobuyers@mi-forums.com, as we will need to seek an alternative method of reference checking from you, which will be subject to M&I’s approval.
Travel and accommodation
The specific inclusions of your hosted buyer package will be communicated to you at the time of attendance confirmation. Please note that these inclusions may vary depending on the event and the selected attendance package. It is your responsibility to ensure you can travel on the selected dates and have the necessary and valid travel documentation (passport, visas if applicable). Travel to and from your local airport is not included and will not be reimbursed. If a travel allowance is provided, reimbursement is strictly conditional upon your full attendance at all elements of the event. Failure to attend any portion of the event will result in the forfeiture of the travel allowance in full. Please note that any changes or amendments to your travel are not included in this package and are the responsibility of the hosted buyer.
To provide more flexibility with your travel arrangements, we now operate on a self-booking basis as the default option. You are responsible for arranging your own travel. You need to ensure your travel plans align with the event timings provided by the Customer Experience Team to ensure all supplier meetings are accommodated. In exceptional circumstances, M&I may approve an early departure from the event, however this must be agreed with your account manager or Customer Experience team before arranging travel. If you choose to travel by car, we will reimburse the cost of parking. For certain events, fuel or mileage reimbursement may be offered, but this must be agreed in advance with the Customer Experience Team.
The agreed flights or train tickets will be reimbursed up to agreed travel allowance after the event, provided you attend all event elements. We will reimburse the lower of either the actual cost of your flight or train ticket, or the maximum travel allowance. If a currency conversion is required, the exchange rate on the date you share your travel plans with us will be used. We will cover bank transfer charges from our own account. However, you may be charged by your own bank or an intermediary bank for receiving the transfer. We will not cover these receiving bank charges. If invalid bank details are provided and the transfer is rejected, you will be responsible for these charges and any additional fees incurred by us.
Please note reimbursements must be claimed within 5 weeks following the event, claims raised after this deadline will not be eligible for reimbursement. Failure to attend the event will result in non-reimbursement of the travel allowance. Any changes or amendments are the financial responsibility of the buyer.
Please note that any portion of a flight paid for using airline points or e-credit cannot be reimbursed. Only the amount paid with standard payment methods is eligible for reimbursement, provided valid receipts are submitted.
You are required to have appropriate travel insurance covering the full duration of the event, including your participation in all event activities. It is also your sole responsibility to arrange any necessary visas, including covering all associated costs. You must be at least 18 years of age to participate and must hold a major credit card to cover any incidental charges upon hotel check-in.
M&I should not be held liable or responsible in any way for the following:
- Accommodation or travel for visitor buyers
- Missed flights or travel arrangements of hosted buyers
- Flight or travel delays, cancellations or missed connections
- Refusal of permission to board by the airline or other transport provider, or refusal of entry into a country, including visa denial
- Delay, loss of baggage or excess baggage charges – any related disputes must be resolved directly with the airline
- Replacement travel arrangements or additional costs arising from any of the above
- Any hotel-related expenses beyond the room rate covered by M&I (ex incidentals, minibar, hotel upgrades, early check ins or late check outs and personal extras) which must be settled directly with the hotel prior to departure
- Taxi fares or transportation when arriving outside of official event dates, or when M&I transfers are available but not used
Applications and cancellation policy
Completion of an application form to attend the event does not guarantee acceptance. All sections of the registration form must be completed; failure to do so may result in your registration not being processed. Acceptance of your application will be confirmed by email. M&I reserves the right to decline your application without reason, although our Buyer Relations Team would normally communicate honestly and directly on why any application for certain event(s) may not be appropriate.
If successful you will only be accepted as Hosted Buyers once you have read and agreed to these Terms and Conditions, ticked the relevant boxes on the online application form, and completed any applicable fee payment.
Please note that all participating buyers must be relatively fluent in English, and by applying, you confirm that you do not intend to sell or promote your own product or service at the Event.
We reserve the right to cancel the participation of any Hosted Buyer at any time, including after acceptance onto the program, if it becomes apparent that the buyer is unlikely to fulfil their obligations and commitments at the event.
As a participating buyer, you agree to undertake your provided set of supplier meetings and any departure from the published schedule will require the prior consent of M&I. Unilateral decisions or non/participation in supplier meetings at any time prior or during the event may result in cancellation of your participation or the cancellation of your company’s attendance at future events hosted by M&I.
If your participation is cancelled—either by you or by us—or if you fail to attend the full duration of the Event, you will not be eligible for travel reimbursement under any circumstances.
Any cancellations may also entail financial implications for which you would be held responsible. You will be liable to pay the cancellation fee of 500 GBP. This fee must be paid within 14 days of cancellation. The only exception to this policy will be if a valid medical certificate is provided within 7 days of cancellation, in which case the cancellation fee may be waived at M&I’s discretion.
The only exception to this will be if you can find a suitable replacement, subject to M&I‘s approval. You or your replacement will be responsible for arranging their own travel, which will be eligible for reimbursement in line with our Terms & Conditions. Please note that your own travel will not be eligible for reimbursement once your attendance has been cancelled.
Your participation is governed by English law.
Participation fee
Some of our Hosted Buyer packages include a non-refundable participation fee, which will be clearly displayed and communicated to you at the time of your application. This fee contributes to enhancing the overall quality and experience of the event and must be paid as part of the registration process. Please note that the participation fee is separate from any travel arrangements and does not constitute a contribution toward flight or transport costs.
Guest policy
All our events are open only to registered delegates. In some cases, you may bring a colleague, subject to M&I approval and an additional fee. Personal guests are not allowed. Not adhering to this policy may result in cancellation of your participation or the cancellation of your company’s attendance at future events hosted by M&I.
Event format & content
When available, the format and content of the events will be displayed on our website.
We reserve the right to make changes to the event format and content. Should the event format change your attendance will remain unchanged and you will still be committed to attend all your meetings.
Event venue
You acknowledge that we may have to change the published venue for the event for reasons beyond our control and in such cases, you will not be entitled to cancel.
You are liable for any loss or damage which you may cause to an event venue and agree to adhere to all housekeeping rules, procedures and policies (including policies as to behaviour and conduct) that may be in place at any venue.
If you have a disability or medical condition that requires special arrangements to be made, please notify us of your requirements when registering or contact customerexperience@mi-forums.com prior to event.
Publicity
We may use photographs and videos taken at events for publicity and marketing materials, including use on our website(s). Your attendance at an event means that you may be featured in such photographs and videos, and that you are not deemed to object to the taking of such photographs and video footage as detailed above. If you do not wish to be included in any photographs or videos, please notify the photographer and videographer at the relevant event prior to the footage being taken.
Rights in materials
All copyright and other rights (including all intellectual property rights) in materials provided to you during or for the purposes of any of our events (including, without limitation, notes, slides, brochures, articles or case studies) are M&I’s property or that of our licensors. You are entitled to use such materials only for your own personal use. You are not entitled to copy such materials (except as permitted by law) nor are you entitled to use or authorise others to use such materials for any commercial purposes.
Health & safety liability
General Safety Provisions:
Attendees must comply with all safety instructions and guidelines provided by Worldwide Events, signage, and official documentation. Failure to adhere to these instructions may result in removal from the event without a refund.
Personal Responsibility:
Attendees are responsible for their own health and safety during the event. This includes taking reasonable precautions to avoid accidents, injuries, and illnesses. We strongly recommend that attendees stay hydrated, wear appropriate clothing and footwear, and use sun protection if any part of the event is outdoors.
Medical Assistance:
First aid services will be available on-site. However, attendees are responsible for carrying any personal medications and medical supplies they may need unless they specifically request safe storage. In case of a medical emergency, attendees should immediately notify the Head and Safety Lead of the event or call emergency services.
Medical Conditions, Allergies, and Medications:
Attendees with known medical conditions, allergies, or who are taking medications are encouraged to declare this information to Worldwide Events prior to the event to enable appropriate preparations and responses in case of an emergency.
While disclosure of medical information is voluntary, Worldwide Events do not accept any liability for any adverse outcomes arising from attendees’ failure to disclose relevant medical information.
Assumption of Risk:
By attending the event, attendees acknowledge and accept the inherent risks associated with participating in large gatherings, including but not limited to the risk of contracting communicable diseases.
We do not accept any liability for injuries, illnesses, or other health-related issues that may arise from attending the event.
Emergency Procedures:
Attendees must familiarise themselves with the event’s emergency procedures, including the locations of exits and emergency equipment.
In the event of an emergency, attendees should follow all instructions from Worldwide Events staff and emergency personnel.
Prohibited Items:
Attendees must not bring any hazardous materials, weapons, or illegal substances to the event. Such items will be confiscated, and the attendee may be removed from the event and reported to the authorities.
Covid-19 Specific Measures (if applicable):
Attendees are required to follow any Covid-19 related measures that are in place at the time of the event, including but not limited to mask-wearing, social distancing, and sanitation protocols.
Attendees must not attend the event if they are experiencing symptoms of Covid-19 or have been advised to self-isolate
Event cancellation
In the case of event cancellation, the organiser will not be liable for any consequential damages or costs incurred as a result of such cancellation.
Events outside our control
We will not be liable or responsible for any failure to perform, or delay in performance that is caused by events outside Our reasonable control (“Force Majeure Event”) which includes any act, event, non-happening, omission or accident beyond our reasonable control and includes in particular (without limitation): strikes, lock-outs or other industrial action; civil commotion, riot, invasion, terrorist attack or threat of terrorist attack, war (whether declared or not) or threat or preparation for war; fire, explosion, storm, flood, earthquake, subsidence, epidemic or other natural disaster; impossibility of the use of railways, shipping, aircraft, motor transport or other means of public or private transport; and/or the acts, decrees, legislation, regulations or restrictions of any government.
Privacy policy
M&I is registered under the Data Protection Act. Worldwide Events Group Limited is required to process relevant personal data regarding members of staff, event delegates (buyers and suppliers in this case) and customers as part of its operation and shall take all reasonable steps to do so in accordance with this Policy. The Freedom of Information Act 2000 and the Protection of Freedoms Act 2012 are also relevant to parts of this policy. To learn more, please view our privacy policy in full here.
Code of conduct
At Worldwide Events we are committed to creating a safe, respectful, and professional environment for all attendees—buyers, suppliers, and staff alike. By attending any of our events, you agree to uphold the highest standards of behaviour as outlined in this Code of Conduct, which forms part of the Buyer Terms & Conditions.
All attendees are expected to conduct themselves with courtesy, integrity, and professionalism during meetings, networking sessions, and all scheduled event activities. This includes adhering to all applicable laws, venue regulations, and any guidance provided by our event team.
We have zero tolerance for any behaviour that compromises the well-being, safety, or dignity of others. This includes, but is not limited to: harassment, bullying, discrimination, intimidation, or any behaviour that is disruptive or disrespectful. We also strictly prohibit the offering or acceptance of inducements, such as free accommodation or other advantages, in exchange for preferential treatment or business terms.
Buyers must not, under any circumstances, offer, promise, request, or accept—to/from any Worldwide Events employee—cash, personal discounts, complimentary room nights or upgrades, luxury experiences, or any other benefit intended (or reasonably perceived to be intended) to influence pricing, meeting allocations, sponsorship deals, payment terms, or any decision within our control. Any attempt to secure an unfair commercial advantage through improper inducements will be viewed as a serious breach of this Code and may result in immediate removal from the event, forfeiture of fees, permanent exclusion from future Worldwide Events programmes, and—where required—referral to relevant regulatory or law-enforcement authorities.
Importantly, this standard applies not just to interactions between buyers and suppliers, but also to how our event staff and team members are treated. We expect all attendees to treat our team with the same professionalism and respect that you would extend to any other industry colleague. Our staff are here to support your experience and ensure the success of the event, and they deserve to work in an environment that is safe, inclusive, and free from inappropriate behaviour.
Violations of this Code may result in verbal or written warnings, immediate removal from the event, or exclusion from future events without refund or reimbursement for any travel-related costs. In cases of serious or repeated misconduct, we may also escalate the issue to your employer, sponsoring organisation, or legal authorities.
