Buyer Terms & Conditions

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Tenga en cuenta que estos Términos y Condiciones se aplican a los siguientes eventos:
IBX: Ibero-América Exchange Series (22 – 25 de agosto de 2027; 9 – 12 de noviembre de 2027).

1. DEFINICIONES

Salvo que el contexto indique lo contrario, las siguientes palabras tendrán los significados que se indican a continuación:

1.1 "IBX: Ibero-América Exchange" hace referencia a eventos presenciales con citas programadas entre compradores y proveedores en distintas ubicaciones.
1.2 "Equipo de IBX: Ibero-América Exchange" se refiere a los empleados de CoCoA H2H o a terceros designados.
1.3 "Evento" hace referencia a uno o más de los eventos enumerados anteriormente o a cualquier otro organizado por CoCoA H2H.
1.4 "Comprador Alojado" es la persona aceptada por CoCoA H2H para asistir al Evento como comprador de productos turísticos de alto nivel, recibiendo alojamiento, traslados, comidas y experiencias proporcionadas por CoCoA H2H sin coste.
1.5 "Sistema de Citas Programadas" es el sistema operado por IBX para coordinar las reuniones entre los Compradores Alojados y los proveedores durante el Evento.
1.6 "Proveedores" son proveedores de gama alta que han contratado con CoCoA H2H para participar en los eventos de IBX.
1.7 "CoCoA H2H" significa CoCoA H2H S.L. o cualquier empresa matriz, filial o asociada.

2. CONDUCTA DE LOS COMPRADORES ALOJADOS

2.1 Si su solicitud es aceptada, el Comprador Alojado recibirá de CoCoA H2H:

2.1.a Hasta tres noches de alojamiento incluyendo desayuno, almuerzo y cena (exceptuando extras como servicio de habitaciones, llamadas telefónicas o bebidas en la habitación).
2.1.b Traslados de ida y vuelta desde el aeropuerto hasta el hotel anfitrión en las fechas oficiales del evento, únicamente si se proporcionan los detalles de vuelo al menos dos semanas antes del evento.
2.1.c Acceso al programa completo del evento correspondiente de IBX.
2.1.d Citas programadas durante los días de networking.
2.1.e Acceso a todas las comidas oficiales, fiestas y eventos de networking organizados por IBX.

2.2 Como condición para recibir los servicios anteriores, los Compradores Alojados deberán:

2.2.a Participar activamente en el sistema de Citas Programadas, seleccionando a los expositores en orden de preferencia dentro del plazo establecido.
2.2.b Asistir a todas las reuniones y sesiones de networking programadas por el equipo de IBX.
2.2.c Vestir con ropa adecuada de estilo informal elegante durante todo el evento.
2.2.d Llegar al evento a más tardar a las 23:00 del Día de Llegada según lo establecido por el equipo de IBX.

2.3 El incumplimiento de estos requisitos podrá resultar en la exclusión del Comprador Alojado del programa actual y de futuros programas, sin derecho a reembolso de importes abonados. Una baja significativa en el número de citas asistidas será considerada como cancelación y se aplicarán cargos según la sección correspondiente.

3. COVID-19

3.1 Por motivos de seguridad, el Comprador Alojado no deberá asistir al evento si él o alguien con quien convive presenta síntomas como:

3.1.a Fiebre superior a 37.8°C
3.1.b Tos seca continua reciente
3.1.c Pérdida o alteración del olfato o gusto

3.2 IBX se reserva el derecho de denegar la entrada a cualquier persona que presente síntomas.
3.3 IBX podrá requerir a los Compradores Alojados:

3.3.a Prueba negativa de test de antígenos tomada dentro de las 48h previas a la llegada
3.3.b Realización de test de antígenos al llegar
3.3.c Prueba de vacunación contra COVID-19 aceptable para IBX

3.4 La falta de cumplimiento de lo anterior puede conllevar la negación de entrada.
3.5 El Comprador Alojado debe familiarizarse y cumplir con las políticas de salud y seguridad de IBX antes y durante el evento.
3.6 El Comprador Alojado acepta el riesgo inherente de exposición al COVID-19 al participar en un evento con otros individuos.

4. VIAJE Y ALOJAMIENTO

4.1 Los detalles de viaje deben enviarse al equipo de IBX al menos dos semanas antes del evento.
4.2 IBX proporcionará traslado de ida y vuelta entre el aeropuerto designado y el hotel anfitrión solo en los días oficiales.
4.3 Se ofrecerán hasta tres noches de alojamiento únicamente durante las fechas del evento.
4.4 Cualquier noche adicional o mejora de habitación correrá a cargo del Comprador Alojado.

5. CANCELACIONES Y REEMPLAZOS

5.1 Reemplazos: Las invitaciones no son transferibles. Sin embargo, si es aceptado por el equipo IBX, se podrá sustituir por un colega senior sin coste.
5.2 Cancelaciones: Sin penalización hasta 45 días antes del inicio del evento. A partir de entonces, se cobrará una tarifa de 500 € e incluirá los siguientes costes:

  • Cancelación de alojamiento según política hotelera

  • Traslados de llegada y salida

  • Costes de comidas

  • Costes de experiencias individuales

  • Penalización por reuniones no realizadas

  • Costes de post-fam trip (si aplica)

5.3 Todas las cancelaciones deben comunicarse por escrito y ser reconocidas por el equipo IBX.
5.4 El incumplimiento significativo de citas será tratado como cancelación y conllevará una penalización de 1.500 £.
5.5 En caso de no presentarse sin aviso, se aplicará una penalización de 500 €.

6. EXCLUSIÓN DE RESPONSABILIDAD

6.1 IBX no se responsabiliza de:

  • Pérdida de vuelos

  • Insolvencia de aerolíneas, hoteles o proveedores

  • Cancelación o retraso de vuelos

  • Negación de embarque o entrada al país
    Pérdida o retraso de equipaje

  • Negación de acceso al evento

6.2 Se recomienda contratar seguros de viaje, cancelación y médico.
6.3 Los visados y permisos son responsabilidad del Comprador Alojado.
6.4 IBX no se responsabiliza por eventos de fuerza mayor como guerras, terrorismo, desastres naturales, epidemias, etc.
6.5 IBX se reserva el derecho a reprogramar el evento o cambiar el formato a virtual.
6.6 No será responsable de pérdidas indirectas o económicas.
6.7 No será responsable de muerte o daños personales, salvo lo que estipule la legislación española.
6.8 La responsabilidad total está limitada a 500 €.

7. GENERAL

7.1 Completar el formulario de solicitud no garantiza la aceptación. La decisión del equipo IBX es final. Solo se acepta una solicitud por persona.
7.2 La participación como Comprador Alojado solo es válida tras aceptar estos Términos y Condiciones.
7.3 El equipo IBX puede excluir a un participante sin responsabilidad si considera que no es adecuado para el perfil del evento.
7.4 Este es un evento de negocios dirigido a profesionales del sector de viajes de lujo.
7.5 Los Compradores Alojados tendrán acceso gratuito a la comunidad digital de CoCoA H2H Iberoamérica.
7.6 Cualquier disputa será resuelta bajo la legislación española en tribunales españoles.
7.7 Al aceptar estos términos, da su consentimiento para que IBX utilice sus datos de contacto con fines logísticos, informativos y promocionales relacionados con este y otros eventos.

Please note these Terms and Conditions apply to the events below:
IBX: Ibero-América Exchange Series (22-25 August 2027; 9-12 November 2027).

1. DEFINITIONS

In these Terms and Conditions, the following words shall have the following meanings unless the context otherwise requires:
1.1 “IBX: Ibero-América Exchange" means face to face appointment led events held between buyers and suppliers in different locations.
1.2 “IBX: Ibero-América Exchange Team" means the employees of CoCoA H2H or appointed outside parties.
1.3 “Event” means one or more of the events listed in the table above or any other event operated by CoCoA H2H.
1.4 “Hosted Buyer” means the person, accepted by CoCoA H2H, who will attend the Event as a buyer of high-end travel products where complimentary accommodation, transfers, meals and experiences are provided by CoCoA H2H.
1.5 "Pre-Scheduled Appointment System" means the appointment system operated by IBX: Ibero-América Exchange to co- ordinate the appointments of the Hosted Buyers and IBX: Ibero-América Exchange suppliers during the Event.
1.6 “Suppliers” mean high-end suppliers who have contracted with CoCoA H2H to participate at IBX: Ibero-América Exchange Events.
1.7 “CoCoA H2H” shall mean CoCoA H2H SL or any associated, parent or subsidiary company or organisation.

2. CONDUCT OF HOSTED BUYERS

2.1 Should their application to join the Event be successful, "Hosted Buyers" will receive from CoCoA H2H:
2.1.a Up to three nights’ accommodation including breakfast, lunch and dinner, but excluding all extras including room service, telephone calls and in-room drinks (which are to be borne by the Hosted Buyer) per event
2.1.b Return airport transfers to the host hotel in the destination where the Event is being held, only on the arrival and departure dates as outlined in the official event agenda provided by the IBX: Ibero-América Exchange Team and only upon receipt of flights information no less than two weeks prior to the event
2.1.c Entry to the relevant IBX: Ibero-América Exchange (full programme)
2.1.d Pre-scheduled appointments on the Event networking days
2.1.e Entry to all official meals, parties and networking events organized by IBX: Ibero-América Exchange in relation to the Event.

2.2 As a condition of receiving the above services, being those services and benefits set out in clause 2.1 from IBX: Ibero-América Exchange, "Hosted Buyers" will be required to:
2.2.a Actively participate in all the Pre-Scheduled Appointments Programme, i.e. selecting all the exhibitors in order of appointment preferences within a specified timeframe.2.2.b Attend all meetings and networking sessions scheduled by the IBX: Ibero-América Exchange Team and included by the IBX: Ibero-América Exchange Team in their diaries
2.2.c Wear suitable smart casual attire as a condition of entry to and participation during the Event. 
2.2.d Arrive at the Event no later than 11pm on the Arrival Day set by the IBX: Ibero-América Exchange Team and as per Event schedule.

2.3. Failure by any person to comply with the requirements stated above may result in a review of the person's Hosted Buyer status and / or exclusion from the Event Hosted Buyer Programme and future IBX: Ibero-América Exchange Hosted Buyer Programmes without refund of any sums that may have already been paid by that person. A significant shortfall by the Hosted Buyer on the minimum commitment with respect to attending appointments shall be treated by the IBX: Ibero-América Exchange Team as a cancellation, and cancellation fees will apply (see "Cancellations" section below). Attendance at the above will be monitored on site by the IBX: Ibero-América Exchange Team.

3. COVID-19

3.1 IBX: Ibero-América Exchange takes the health and safety of Hosted Buyers and our suppliers seriously. In light of the COVID-19 pandemic the Hosted Buyer must not attend the Event if they or someone they live with is displaying any of the following symptoms:

3.1.a A temperature of 37.8C or greater;
3.1.b A new dry continuous cough; or
3.1.c A loss of, or change in, normal sense of smell or taste.
3.2 IBX: Ibero-América Exchange reserves the right to refuse entry to any person displaying symptoms of COVID 19.
3.3 In addition to the requirements set out in clause 3.2 above, IBX: Ibero-América Exchange may require Hosted Buyers to:
3.3.a Provide proof of a negative Lateral Flow Test for COVID-19 taken within 48 hours prior to arrival at the Event; or
3.3.b Undertake a Lateral Flow Test for COVID-19 upon arrival at the Event which shows a negative result for COVID-19; or
3.3.c Provide proof of COVID-19 vaccination to the reasonable satisfaction of IBX: Ibero-América Exchange.

3.4 IBX: Ibero-América Exchange reserves the right to refuse admission to any Hosted Buyer who does not meet one of the requirements set out in clause 3.3. IBX: Ibero-América Exchange further reserves the right to require a Hosted Buyer to undertake a COVID-19 Lateral Flow Test regardless of whether they have been vaccinated against COVID-19 immediately prior to the commencement of the Event.

3.5 Prior to arrival at the Event, the Hosted Buyer shall familiarise themselves with and comply with IBX: Ibero-América Exchange’s health and safety policy as provided for the Event. The Hosted Buyer agrees that this is an ongoing obligation that extends to any additional policies, procedures or measures that IBX: Ibero-América Exchange may put in place from time to time in respect of its response to COVID-19 and which are provided to the Hosted Buyer in writing.

3.6 The Hosted Buyer unconditionally acknowledges that there is an element of risk of exposure to COVID-19 associated with any form of participation in an activity involving other individuals working at relatively close proximity. While IBX: Ibero-América Exchange shall adhere to the health and safety protocols and follow all risk assessment recommendations to minimise the risk of exposure to COVID-19, Hosted Buyer acknowledges that there remains a possibility that the Representatives may come into direct or indirect contact with COVID-19 and freely and willingly agrees to participate in the Event in this knowledge.

4. TRAVEL AND ACCOMMODATION

4.1 Hosted Buyers will provide their travel details to the IBX: Ibero-América Exchange Team no later than two weeks before the Event dates. Such Hosted Buyers are obligated to arrive at the Event by 11pm on Arrival Day and depart no earlier than 10.30pm on Departure Day.

4.2 IBX: Ibero-América Exchange will provide the Hosted Buyer with a return transfer from the airport designated by the IBX: Ibero-América Exchange team to the host hotel. Should there be more than one airport in the destination where the Event is being hosted, please check with the IBX: Ibero-América Exchange Team where you should be flying into. Transfers will be either by car or minibus. Transfers will be arranged no earlier than Arrival Day. Return transfers will be arranged only on Departure Day.

4.3 IBX: Ibero-América Exchange will provide the Hosted Buyer with a maximum of three nights’ accommodation at the host hotel and during the Event dates only in accordance with subclause 2.1.a.

4.4 IBX: Ibero-América Exchange will not be responsible for extra room costs incurred during the stay. Any room upgrades will be solely at the discretion of the hotel management. Additional nights, if requested by the Hosted Buyer, are payable by the Hosted Buyer locally directly to the hotel.

5. CANCELLATION & REPLACEMENTS FOR HOSTED BUYERS

5.1 Replacements: Invitations to Hosted Buyers are non-transferable. In instances where Hosted Buyers need to cancel their participation, they should promptly request and replace their attendance with a senior colleague from their organisation to attend as a replacement. On the condition that the replacement is accepted by the IBX: Ibero-América Exchange Team, a cancellation/change fee will not apply. If the replacement cannot be found and if the replaced senior colleague also cancels their participation then clause 4.2 will apply.

5.2 Cancellation of attendance: Whilst not encouraged, Hosted Buyers may cancel their attendance to the Event with no penalty up to 45 days before the stated event start date. Cancellations received on or after 45 days before the event start date will incur a fee of EUR €500. Please note a member of the team from IBX: Ibero-América Exchange will be in contact with an individual invoice according to your costs. You will be liable to pay the following:

5.2.1. Accommodation cancellation fee or accommodation equivalent of stay depending at the time of cancellation and according to host hotel policy
5.2.2. Arrival Transfer
5.2.3. Departure Transfer
5.2.4. Transfers cost during Event
5.2.5. Meal costs (Lunches, coffee breaks, cocktail receptions or dinners)
5.2.6. Individual experiences cost (can vary depending on how many meetings)
5.2.7. Supplier fee as a result of meetings lost 5.2.8. Post-fam trip costs (if applicable)


5.3 All cancellations must be received by the IBX: Ibero-América Exchange Team in writing and must have been acknowledged by the dates specified above by the IBX: Ibero-América Exchange Team.

5.4 A significant shortfall by Hosted Buyers on their minimum commitments with respect to attending appointments shall be treated by the IBX: Ibero-América Exchange Team as a cancellation of attendance and the Hosted Buyers will incur a cancellation fee of GBP £1,500 inclusive of VAT.

5.5 No Show: Hosted Buyers who do not inform the IBX: Ibero-América Exchange Team of their cancellations 45 days prior to the event date and do not attend the specified IBX: Ibero-América Exchange event will incur a no-show fee of EUR €500 inclusive of VAT.

5.6 Cancellation of attendance fees and any no show fees shall be payable by Hosted Buyers within thirty days of the receipt of the cancellation or no-show invoice. IBX: Ibero-América Exchange will provide the Hosted Buyer with a receipt in respect to cancellation of attendance fees and no-show fees. The Hosted Buyer may request an invoice if required.

5.7 IBX: Ibero-América Exchange shall be entitled to cancel the place of the Hosted Buyer and withdraw or cancel all benefits if it considers, at its sole discretion, that the products or services provided by the Hosted Buyer or any person attending the event with the Hosted Buyer mentioned overleaf, do not fit the profile of the Event.

5.8 Hosted Buyers agree that the above charges are a reasonable pre-estimate of the loss suffered by IBX: Ibero-América Exchange in the event of Hosted Buyers breaching these Terms and Conditions or cancelling their attendance.

5.9 Hosted Buyers who attend the Event but are refused entry due to non-compliance with the COVID19 measures set out in clause 3.3 will not incur any cancellation charge.

6. EXCLUSION OF LIABILITY

6.1 IBX: Ibero-América Exchange takes no responsibility (including for any costs incurred)
6.1.1. for Hosted Buyers who miss their flight;
6.1.2. for the insolvency or failure of any airline company or hotel or ground handling company or other supplier;
6.1.3. for flight cancellation or delay;
6.1.4. if a Hosted Buyer is refused permission to board the aircraft or is refused entry to the destination where the Event is being hosted for any reason whatsoever;
6.1.5. for any delay or loss of baggage or excess baggage charges - any subsequent dispute shall be directly between the Hosted Buyer and the relevant airline; or
6.1.6. for any costs incurred as a result of the Hosted Buyer being refused entry to the Event.

6.2 The Hosted Buyers must obtain adequate travel insurance coverage for their stay and it is recommended in particular that Hosted Buyers take out adequate cancellation insurance to cover the instances referred to in paragraph 5.1, insurance for their baggage and medical insurance COVID19 compliant.

6.3 Individual visa requirements, travel permits, other licenses and inoculations will be the sole responsibility of the Hosted Buyer, including any necessary costs incurred.

6.4 IBX: Ibero-América Exchange, its agents, its employees, and its subcontractors shall not be liable for loss, damage or delay resulting from acts or threats of war, hijack, terrorist activity, civil commotion, industrial disputes, fuel shortages, natural disasters or adverse weather conditions, strikes or lockouts intervention or regulation, military activity, epidemics, pandemics including in relation to Coronavirus and COVID-19 or any other circumstances outside IBX: Ibero-América Exchange’s or its subcontractor’s control which shall make it impossible or inadvisable for IBX: Ibero-América Exchange to hold the Event at the time and place provided or makes it impossible to get the Hosted Buyers to the Event or to provide flights, hotels, transfer appointments, events or other services to Hosted Buyers

6.5 IBX: Ibero-América Exchange reserves the right to re-schedule the Event at another date and/or at an alternative site, whether in consequence of a Force Majeure event or otherwise. Should the Event not go ahead and be cancelled for any reason, the Hosted Buyer agrees and acknowledges that it is obliged to attend the virtual Event which IBX: Ibero-América Exchange shall endeavour to hold on the dates of the original Event.

6.6 IBX: Ibero-América Exchange shall not be liable to the Hosted Buyer, in contract, tort or otherwise for any loss of profit, loss of business or revenue, loss of anticipated savings or any indirect or consequential loss or damage, costs or expenses arising out of or in connection with the Hosted Buyers attendance at the Event.

6.7 IBX: Ibero-América Exchange shall not be liable for the death or personal injury of any Hosted Buyer save where such liability cannot be excluded under Spanish Law.

6.8 IBX: Ibero-América Exchange’s liability to a Hosted Buyer in respect of his/her attendance at the Event under these Terms and Conditions whether in contract, tort or otherwise shall not exceed EUR 500.

7. GENERAL

7.1 Completion of an online or other application form applying to become a Hosted Buyer at the Event does not automatically guarantee a place on the Hosted Buyer Programme. Applicants will be notified by the IBX: Ibero-América Exchange Team if their application is successful. The IBX: Ibero-América Exchange Team’s decision is final. Only one application form may be completed by each proposed participant and only the first application form will be accepted. Applicants must be over the age of eighteen.

7.2 Successful applicants will only be accepted as Hosted Buyers if they have fully completed the application form, read and agreed to these Terms and Conditions and confirmed their acceptance by ticking the relevant boxes on the online application form.

7.3 The IBX: Ibero-América Exchange Team reserves the right to remove a Hosted Buyer from the Hosted Buyer Programme at its complete discretion without liability if it is considered by the IBX: Ibero-América Exchange Team to be in the best interests of the IBX: Ibero-América Exchange Event.

7.4 It is important for any Hosted Buyer, and those businesses that they represent to understand that IBX: Ibero-América Exchange Event is solely for business purposes and targeted for influential people working within the luxury travel industry.

7.5 Successful approval to attend the IBX: Ibero-América Exchange Event will also result in complimentary access to the year-round CoCoA H2H Ibero-America digital community. Participants can opt out at any time.

7.6 Any disputes arising under these terms will be governed by Spanish law and are subject to the exclusive jurisdiction of the Spanish Courts.

7.7 By agreeing to these Terms and Conditions, you are consenting under all relevant data protection legislation to IBX: Ibero-América Exchange communicating with you by telephone, fax, email and by post and using your personal information for internal processing and for disclosure to third parties such as airlines, hotels, and exhibitors in connection with your attendance at IBX: Ibero-América Exchange. In addition, we may use your details to invite you to other Events organised by IBX: Ibero-América Exchange or to offer you other relevant products and services supplied by IBX: Ibero-América Exchange or third parties. Please contact the IBX: Ibero-América Exchange Team (h2h@cocoah2h.com) if you do not wish your personal information to be used in any of the ways mentioned above.