participation proposal 2017 -...

P R O P O S A L 2 0 1 7P A R T I C I P A T I O N

A P R I L 2 5 t h - 2 8 t h

# T R A V E L W E E K S P

Welcome to Travelweek Sao Paulo by ILTM, Latin America’s luxury travel show!

This annual exhibition of exclusive travel presents the world’s most prestigious suppliers to the elite of Latin American travel designers.

The show is based on pre-scheduled appointments, alongside networking events, and participation is by invitation only.

Travelweek Sao Paulo collaborates to drive the industry forward, contributing to enrich the sector and to bring new specialists to the scene. Every year Travelweek Sao Paulo strengthens business relationships, builds market opportunities and inspires discerning travelers with its unique format and atmosphere.

It happens at the Bienal Pavilion - Ibirapuera Park, a cultural landmark designed by Oscar Niemeyer in 1954.

In April, between the modernist architectural lines and the green of the park, the Bienal transforms itself into the official window for the most incredible and exclusive travel experiences in the world.

THE SHOW 7th EDITION

LATIN AMERICA • OTHER COUNTRIES

MexicoArgentina

ChileColombiaCosta Rica

Dominican RepublicEcuador

GuatemalaPanama

ParaguayPeru

Puerto RicoUruguay

Venezuela

HOSTED MEDIA Local and hosted international media are guests in a dedicated press programme and networking events.

WORLDWIDE EXHIBITORS Worldwide hand-picked suppliers, with high-end curatorship, ensures an impressive collection.

HOSTED LATIN AMERICAN VIP BUYERSWith unrivalled knowledge of the market, Travelweek Sao Paulo hosts the elite of Latin America’s senior travel designers, offering high quality curatorship focused on business results.

According to their location, the VIP Buyers are fully hosted with flights, accommodation and transfers.

It’s only possible to see as many people by travelling more than 300 hours, or 37 working days, considering Sao Paulo as a base. Coming to Travelweek Sao Paulo is timesaving!

VIP Buyers attending are decision maker travel agents and/or wholesalers, expected from:

AUDIENCE BY INVITATION ONLY

• Plus a few North American guests who intend to meet with Latin American suppliers.

• Moreover, another group of travel specialists take part of a Free Networking Programme.

BRAZIL

AmericanaBarueri

Belo HorizonteBlumenau

BrasiliaCampinas

Campo GrandeCuritiba

FlorianopolisFortaleza

GoianiaItu

JoinvilleJuiz de Fora

LondrinaNatal

Porto AlegrePresidente Prudente

RecifeRibeirao Preto

Rio de JaneiroSalvador

Santo AndreSantos

Sao Jose do Rio PretoSao Jose dos Campos

Sao PauloSorocabaValinhosVitoria

2526

2728

PROGRAMME

A P R I L2 0 1 7

APRIL • TUESDAYOPENING CEREMONYWELCOME COCKTAIL

APRIL • WEDNESDAYTRADE MEETINGS

APRIL • THURSDAYTRADE MEETINGS

APRIL • FRIDAYTRADE MEETINGSCLOSING PART Y

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FORMATAn innovative concept, where exhibitors are organized by Sections (destinations, themes and corporate), resulting in an integrated and educative environment, with a unique visual identity.

The meeting space is by WorkStation. The WorkStations are the same and exhibitors have equal visibility.

Travelweek creates, builds and delivers the complete infrastructure, which makes the event practical and business effective. There are no worries with decoration or workspace.

All you have to bring is your presentation and good energy!

EXHIBITING

WorkStation external view

ALL BUILT & DELIVEREDNO HIDDEN COST, NO WORRIES

WorkStation internal view

INCLUSIONS• 01 WorkStation:

01 Image Panel1 with product’s name (no logos2),photo, WorkStation number and section

01 Table and 04 Chairs01 Cabinet with shelf02 Electric socketsCarpet, lighting, walls and wastebasket1 Please, check the Image Panel examples on the next page.2 Except for Corporate Image Panel, with logo included.

• 01 Exhibitor badge to access the entire event• 01 Set of pre-scheduled appointments per WorkStation

(15 min. each appointment, up to 65 meetings)• Promotion in the Official Exhibitor List• Promotion in the Directory

REGULATION• WorkStations are limited and all participation formats are subject to availability at the time of registration. • Each WorkStation is entitled to 01 set of appointments, regardless the format of participation (single or shared) and/or the number of delegates attending. • The agreement of participation must be signed and payment must be received by its due dates to qualify at each different rate and to access the pre-scheduled appointment system.

SHARED PARTICIPATION (2, 3 OR 4 PRODUCTS)• The shared participation is only valid within exhibitors of the same Section (i.e.: Europe Section).• A shared participation means to share the same set of appointments at the same WorkStation and same table.As each appointment is of 15 min. total, each product has:

02 products sharing: 7.5 minutes each03 products sharing: 5.0 minutes each04 products sharing: 3.75 minutes each

• The shared participation additional fee per product applies in order to include each additional product in the Image Panel, Directory and Official Exhibitor List. For additional delegates please check ‘Extra Badge’.

• The shared participation fee includes 01 exhibitor badge only for one delegate presenting all sharing products. In case of a shared participation among independent products, the ‘Extra Badge’ fee applies as needed.• Even sharing, all products are individually promoted in the Directory and Official Exhibitor List as well as have their own access to the pre-scheduled appointment system in order to select their individual interests. The system will add all interests selection to create one unique set of appointments to be shared.If necessary, it will be our pleasure to help you find a product to share participation with! In case you have a partner suggestion, please let us know in advance, so that we can reconfirm the availability of a new invitation.

CORPORATE PARTICIPATIONPlease note that in order to invest in the Corporate WorkStation (to exhibit as a Hotel Chain, Collection or Association), the company must have at least 02 different WorkStations within Destinations and/or Theme’s Sections at Travelweek.WorkStations can be grouped in your own Collection Section from a minimum of six WorkStations.

PARTICIPATION DOES NOT INCLUDE Exhibitors’ participation does not include extra costs and expenses such as taxes, flights, accommodation, meals, inbound arrangements, visas, legal documentation, collateral materials shipment and storage, or others not mentioned.

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INVESTMENT PER WORKSTATION

USD 11,990

USD 15,990

USD 14,650

USD 19,600

EARLY BIRD by September 30th

EARLY BIRD by September 30th

• HOTEL PROPERTIES(less than 100 rooms)

• CRUISES, YACHTS & TRAINS(less than 100 cabins)

• ACTIVITY COMPANIES• ATTRACTIONS

(museums, parks, airports, etc)• CAR SERVICES• DMC & CONCIERGE SERVICES• PRIVATE VILLAS & APARTMENTS• PRIVATE JETS• REGIONAL TOURISM BUREAUS• TRAVEL SERVICES

(insurance, exchange, tickets, etc)

• HOTEL PROPERTIES(more than 100 rooms)

• CRUISES, YACHTS & TRAINS(more than 100 cabins)

• EXCLUSIVE SHOP EXPERIENCES

• NATIONAL TOURISM BUREAUS

• HOTEL CHAINS, COLLECTIONS & ASSOCIATIONS2

(additional WorkStation in the Corporate Section)

AVAILABLE FROM THE 2nd WORKSTATION CONFIRMED

STANDARD

STANDARD

NEW!WorkStations can be grouped in your own Collection Section from a minimum of six WorkStations.

USD 15,990

USD 19,600

EARLY BIRDby September 30th

STANDARD

*01 badge included per WorkStation (not per product). Extra badge USD 1,000 each1

*01 badge included per WorkStation (not per product). Extra badge USD 1,000 each1

USD 6,360 per product(USD 19,080 total)






A)

B)

SINGLE

SINGLE

SHARED*

SHARED*

01 PRODUCT

01 PRODUCT

01 BADGE

01 BADGE

02 PRODUCTS

02 PRODUCTS

01 BADGE

01 BADGE

03 PRODUCTS

03 PRODUCTS

01 BADGE

01 BADGE

04 PRODUCTS

04 PRODUCTS

01 BADGE

01 BADGE







USD 1,000each to access the entire event

USD 450each day

EXTRA BADGE1

ONE DAY PASS1

USD 400per exhibiting product/pageDIRECTORY - FULL PAGE2

1 Only official employees of exhibiting products are allowed to purchase an extra badge. An additional of USD 150 applies for badges ordered at the venue.

2 Corporate participation includes promotion in 01 full page of the Directory.

ATTENTION: In case your product belongs to another category not mentioned above, such as Airline and others, please contact our team.01 badge included per WorkStation (not per product). Extra badge USD 1,000 each1

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One of the following half page promotions is already included:

USD 400 per exhibiting product/page

DIRECTORY

SPONSORSHIP

FULL PAGE • EXTRA VISIBILITY

FOR MORE INFORMATION, PLEASE CONTACT OUR TEAM. CONDITIONS APPLY.

LANYARDUSD 3,000

CARD HOLDER BOOKUSD 6,500

SPONSORED LUNCHUSD 15,000

CLOSING PARTYUSD 15,000

ECOBAGUSD 10,000

LOUNGEUSD 12,000 ~ USD 16,000

BOTTLED WATERUSD 3,900

BUYERS PASSPORTUSD 6,500

DESTINATION/PRODUCT PRESENTATIONUSD 5,500

CASUAL FRIDAYUSD 6,500

COCONUT WATERUSD 15,000

TAILORED OPPORTUNITY

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I. PAYMENT TERMSRegistration until September 30th, 20161st instalment: 50% payment on return of the signed Agreement.2nd instalment: 50% balance by October 31st, 2016.From October 1st, 2016100% payment on return of the signed agreement.IMPORTANT: In case payment is not received by the established dates, Payment in Arrears conditions (item III) will apply.Reed Exhibitions Alcantara Machado (Travelweek) may terminate the Agreement at any time, by written notice, if full participation charge is not paid on its due date. Any amount received will not be refunded. In this case, Cancellation Policy (item V) applies.

II. PAYMENT OPTIONSBank deposit: An invoice with bank information for the wire transfer will be sent alongside with your contract. The wire transfer receipt with SWIFT number and INVOICE number must be sent in order to identify the credit. All bank fees are sole responsibility of the Exhibitor (no fee shall be deducted). Exhibitors are to instruct their banks that no taxes should be deducted from the receiver and to charge the sender filling in the wire transfer form with the code “OUR”, meaning that all costs would be paid by the sender - instead of “SHA” (shared) or “BEN” (beneficiary). Should any payment be received with deducted taxes, the remaining value will be considered as pending amount and due. No refunds. Credit card by PayPal: additional 2,5% fee will apply for credit card payments. The amount will be charged in Brazilian Reais according to the exchange rate of the day. This payment option must be made by PayPal’s web-link to be sent by Reed Exhibitions Alcantara Machado (Travelweek)’s Accounts.Cheques: Are NOT accepted.

III. PAYMENT IN ARREARSIf payment is in arrears (whether demanded or not), a fine of 2% on the participation charge’s portion in arrears will be applied, plus interest on the overdue amount from the first day after the due date, at a rate of 1% per month on a daily basis compounded. All payments received shall be forfeited and the balance, if any, shall become due and payable forthwith together with accrued interest.IMPORTANT: Reed Exhibitions Alcantara Machado (Travelweek)’s Pre-scheduled Appointment System is linked with the Accounts System. For Exhibitors with payment in arrears, the online access to VIP Buyers list, Agenda and other information if so, will not be available until its payment receipt prior to the show.

IV. INVESTMENT CONDITIONS AND VALIDITYRates and availability of participation are valid for Agreements signed and returned by the due date with 100% payment received in cleared funds by Reed Exhibitions Alcantara Machado (Travelweek) by the due date, according to the Agreement.The participation charge does not include taxes, extra costs and expenses such as flights, accommodation, meals, inbound arrangements, visas, legal documentation, collateral materials shipment and storage, or others not mentioned in the Agreement.IMPORTANT: The Exhibitor must inform Reed Exhibitions Alcantara Machado (Travelweek) in case of any payment to be sent in Brazilian Reais (BRL or R$). If payment source is a Brazilian company (holder of a CNPJ), Brazilian tax liabilities such as IRRF, PIS, COFINS, Social Contribution will apply according to Brazilian Law and are Exhibitor’s sole responsibility. The agreement of participation will be issued by Reed Exhibitions Alcantara Machado Ltda (Travelweek).

V. CANCELLATION POLICYIn case of cancellation, the following policies are applicable and the cancellation fees are to be payable forthwith on cancellation:a) Until October 1st, 2016: Payment of 50% of total participation charge is required.b) From October 2nd, 2016: No refunds. Payment of 100% of total participation charge is required.Exhibitors may withdraw from the event by giving written notice to Reed Exhibitions Alcantara Machado (Travelweek). Respective credit will be given for sums already paid (according to items “a” and “b”), and in case of refunds please refer to refund policy.Refund Policy: USD 150 or BRL 300 bank administration fee will be retained for any amount to be refunded. Payments received in Brazilian Reais will be refunded in Brazilian Reais. Reed Exhibitions Alcantara Machado (Travelweek) is not responsible for any exchange rate variation from the time of receiving versus the time of refunding, neither any bank fee applicable by Exhibitor’s bank at the time of receiving the refund.Payments received by credit card/PayPal will only be refunded by PayPal. Any credit card administrative fees, bank fees or any other unforeseen fees that may arise of the refund’s transaction are the sole responsibility of the Exhibitor.

VI. EXHIBITING SPACE, LOCATION AND LAYOUTSpace commercialization of the event is by WorkStation. Each WorkStation is entitled to 01 (one) set of appointments, regardless the format of participation (single or shared) and/or the number of delegates attending.Exhibitors’ WorkStations shall be located at the event’s Sections (destinations, themes or corporate) as designated by Reed Exhibitions Alcantara Machado (Travelweek). The Image Panel or Table Signage is produced by Reed Exhibitions Alcantara Machado (Travelweek), who is responsible for its layout and background color according to the respective Section following the event’s visual identity, format and criteria. The color palette of the Sections will be established by Reed Exhibitions Alcantara Machado (Travelweek) and may be changed at any time without prior notice.Upon agreement signature, Exhibitors are requested to provide all information and high resolution files for the creation of the Image Panel/Table Signage and Directory. The Image Panel and Table Signage previews will be available for Exhibitors’ approval before printing. During approval’s deadline only, Exhibitors are entitled to 01 (one) change request in case any update is needed. From the second change request (inclusive), a fee of USD 80 per change will apply. Exhibitors are responsible for providing all information and high resolution files before approval’s deadline. In case Reed Exhibitions Alcantara Machado (Travelweek) does not receive the printing approval by its due date, the event’s organization is entitled to print Exhibitors Image Panel or Table Signage at its discretion.For any changes requested after printing established deadline, Exhibitors should consider an additional charge of USD 800 for Image Panel or USD 400 for Table Signage for each new version (except if it is identified as a printing mistake from Reed Exhibitions Alcantara Machado (Travelweek)).In case of the identification of a printing mistake on site during the event’s first day, Reed Exhibitions Alcantara Machado (Travelweek) will ensure its correction and may request amended information and high resolution files from the Exhibitors to do so, but shall not incur any liability to the Exhibitor for any loss or damage, nor shall the Exhibitor be entitled to any allowance in respect of monies due or paid.Reed Exhibitions Alcantara Machado (Travelweek) delivers the WorkStation ready for use. In order to provide an integrated and educational environment with a unique visual identity, custom made or decorated WorkStations are not allowed - including table cloths, stuffed animals, dolls, rugs, candles, frames, banners, etc (small flowers bouquets and branded amenities are welcomed - please refer to VII clause) clause); except for Exhibitors located at ‘Agencies & Wholesalers Section’. Reed Exhibitions Alcantara Machado (Travelweek) reserves the right to make random visits to WorkStations to confirm that Exhibitors are in compliance with this Policy and is entitled to remove any item identified as a customization or decoration.The allocation of the WorkStations at the venue will be established by Reed Exhibitions Alcantara Machado (Travelweek) and may be changed without previous notice. Any floor plans made available are for illustrative purposes only and do not constitute a guarantee of any particular location.

VII. EXHIBITOR’S MATERIALS & CATERINGThe Exhibitor is responsible for the collateral materials’ shipment and storage.

Reed Exhibitions Alcantara Machado (Travelweek) office address is not entitled to receive or store any material at any time and it is not able to assist delegates with shipments retained at Brazilian customs. The event’s venue is not entitled to receive or storage any material prior to the event opening.If by any mistake an Exhibitor forwards any collateral material to Reed Exhibitions Alcantara Machado (Travelweek)’s office or the venue, the delivery will be refused without prior notice.Following the Health & Safety Policy, all articles for human consumption, whether for eating or drinking within the Exhibition premises or dispensed or given away therein must be obtained from the Official Caterers to the Exhibition Venue as per Reed Exhibitions Alcantara Machado (Travelweek)’s instructions. Except for coffee machines and sealed water bottles that are allowed under Exhibitors’ own responsability.

VIII. ACCESS AND CONDUCTReed Exhibitions Alcantara Machado (Travelweek)’s participation is by invitation only to Exhibitors, Buyers, press and invited guests. All participants must be formally registered to attend the event as per Reed Exhibitions Alcantara Machado (Travelweek) sole criteria.Buyers are admitted to the event on the understanding that they have pre-scheduled appointments with Exhibitors or access to the free networking period, if any, as per Reed Exhibitions Alcantara Machado (Travelweek)’s establishments and invitations. Delegates from exhibiting companies must attend all appointments at their WorkStations.Exhibitors acknowledge that in case of any interaction with final consumers at the event, Exhibitors are welcome to offer catalogues and/or amenities. Respecting the Buyers, it is not allowed to distribute business cards, neither offer special rates nor any other form to persuade direct bookings from final consumers.Reed Exhibitions Alcantara Machado (Travelweek) will issue official badges or entrance passes and no other form of admission will be valid. The access of personnel that is not officially invited and registered at the event will not be allowed. Exhibitors’ extra badges are available for sale to official employees of exhibiting companies only. Exhibitors and Buyers are not entitled to invite anyone to the event without Reed Exhibitions Alcantara Machado (Travelweek)’s prior and written consent and registration of the attendee.Exhibitors acknowledge that, during the Welcome Cocktail, all registered Buyers will be identified with their badges. Non-registered Travel Agents and other public may visit the event as guests on this day only. In order to avoid inconveniences, Exhibitors are requested to not arrange meetings inside the venue with non-registered personnel during the Trade Days. Access of non-registered personnel will not be allowed at the venue during the Trade Days.Exhibitors acknowledge that Reed Exhibitions Alcantara Machado (Travelweek) shall not be held responsible for the failure of any other Exhibitor or Buyer to attend the event or the failure of any number of participants to attend the event for any reason.

IX. ELECTRICITY AND INTERNET CONNECTION POLICYExhibitors acknowledge that, because the venue is inside a park, internet signal might be low and unstable. It is Exhibitors’ responsibility to download and save in advance all necessary files as well as have extra batteries and plug adaptors.Reed Exhibitions Alcantara Machado (Travelweek) will use reasonable endeavors to ensure the supply of electricity and internet connection but shall not incur any liability to the Exhibitor for any loss or damage, if any such services shall wholly or partially fail or cease to be available nor shall the Exhibitor be entitled to any allowance in respect of monies due or paid.Internet connection via the provided network is for Exhibitors to use entirely at their own risk and Reed Exhibitions Alcantara Machado (Travelweek) shall not be responsible for any loss, damage or liability (whether direct, indirect, special or consequential including, without limitation, loss of profits, business interruption, loss of programs or other data) which may result.

X. INTELLECTUAL PROPERTY RIGHTS AND PERMITSReed Exhibitions Alcantara Machado (Travelweek) reserves the right to take photographs, to make films, videos or other recordings of Exhibitors’ WorkStations, their representatives and their products displayed and so at the event for the purposes of promoting this and future events.Exhibitors and Buyers information will be available to each other in the pre-scheduled appointment system only respecting the established deadlines, as per what each part has filled online. Exhibitors and Buyers’ information shall not be provided by Reed Exhibitions Alcantara Machado (Travelweek) in any other file format or media to anyone.The Exhibitor hereby authorizes Reed Exhibitions Alcantara Machado (Travelweek) to publish its information on the event’s Directory, Website, Official Exhibitor List and in any other media relating to the Exhibition or relevant industry in each case whether published electronically, print or in any other format.Exhibitors are responsible for all information and images supplied and its copyright. Reed Exhibitions Alcantara Machado (Travelweek) is responsible for the criteria, layout and its eventual edition for its promotion at the exhibition and all related marketing materials, including layout of the Directory’s full page. If an Exhibitor fails to send the requested information and high resolution files, Reed Exhibitions Alcantara Machado (Travelweek) will be entitled to enter the Exhibitor’s information on their behalf and at its discretion.The Exhibitor guarantees that texts, logos, images, printed and collateral materials or any other content showcased at the event do not infringe the intellectual property rights of third-parties, nor convey defamatory, obscene, indecent, blasphemous or any other content contrary to the law. The Exhibitor agrees to indemnify the Contractor for all damages, lost profits, damage to image, claims, and costs suffered or incurred by it due to costs of any breach by the Exhibitor of the guarantee signed in the agreement.Reed Exhibitions Alcantara Machado (Travelweek) does not accept any responsibility for any omissions, misquotations or other errors which occur in the compilation of the Exhibitors information and images on the event’s Directory, Website, Official Exhibitor List and in any other media relating to the Exhibition or relevant industry in each case whether published electronically, print or in any other format.

XI. RIGHTS OF REED EXHIBITIONS ALCANTARA MACHADO (TRAVELWEEK) AND VENUE PERSONNELReed Exhibitions Alcantara Machado (Travelweek)’s team, the venue personnel and other authorized professionals by the event’s organizers have the right to enter the event at any time to execute works, repairs and alterations and for any other purposes. No compensation will be payable to the Exhibitor for damage, loss or inconvenience caused.Exhibitors acknowledge that their collateral and personal belongings should be kept with them at all times and it is their sole responsibility. Reed Exhibitions Alcantara Machado (Travelweek) will use reasonable endeavours to ensure the security of the show but shall not incur any liability to the Exhibitor for any stolen items, nor shall the Exhibitor be entitled to any allowance in respect of monies due or paid.Reed Exhibitions Alcantara Machado (Travelweek) has the right at all times to cancel the event. In this case, the Exhibitor shall be entitled to receive repayment of all participation charge paid, but Reed Exhibitions Alcantara Machado (Travelweek) shall not be further responsible to the Exhibitor in respect of any actions, claims, losses (including consequential losses), costs or expenses which may be brought against, suffered or incurred by the Exhibitor as the result of the cancellation of the event.Reed Exhibitions Alcantara Machado (Travelweek) has the right at all times to change the location where the event takes place and/or the event’s programme, schedule and format with notice to Exhibitors, in order to accommodate what Reed Exhibitions Alcantara Machado (Travelweek) perceives to be in the best interests of the event.

XII. FORCE MAJEURE If the event is cancelled in whole or in part by any cause not within the control of the organization, Reed Exhibitions Alcantara Machado (Travelweek) may, at their entire discretion, repay the participation charge paid by the Exhibitor, or part thereof, but shall be under no obligation to repay the whole or part of such participation charge, and shall be under no liability to the Exhibitor in respect of any actions, claims, losses (including consequential losses), costs or expenses whatsoever which may be brought against or suffered or incurred by the Exhibitor, as the result of the happening of any such event.

GENERAL CONDITIONS PAYMENT TERMS & CANCELLATION POLICY

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01415-001, Sao Paulo SP, Brazil

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