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gTime Exhibitor Terms & Conditions
Global Travel Industry Marketing Events

These Terms & Conditions outline participation requirements for exhibitors attending events organized and operated by gTime (Global Travel Industry Marketing Events).

By registering for and participating in a gTime event, exhibitors acknowledge and agree to the following terms.

1. Event Participation

gTime organizes business development and networking events for travel industry suppliers, including but not limited to hotels, cruise lines, destination management companies, tourism boards, tour operators, insurance companies, and other travel industry organizations, to connect with travel advisors and industry professionals.

Participation is confirmed only upon receipt of payment and written confirmation from gTime.

2. Exhibitor Fees & Payment

All exhibitor registration fees, sponsorship fees, and related payments are due according to the payment schedule provided by gTime.

Failure to remit payment by the applicable deadlines may result in cancellation of participation and reassignment of exhibitor space, appointments, or sponsorship opportunities.

3. Non-Refundable Policy

All exhibitor registration fees, sponsorship fees, and related payments made to gTime are non-refundable.

This policy applies to cancellations, no-shows, scheduling conflicts, travel disruptions, weather events, business interruptions, or other circumstances that prevent attendance.

4. Medical, Personal Emergency, or Company Mandate Exception

If an exhibitor representative or Business Development Manager (BDM) is unable to attend due to a documented medical emergency, personal emergency, or mandatory company-related obligation, the exhibitor may be considered for a Future Show Credit, subject to review and approval by gTime.

Notification should be provided as soon as reasonably possible prior to the event and include:

• Exhibitor company name
• Name of affected representative
• Brief description of the circumstance

Supporting documentation may be requested when appropriate.

5. Substitution of Representatives

Exhibitors may substitute attending representatives from the same organization at no additional charge. Advanced written notice is greatly appreciated and expected whenever possible, provided gTime receives advance written notice prior to the event.

6. Event Changes or Cancellation

gTime reserves the right to modify event schedules, venues, appointment formats, programming, or participation requirements as needed.

Whenever possible, exhibitors will be notified of material event changes no later than 21 days prior to the affected event(s).

However, if participation thresholds established by gTime are not achieved, event modifications or schedule adjustments may be necessary.

If gTime cancels or postpones a scheduled event, reasonable efforts will be made to reschedule the affected event(s). Registered exhibitors will automatically be transferred to the revised event date.

If an exhibitor is unable to participate on the rescheduled date, a Future Show Credit will be issued for use toward a future gTime event.

Future Show Credits are non-refundable. They are transferable within the exhibitor organization, and may be applied toward future participation as determined by gTime.

gTime’s liability for event cancellation shall be limited solely to the amount paid by the exhibitor for the affected event. gTime is not responsible for airfare, hotel accommodations, travel expenses, loss of business, or consequential damages.

7. Exhibitor Non-Attendance Support Options

To help maintain exhibitor visibility and business continuity, gTime may offer alternative participation options when an exhibitor representative or Business Development Manager (BDM) is unable to attend a scheduled event.

Options may include:

• Exhibitor table set-up using company-provided marketing materials; and/or
• Representation by an experienced travel industry professional or former BDM for an additional per diem fee plus applicable travel expenses.

Exhibitors are encouraged to notify gTime as early as possible regarding cancellations or non-attendance situations so that appropriate arrangements can be explored prior to the event.

8. Code of Conduct

All participants are expected to conduct themselves professionally, respectfully, and in a manner that supports a positive event experience for attendees, travel advisors, suppliers, sponsors, and event staff.

gTime reserves the right to remove any participant whose conduct is deemed inappropriate, disruptive, unsafe, or detrimental to the event environment.

9. Force Majeure

gTime shall not be liable for delays, interruptions, modifications, or cancellation of events resulting from circumstances beyond its reasonable control, including but not limited to acts of God, natural disasters, government restrictions, pandemics, labor disputes, transportation disruptions, venue issues, or other emergencies.

10. Release, Indemnification & Limitation of Liability

Participation in gTime events is voluntary, and exhibitors assume responsibility for their personnel, materials, activities, and property associated with event participation.

By registering for and participating in a gTime event, exhibitors agree to release, indemnify, defend, and hold harmless gTime, its officers, employees, contractors, representatives, affiliates, event partners, and venue providers from and against claims, liabilities, damages, losses, costs, and expenses, including reasonable attorney fees, arising out of or related to:

• Participation in the event
• Travel to and from the event
• Exhibitor displays, materials, or promotional activities
• Acts or omissions of the exhibitor or its representatives
• Loss, theft, or damage to exhibitor property or materials

gTime shall not be liable for indirect, incidental, consequential, special, or business interruption damages, including loss of profits, revenue, or business opportunities.

Exhibitors are responsible for maintaining appropriate insurance coverage for their personnel, promotional materials, exhibits, and property associated with participation in a gTime event.

11. Acceptance of Terms

Submission of registration and payment constitutes acceptance of these Terms & Conditions.

gTime may update these Terms & Conditions periodically. The most current version will apply to future registrations and event participation.

Contact Information

gTime – Global Travel Industry Marketing Events
40930 N. Ironwood Drive, Suite 105-618
Queen Creek, AZ 85140
480.609.4125
http://www.gtime.travel