Buyer & Hosted Buyer Terms & Conditions
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Last updated: 29 October 2025
Contracts for participation at Experience Africa are made with Experience Africa Events Ltd (EAE).
In these Terms & Conditions the following words will have the following meanings unless the context otherwise requires:
1.1. EXPERIENCE AFRICA means one-to-one appointments held at 155 Bishopsgate between Buyers and Exhibitors between the dates of 22 June and 24 June 2026, organised by Experience Africa Events Ltd (EAE).
1.2. EXPERIENCE AFRICA TEAM means the Experience Africa Team of Matrix Studios, 91 Peterborough Road, London SW6 3BU, UK.
1.3. HOSTED BUYER means a person accepted by EAE to attend the event as a Buyer of African travel products, including accommodation in London for the duration of the event.
1.4. BUYER means a person accepted by EAE to attend the event as a Buyer of African travel products.
1.5. EXHIBITORS means companies who have contracted with EAE to participate in Experience Africa.
1.6. PRE-SCHEDULED APPOINTMENT SYSTEM means the appointment system operated by EAE to coordinate appointments between Hosted Buyers / Buyers and Exhibitors during the event.
1A.1 All Buyers and Hosted Buyers must complete the official Experience Africa 2026 Online Application Form.
1A.2 By submitting the Application Form, the Buyer or Hosted Buyer confirms that they have read, understood, and agree to be bound by these Terms & Conditions.
1A.3 Submission of the Application Form does not constitute acceptance by EAE. A binding agreement will only come into effect once the Buyer or Hosted Buyer’s application has been formally approved in writing by EAE.
1A.4 Upon approval, the Buyer or Hosted Buyer will receive written confirmation together with a copy of these Terms & Conditions for their records.
1A.5 EAE reserves the right to decline any application at its sole discretion without obligation to provide reasons.
2.1. Hosted Buyers will receive from EAE:
2.2. As a condition of receiving these services, Hosted Buyers will be required to:
2.3. Failure by any person to comply with these requirements may result in a review of their Hosted Buyer status and/or exclusion from future Experience Africa Hosted Buyer programmes.
A significant shortfall by the Hosted Buyer on the minimum commitment of attending appointments shall be treated as a cancellation and cancellation fees may apply (see ‘Cancellations’ section below). Attendance at the above will be monitored by the Experience Africa Team.
Cancellations, no-shows, or repeated shortfalls may affect eligibility or priority for future events organised by Experience Africa Events Ltd (EAE) and/or its partners.
3.0 Buyer Commitment Fee
3.0.1 Upon approval of their application, all Hosted Buyers (and Buyers where applicable) must pay a refundable Buyer Commitment Fee of £195 (inclusive of VAT) to confirm participation.
3.0.2 The Commitment Fee will be refunded in full after the event provided all participation obligations are met, including attendance at scheduled meetings, networking sessions, and official functions.
3.0.3 The Commitment Fee will be forfeited in the event of cancellation, no-show, or failure to complete the required appointment commitments.
3.0.4 Failure to pay the Commitment Fee within seven (7) days of approval may result in withdrawal of the Hosted Buyer’s place.
3.1. Replacements: Registrations by Hosted Buyers are non-transferable. Where Hosted Buyers need to cancel, they may request a senior colleague from their organisation to attend as a replacement. If accepted by the Experience Africa Team, a cancellation/change fee will not apply.
3.2. Cancellations: Hosted Buyers may cancel before 27 April 2026 (8 weeks prior) with no penalty. Cancellations received thereafter will result in forfeiture of the Buyer Commitment Fee (£195) and the Hosted Buyer will be liable for any hotel cancellation charges. All cancellations must be made in writing and acknowledged by the Experience Africa Team.
3.3. Hotel cancellation charges will be detailed in the hotel booking portal and booking confirmation.
3.4. A significant shortfall by Hosted Buyers on appointment commitments will be treated as a cancellation and will result in forfeiture of the Buyer Commitment Fee (£195).
3.5. No-show: Hosted Buyers who fail to attend without notifying EAE will result in forfeiture of the Buyer Commitment Fee (£195) and liability for any hotel cancellation charges.
3.6. Any applicable hotel cancellation charges must be paid within 30 days of invoice. A receipt or invoice will be provided upon request.
3.7. Hosted Buyers must have valid insurance covering loss, damage, travel, and medical incidents related to the event.
3.8. EAE may cancel participation if conduct does not align with event standards.
3.9. Hosted Buyers agree that forfeiture of the Buyer Commitment Fee and any applicable hotel cancellation charges is a reasonable pre-estimate of the loss suffered by EAE as a result of breach of these terms and conditions.
3.10. Future eligibility: Repeated late cancellations, no-shows, or significant shortfalls may result in removal from the current Hosted Buyer programme, reduced priority or ineligibility for future events organised by EAE or its partners, and/or withdrawal of hosted benefits, at EAE’s discretion. Exceptional circumstances notified in writing will be considered.
4.1. Replacements: Registrations by Buyers are non-transferable. Where Buyers cancel, they may request a senior colleague from their organisation to attend as a replacement. If accepted by EAE, a cancellation/change fee will not apply.
4.2. Cancellations: Buyers may cancel before 11 May 2026 (6 weeks prior) with no penalty. Cancellations received thereafter will result in forfeiture of the Buyer Commitment Fee (£195). All cancellations must be made in writing and acknowledged by EAE.
4.3. A significant shortfall by Buyers on appointment commitments will be treated as a cancellation and will result in forfeiture of the Buyer Commitment Fee (£195).
4.4. No-show: Buyers who fail to attend without notifying EAE will result in forfeiture of the Buyer Commitment Fee (£195).
4.5. Any additional sums properly due (if any) must be paid within 30 days of invoice. A receipt or invoice will be provided upon request.
4.6. Buyers must maintain valid insurance covering loss, damage, travel, and medical incidents.
4.7. EAE may cancel participation if conduct does not fit the event profile.
4.8. Buyers agree that forfeiture of the Buyer Commitment Fee (and any properly due additional sums) is a reasonable pre-estimate of loss suffered by EAE.
4.9. Future eligibility: Repeated late cancellations, no-shows, or significant shortfalls may affect eligibility or priority for future events organised by EAE and/or its partners. Exceptional circumstances notified in writing will be considered.
5.1 Event changes. EAE may modify the format, reschedule, relocate, or shorten the Event where reasonably necessary, including as a result of a Force Majeure event (such as pandemic, government restriction, strike, or natural disaster). Where practicable, EAE will endeavour to provide a comparable alternative.
5.2 Limitations. To the fullest extent permitted by law, EAE shall not be liable to any Buyer or Hosted Buyer (whether in contract, tort, statutory duty or otherwise) for any loss of profit, loss of business or revenue, loss of anticipated savings, loss of goodwill, or any indirect or consequential loss or damage, costs or expenses arising out of or in connection with attendance at the Event.
5.3 Personal injury. Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, fraud, or any other liability that cannot lawfully be excluded under English law.
6.1 Application & acceptance. Completing an online (or other) application form to become a Buyer or Hosted Buyer does not guarantee acceptance. Applicants will be notified by EAE if successful. Only one application per person will be accepted, and applicants must be 18 or over.
6.2 Agreement to Terms. Successful applicants will only be accepted if they have read and agreed to these Terms & Conditions and ticked the relevant boxes on the application form. Acceptance as a Buyer/Hosted Buyer is also conditional upon payment of the Buyer Commitment Fee as set out in Clauses 3.0 and 4.0 (where applicable).
6.3 Removal. EAE may remove any Buyer or Hosted Buyer at its reasonable discretion without liability if considered to be in the best interests of the Event or its participants.
6.4 Business purpose. Experience Africa is a professional B2B event intended for influential travel industry professionals.
6.5 Governing law & jurisdiction. These Terms are governed by English law, and the courts of London, England shall have exclusive jurisdiction.
6.6 Data protection & communications. By agreeing to these Terms & Conditions, you consent under applicable data protection law to EAE and ATTA® communicating with you by telephone, text, email, and post and sharing necessary personal data with third parties (e.g., airlines, hotels, and exhibitors) solely to deliver the Event. For privacy enquiries or to exercise your rights, contact chris@experienceafrica.events.
6.7 Cross-reference – future eligibility. For the avoidance of doubt, attendance performance (including cancellations, no-shows, and persistent shortfalls against meeting commitments) may affect eligibility or priority for future EAE and partner events in accordance with Clauses 3.10 and 4.9.