Terms & Conditions

1. Definitions

In these Terms and Conditions, the specified terms will carry the defined meanings unless the context suggests otherwise.

1.1. “Exhibition” means Épica, a Travel Show focused on sustainable and regenerative luxury travel in Latin America and the Caribbean, to be held in Bogotá, Colombia, from March 17 to 20, 2025 which is organized and owned by Eventus Travel, Luis Darío González Restrepo, NIT 94538065-0 and RNT 197866 (the “Organizer”).

1.2. “Buyer” means the person accepted by the Organizer, who will attend the Exhibition as a buyer of luxury travel products and services.

1.3. “Exhibitor” means the person accepted by the Organizer, who have contracted with to take stand space at the Exhibition.

1.4. “Media” means people from the press specialized in international luxury tourism.

1.5. “Participant” means all people accepted to the Exhibition by the Organizer.

1.6. “Pre-Scheduled Appointment (PSA) System” means the appointment system operated by the Organizer to co-ordinate the appointments of the Buyers, Exhibitors and Media during the Exhibition.

2. Terms of the Contract

2.1. These Terms and Conditions constitute the entire agreement between the parties, superseding any previous agreement or understanding.

2.2. Modifications or additions to these Terms and Conditions must be mutually agreed upon in writing by the Organizer. The Organizer retains the authority to occasionally adjust or revise these Terms and Conditions, as long as such changes do not reduce the rights granted to Buyers, Exhibitors, and Media, nor increase the liabilities of the Organizer.

3. Buyers

3.1. Buyers must pay a participation fee of 500 USD.

3.2. The hosted buyer programme includes:

  • Up to 50 pre-scheduled appointments with the Exhibitors. The Buyer knows and accepts that the management and organization of the meetings is done by the Organizer.
  • 3 nights hosted accommodation (March 17, 18, 19, 2025) at one of the hotel partners chosen by the Organizer.
  • Shared transfers hotel / venue / hotel on March 17, 18, 19, 2025)
  • Invitation to attend Épica social events (welcome cocktail, farewell party, and Bogotá city tour).

3.3. As a condition of receiving the complimentary services from the Organizer, Buyers will be required to:

  • Actively participate in the pre-scheduled appointments.
  • Attending all meetings, networking sessions and social events scheduled by the Organizer and included by the Organizer in the event’s agenda.
  • Do not promote or market products or services of the buyer’s company or other companies since the role in the Exhibition is that of international buyer.

Non-compliance with the mentioned requirements may lead to a review of the individual’s Buyer status and potential exclusion from the Exhibition, with no refund provided for any payments made. If a Buyer significantly falls short of meeting the minimum appointment commitment, the Organizer will consider it a cancellation, subject to cancellation fees outlined in the “Cancellations” section below.

4. Media

4.1. Media don’t have to pay a participation fee. There is an optional donation of USD 250.

4.2. The hosted Media programme includes:

  • Up to 20 pre-scheduled appointments with the Exhibitors. The Media knows and accepts that the management and organization of the meetings is done by the Organizer.
  • 3 nights hosted accommodation (March 17, 18, 19, 2025) at one of the hotel partners chosen by the Organizer.
  • Shared transfers hotel / venue / hotel on March 17, 18, 19, 2025)
  • Invitation to attend Épica social events (welcome cocktail, press city tour in Bogotá, farewell party, and Bogotá city tour).

4.3. As a condition of receiving the complimentary services from the Organizer, Media will be required to:

  • Actively participate in the pre-scheduled appointments.
  • Attending all meetings, networking sessions and social events scheduled by the Organizer and included by the Organizer in the event’s agenda.
  • Publish an article about the Exhibition and the services promoted by the Exhibitors no later than three months after the end of the event.

Non-compliance with the mentioned requirements may lead to a review of the individual’s Media status and potential exclusion from the Exhibition, with no refund provided for any payments made. If a Media significantly falls short of meeting the minimum appointment commitment, the Organizer will consider it a cancellation, subject to cancellation fees outlined in the “Cancellations” section below.

5. Exhibitors

5.1. Exhibitors must pay a participation fee according to the package they choose.

5.2. Exhibitors can choose between three packages, according to their needs: emerald, gold, and VIP.

5.3. The Emerald package includes a shared table between two exhibitors.

5.4. The Gold package includes a private table.

5.5. The VIP package includes a private lounge.

5.6. A deposit is required to secure the space.

5.7. The balance must be paid before December 15, 2024.

5.8. Exhibitors can offer pre and post trips to the Buyers and Media to the conditions they deem appropriate.

5.9. The Exhibitor programme includes:

  • Up to 50 pre-scheduled appointments with the Buyers and Media. The Exhibitor knows and accepts that the management and organization of the meetings is done by the Organizer.
  • Shared transfers hotel / venue / hotel on March 17, 18, 19, 2025)
  • Invitation to attend Épica social events (welcome cocktail, farewell party, and Bogotá city tour).

5.10. All Exhibitors are required to:

  • Actively participate in the pre-scheduled appointments.
  • Attending all meetings, networking sessions and social events scheduled by the Organizer and included by the Organizer in the event’s agenda.
  • Keep the stand clean.
  • Not obstruct the view of adjoining exhibits nor operate in any manner intrusive or damaging to other exhibitors, including, without limitation, unreasonable use of light and noise.
  • Not display or distribute any political, illegal, immoral, or offensive material at the Exhibition.
  • The Exhibitor’s stand will be accessible and staffed throughout all official exposition hours. The Exhibitor is not permitted to host private exhibitions within the stand.

The Organizer may cancel the contract at its sole discretion if the products or services provided by the Exhibitor do not fit the profile of the Exhibition. Non-compliance with the mentioned requirements may lead to a review of the individual’s Exhibitor status and potential exclusion from the Exhibition, with no refund provided for any payments made. If a Exhibitor significantly falls short of meeting the minimum appointment commitment, the Organizer will consider it a cancellation, subject to cancellation fees outlined in the “Cancellations” section below.

6. Accommodation

6.1. All participants are obligated to arrive at the Exhibition on March 17, 2025, in the afternoon and depart after the end of the agenda on March 20, 2025, in the afternoon.

6.2. The Organizer will provide the Buyer and Media with a maximum of 3 nights’ accommodation in Bogotá for the nights of March 17, 18, 19, 2025. The Organizer 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 Buyer and the Media, are payable by the Buyer and the Media locally directly to the hotel. The Buyer and the Media have no right to any hotel allocation, although the Organizer will endeavor to consider the Buyer and the Media preferences when allocating the hotels. The Buyer’s and the Media’s accommodation will be on single occupancy (bed and breakfast basis).

6.3. Should the Buyer and Media choose to change their accommodation during the Exhibition, this should be arranged at the sole discretion of the Buyer and Media and the Buyer and Media should seek alternative accommodation at their own cost.

6.4. Exhibitors must pay for their own accommodation, and they choose where to stay. The Organizer will provide special rates with partner hotels. Exhibitors wishing to stay at one of the partner hotels should contact them directly to make their reservations. The organizer is not responsible for any circumstances that may arise between exhibitors and partner hotels.

6.5. All participants who wish to arrive earlier or extend their stay in the city of Bogotá may contact the partner hotels directly. All costs incurred will be assumed personally by each participant. The Organizer is not responsible for these additional days for any of the participants.

7. Cancellation & Replacements for Buyers

7.1. Replacements: Invitations to Buyers are non-transferable. In instances where Buyers need to cancel their participation, they may request that a colleague from their organization attends as a replacement on the condition that the replacement is accepted by the Organizer.

7.2. Cancellation of attendance: Whilst not encouraged, Buyers may cancel their attendance to the Exhibition with a penalty of USD 250 before December 31, 2024. Cancellations received from January 1, 2025, to February 28, 2025, will incur a fee of USD 500. Cancellations received from March 1, 2025, will be considered as No Show applying the provisions of paragraphs 7.3. and 7.4. All cancellations must be received by the Organizer in writing to the email buyers@eventus.travel and must be acknowledged by the dates specified above by the Organizer.

7.3. No Show: Buyers who do not inform the Organizer of their cancellations and do not attend the Exhibition will incur a no-show fee of USD 1.000.

7.4. Cancellation of attendance fees shall be payable by Buyers within seven days of the cancellation date, and no-show fees shall be payable by Buyers within ten days of the closing date of the Exhibition. The Organizer will inform to the Buyer the way of payment of such cancellation and no-show fees. The Buyer may request an invoice if required.

7.5. Buyers agree that the above charges are a reasonable pre-estimate of the loss suffered by the Organizer in the event of Buyers breaching these Terms and Conditions.

8. Cancellation & Replacements for Media

8.1. Replacements: Invitations to Media are non-transferable. In instances where the Media need to cancel their participation, they may request that a colleague from their organization attends as a replacement on the condition that the replacement is accepted by the Organizer.

8.2. Cancellation of attendance: Whilst not encouraged, Media may cancel their attendance to the Exhibition with a penalty of USD 250 before December 31, 2024. Cancellations received from January 1, 2025, to February 28, 2025, will incur a fee of USD 500. Cancellations received from March 1, 2025, will be considered as No Show applying the provisions of paragraphs 8.3. and 8.4. All cancellations must be received by the Organizer in writing to the email media@eventus.travel and must be acknowledged by the dates specified above by the Organizer.

8.3. No Show: Media who do not inform the Organizer of their cancellations and do not attend the Exhibition will incur a no-show fee of USD 1.000.

8.4. Cancellation of attendance fees shall be payable by the Media within seven days of the cancellation date, and no-show fees shall be payable by Media within ten days of the closing date of the Exhibition. The Organizer will inform to the Media the way of payment of such cancellation and no-show fees. The Media may request an invoice if required.

8.5. Media agree that the above charges are a reasonable pre-estimate of the loss suffered by the Organizer in the event of Media breaching these Terms and Conditions.

9. Cancellation & Replacements for Exhibitors

9.1. Replacements: Exhibitors may request that a colleague from their organization attends as a replacement on the condition that the replacement is accepted by the Organizer.

9.2. Cancellation of attendance: Whilst not encouraged, Exhibitors may cancel their attendance at the Exhibition with a penalty of 25% of the participation fee before October 31, 2024. Cancellations received from November 1, 2024, to December 31, 2024, will incur a penalty of 50% of the participation fee. Cancellations received from January 1, 2025, to February 28, 2025, will incur a penalty of 75% of the participation fee. Cancellations received from March 1, 2025, will be considered as No Show, and will incur a penalty of 100% of the participation fee. All cancellations must be received by the Organizer in writing to the email exhibitors@eventus.travel and must be acknowledged by the dates specified above by the Organizer.

9.3. Exhibitors agree that the above charges are a reasonable pre-estimate of the loss suffered by the Organizer in the event of Exhibitors breaching these Terms and Conditions.

10. Indemnity

10.1. All participants shall indemnify and hold harmless the Organizer against any loss, damages, costs, expenses, or other claims arising from:

  • Breach of these terms by the Buyer, the Media, the Exhibitor, or any person.
  • Acts or omissions of the Buyer, the Media, and the Exhibitor, or their employees, whether negligent or otherwise.

11. Exclusion of Liability

11.1. The Organizer takes no responsibility:

  • For the insolvency or failure of any hotel or ground handling company or other supplier.
  • If a Buyer, Media, or Exhibitor is refused entry to Colombia.

11.2. All participants must obtain adequate travel insurance coverage for their stay, and it is recommended take out adequate cancellation insurance to cover the instances referred to in paragraph 5, insurance for their baggage and medical insurance.

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

11.4. The Organizer, 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 or any other circumstances outside the Exhibition or its subcontractor’s control which shall make it impossible or inadvisable for the Organizer to hold the Exhibition at the time and place provided or makes it impossible to get the participants to the Exhibition or to provide hotels, transfer appointments, events or other services to participants. The Organizer reserves the right to re-schedule the Exhibition for another date and / or at an alternative site.

11.5. The Organizer shall not be liable to the Buyer, Media, and Exhibitor, 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 Buyers, Media, and Exhibitors attendance at the Exhibition.

11.6. The Organizer shall not be liable for the death or personal injury of any participant save where such liability cannot be excluded under Colombian Law.

12. Rescheduling Policy

12.1. If the Organizer is forced to reschedule the Exhibition by virtue of the Covid-19 pandemic, based on the preservation of the health of the attendees, or any other cause of force majeure, the participation of the Buyer, Media and Exhibitor will remain confirmed for the new date of the Exhibition, that will take place in a future date.

12.2. In the case of unforeseeable events or force majeure (including, without limitation, strikes, demonstrations, work stoppages, accidents, acts of war or terrorism, civil or military disturbances, governmental action, sanitary crisis (including epidemics and pandemics), weather and climatic events, nuclear or natural catastrophes or acts of God, and interruptions, loss or malfunctions of utilities, and extraordinary events arising out of any cause or event beyond Organizer’s control), the Organizer reserves the right to re-schedule the Exhibition at another date and/ or at an alternative site. In the case of unforeseeable events or force majeure, the Organizer reserves the right to change the dates, times or deadlines planned. The Organizer shall have no liability for any damage and/or costs and/or expenses that the Buyer, Media, and Exhibitor may have had because of such an event.

13. General

13.1. Completion of an application form applying to become a Buyer, Media, and Exhibitor at the Exhibition does not automatically guarantee a place on the Buyer, Media, or Exhibitor Programme. Applicants will be notified by the Organizer if their application is successful.

13.2. All participants assume all responsibility for compliance with Colombian laws and Exhibition regulations.

13.3. All participants shall be responsible for obtaining any licensed required under the Colombian laws applicable to its activity at the Exhibition.

13.4. All participants acknowledge that the use or performance of recorded or live music at the Exhibition must be licensed or comply with copyright laws.

13.5. All rights to make audiovisual recordings including photography are reserved to the Organizer. All participants agree to making audiovisual recordings including photography and its use by the Organizer.

13.6. This contract shall be governed by the Colombian laws. Any disputes arising from this contract or in connection with it shall be resolved by Colombian courts.