Hosted Buyer Application

Terms & Conditions (Step 1 of 4)


  1. Acceptance to the programme

    1. On accepting the Terms and Conditions of your application, you confirm that all information provided is true and correct. Africa’s Travel Indaba organisers reserves the right to reconsider and/or cancel your application/package should any information provided to support your application found to be false. Any costs incurred as a result of providing false information by the Organisers will be liable to be paid by the applicant.
    2. In line with the criteria and requirements, in order to complete and submit your application form, all hosted buyers are required to complete the credit card section, which gives us authorisation to debit your credit card with a payment of US$ 700 for international and R 1500 for local hosted buyers, should you not adhere to the minimum requirement of 30 pre-scheduled appointments using the online diary system during Africa’s Travel Indaba 2024. Please note this amount is NOT put on hold at any stage and will only be charged to you at the close of the event based on the non-compliance of the pre-scheduled appointment criteria and attendance of four mandatory networking events, including two speed marketing sessions. Please note that, upon confirmation of your successful application an amount of ZAR 10.00 will be deducted from your credit card in order to confirm that the credit card is valid. Please note that the ZAR 10.00 will not be reimbursed once deducted from your account.
    3. (Note that only VISA, Master Card and American Express will be accepted).
    4. Upon acceptance to the programme as a hosted buyer and upon completion of the above administrative procedures, you will receive the following:
      1. Return flights from selected airports i.e.: port of entry, from your country of origin (economy class)
      2. Accommodation (at one of our official hotels)
      3. Onsite hosting for the duration of Africa’s Travel Indaba including meals and beverages as part of the events listed on the programme
      4. Admission to Africa’s Travel Indaba on all show days.
      5. Access to the hosted buyer lounge.
      6. Transfers from the airport to hotel and scheduled hosted buyer events at the designated times.
      7. Access to the Matchmaking Programme for pre-scheduled appointments with exhibitors.
      8. Access to all functions as shown on the programme.
      9. Pre / Post Show Tour itinerary if applicable
    5. All other costs besides the above mentioned are for the buyers’ account, which may include, but are not limited to:
      1. Visa cost
      2. Excess luggage costs (Maximum 20kg allowed for South Africa domestic flights)
      3. Private transfers
      4. Food and beverages which are not included as part of the programme and scheduled functions
      5. Flight upgrades
      6. Hotel upgrades
      7. Additional nights’ accommodation due to early or late arrivals
      8. Personal extras
      9. Travel insurance
      10. Additional charges incurred due to missed flights or time changes
      11. Telephone bills and / or any personal travel related costs
      12. Should the buyer wish to upgrade flights or select a more desirable route, the buyer will bear the cost of change and any associated administrative charges.
    6. All expenses incurred by the hosted buyer outside the stipulations of the buyer programme will be borne by the hosted buyer, failing which, South African Tourism reserves the right to deduct any amount owing by the hosted buyer, from the credit card for which details have been provided.

  2. Matchmaking and Online Diary System

    1. Hosted Buyers are required to complete 10 pre-scheduled appointments per day with a minimum of 30 appointments over the three show days using the online diary system. You are required to be on site for the duration of the show for a minimum of three days, namely 14, 15 & 16 May 2024.
    2. Should you not be able to make an appointment due to unforeseen circumstances, you are required to contact the Online Diary Team and re-schedule the meeting for a more appropriate time.
    3. Non-attendance to the above-mentioned appointments without notifying the parties concerned will constitute as a breach of these terms and conditions and you will be liable to pay a no-show fee on the credit card you have provided.

  3. Travel

    1. Flights
      1. Due to airline and booking restrictions, Africa’s Travel Indaba reserves the right to charge you for any change fees incurred whilst changing confirmed flight details at your request. You will be notified of these charges and this must be paid via EFT immediately.
      2. Air travel will be in economy class only.
      3. All additional airport charges other than the ticket cost will be for your own account. These charges include, but are not limited to, excess baggage and customs fines.
      4. Flights will be booked through the most central and convenient airport for the majority and any additional costs to get to that airport will be for your own expense.
      5. Flights are co-ordinated through Africa’s Travel Indaba and any queries should be directed to the buyer co-ordinators. Flights will be booked only for the duration of Africa’s Travel Indaba and any extensions will be for your own account. Please liaise directly with the hosted buyer co-ordinators from Africa’s Travel Indaba.
      6. Africa’s Travel Indaba will not take responsibility for buyers missing flights, transfers or scheduled functions and any additional costs incurred thereof are for the buyers' own account and may also result in a no-show fee being implemented.
      7. Where applicable with post tours, all additional airport charges other than the ticket cost will be for your own account. These charges include, but are not limited to, excess baggage and customs fines.
      8. Should the buyer wish to upgrade flights or select a more desirable class/route/airline, the buyer will bear the cost of change and any associated administrative charges directly. Upgrade costs can be paid directly to the Africa’s Travel Indaba Travel Management Company assisting with your travel arrangements. For alternative route requests, the cost of the preferred class/route/airline will need to be compared to the Africa’s Travel Indaba proposed route. The cost-difference will need to be paid directly to the Africa’s Travel Indaba Travel Management Company, prior to confirming your flight.
      9. Should a buyer purchase their own flights or accommodation, without written authorization from the organizers, they will not be refunded for costs incurred.
    2. Visas & Travel Insurance
      1. Should you require a VISA, please notify your co-ordinator or organisers directly to ensure an invitation letter is sent with sufficient time to apply for such visas. Please note that any costs incurred to apply for the visa are for your account and will not be covered as part of your hosted buyer status. You may also contact the South African consulate in your country to find out if you require a visa.
      2. Travel Insurance is highly recommended. It is the full responsibility of the buyer to ensure that adequate insurance is taken out for the duration of your visit to South Africa. This travel insurance should be in effect from the day of departure up to and including the day of arrival in your country of origin.
      3. The organisers, sponsors and stakeholders will not be liable to assist with any expenses or evacuation out of the country in the event of an emergency.
    3. Accommodation
      1. Overnight accommodation will be in selected official hotels only, and on-the-spot upgrade requests are not permitted.
      2. Upon checking out of the respective hotels, it is your responsibility to settle any outstanding amounts which are not included as part of your hosted status. Items which will have to be settled by yourself may include, but are not limited to:
        1. Room service
        2. Telephone bills
        3. Internet services
        4. Laundry services
        5. Mini bars
        6. Paid TV
        7. Transfers
          1. All transfers within your country of origin in order to access any of the allocated airports of departure will be for your own account.
            1. All transfers other than those supplied as part of the programme whilst in South Africa will be for your own account. You will be notified on your programme as to which functions, if any, require transfers

  4. Attendance

    1. Africa’s Travel Indaba is responsible for the co-ordination of the Hosted Buyer programme and any queries should be directed to the South Africa National Convention Bureau Hosted Buyer Officers, Swazi Dlamini swazi@southafrica.net or Ledile Nyikana at ledile@southafrica.net or +27 11 895 3000.
    2. As part of your Hosted Buyer status, you are consenting to your contact details being available to the exhibitors during and after the exhibition.

    The Hosted Buyer agrees to be hosted against the below stipulations:

    1. Mandatory use of Online-Diary & Matchmaking System
    2. Attending a minimum of 10 appointments per day, these being:
      • Individual appointments with exhibitors of their choice
      • Pre-scheduled group appointments (where applicable)
    3. Attendance of 2 x mandatory networking events:
      • Africa’s Travel Indaba Welcome Networking Event
      • Tourism KwaZulu-Natal Event
    4. Attendance of 2 of 3 Speed Marketing events
    5. Attendance Register / report to be submitted to host
    6. Download of Mobile App – go-live date to be communicated
    7. Provide a timely profile of the company and the company’s business requirements to best guide exhibitors in their interaction with the buyer.
    8. Settle all incidentals outside of the costs mentioned upon check-out as they will be for my own account.
    9. Ensure that all medical and travel insurance is for my own account and in place upon arrival
    10. Dress in business attire and conduct meetings in a professional manner.

    Non-attendance to the above-mentioned appointments without notifying the parties concerned will constitute as a breach of these terms and conditions, you will be notified to of this and may also be liable for settling your account with the hotel.

  5. Substitution

    1. As part of your acceptance to the programme, you are advised that your position on the programme is NON-TRANSFERABLE. Should a buyer have to for any reason cancel their attendance to Africa’s Travel Indaba and would like to recommend a colleague from the same organisation and who has decision making abilities, they will have to ensure a FULL application form is submitted for review. The organiser’s decision is final and if they feel the substitute is not suitable to the programme, the organisers are permitted to offer the slot to another buyer on the waiting list.
    2. Should the substitution be accepted, any additional flight costs incurred will be payable by the substitute buyer. Should the substitution not be permitted by Africa’s Travel Indaba, then the usual cancellation fees apply to the original buyer. This spot will be filled by another buyer at the discretion of the organizing committee.

  6. Cancellations and No Shows

    1. CANCELLATION FEES will be applied to the following:
      1. In order for your cancellation to be processed, you are required to submit a written request to Ledile Nyikana or Swazi Dlamini at the South Africa National Convention Bureau on email: ledile@southafrica.net / swazi@southafrica.net.
      2. Flight cancellation fees shall apply if your flights were confirmed and booked. Should no flights be confirmed prior to written cancellation being received from the buyer, cancellation fee will then be waived in this instance only.
      3. Any cancellations received once flights have been confirmed will incur the full cost of the flight ticket, covering flight cancellation and flight agency administration costs incurred as well as additional penalties to cover the full cost for flights and accommodation.
    2. NO SHOW FEES will be applied to the following:
      1. The fee for last minute cancellations will be charged for.
      2. A “no show” is defined as a Hosted Buyer who does not attend appointments or is not present at pre-scheduled programme events and who does not notify the organisers of Africa’s Travel Indaba in writing prior to the events or appointment of his / her absence.
      3. Should you not fulfil the required number of pre-scheduled appointments prior to the close of the diary system (stipulated in the online diary system clause), a penalty fee of US$ 700 for international and R 1500 for local hosted buyers will be charged to your credit card.

  7. General

    Successful applicants must also understand the following, very important requirements of all Africa’s Travel Indaba Buyers:

    1. No spouse or partners will be permitted to accompany the successful Hosted Buyer.
    2. Shopping excursions will be undertaken only when scheduled within the Hosted Buyer programme.
    3. No extra-curricular appointments are permitted, unless the Hosted Buyer has cleared this with the organisers and the South Africa National Convention Bureau hosts in advance of Africa’s Travel Indaba Show days.
    4. Courtesy and graciousness should be shown at all times to sponsors and hosts as well as politeness to other participants.

Africa’s Travel Indaba monitors the participation of all Hosted Buyers attending the show and reserves the right to cancel your Hosted Buyer status and charge you a no-show fee should you be in breach of the terms and conditions.

All no-show charges and cancellation fees will be debited from the supplied credit card and a detailed invoice will be sent to you at the end of the show.

Disclaimer: The Organisers, its Agents, Employees and Sub Contractors shall not be liable for any loss or delay resulting from acts or threats of war, hijacking, terrorist activities, civil commotion, industrial disputes, natural disasters or adverse weather conditions, strikes or any other circumstances outside the organisers or its sub-contractors control, which shall make it impossible to host the exhibition at the time and place provided or to get the Hosted Buyers to the event or provide flights, hotels, transfers, events and other services to Hosted Buyers as stipulated. The organisers shall not be liable for death or personal injury of any hosted buyer. We reserve the right to organise the event at another date or venue should this be deemed necessary.

That South African Tourism, Synergy Business Events (Pty) Ltd, and all relevant parties associated with Africa’s Travel Indaba are devoid of liability for any loss of goods or personal injury.

By tick the box below I confirm that I am duly authorised on behalf of my company to conclude business in Africa and agree to the requirements above.