Buyers FAQ

The ITB China Hosted Buyer Program

ITB China is all about business. The purpose of ITB China’s hosted buyers program is to maximize the business opportunities for all ITB China attendees. Every single buyer applicant is going through a careful selection process before being accepted in the hosted buyers program. Beside their purchasing authority, here are some other key facts on our selection criteria:

Origin: ITB China exclusively hosts buyers coming from the greater China region (fully and partially hosted). Buyers applicants coming from other regions can only be granted the status of trade buyers.

Segments: The show is covering the purchasing of Leisure, Corporate and MICE travel products as well as the purchasing of Travel Technology solutions.

Matchmaking: ITB China’s confirmed buyers are getting access to the matchmaking system of the show. By realising pre-scheduled appointments with suppliers they maximize their purchasing activities during the show.

Types of Buyers

The ITB China Hosted Buyers Program differentiates between three different types of hosted buyers: Fully and partially hosted buyers as well as trade buyers. The below list highlights the differences between the entitlements of each category.

itb-china-2017_overview_buyersprogram

Frequently Asked Questions

Buyer Application

Who are Buyers and whom will they be meeting?

Buyers are the person in charge of procurement procedures for Leisure, MICE, Corporate and Travel Technology of travel industry. The Buyers will be meeting travel related suppliers from different products and services.

When will Hosted Buyer Application be available and how do I register?

The buyer can apply for Hosted Buyer Program from October 1, 2016 to February 28, 2017. Kindly view the instructions of our Individual Buyer Registration Manual on this link: Individual Buyer Registration Manual.

What are the procedures of validation?

Buyers would need to complete an online questionnaire and ITB China Buyer Team will validate each registration. The buyers team may contact applicants for supporting information.

How long does the qualification process take?

Qualification process generally takes up to 8 weeks and you will be notified via email on the results of your application (e.g.: Approval/Degrade/Rejection).

How would I know if I have been invited/ approved for one of the Buyer Programme/ Packages?

Upon approval of your registration, you will be notified via email on the details of your appointed Buyer Programme Package (Eg: Trade/Partial Hosted/Fully Hosted Buyer).

Alternatively, should you missed the email, kindly access your Buyer’s Login to review your status update (Eg: Approved/Rejected) and Agreement Form (only for Approved Buyers). Please submit the completed Agreement Form in order to confirm your participation.

Note: Please read the Agreement Form carefully on hosting agreement, package details and reimbursement amount (*it may not be the same package as you applied for).

Approved Buyer

How do I access my ITB China Buyer’s Login?

Click on the buyer login link https://itbchina.seasonfair.cn/itb2016/buying/login?lng=en and enter the Username and Password sent to your registered email during application.

If you have forgotten your username or password, please contact the ITB China Team for assistance or email buyer@itb-china.com.

What information is available on my ITB China Buyer’s Login?

Upon application: – Your application details

Upon invitation:
– Buyer’s application status
– Approved or Rejected
– Buyer’s Program Package (Trade/Partial Hosted/Fully Hosted Buyer)
– Terms and Conditions for the Buyer
– Your Pre-Scheduled Appointments and Online Diary functions

What does the hotel hosting include?

Partial hosted buyers and fully hosted buyers will receive the 5-Star hotel complimentary accommodation of a single room with Check-in date of May 9, 2017 and Check-out date of May 12, 2017, and daily breakfast is included.

Please note that these dates are fixed and any extensions of your hotel stay before or after the allotted dates will be charged to personal account upon checkout.

If your stay is less than 3 nights during May 9 – May 12, please inform us via buyer@itb-china.com.

Any incidental charges or extensions of your stay before/after the hosted period will be charged to your personal account.

How do I book my hotel room?

Partial hosted buyers and fully hosted buyers should pay deposit of CNY1,000 to ITB China organizer before April 1, 2017 to secure the rooms.

The deposit should be paid through following 2 ways,
1) Alipay account of MB Exhibitions (Shanghai) Co., Ltd. 穆博展览(上海)有限公司
finance@itb-china.com

2) Bank account of MB Exhibitions (Shanghai) Co., Ltd.
Bank name: Bank of China 中国银行上海市中银大厦支行营业部
Company Name: MB Exhibitions (Shanghai) Co., Ltd. 穆博展览(上海)有限公司
Bank Account: 453371447195
Swift code: BKCHCNBJ300

ITB China staff will book the room for you and then you will receive the booking confirmation from the hotel.

How do I take back your deposit?

The deposit will be returned to hosted buyers at the onsite reimbursement office of ITB China in the afternoon of May 12, 2017, from PM1:00 – PM5:00.

The deposit will be returned via Alipay if the hosted buyer pay it through Alipay, and the deposit will be returned by cash if the hosted buyer pay it through bank account.

Please note that ONLY those buyers who submit the completed Appointment Sheet which means fulfill the agreed number of business appointments in hosted buyer package, will be entitled to reimbursements as stated above from the ITB China.

Can I change my hotel allocation?

Sorry, you can’t. Hotel allocation is up to the organizer’s discretion.

How can I extend my stay at my allocated hotel?

You can indicate the extension of your hotel stay when you book the rooms from ITB China staff.
All extensions booked through the ITB China Team will depend on rooming availability at the allocated hotel. Deadline of notification of extension is 15 April 2017.
All extensions will be at the buyers’ own cost and no shifting of dates is allowed beyond May 9 – May 12, 2017.

What if I need to check-in early (before 1400hrs) or check-out late (after 1200hrs)?

Please note that early check-in before 1400hrs and late check-out after 1200hrs will be subject to availability and it will be at the buyers’ own expense.
Early check-in and late checkout will require additional room night at buyer’s own expense. Additional room night is subjected to room availability.

Can I share my allocated room with my colleague?

Please indicate that you would like a double room when you book the hotels from ITB China staff. Please indicate it before April 15, 2017.
Any extra charges (for the additional bed and breakfast) will be at the buyer’s own cost. Please contact the ITB China Team for the rates once you have been notified of your hotel allocation.
Please note that your colleague will need to apply for his/her own Buyer or Visitor Registration separately to enter the exhibition hall.

How can I pre-schedule my appointments?

An email notification will be sent to all buyers of the commencement of the pre-schedule appointment selection.

Alternatively, access Buyer’s Login link https://itbchina.seasonfair.cn/itb2016/buying/login?lng=en and enter your Username and Password. You will be easy to find the page of Pre-Scheduled Appointments.
Please select 65 preferred exhibitors to expedite appointment matching.
Results of the Pre-Scheduled Appointment selection would be depicted on the Online Diary section – an automated timetable based on your 65 selections.

What is the Online Diary?

Online Diary is a final timetable with dates, time, booth number and scheduled meeting appointments for Buyers.

Online Diary is a portal for all Buyers to manage their daily timeline and meetings. You may schedule more meetings and send meeting requests via the Online Diary until 1 week before the show dates.

How do I manage my Online Diary?

Two weeks after Pre-Scheduled Appointments, an email notification will be sent to all Buyers of the commencement of Online Diary.

Alternatively, access Buyer’s Login link https://itbchina.seasonfair.cn/itb2016/buying/login?lng=en and enter your Username and Password. You will be easy to find the page of Online Diary.

You may add more meetings by sending more meeting requests via the Online Diary. The final Pre-scheduled appointments agenda will be sent to your email or be able to download at APP of ITB China.

How should I cancel my registration?

All cancellations must be sent to the ITB China Team in writing via email to buyer@itb-china.com.

When is the deadline to cancel my registration?

All cancellations must be sent to the ITB China Team in writing via email to buyer@itb-china.com by February 28, 2017.

ITB China will NOT reimburse the travel expense if the buyer cancel the registration or “No Show” on arrival date after ordering the flight / train tickets and hotel rooms.

Buyers who are not present at any of the buyer activities, including appointments, official ITB China functions (including the invitation to social and networking functions) will be deemed as “No Show”.

Can I recommend colleague to replace me?

Hosted Buyers who are unable to attend the exhibition can nominate a substitute but ONLY before the buyer books the flight/ train ticket. The substitute attendee must be from the same organization/company of the registered buyer, and has to be approved by ITB China beforehand.

To start the replacement/recommendation process before March 15, 2017:
– Step 1: Kindly create a new Buyer’s registration for the substitute with the same Buyer’s Package selection via : https://itbchina.seasonfair.cn/itb2016/buying/index?lng=en

– Step 2: Please email buyer@itb-china.com with your request to nominate a substitute by providing your Buyer’s Registration ID and the substitute Buyer’s Registration ID to proceed with the validation process.

– Step 3: ITB China Team would inform both parties of the success/failure of the substitution within 2 weeks via email.

TRAVEL INFORMATION

Is air and ground transportation included in the hosting program?

Yes, fully hosted buyers will enjoy the reimbursement of economy Air or Train Passage round trip from Chinese other cities to Shanghai.

Generally, the arrival date at Shanghai is May 9, 2017 and the departure date from Shanghai is May 12, 2017.

How do I book the Flight / Train Ticket?

Flight Ticket
All fully hosted buyer should book the flight ticket ONLY via ITB China appointed flight ticket agency, that is, On the Way Travel Management Co., Ltd.

The contact information of On the Way Travel Management Co., Ltd. Is,
Contact Person: Mr. WeiWei Hong
Tel: +86 13917862050
Email: itb.service@otw.cn

All fully hosted buyer should pay the flight ticket fee firstly and get reimbursement by ITB China organizer on the last day of the show, May 12, 2017.

Train Ticket
The fully hosted buyers should buy train ticket by themselves firstly and get reimbursement of the train ticket by ITB China organizer after the show.

How do I reimburse my flight or train ticket?

Flight Ticket
The fully hosted buyer can get the reimbursement of flight ticket by cash or Alipay at the onsite reimbursement office of ITB China in the afternoon of May 12, 2017, from PM1:00 – PM5:00

Train Ticket
Considering the train ticket will be used on May 12, the departure day from Shanghai, the hosted buyers should keep the round trip train tickets (original tickets) and then send to ITB China organizer by express after the show.

ITB China will reimburse you via Alipay or bank transfer.

Please note that ONLY those buyers who submit the completed Appointment Sheet which means fulfill the agreed number of business appointments in hosted buyer package, will be entitled to reimbursements as stated above from the ITB China.

Will airport transfers be provided?

Airport transfers will be provided based on a fixed timetable which will be sent to your mailbox or released in your ITB China Online Account nearer to the date.
Airport transfers route will only be provided between the airport and ITB China 2017 Buyer Hotel.
Airport transfers include the arrival transportation and departure transportation.

Will train station transfers be provided?

If the fully hosted buyers take the train to Shanghai, please keep your taxi invoice from Shanghai railway station to the buyer’s hotel, because we will reimburse the taxi fee for you after the show. The same as if you depart from Shanghai by train on May 12.

What costs do I have to borne?

Please note that the following items are NOT included in the Hosted Buyer Program/ Package:
• Visa application fees
• Any incidental charges or extensions of the stay before/after the hosted period.
• Local and regional tours if any
• Travel insurance
• Excess baggage and customs fines
• Food & beverage consumption
• All other personal expenses

During ITB China

Are there shuttle buses between buyer hotel and fairground?

Shuttle bus transfer will be provided in the morning from buyer hotel to ITB China fairground and in the afternoon from the fairground to buyer hotel.
The detailed timetable of shuttle bus transfer will be sent to your mailbox or released in your ITB China Online Account nearer to the date.
Shuttle bus transfer route will only be provided between the buyer hotel and ITB China fairground.

How to complete the Appointment Sheet?

Appointment Sheet is in the APP of ITB China 2017. So please download the APP firstly, and then you will be easy to enjoy one-stop service at APP, including:
– Appointment Reminder
– QR code scanning to show the buyer and exhibitor meet successfully
– Rate your meetings
– Meeting record will be put in the Appointment Sheet automatically
– Print out the Appointment Sheet (at the self-operation printer)

The appointment sheet will record all your fulfillment of the pre-scheduled appointments.

What time are the Scheduled Appointments and how many appointments are there daily?

Appointments schedule is from 10:00 hrs and ends at 17:00 hrs daily. We recommend a maximum 7 appointments daily and each appointment is estimated to be approx. 30 min.

Can I attend only 1 out of the 3 exhibition days as a Hosted Buyer?

All buyers are required to attend the entire 3 days of the exhibition and ALL reimbursement & deposit back will be conducted on the last day of ITB China.
Please note: Minimum number of appointments per Buyer Program/Package must be fulfilled. ITB China 2017 will have full rights to blacklist or disqualify Buyers whom does not meet their contractual obligations.

Where is the Reimbursement Room onsite?

(for APPROVED Fully and Partial hosted Buyers) The reimbursement room is located in the meeting area of the ITB China fairground.

When will the Reimbursement Room be open?

The reimbursement is only open on May 12, 2017, from PM1:00 – PM5:00.

What documents do I need to prepare for reimbursement?

For fully hosted buyer
Passport or Personal ID
Flight itinerary sheet
Hotel Confirmation Letter
Completed Appointment Sheet

For partial hosted buyer
Passport or Personal ID
Hotel Confirmation Letter
Completed Appointment Sheet

Reimbursement will only be possible for buyers whom had completed the agreed number of appointments.

ONLY economy class airfare will be reimbursed.

Please proceed to Buyer’s Reimbursement Room (as stated above) with the required documents (as stated above) to proceed with reimbursement.

For more assistance, please contact the ITB China Team at buyer@itb-china.com or call 021-51175802/ 51175804.