Buyer T&Cs
Private Luxury Events (PLE) is the home of luxury travel and organises Private Luxury, Amour, and TFest. PLE is part of Worldwide Events Group Limited, 27 Furnival St, London, EC4A 1JQ, United Kingdom with the registered company number 3210436. By submitting your PLE Buyer Profile, you are agreeing to the terms & conditions of PLE (the organiser) as set out below:
Data handling & protection
By entering your details on your PLE Buyer Profile, you agree to allow PLE to electronically retain your business data, contact details, & personal information within our database.
On confirmation of attendance, you agree for your data to be published on our digital networking platform. The platform allows you to update or make changes to your information at any time. Your contact details will not be displayed on the platform; however, they will be shared with local suppliers who are organising services for you in the destination and the suppliers you have a pre-scheduled meeting with at the event, so that they can follow up. During the event you will also have the option to scan anyone’s badge to automatically exchange contact details. Scanning someone else’s badge will also share your contact details with them.
Furthermore, your company name/logo may be used on our website/s for information purposes only. No contact or business information will be displayed on these websites.
This is a condition of attendance for all in-person, hybrid, and digital events. Should you not agree to this for any reason, please write to hello@privateluxuryevents.com.
Reference checking
In most cases, it is necessary to check one or all of the business references you provide via your PLE Buyer Profile. This is to ensure the high standard of the buyer community attending any of our events and to validate your participation. Please note that some events might require more specialised references. In such cases, you may be asked to provide additional references if the ones listed on your profile do not meet the specific requirements for that event. If you do not agree with this, please contact us at hello@privateluxuryevents.com, as we will need to seek an alternative method of reference checking from you, which will be subject to approval by the PLE Buyer Relations team.
Travel and accommodation
Your hosted buyer package includes travel allowance, airport transfers, and accommodation for the event dates only. It is your responsibility to ensure that you can travel on the selected dates and have the necessary and valid travel documentation (passport, visas if applicable). Travel to and from your local airport is not included and will not be reimbursed. The travel allowance is contingent on attending the entire event and may be reduced proportionally if you miss any parts of the event. Please note that any changes or amendments to your travel are not included in this package and are the responsibility of the hosted buyer.
Your travel can be organised through our travel team, or you can arrange it yourself and submit for reimbursement. Flights or trains must adhere to the event timings provided by the Buyer Experience Team to ensure all supplier meetings are met. In exceptional circumstances, PLE may approve an early departure from the event, however this must be agreed with your account manager before arranging your travel. If you choose to self-book, the agreed flights will be reimbursed after the event, provided you attend all event elements. Failure to attend the event will result in non-reimbursement of the travel allowance. Any changes or amendments are the financial responsibility of the buyer. Changes may be managed via our travel team where applicable; all self-booked flights are the responsibility of the hosted buyer.
Please also note that appropriate travel insurance and any visa arrangements are your own responsibility.
Applications and cancellation policy
Acceptance of your application will be confirmed via email. PLE reserves the right to decline your application without reason, although our Buyer Relations Team will usually communicate honestly and directly on why an application for a certain event(s) may not be appropriate.
As a participating buyer, you agree to undertake your provided set of supplier meetings and networking experiences. Any departure from the published schedule will require the prior consent of the PLE Buyer Relations Team. Unilateral decisions or non-participation in supplier meetings at any time prior or during the event may result in cancellation of your participation or the cancellation of your company’s attendance at future events hosted by PLE.
In the event of needing to cancel your participation (before or during an event), such cancellation may entail financial implications for which you would be held responsible. You will be liable to pay the cancellation fee of 500 Euros for European and Middle East events or 700 US dollars for American events. Your participation is governed by English law.
The only exception to this will be if you can find a suitable replacement, subject to PLE’s approval. In this instance you may be charged the cost for the replacement delegate’s flight or, when possible, the name change fee on your original flight ticket. It is advisable to purchase travel insurance against cancellation for unforeseen circumstances.
Guest Policy
All our events are open to registered delegates only. In some cases, you may bring a colleague, subject to PLE’s approval, and an additional fee. Personal guests are not allowed. Not adhering to this policy may result in cancellation of your participation or the cancellation of your company’s attendance at future events hosted by PLE.
Event format & content
When available, the format and content of the events will be displayed on our website.
We reserve the right to make changes to the event format and content. Should the event format change, your attendance will remain unchanged, and you will still be committed to attending all your meetings.
Event Venue
You acknowledge that we may have to change the published event venue for reasons beyond our control and in such cases, you will not be entitled to cancel.
You are liable for any loss or damage which you may cause to an event venue and agree to adhere to all housekeeping rules, procedures, and policies (including policies regarding behaviour and conduct) that may be in place at any venue.
If you have a disability or medical condition that requires special arrangements to be made, please notify us of your requirements when registering or contact buyerexperience@privateluxuryevents.com prior to event.
Publicity
We may use photographs, screenshots, and videos taken at events for publicity and marketing materials, including for use on our website(s). Your attendance at an event means that you may be featured in such photographs, screenshots, and videos and that you do not object to the taking of such photographs and video footage as detailed above. If you do not wish to be included in any photographs or videos, please notify the photographer and videographer at the relevant event prior to the footage being taken.
Rights in materials
All copyright and other rights (including all intellectual property rights) in materials provided to you during or for the purposes of any of our events (including, without limitation, notes, slides, brochures, articles, or case studies) are the property of PLE or that of our licensors. You are entitled to use such materials for your own personal use only. You are not entitled to copy such materials (except as permitted by law) nor are you entitled to use or authorise others to use such materials for any commercial purposes.
Health & Safety Liability
General Safety Provisions:
Attendees must comply with all safety instructions and guidelines provided by Worldwide Events, signage, and official documentation. Failure to adhere to these instructions may result in removal from the event without a refund.
Personal Responsibility:
Attendees are responsible for their own health and safety during the event. This includes taking reasonable precautions to avoid accidents, injuries, and illnesses. We strongly recommend that attendees stay hydrated, wear appropriate clothing and footwear, and use sun protection if any part of the event is outdoors.
Medical Assistance:
First aid services will be available onsite. However, attendees are responsible for carrying any personal medications and medical supplies they may need unless they specifically request safe storage. In case of a medical emergency, attendees should immediately notify the Head and Safety Lead of the event or call emergency services.
Medical Conditions, Allergies, and Medications:
Attendees with known medical conditions or allergies, or who are on medication are encouraged to declare this information to Worldwide Events prior to the event to enable appropriate preparations and responses in case of an emergency.
While disclosure of medical information is voluntary, Worldwide Events does not accept any liability for any adverse outcomes arising from an attendee’s failure to disclose relevant medical information.
Assumption of Risk:
By attending the event, attendees acknowledge and accept the inherent risks associated with participating in large gatherings, including but not limited to the risk of contracting communicable diseases.
We do not accept any liability for injuries, illnesses, or other health-related issues that may arise from attending the event.
Emergency Procedures:
Attendees must familiarise themselves with the event’s emergency procedures, including the locations of exits and emergency equipment.
In the event of an emergency, attendees should follow all instructions from Worldwide Events staff and emergency personnel.
Prohibited Items:
Attendees must not bring any hazardous materials, weapons, or illegal substances to the event. Such items will be confiscated, and the attendee may be removed from the event and reported to the authorities.
Covid-19 Specific Measures (if applicable):
Attendees are required to follow any Covid-19 related measures that are in place at the time of the event, including but not limited to mask-wearing, social distancing, and sanitation protocols.
Attendees must not attend the event if they are experiencing symptoms of Covid-19 or have been advised to self-isolate
Participation fee
There is a non-refundable participation fee of £200 applied as part of the hosted buyer programme for our 2024 events and Amour 2025, and a participation fee of £300 for our other 2025 events. All buyer fees collected before confirmation go towards improving the overall experience and quality of our events. This does not qualify as a contribution towards hosted buyer flights.
Event cancellation
In the case of event cancellation, the organiser will not be liable for any consequential damages or costs incurred as a result of such cancellation.
Events outside our control
We will not be liable or responsible for any failure to perform, or delay in performance that is caused by events outside Our reasonable control (“Force Majeure Event”) which includes any act, event, non-happening, omission, or accident beyond our reasonable control and includes in particular (without limitation): strikes, lock-outs or other industrial action; civil commotion, riot, invasion, terrorist attack or threat of terrorist attack, war (whether declared or not) or threat or preparation for war; fire, explosion, storm, flood, earthquake, subsidence, epidemic or other natural disasters; the impossibility of the use of railways, shipping, aircraft, motor transport or other means of public or private transport; and/or the acts, decrees, legislation, regulations or restrictions of any government.
Privacy policy
PLE is registered under the Data Protection Act. Worldwide Events Group Limited is required to process relevant personal data regarding members of staff, event delegates (buyers and suppliers) and customers as part of its operation and shall take all reasonable steps to do so in accordance with this Policy. The Freedom of Information Act 2000 and the Protection of Freedoms Act 2012 are also relevant to parts of this policy. To learn more, please view our privacy policy in full here.
