These terms apply to everyone who registers for the South Pacific Tourism Exchange (SPTE). Part A applies to all participants. The part for your participant type applies as well, and takes precedence where the two differ.
A1. About these terms
A1.1 These terms apply to every organisation that registers to take part in SPTE in any year, as a seller, buyer, ancillary participant or media. Dates, venue and fees for each edition are announced when registrations open.
A1.2 SPTE is organised by the Pacific Tourism Organisation (SPTO). In these terms, “we” and “us” mean SPTO, and “you” means the registering organisation and its delegates.
A1.3 By ticking “I agree” on an SPTE registration form, you accept Part A and the part for your participant type on behalf of your organisation.
A2. Payment
A2.1 Where a fee applies, your place at SPTE is confirmed only when we receive full payment. We will send a receipt once payment is confirmed.
A2.2 Participants with an unpaid invoice will not be given access to the SPTE meetings platform and cannot attend the event. All fees must be paid in full no later than 14 days before the first day of the event.
A2.3 Payments are made to the Pacific Tourism Organisation (SPTO) and must quote your invoice number on the remittance advice or deposit narration. Banking details are shown on your invoice. Please keep a copy of your proof of payment.
Payment method | Additional charge |
Bank deposit or transfer | FJD 15 bank transfer fee |
Bank draft in Fijian dollars | None |
Credit card: Visa, MasterCard or AMEX | 3.5% administration fee |
A2.4 All prices are in Fijian dollars (FJD). Bank charges and currency conversion costs are your responsibility.
A3. Participation and conduct
A3.1 Conduct. Delegates must act professionally and follow the reasonable directions of SPTO staff and the venue.
A3.2 Right to refuse or remove. SPTO reserves the right, at its sole discretion and at any time, to refuse or cancel any registration and to remove any participant or delegate from SPTE. Any refund in these cases is at SPTO’s discretion.
A3.3 Travel. You are responsible for your delegates’ travel, accommodation, visas and travel insurance unless we confirm otherwise in writing.
A4. Photography and your information
A4.1 SPTE is photographed and filmed. By attending, your delegates agree that SPTO may use these images to promote SPTE and Pacific tourism. Delegates who do not wish to be photographed should tell SPTO staff on arrival.
A4.2 We use the information you provide to manage your registration, run the event and share participant profiles with other registered participants for appointment scheduling. We do not sell your information.
A5. Liability and force majeure
A5.1 Liability. SPTO is not liable for loss, damage or injury to delegates or their property at the event, except where caused by our negligence.
A5.2 Force majeure and changes to the event. If SPTE is postponed, changed or cancelled because of events outside SPTO’s reasonable control, SPTO will decide at its discretion how registrations are treated. This may include transferring your registration to new dates, a partial refund, or no refund, taking into account costs already committed to venues and suppliers. SPTO is not responsible for travel or accommodation costs you have incurred.
A6. Contact
A6.1 Questions about these terms: spte@spto.org.
Sellers are Pacific tourism businesses, such as accommodation providers, tour operators, dive operators, cruise lines, ground transfer and car hire companies, that register to present their products to international buyers through pre-scheduled appointments.
B1. Registration fee
B1.1 SPTO sets the seller registration fee for each edition of SPTE, taking current conditions into account. The fee is announced clearly to sellers when registrations open.
B1.2 SPTO reserves the right to change the seller registration fee each year. The fee that applies to you is the one published for the edition you register for.
B1.3 Unless the announcement says otherwise, the fee covers full participation for two delegates from your organisation, including an allocated table and access to the pre-scheduled buyer appointments.
B2. Discounts
B2.1 Early bird. Applications submitted on or before the early bird deadline announced for that edition receive 10% off the seller registration fee, provided the invoice is paid by its due date.
B2.2 SPTO Industry Membership. Current SPTO Industry Members receive 10% off the seller registration fee. We verify membership before your invoice is issued. Organisations that join SPTO Industry Membership through the application receive the same discount once their membership fee is paid.
B2.3 Combined. The early bird and membership discounts can be combined, to a maximum of 20% off the seller registration fee. No other discounts apply.
B2.4 Discounts are applied on the invoice and cannot be claimed after an invoice has been issued.
Seller status | Early Bird Registration | Standard Registration |
|---|---|---|
Not a member | 10% discount | Full registration fee |
SPTO Industry Member | 20% discount | 10% discount |
New Member (joining with registration) | 20% discount + membership fee | 10% discount + membership fee |
Note: Discounts apply to the seller registration fee only. Membership status will be verified before invoicing. New members must pay the applicable membership fee to qualify for the member discount.
B3. Application, approval and invoicing
B3.1 Submitting an application does not guarantee a place. We review each application and may approve or decline it at our discretion, including where space is limited.
B3.2 You must provide a valid business registration or licence document. We may ask for further information before making a decision.
B3.3 If your application is approved, we will email an invoice to your main contact and, if given, your accounts email. The invoice shows the amount payable, payment instructions and the due date.
B3.4 Invoices must be paid in full within 14 days of the invoice date. The final payment deadline in A2.2 also applies.
B3.5 If your application is declined, we will tell you by email. No fee is payable.
B4. Cancellation and refunds
B4.1 Cancellations must be sent in writing to spte@spto.org. The date we receive your email is the cancellation date.
When we receive your cancellation | Refund of registration fee |
|---|---|
Before meeting scheduling opens | 100% |
After meeting scheduling opens, and more than 21 days before the event | 50% |
Within 21 days of the event, including the first day of the event | No refund |
B4.2 We will tell you by email when your meetings platform access is set up and when meeting scheduling opens.
B4.3 SPTO Industry Membership fees paid through the application are separate from the registration fee. Whether they are refunded if you cancel your SPTE registration is at SPTO’s discretion.
B4.4 Refunds are paid to the account that made the payment, within 30 days of the cancellation date.
B5. Delegates
B5.1 Delegate details are provided in your seller profile after payment.
B5.2 You may replace a named delegate with another person from your organisation at no cost, by writing to spte@spto.org no later than 14 days before the first day of the event. Name badges are printed after this date, so later changes cannot be accepted.
B5.3 Delegates must be employees or authorised representatives of the registered organisation. Registrations cannot be transferred to another organisation.
B6. Seller profile, tables and appointments
B6.1 After payment, we will send you a link to complete your full seller profile, including delegate details, company biography and products. You must complete it by the date given in that email. Buyers use this profile to choose appointments.
B6.2 You are responsible for the accuracy of your profile. We may edit it for length or format.
B6.3 We allocate tables. Table numbers and locations are final once published.
B6.4 Appointments are scheduled through the event platform. We cannot guarantee a specific number of appointments or meetings with particular buyers.
Buyers are travel trade professionals, such as wholesalers, tour operators, travel agents and online travel companies, that sell travel to the Pacific and register to meet SPTE sellers. Buyers take part either as hosted buyers, whose flights and accommodation are provided by SPTO, or as self-funded buyers.
C1. Eligibility and selection
C1.1 Buyers take part by invitation or approval from SPTO. SPTO decides which buyers are hosted and what hosting includes for each edition.
C1.2 Hosting is offered at SPTO’s discretion and is not guaranteed in any year, including for buyers hosted in previous years.
C1.3 Self-funded buyers pay the buyer registration fee announced for that edition. They may be offered discounted airfares, subject to availability. Part A payment terms apply.
C1.4 Cancellations and refunds for self-funded buyers follow the same terms as sellers in B4.1, B4.2 and B4.4.
C2. Flights
C2.1 Hosted buyers receive an economy return airfare on one of the sectors sponsored for that edition. SPTO chooses the most economical route and carrier.
C2.2 Any change to the route, dates or class requested by the buyer is at the buyer’s cost.
C2.3 Flights or sectors outside those sponsored by SPTO, including connecting and domestic flights, are at the buyer’s cost.
C2.4 Name changes to tickets are at the buyer’s cost.
C3. Accommodation and incidentals
C3.1 SPTO covers accommodation for the nights it confirms in writing. Extra nights are at the buyer’s cost.
C3.2 Anything charged to the room, including meals, drinks, minibar, laundry and phone calls, is at the buyer’s cost and must be settled on check-out.
C3.3 Hosting covers the named buyer only. Companions and partners are not covered.
C4. Travel documents and insurance
C4.1 Buyers are responsible for holding a passport valid for at least six months beyond their travel dates and any visas required for their route.
C4.2 Buyers must arrange their own travel insurance. SPTO does not cover medical costs, missed connections, delays or any other travel losses.
C4.3 A buyer who cannot travel because of passport, visa or travel problems is treated as a no-show under C6.
C5. Attendance and feedback
C5.1 Hosted buyers must attend both days of the event and all their scheduled appointments.
C5.2 All buyers must complete the post-event evaluation. Completion counts towards selection for future SPTO events.
C5.3 Buyers who agree with SPTO to share business outcome data, such as enquiries or bookings generated from SPTE, will have this weighted highly in future selection. Any data sharing is by mutual agreement.
C6. Withdrawal, substitution and no-shows
C6.1 Hosted buyers who cannot attend must notify SPTO in writing at spte@spto.org no later than 30 days before the first day of the event.
C6.2 Withdrawals received later than 30 days before the event, and no-shows, are charged. SPTO reserves the right to charge an amount reflecting the loss caused, up to the full cost of the buyer’s hosting.
C6.3 A buyer organisation may send a substitute delegate with SPTO’s written approval. Any costs of the substitution are at the buyer’s cost.
C7. Unpaid amounts
C7.1 SPTO will pursue any unpaid fees, charges or costs owed under these terms.
C7.2 Buyers with outstanding payments may, at SPTO’s discretion, be excluded from participation in future SPTO events and programmes until such amounts are settled. SPTO reserves the right to document instances of non-attendance and outstanding payments in its official reports and, where appropriate and permitted by applicable law, disclose such information to its members.
Ancillary participants are organisations that offer products or services to tourism businesses, such as publishers, sustainability and energy solutions, water systems and hotel supplies, and register to meet SPTE sellers.
D1. Eligibility
D1.1 Registration is subject to SPTO approval. SPTO may decline an application at its discretion, including where space is limited.
D1.2 You must provide a valid business registration or licence document.
D2. Fee and payment
D2.1 SPTO sets the ancillary registration fee for each edition, taking current conditions into account, and announces it when registrations open. SPTO reserves the right to change the fee each year.
D2.2 Invoices must be paid in full within 14 days of the invoice date. Part A payment terms also apply.
D3. What registration includes
D3.1 Registration includes pre-scheduled appointments with sellers through the SPTE meetings platform.
D3.2 Display tables may be requested. They are subject to availability and an additional fee announced for that edition.
D3.3 Appointments with sellers are by mutual agreement through the meetings platform. SPTO cannot guarantee a specific number of appointments.
D4. Cancellation, refunds and delegates
D4.1 Cancellations and refunds follow the same terms as sellers in B4.1, B4.2 and B4.4.
D4.2 Delegate substitutions follow the same terms as sellers in B5.2 and B5.3.
D5. Conduct
D5.1 During appointment sessions, ancillary participants may only approach the participants they have scheduled appointments with. Approaching other participants is allowed during networking sessions.
Media participants are journalists, writers, broadcasters, photographers and content creators from travel and mainstream outlets, invited by SPTO to cover SPTE and promote Pacific tourism to their audiences.
E1. Accreditation
E1.1 Travel media and mainstream media take part by invitation from SPTO only.
E1.2 SPTO may decline or withdraw media accreditation at its discretion.
E2. Hosting
E2.1 Travel media may be hosted, subject to availability. Hosting is not guaranteed in any year.
E2.2 Hosted media are bound by the same terms as hosted buyers in C2 (flights), C3 (accommodation and incidentals), C4 (travel documents and insurance), C6 (withdrawal, substitution and no-shows) and C7 (unpaid amounts).
E3. Filming and access
E3.1 Limited filming and photography are allowed in areas SPTO permits. Media must not block walkways or tables, or disturb appointments or the flow of the event.
E3.2 Media must follow the directions of SPTO staff at all times.
E4. Coverage
E4.1 Media must credit SPTE and SPTO in coverage of the event.
E4.2 Media must share links to or copies of their published coverage with SPTO within 60 days after the event. Coverage shared counts towards selection for future SPTO events.
E4.3 SPTO may share published coverage on its own channels, with credit to the media outlet.
