Private Luxury Events (PLE)is the home of luxury travel and organises Private Luxury, travelmomentspro.org, and TFest. PLE operates under Worldwide Events Group Limited, 27 Furnival St, London, EC4A 1JQ, United Kingdom, registration number 3210436. By submitting your PLE Buyer Profile, you accept the following terms & conditions of PLE (the organiser):

Data Handling & Protection

By providing your details in the PLE Buyer Profile, you consent to PLE retaining your business data, contact details, and personal information digitally within our database.

Once your attendance is confirmed, you agree that your data will be published on our digital networking platform. You may update or edit your information at any time. Your direct contact details will not be visible there; however, they will be shared with local suppliers arranging services in your destination, and with suppliers with whom you have pre-scheduled meetings, for post-event follow-up. During the event, scanning someone’s badge will automatically exchange contact information: doing so will share your details with them.

Additionally, your company name and logo may appear on our websites for informational purposes only. No business or contact information will be publicly displayed.

This data sharing is a condition of participating in our in-person, hybrid, or digital events. If you object, please email [email protected] before proceeding.

Reference Checking

In most cases, we will verify one or more of the business references you supply in your Buyer Profile. This ensures the high standard of our buyer community and confirms your qualifications to attend. Some events may require more specific references; if the ones you provide are insufficient, we may ask for additional referrals. If you disagree, contact [email protected] so we can consider alternative reference checks, subject to approval by the PLE Buyer Relations team.

Travel and Accommodation

Your hosted buyer package covers travel allowance, airport transfers, and lodging for the event duration only. You are responsible for arranging travel to your local departure airport and ensuring you hold valid travel documents (passport, visas as needed). Travel to/from your origin airport is not included and cannot be reimbursed. The travel allowance depends on your attendance at the full event; missing event portions may reduce the reimbursable amount. Any changes to travel plans are your responsibility.

To provide flexibility, we operate on a self‑booking basis by default. You may arrange your own flights or trains, so long as they align with the event timetable set by the Buyer Experience Team and accommodate all supplier meetings. In exceptional cases, early departures may be approved, but only if arranged in advance with your account manager. Reimbursement of agreed travel costs occurs after the event (up to the allowance) provided you attend all event elements. Claims must be submitted within 5 weeks post-event; late claims will not be eligible. If you fail to attend the event, you will not be reimbursed. Any costs from changes or amendments are your responsibility.

Please note: any portion of a journey paid with airline points, miles, or e‑credits is not reimbursable. Only amounts paid with standard payment methods (with valid receipts) are eligible.

Ensure you carry adequate travel insurance covering your full participation in all event phases. Visa procurement, and all related expenses, are your own obligation.

Applications & Cancellation Policy

We will confirm acceptance of your application by email. PLE reserves the right to decline applications without providing reasons, though our Buyer Relations Team will generally communicate candidly when an application is unsuitable.

As a registered buyer, you commit to participating fully in your scheduled supplier meetings and networking sessions. Deviating from the published agenda without prior consent from Buyer Relations may lead to cancellation of your participation, or refusal of your company’s involvement in future PLE events.

If you must cancel (before or during an event), you may incur financial liability. You will owe a cancellation fee of €500 for European and Middle East events, or US$700 for events in America. All participation is governed by English law.

The only waiver to this is if you arrange an approved substitute delegate (subject to PLE’s consent). In that case, you may be charged the replacement’s flight cost or the name‑change fee on your original ticket. We strongly advise obtaining travel disruption or cancellation insurance for unforeseen circumstances.

Guest Policy

All events are restricted to registered delegates only. In certain cases, you may be permitted to bring a colleague (with prior approval and an additional fee). Personal guests are not allowed under any circumstances. Breaching this rule may lead to cancellation of your participation and exclusion from future PLE events.

Event Format & Content

Event format and content (when available) will be published on our website.

We reserve the right to modify the event’s format or content. If changes occur, your attendance remains binding, and you must fulfil all meeting commitments.

Event Venue

You acknowledge that, for reasons beyond our control, the published venue may change. In such cases, you are not entitled to cancel.

You assume responsibility for any damage caused to the venue and agree to follow all housekeeping, conduct, and safety policies in force. If you require special arrangements due to disability or medical condition, notify us during registration or contact [email protected] in advance.

Publicity

We may capture photographs, screenshots, or video clips at events for marketing and publicity use, including on our websites. Your participation implies consent for inclusion in such media. If you prefer not to be featured, inform the photographer/videographer before filming.

Rights in Materials

All copyright and intellectual property rights in materials provided before or during the event (e.g., slides, brochures, case studies) remain with PLE or its licensors. You may use these materials for personal reference only. You may not reproduce, distribute, or exploit them commercially, except as permitted by law.

Health & Safety & Liability

General Safety:
 Attendees must follow all safety guidance, signage, and instructions issued by Worldwide Events. Failure to comply may result in removal without refund.

Personal Responsibility:
 You are responsible for your own health and safety throughout the event. Take precautions to prevent injury, illness, or accident, such as staying hydrated, wearing suitable attire, and using sun protection outdoors.

Medical Assistance:
 First aid services will be available onsite. You must bring any required medication or medical equipment unless prior arrangements are made for safe storage. In emergencies, inform the event’s Safety Lead or contact local emergency services.

Medical Conditions:
 If you have known medical conditions, allergies, or are on medication, you are encouraged (though not required) to disclose relevant information ahead of time, to permit appropriate planning. We accept no liability for adverse outcomes if such information is withheld.

Assumption of Risk:
 By attending, you acknowledge the inherent risks of large gatherings, including potential exposure to communicable diseases. We accept no liability for illness, injury, or health issues arising from attendance.

Emergency Procedures:
 Familiarise yourself with exit routes, emergency equipment, and procedures. In emergencies, follow instructions from event staff and responders.

Prohibited Items:
 Do not bring hazardous materials, weapons, or illegal items. Violations may lead to confiscation, removal, and potential reporting to authorities.

COVID‑19 Measures (if applicable):
 You must comply with any COVID‑19 protocols in place (e.g., masking, distancing, hygiene). Do not attend if experiencing symptoms or under isolation advice.

Participation Fee

A non‑refundable participation fee of £300 applies to our 2025 and 2026 events. Fees collected before confirmation support improving event experience and quality; this fee is not applied toward hosted buyer flight costs.

Event Cancellation

If we cancel an event, the organiser will not be liable for any consequential damages or costs you incur.

Events Outside Our Control

We are not liable for failures or delays caused by events beyond our reasonable control (“Force Majeure”), including but not limited to strikes, civil unrest, war, natural disasters, epidemics, transport disruptions, or governmental restrictions.

Privacy Policy

PLE is registered under the Data Protection Act. Worldwide Events Group Limited will process personal data (staff, delegates, customers) as needed to manage operations, and will do so in accordance with this Policy, the Freedom of Information Act 2000, and the Protection of Freedoms Act 2012. For more detail, please consult our full privacy policy.

Code of Conduct

We are committed to ensuring a safe, respectful, and professional environment for all participants—buyers, exhibitors, and staff. By attending any event, you agree to abide by this Code of Conduct, which is part of these Terms & Conditions.

All attendees must behave with courtesy, integrity, and professionalism in all interactions. This includes compliance with venue rules, applicable laws, and instructions from event staff.

We have zero tolerance for harassment, bullying, discrimination, intimidation, or any disruptive conduct. Offering or accepting inducements—such as free accommodation, upgrades, experiences, or other perks intended to influence meetings, pricing, or allocations—is forbidden. Violations may result in immediate removal, forfeiture of fees, permanent exclusion from future events, or referral to regulatory authorities.

These standards apply to interactions not only with exhibitors but also with event staff. Our team exists to support your experience and should be treated with professionalism and respect. Violations may lead to verbal or written warnings, removal, or exclusion, without refund of any costs—including travel.

By participating in any PLE or Worldwide Events programme, you agree to abide by these expectations and to maintain an inclusive, fair, and collaborative event environment.