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Our new itinerary feature makes the travel reimbursement claim process simpler for you. The itinerary allows us to see your travel plans throughout your trip to IMEX America. Amend your itinerary by requesting extra hosted nights, adding fam trip nights, or nights you’re paying for. You can also remove any nights you have added if your plans change. Even if you’re not submitting a travel reimbursement claim, we need you to complete your itinerary and submit your travel details so we can book your transfers and your accommodations.

Make your own travel arrangements to IMEX America and we will reimburse the cost of your travel to and from Las Vegas up to the travel reimbursement limit.*

*Important: This does not apply to hosted buyers on the IMEX America individual long haul program. We do not cover their travel costs.

 

You should book your flights as soon as you’ve been accepted on to our hosted buyer program.  We do not book travel on your behalf. 

View the travel reimbursement limits
 

View the hosted buyer terms and commitments

Essential reimbursement information
 

In addition to your travel to and from Las Vegas, we will also reimburse the cost of the following (up to the travel reimbursement limit):

• Stopovers or additional flights (for example, for a fam trip) (if your flights to and from Las Vegas are booked on one ticket with one fare for the entire journey). Exceptions to the one ticket/one fare rule may be considered for reimbursement if they include your home airport or Las Vegas


• Upgrades (if the flight and upgrade are booked and claimed for at the same time)


• Flexible fares


• Taxes and other related charges (upgrades/extra leg room) for flights booked using frequent flyer miles


• Flights booked using credit from canceled flights, if proof of payment for the original flight is provided


• Up to one checked-in bag

WHAT IS THE ITINERARY IN MY IMEX ACCOUNT?

Your itinerary shows your complete travel plans for IMEX. You can amend your itinerary by requesting extra hosted nights, adding in fam trip nights or nights you’re booking at your own expense. You can also remove any nights you have added if your plans change. 

Completing your itinerary allows you to share your travel plans before submitting your travel reimbursement claim, simplifying and speeding up the process.

WHY DO YOU NEED MY TRAVEL PLANS BEFORE OR AFTER IMEX?

You may be attending a pre or post-show fam trip or extending your stay in Las Vegas before or after the show. Some of these journeys can be included in your travel reimbursement claim which is why we ask for your complete travel plans. Knowing what you are doing pre or post show also helps us get your hotel room booking right. And allows us to arrange arrival and departure airport transfers in Las Vegas.

We will not reimburse the cost of:

• Your travel if you do not attend IMEX/do not attend for complete days during your hosted buyer program


• Flights canceled by the airline (for whatever reason including COVID-19 restrictions)


• Flights changed or canceled by you


• Missed flights and any additional costs incurred


• Travel agency fees


• The monetary value of flights booked with airmiles/points (we only reimburse the taxes)


• Bank charges made by your bank for receipt of the travel reimbursement


• Any additional costs if you change your travel for any reason, we will only reimburse the first trip booked

Submitting your travel reimbursement claim

• View your itinerary and amend any nights (if needed) so they match your travel details
   
• As soon as your registration has been approved you can go ahead and book your flights in line with your program dates.
  
  Submit your travel reimbursement claim via your IMEX account, available from the end of July. You'll receive an email from IMEX when this section of your IMEX account is ready, with full details on how to make your claim.
  You must submit your travel reimbursement claim by 6 September.
  
  Should you require any additional reimbursements after the show, e.g., pre approved taxi, you must claim this by 18 October.
  
    You will need:
   
  • Your complete travel itinerary (including any additional fam trip flights) showing your name, travel into and out of Las Vegas including flight numbers, departure and arrival times, and the name of the airline (if your intermediary books your flights they’ll send us this information)
  
  
  • The invoice showing the full cost of your travel (from the airline or travel agency - if you work for a travel agency you must provide a copy of the airline invoice rather than your own travel agency’s invoice)
  
  
  • Depending on where your bank is located, there are two ways to receive your reimbursement, all payments will be sent after your attendance at IMEX has been verified:
    
    1. Wise secure reimbursement link:
    After IMEX, you’ll receive an email from Wise containing a secure reimbursement link. To proceed with the reimbursement, you’ll need to provide your account payee name and your email address. You won’t need to share your bank details directly with us.
    
    2. Bank transfer:
    You’ll need to provide the following bank details for your reimbursement to be directly deposited into your selected bank account:
  
  
  • SWIFT/BIC code: This unique code identifies your bank internationally and ensures smooth cross-border transactions
  
  
  • IBAN/account number: The International Bank Account Number (IBAN) or your account number is crucial for routing the reimbursement accurately
  
  
  • Beneficiary account name/address: Be prepared to share the name and address associated with your bank account. This information ensures that the reimbursement reaches the correct recipient
  
  
  • Also, depending on your bank’s location, you might need to provide other details such as Transit code, BSB code, or CLABE.
  
  
  • Note that the currencies given on the travel reimbursement limit table may have changed to meet Wise’s 2024 requirements. Check the travel reimbursement limit for the currency we send your reimbursement in, but note that it will be paid into your account in the currency of your account.

FAM TRIPS/NON DIRECT TRAVEL TO/FROM VEGAS

1. Can I book flights that come in earlier or leave after the show so I can combine a vacation or business trip?

Absolutely, if we can see your arrival details into Las Vegas and departure details from Las Vegas we will reimburse you up to the banding limit (coming soon) from your home airport.

2. I am going on a fam trip and my intermediary is booking part of my trip. What do I do?

Submit your reimbursement as normal and add a note advising which part of my trip your intermediary is booking. If they are booking your flight to and from Las Vegas, they need to send us your flight details.

3. I am going on a fam trip before or after the show and will be booking all the flights myself. Will I still be reimbursed for my whole trip?

Yes, if it is under the maximum reimbursement limit for your home airport.

4. I am not flying from/back to my home city. Can I still be reimbursed for these flights?

Yes, as long as your flights are booked to attend the show dates, we will reimburse your flights up to the maximum reimbursement limit for your home airport.

5. I will be flying from my home airport to another airport, staying for two days and then continuing to Las Vegas and then flying home after the show. What sectors of my trip can I claim for?

As long as your flight forms part of a round trip from your home to Las Vegas, you can include stopovers in your travel reimbursement claim.

If you fly, for example:

NYC to Dallas
Dallas to Phoenix
Phoenix to Las Vegas

The following leg: (The Dallas to Phoenix) cannot be claimed for but the rest can be.

Or, if you add any side trips to your travel we will not reimburse for the side trip. If you fly, for example:

Paris to Las Vegas
Las Vegas to Miami
Miami to Las Vegas
Las Vegas to Paris

The following legs: (The Las Vegas to Miami and Miami to Las Vegas legs) cannot be claimed for but the rest can be.

Driving to IMEX America

We will reimburse US$150 for traveling by car if you live outside a three-hour driving radius from Las Vegas. If you are are driving to Las Vegas, you will need to provide a Google Maps screenshot with the pinned location where you’ll start your journey from to Las Vegas. We do not require your petrol/gas receipts.

Payment

We aim to reimburse you within three weeks of the show once we have confirmed that you attended the show for your complete program dates. Make sure your badge is scanned every day so we can verify your attendance before we release the payment. You can view the status of your travel reimbursement claim in your IMEX account.

If we asked you to enter your account payee name and email address, you’ll receive an email from Wise (noreply@wise.com) - check your junk/spam mailbox if you don’t receive this. The email will be sent on (date TBC) and the secure reimbursement link will be valid for seven days. Once completed the reimbursement will be in your account within 24 hours.

If we asked you for your bank details, reimbursement will be made via bank transfer.

Reimbursement will be made in either GBP, EUR or USD. If you paid for your travel in GBP, EUR or USD we will usually reimburse you in the same currency. Any currency conversion will use the time-of-booking exchange rate.

Contact us before booking if:

• You cannot find a fare within the travel reimbursement limit


• The airport you’re flying from is not listed on our travel reimbursement limit table


• You cannot find flights that allow you to attend complete days during your hosted buyer program
   
• Contact us by email: enquiries@imexevents.com

Any questions? Check our FAQs page and help pages for more info.