As an organisation, we do our best to monitor the current situation and prioritize the safety of our members. Therefore, we will update our event terms and conditions regularly to reflect the most updated information. If you have any questions, please feel free to contact us at ICCA Events Team.

Payment Methods

Payments of the registration fee can be made via credit card or debit card. The registration is only considered as completed when the full payment is received by the International Congress and Convention B.V. before the event date. 

Any registrations with an incomplete payment up until 1 week prior to the event will be cancelled, and the delegates will be required to register on site with payment provided immediately in order to attend the event.  

Please contact us at registration@iccaworld.org if you have any questions about your registration.

Cancellation Policy for ICCA Members and Observers

All event registrations are subject to the following cancellation policy. All cancellation requests must be sent in writing to registration@iccaworld.org. 

• Prior to 60 days before start of event, the following cancellation fee will be charged
• Members/ Observers: €150
• 31 - 60 days before start of event - 50% refund
• 0 - 30 days before start of event - no refund or credits for future events given

In the event that a delegate requests a registration cancellation, depending on the date of the request, the delegate can qualify for credit to be used at future events. Any credit granted must be used within 12 calendar months of receiving it, without the possibility of requesting an extension. Please note that any credit received due to an event registration cancellation cannot be converted into a refund.  

If a written cancellation request as well as the confirmation of this cancellation request is not received following the above mentioned terms, the delegate will be liable for the entirety of the registration fee, regardless of attendance or absence from the event. 

Due to financial obligations incurred as the organiser during the event planning process, no refunds or credits will be issued on cancellation requests received less than 30 days prior to the start of the event.  If a delegate is unable to attend the event for any reason they may substitute, someone else may attend the event in their place. 

Name changes are allowed and free of charge within the same company. Name change requests must be done in writing at registration@iccaworld.org. 

Cancellation Policy for Hosted Associations

All event registrations are subject to the following cancellation policy. All cancellation requests must be sent in writing to associations@iccaworld.org. 

We aim to inform all association attendees on the status of their hosted place application two months prior to the event, and attendance should be confirmed as soon as possible and within 2 weeks after having been informed of the acceptance.

• For a cancellation that occurs before the attendee's place on the hosted programme has been accepted: no cancellation fee
• For a cancellation that occurs after the attendee's place on the hosted programme has been accepted: cancellation fee of 150 Euro

Due to financial obligations incurred as the organiser during the event planning process, no refunds or credits will be issued on cancellation requests received less than 60 days prior to the start of the event. If a written cancellation request is not received following the above mentioned terms, the association attendee will be liable for the full cancellation fee of €150, regardless of attendance or absence from the event.  

Requests for substitutes

If a hosted association attendee is unable to attend the event for any reason, someone else may attend the event in their place only in agreement with the organiser and the host destination. This may not always be accommodated if travel is already booked under a certain name, and this will therefore be considered on a case-by-case basis. If travel cannot be rebooked under another name without (extra) costs, the hosted association attendee will bear all costs as a result of this change.  Name change requests must be done in writing at associations@iccaworld.org. 

Visa issues

Association attendees must inform the organiser as soon as possible of failed visa applications, at association@iccaworld.org. Cancellations due to failed visa application will be subject to the same cancellation policy outlined above.  

Cancellation Policy for Non-hosted Associations

All event registrations are subject to the following cancellation policy. All cancellation requests must be sent in writing to associations@iccaworld.org. 

• Prior to 60 days before start of event: no cancellation fee
• 31 - 60 days before the event: cancellation fee of €150 
• 0 - 30 days before start of the event: no refund or credits for future events given

Due to financial obligations incurred as the organiser during the event planning process, no refunds or credits will be issued on cancellation requests received less than 30 days prior to the start of the event. If a written cancellation request is not received following the above mentioned terms, the association attendee will be liable for the full cancellation fee of €150, regardless of attendance or absence from the event.  

Requests for substitutes

If a non-hosted association attendee is unable to attend the event for any reason, someone else may attend the event in their place only in agreement with the organiser and the host destination. Name changes are allowed and free of charge within the same association. Name change requests must be done in writing at associations@iccaworld.org. 

Visa issues

Association attendees must inform the organiser as soon as possible of failed visa applications, at association@iccaworld.org. Cancellations due to failed visa application will be subject to the same cancellation policy outlined above.  

Travel and Health Insurance

It is strongly recommended that participants take out insurance to cover losses (including registration fees) incurred in case of cancellation, medical expenses and damage to or loss of personal effects. The organisers will not be responsible for any medical costs incurred by participants. 

Liability Insurance

The International Congress and Convention B.V. is not liable for acts or defaults in the event of injury, damage, loss, accident, delay or irregularity of any kind whatsoever during arrangements organised through contractors or the employees of such contractors in carrying out services. Hotel and transportation services are subject to the terms and conditions under which they are offered to the public in general. 

The International Congress and Convention B.V. reserves the right to make changes where it’s deemed necessary, without prior notice to parties concerned. All disputes are subject to local law. 

a) to change the time and /or date of the Event; 

b) to change the venue where the Event takes place; 

c) to change the Format (hybrid/in person/ digital) or part of the format, the length, the duration or scope of the Event.