Event Terms and Conditions
As an organisation, we prioritise the safety of our members and diligently monitor evolving circumstances globally. Consequently, if needed these event terms and conditions will be updated to reflect any possible situation. For any questions, please contact the ICCA Events Team.
Disclaimer:
Unless otherwise stated, any reference herein to “ICCA” shall be deemed to refer to International Congress and Convention B.V., a private limited liability company registered with the Dutch trade register under number 85598232.
Cancellation Policy for Associations
All event registrations are subject to the following cancellation policy. Cancellation requests must be sent in writing to associations@iccaworld.org.
- More than 30 calendar days before the event start: No cancellation fee.
- Within 30 calendar days of the event start: Accommodation rate charged as cancellation fee (€150/night)
Due to financial obligations incurred as the organiser during the event planning process, association attendees will be issued a cancellation fee for the accommodation rate covering the room nights booked on behalf of the attendees.
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/night, regardless of attendance or absence from the event.
If a hosted association attendee is unable to attend the event, another person from the same hosted association accepted, may attend the event in their place, only in agreement with the organiser. Name change requests must be done in writing at associations@iccaworld.org.
Association attendees must inform the organiser as soon as possible of failed visa applications, at associations@iccaworld.org. Cancellations due to failed visa application will be subject to the same cancellation policy outlined above.
Travel and Health Insurance
Participants are strongly encouraged to secure travel and health insurance to cover losses such as cancellation fees, medical expenses, or damage to/loss of personal property. The organisers are not responsible for any costs incurred by participants.
Liability Insurance
The International Congress and Convention B.V. is not liable for injury, damage, loss, accident, delay, or irregularity during arrangements organised through contractors or their employees. Hotel and transportation services are subject to the terms and conditions under which they are publicly offered.
The International Congress and Convention B.V. reserves the right to make necessary changes without prior notice. All disputes are governed by applicable local law.
Programme Changes and Adjustments
The International Congress and Convention B.V. will strive to deliver accurate educational programmes (hybrid, in-person, or digital) as advertised. However, the organiser reserves the right to make adjustments to the programme without notice prior to or during the event.
In case of unforeseen circumstances beyond reasonable control, the organiser may:
a) Change or postpone the event date/time.
b) Change the event venue.
c) Adjust the format (hybrid, in-person, digital), length, duration, or scope of the event.
Force Majeure
If the event cannot be held as scheduled due to force majeure (e.g., blackout, strikes, natural disasters, pandemics, war, government regulations, or internet failures), no refunds will be provided for registration fees already paid.
The International Congress and Convention B.V. reserves the right to postpone the event until the force majeure event no longer exists, ensuring the event takes place under the desired conditions.
Family Emergency Clause
Force majeure due to a “family emergency” is limited to unforeseen and significant circumstances involving immediate family members (parents, children, siblings). This does not cover routine, minor, or predictable illnesses or events.
