Association application

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.

At ICCA we take your privacy seriously, and want you to understand clearly how we will use the personal data you supply when registering to attend this meeting, which represents the establishment of a contract between you and ICCA We have one set of conditions for “ordinary” personal data (name, contact details, job title, etc) and a different approach to “sensitive” personal data (eg personal photograph; dietary requirements; disabilities). 

Conditions for “ordinary” personal data
By registering, you agree to share the “ordinary” personal data you provide with the other delegates who will attend the meeting, to enable effective networking and business exchanges to take place, including on the official ICCA App (if developed) and virtual platform used for the event. Personal data on all delegates will be retained on the registration system for 3 years, for the purpose of enabling delegates to easily contact one another after the event is over; other parties who did not attend the meeting will not be able to access personal data from that meeting.

I agree that ICCA may process my data in their event registration system, and may communicate with me via email, post or other methods with important messages relating to this meeting.
I agree that ICCA may share my data with the virtual platform provider for the purpose of this event.
I agree that ICCA may add my personal data to their CRM system, where they maintain records of the ICCA-related activities of employees of ICCA member companies, of international associations, and of companies and organisations that have expressed an interest in ICCA membership or ICCA’s services and events. The privacy policy relating to ICCA's CRM system will then apply.

A listing of all registered delegates’ names, company and country, without any contact details, will be visible to all ICCA members whilst the event is being promoted, and in the password-protected “My ICCA” portal. This is for the purpose of encouraging other ICCA members to register for the event. The listing will be deleted immediately after the event takes place. If needed, the listing will be also shared with the Local Host Committee (LHC). Additionally, a listing of the registrant’s name, job title, company name, country, contact details and photograph (if provided) will be visible on the virtual platform. 

I agree that ICCA may share my details (name, company and country) in a listing in the password-protected “My ICCA” portal and with the Local Host Committee (LHC).
I agree that my name, job title, company name, country, contact details, and photograph will be visible on the virtual platform.

The personal data you provide in this registration form (e.g., name, organization, job title, email address, country, and event participation data including badge/QR scans at entrances and sessions) will be processed for the purpose of event administration, reporting and (where applicable) lead retrieval by approved sponsors.

Special opt-in conditions for sensitive personal data
Some personal data is regarded as particularly sensitive, and ICCA will always handle this type of data with an appropriate level of care.

Photographs
Delegates have the option to share a photograph of themselves or may opt to not provide this. If shared, the photo(s) will remain on the official ICCA App and event virtual platform for 1 year.

I agree that ICCA may save my photograph on the official ICCA App (if developed) and event virtual platform.

Photography and video material
Pictures and videos taken at ICCA Events (including ICCA activities at tradeshows) could be reproduced in ICCA educational, news or promotional material, whether in print, electronic or other media, including social media and the ICCA websites.

ICCA reserves the right to crop, splice, treat and edit any imagery or photographs taken at ICCA events. The Participant waives the right to inspect or approve the finished product, including written or electronic copy. Additionally, all rights to royalties or other compensation arising or related to use of the name, photograph or biography are waived by the Participant, Participant’s agents or employees. All photographs and video materials taken at ICCA events become the property of ICCA. ICCA related material may not be photographed, drawn, copied or reproduced without ICCA’s written permission.

ICCA may grant permission to selected partners, sponsors or host organisations to use approved photographs or video materials from ICCA events, strictly for activities connected to the event or the partnership.

Naturally, participants always have the right for their picture to be removed. Should you wish to have your picture or video removed, please contact us and we will take action accordingly.

Privacy Notice for Events

I agree to the above.

I agree that ICCA may share my data with the Events Industry Council (EIC) for the sole purpose of identifying certified professionals and awarding credits for the Certified Meeting Professional (CMP) certification.

If you choose 'Yes', ICCA will share your details with the EIC post event, and the credits will be awarded to your record, provided the email address used for your event registration matches your CMP Certification account.

Yes

Contact Details

First Name

Last Name

Please write down the Full Name of your organisation, e.g. International Congress and Convention Association -ICCA-.

Organisation

Position

Email Address

Verify Email Address

Mobile number

Address City

Photo

*Please choose your country (in English) from the dropdown menu. Please do NOT type out the name of your country.

Address Country

Summary

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 Hosted Associations 

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

Future Participation
Association executives who cancel at short notice or do not attend without prior notice will not be selected to participate in future hosted programmes and may be excluded from future ICCA event invitations.

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 €250 EUR.

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 €250, regardless of attendance or absence from the event.  

Substitution Policy

If a hosted association attendee is unable to attend the event for any reason, another person from the same hosted association accepted 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 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.

Terms and Conditions

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Application to be Hosted

Would you like to apply to be fully hosted and have your travel, transfers, accommodation and registration fee covered?

Privacy Notice for Events

Privacy Notice for Events

I agree that ICCA may share my data with the Events Industry Council (EIC) for the sole purpose of identifying certified professionals and awarding credits for the Certified Meeting Professional (CMP) certification.

Please confirm your application type: