Event Terms and Conditions
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 registration@iccaworld.org.
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.
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.
Cancellation Policy for Hosted Associations
All event registrations are subject to the 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, no registration fee 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 Euro, 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.
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 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.
N.B.
The International Congress and Convention B.V. will endeavour to ensure that education programmes (hybrid/in person/digital) are correct at the time of the event. The International Congress and Convention B.V. may need to alter the programme prior to or during the event and reserve the right to do so without notice.
If, due to circumstances beyond the reasonable control of organiser, the execution of the Event as planned is prevented or impeded, or when the minimum number of Participants needed to operate the Event (or part of the event) is not reached, the International Congress and Convention B.V. has the following rights:
a) to change/postpone 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.
Force Majeure
If, for any reason, holding any Event on the indicated dates becomes impossible for the organiser due to reasons of force majeure, including but not limited to blackout, public safety, strikes, natural disasters, epidemics, pandemics, war, government regulations, internet failure or hacker attack, there will be no refund of registration fees already paid.
International Congress and Convention B.V. is entitled to postpone its events until a time that the event of force majeure no longer exists, as the organiser's obligation is to perform the Event under the desired conditions.
To cancel your attendance at an event due to a “Family Emergency”, the following Force Majeure only applies to parents, children and siblings. Force Majeure due to a family emergency leave only relates to a situation which is not foreseeable or otherwise not generally predictable. Routine minor and predictable illnesses to children or other family members which invariably occur are not covered.
