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 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
- Registration fees must be paid via credit or debit card.
- Registration is only considered complete when the full payment is received by the International Congress and Convention B.V. before the event date.
- Registrations with incomplete payments one week before the event will be cancelled. Delegates with cancelled registrations must re-register onsite and provide immediate payment to attend.
- An additional administrative fee of €25 will be charged for any invoice change requests.
Cancellation Policy for Hosted Associations
All event registrations are subject to the following cancellation policy. 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 €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.
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.
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.
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.
