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. 

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 ICCA Members and Observers 

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

Fees Charged for Cancellation:

• More than 30 calendar days before the event start: €250. 
• Within 30 calendar days of the event start: No refund provided.

If written notice of cancellation and confirmation are not received within the specified terms, the delegate will be liable for the full registration fee, irrespective of attendance or absence.

Substitution Policy:

If a delegate is unable to attend, another person from the same organisation may attend in their place. Name changes are free of charge and allowed up to 14 calendar days before the event. Requests must be submitted in writing to registration@iccaworld.org.

Participation Limit for ICCA Members:

ICCA Members are limited to one participant per company. The International Congress and Convention B.V. reserves the right to decline any additional participants from the same company. No refunds will be issued for denied additional registrations.

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. 

Substitution Policy

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 and the host destination. 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.