Terms and Conditions

 

1. Definitions

  • The conference is called the Work Experience Travel Market and IAPA Annual Conference (WETM-IAC) and is co-owned and managed by WYSE Travel Confederation, trading as WYSE Services B.V and also co-owned by the International Au Pair Association.
  • References to WETM-IAC shall include WYSE Services B.V, WYSE Travel Confederation and International Au Pair Association.
  • Delegate and organisation will mean the person or persons registered to attend the conference.

2. General

Participation is open to organisations involved in youth and student travel. WETM-IAC will confirm registration as a delegate after payment has been received. WETM-IAC is a business-to-business conference and is not open to members of the public.

3. Cancellation policy

  • Registrations cancelled before 1 January 2017 will be refunded 50% of the registration fee paid
  • Between 1 January and 18 January 2017 25% of registration fees will be refunded, providing the delegate has not accessed Marcom e-Schedule PRO. In the event that the delegate has access his/her Marcom e-Schedule PRO account, no refunds will be available
  • From 19 January 2017 no refunds are available
  • In the case of visa refusal and upon the submission of the relevant documentation, WETM-IAC will refund 100% of the registration fee paid less an admin fee of EUR 150
  • Cancellation will only be accepted in writing to events@wysetc.org

4. Registration name changes

Registration can be transferred from one delegate to another within the registered organisation for no charge before 1 February 2017. On and after 1 February 2017, an administrative fee of EUR 150 per name change will be charged.

5. Registered organisations

All delegates will be registered to the registered organisation and cannot be changed to another organisation. Organisations can only trade on their own behalf, not on behalf of any other organisation. Membership discounts only apply to the delegates trading under the same member organisation name as registered with WYSE Travel Confederation or with IAPA. All membership dues must be paid in full before the event.

WYSE Travel Confederation reserves the right to access and edit your Marcom profile and to schedule or decline appointments on your behalf.

6. Protected trade environment

The protected trade environment will be the conference venue, social event locations and the hotel designated as conference hotel. Delegates must not trade with non-registered persons within these environments. Doing so will be deemed to be breaking the ethos of the conference and sanctions can be taken, that may include cancellation of the registration.

Only organisations attending WETM-IAC may meet and host other conference participants. We do not wish to encourage non-registered institutions to access and benefit from meeting potential business partners that WETM-IAC registered organisations have paid to meet.

7. Refusal of admission

WETM-IAC reserves the right to refuse admission to any delegate who acts in a manner that breaks the ethos of the conference or who brings the conference into disrepute.

8. Force majeure

Neither party shall be liable or shall be in default of its obligations if such default is the result of acts of God, war or national emergency, acts of terrorism and its consequences, strike, lock-out, fire, explosion, flood, riots, civil disturbance, industrial disputes, natural and nuclear disaster, epidemics, health risks and pandemics or other cause beyond the reasonable control of the party affected.

WETM-IAC reserves the right to defer or to cancel the conference (without liability to the Delegate) in the event of a force majeure.

9. Delegate details and data protection

WETM-IAC will process the personal information provided by the Delegate as defined in Dutch law as article 10 & 13 of Dutch Constitution and the Wet Bescherming Persoonsgegevens.

The Delegate consents to WETM-IAC using information as follows:

  • WETM-IAC will obtain, record, store and use this information as necessary in connection with the Conference including transfer of the information to employees, agents and third parties as required for this purpose;
  • WETM-IAC will include most delegates in its Trade Catalogue;
  • WETM-IAC may transfer its business assets (which includes information) on re-organisation, sale or merger of the whole or any part of its business;
  • WETM-IAC reserves the right to process information as required for marketing purposes, to obtain legal advice, comply with legal requirements, enforce or apply any agreements (including the Agreement) and protect the rights, property or safety of WETM-IAC, its employees, its clients and others;
  • WETM-IAC may transfer Information outside the European Economic Area for any of the purposes listed in this clause 9;
  • If WETM-IAC intends to process information other than as set out above, the Delegate will receive notice and be given the opportunity to decline the processing.

Delegates may not share information from the trade catalogue or from Marcom e-Schedule PRO with anyone outside the conference.

10. Payment

Payment is to be made by credit card to complete the registration. Booths, sponsorship and other items can be paid by credit card or invoice. Standard payment terms are 5 working days from the invoice date.

  • Registrations made at the regular rate with unpaid balances that are outstanding for more than 5 working days may be subject to release
  • Registrations made on Early Bird rates that are not paid before the Early Bird discount period ends will be re-invoiced at the normal rate.

WETM-IAC reserves the right to cancel registrations for delegates, exhibitor space and sponsorship should the payment terms not be met.

Any delegate who has outstanding monies with WYSE Travel Confederation or with IAPA will not be permitted access to the conference nor a refund of registration fees.

WETM-IAC reserves the right to revoke usage of discount codes should they be used by delegates for whom they were not intended. Please contact events@wysetc.org to check if you are permitted to use a discount code.

11. VAT and local taxes

The WETM-IAC registration fees and other charges associated with the conference may be subject to local VAT or other taxes. WETM-IAC will take legal advice on these charges with the objective of avoiding additional costs to delegates where possible.

In most cases, WETM-IAC   is obliged to comply with local taxation requirements and will be registered accordingly with the local authorities.

For more information on the German tax regulation, please check the registration page.

12. Advertising and promotion during the event

  • Business appointments will take place at tables or booths as allocated by the scheduling system:
  • The only type of display and advertising materials permitted at the tables are small items, such as posters, photographs and laptops, which can be placed on the table and do not obstruct the view of other participants’ tables. These promotional materials must be removed once the business appointment has ended
  • Marketing materials and other items must not extend outside of the registered booth space and must not constitute any type of hazard to other attendees
  • It is not permitted to distribute or display marketing material (pull-up banners, flyer drops, pens, etc) within the protected trade environments without WETM-IAC’s prior written approval. Such distributions will be considered as sponsorship, and will be charged as such
  • Delegates are not permitted to host events of any kind which encourage delegates to leave the conference at any time during the conference programme.
  • Communications in Marcom eSchedule PRO are limited to business appointment scheduling only, and may not be used for promotional purposes.

13. Liability and insurance

Delegates and organisations should be insured against personal liability, fire and theft. WETM-IAC will not be held liable for any loss of or damage to exhibits, materials or equipment how so ever caused. The participants on their part will be held liable for any damage to persons or objects caused by them, their employees, and their representatives or by exhibits or items of their equipment. WETM-IAC will also not be liable for the loss of personal items.

14. Identification

Delegates are required to wear their conference badge and conference lanyard at all times during the conference programme. Access to the conference centre and social event locations will not be granted without the wearing of a conference badge.

15. Exhibition

Delegates are required to wear their conference badge and conference lanyard at all times during the conference programme. Access to the conference centre and social event locations will not be granted without the wearing of a conference badge.

16. Media Waiver

WETM-IAC will use image, video and sound recording to record certain parts of the conference. These recordings will be used as archive of the event and may also be used in promotional material for future events. Attendance at the conference is acceptance of these terms.

17. General conditions

WETM-IAC reserves the right to change these terms from time to time. Any such changes will be reflected on the WETM-IAC website under Terms and Conditions. It is the responsibility of registered organisations and delegates to be aware of the Terms and Conditions in effect at the time of their registration and participation.

Organisations which have been disaffiliated or suspended from WYSE Travel Confederation or IAPA may not attend. Likewise, members who are not in good standing, as well as individuals who have been sanctioned by WYSE Travel Confederation or IAPA may not attend.

No amendment to the Terms and Conditions will be binding unless made in writing and signed by an authorised signatory of each party.

The Delegate will not assign, charge or otherwise transfer to a third party any of its rights or obligations hereunder without the prior written consent of WETM-IAC. WETM-IAC may assign, transfer or sub-contract any of its rights or obligations hereunder without the prior written consent of the Delegate.

Errors and omissions excepted (E&OE).

These terms and conditions are created under Dutch law.

Terms and conditions as at 21 November 2016.