TERMS & CONDITIONS FOR PARTICIPATION IN
FEDEMAC EVENTS 2024
These terms and conditions ("Terms") govern your participation and/or sponsorship in the FEDEMAC EVENTS 2024 ("the Events") taking place from April 23-28, 2024, at HOTEL MS AMARAGUA, TORREMOLINOS (C. los Nidos, 23, 29620 Torremolinos, Málaga, Spain) and other designated venues within Malaga, Spain.
Organizing Party:
The Events are organized by "FEDEMAC EVENTS" LLC ("the Organizer"). Company registration number: 40003472856, legal address: Gales street 19-16, Sigulda, LV-2150, Latvia.
Scope of Application:
These Terms apply to all participants, sponsors, and any other party engaging with the Organizer for the Events, including but not limited to accommodation, attendance, and sponsorship.
Event Specifics:
- FEDEMAC Board Meeting: Exclusive to FEDEMAC Board Members.
- FEDEMAC General Assembly & General Secretary Meeting: Open to FEDEMAC Board Members, Representatives from National Associations and Direct Affiliates, FEDEMAC Commercial Members, FEDEMAC Commercial Partners, and guests who have received explicit invitation and approval.
- Young Movers Conference: Accessible to attendees of the General Assembly, Moving and Relocation company Specialists, Industry Suppliers, Supporters and Sponsors, Industry Experts and Speakers, and invited guests.
- FEDEMAC Speed-Networking: Accessible to General Assembly and Young Movers Conference attendees.
- General Admission: The Events are exclusively open to entities and professionals from the moving/removal industry, their employees aged 18 years and above, approved partners, invited guests, and sponsors.
Discretion of Admission:
The Events are private functions. Acceptance of any registration is entirely at the Organizer's discretion. The Organizer reserves the right to refuse or cancel a registration or sponsorship without providing an explanation. In case of such cancellation, only the sponsorship and/or registration fee will be refunded prior to the event. All other charges and incurred costs will not be eligible for a refund.
Booking and Availability:
Registrations and sponsorships are processed on a "first come, first served" basis, subject to the availability of rooms and event facilities. The Organizer has secured a block booking for a predetermined number of rooms. As the event approaches its capacity, updates regarding availability will be provided on the FEDEMAC EVENTS website and other relevant electronic platforms. Once the reserved capacity is filled, additional room bookings will depend on the hotel's availability and might incur extra charges.
Access Pass 2024:
The organizers have curated specific access passes for delegates. Kindly select from these when making your booking. Custom passes outside of these aren't available.
Online Booking:
All bookings are to be made through our official event page: http://www.fedemac.events/tickets/registration/. If you encounter any issues, contact us at [email protected] or call us at +371 26119941.
Confirmation and Payments:
- Complete your payment to confirm your conference registration and/or sponsorship. Please wait for our confirmation before making any travel plans.
- Payment Method: The only acceptable form of payment is via an invoice issued by the Organizers.
- Currency & Fees: Payments must be made in EUR to the bank account provided on the invoice within five working days after the invoice issuing date. All transaction fees associated with the payment are the responsibility of the payer.
- Invoice Reference: Ensure that your payment description mentions the invoice number. This will help us promptly link your payment to your booking.
- Modifications Post-Payment: Should you need to make amendments after full payment, written consent from our end will be required. Additional charges may apply.
- Delegate Substitution: You may nominate a representative if you cannot attend. Please inform us of this change no less than 30 days before the event.
Cancellation Policies:
- For cancellations until 12:00 CET on December 6, 2023, you'll get 65% of your payment back.
- For cancellations until 12:00 CET on February 22, 2024, you'll get 35% of your payment back.
- For cancellations until 12:00 CET on March 22, 2024, you'll get 15% of your payment back.
- If you cancel after March 22, 2024, we won't be able to refund you.
- For every cancellation that we accept, there's a €150 administrative fee.
- In the event of a cancellation by the Organizers, attendees will receive a full refund of the ticket price. However, we will not be responsible for bank transfer fees, travel expenses, visa costs, or other associated charges.
Accommodation Details:
- Arrival & Departure Notifications: Kindly inform our team in case of late arrivals. No reimbursement will be provided for absences or early departures.
- Extended Accommodation: Should you wish to extend your stay, communicate your intentions in advance. Availability and rates will be in accordance with hotel policies.
- Hotel Check-in Guidelines: Check-in procedures commence from 15:00, with check-out expected by 12:00.
- Hotel Loyalty Programs: Rewards or loyalty points associated with the hotel are non-applicable for bookings related to this event.
- Check-in Procedure: To make your check-in smoother, consider sharing details like your Passport or ID number, date of its issue, expiry date, birthdate, and nationality. If the information is missing or inaccurate, the check-in might take longer.
Event Protocols:
- Program Alterations: We aim to adhere to the published itinerary. However, unforeseen circumstances may necessitate changes, for which we seek your understanding.
- Dress Code: For the General Assembly, business professional attire is required. Speed-Networking and YMC sessions call for business casual attire. The YMC All-White Gala Dinner necessitates an all-white ensemble.
- Badge & Identification: Your badge should always be prominently displayed, as it grants access throughout the event. Any supplementary identification provided should be utilized as directed.
Safety & Responsibility:
- Participant Responsibility: All attendees are solely responsible for their actions and safety during and outside event activities. This includes ensuring their fitness for sports or entertainment segments and responsibly managing alcohol or substance consumption.
- Safety Compliance: Attendees must strictly adhere to any provided safety regulations. Non-compliance releases the organizers from any subsequent liabilities.
- Waiver Submission: For confirmation of attendance, the “Waiver of Liability and Release” must be duly signed and forwarded to [email protected].
Legal & Administrative Formalities:
- Travel Documentation: Ensure your passports and visas are valid and compliant with Spain regulations. Entry issues are outside the purview of the organizer's responsibility.
- Travel Insurance Recommendation: We strongly advise procuring comprehensive travel insurance.
- Special Requirements Notification: If there are any special accommodations or dietary needs, please inform us during the registration process.
- Force Majeure Clause: In events beyond our control, such as natural calamities, this clause will be invoked.
Acceptance of Terms:
By making a booking, attending, or entering into a sponsorship agreement for the Events, you signify your understanding and unequivocal acceptance of these Terms.
Modifications:
The Organizer reserves the right to modify these Terms at any time. Participants and sponsors will be informed of significant changes, and continued engagement with the Events will be considered acceptance of any amendments.
Governing Law & Jurisdiction:
These Terms shall be governed by and construed in accordance with the laws of Spain. Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of Spain.