Participation Terms Executive Congresses

These Participation Terms (“Terms”) apply to all attendees, delegates, invited guests, speakers, advisory board members, sponsors, exhibitors, media representatives, partners, service providers, and any person participating in an Executive Congresses event (“Event”).

By registering, submitting a proposal, making payment, receiving an invoice, requesting documentation, entering the venue, joining a digital or hybrid session, or otherwise participating in an Event, you agree to comply with these Terms.

These Terms apply in addition to any event-specific notices, venue rules, health and safety requirements, exhibitor or sponsorship agreements, accommodation conditions, or supplier terms communicated separately.

Registration is confirmed only after full payment is received, unless Executive Congresses has confirmed in writing that a participant is approved for deferred payment, invoice payment, sponsorship inclusion, or another arrangement.

We reserve the right to refuse, cancel, suspend, or amend a registration where reasonably necessary, including in cases of: suspected fraud, incorrect category selection, incomplete payment, policy violations, inappropriate conduct, security concerns, false or misleading information, or operational limitations.

Participants are responsible for ensuring all submitted information is accurate, including their full name, title, organisation, category, billing information, country, contact email, add-ons, and any visa-related details.

If a participant is registering on behalf of another person or organisation, that person confirms they have authority to submit the registration and accept these Terms.

Registration fees, speaker fees, delegate fees, sponsor packages, exhibition packages, gala tickets, accompanying person fees, accommodation assistance, publication charges, and any optional services are shown on the relevant Event website, proposal page, invoice, quotation, or registration form.

Payments must be made through approved methods made available by Executive Congresses. Any bank charges, intermediary fees, currency conversion costs, transfer charges, customs costs, withholding taxes, or payment platform deductions remain the responsibility of the participant unless explicitly stated otherwise.

If payment is incomplete due to bank deductions or third-party charges, the registration may remain pending until the outstanding balance is settled.

Participants are responsible for ensuring invoice details are correct before payment is processed. Any re-issuance of invoices, amendments to billing information, or additional documentation requests may require reasonable processing time.

Unless stated otherwise, all displayed fees are exclusive of any local taxes, VAT, GST, or other charges that may apply under applicable law.

Cancellation and refund terms may differ by Event, category, booking type, supplier commitment, ticket type, accommodation arrangement, and sponsor or exhibitor package.

Where an Event-specific cancellation policy is published on the website, quotation, invoice, registration page, or agreement, that policy will apply to that Event.

If no event-specific refund policy is stated, then—unless required by applicable law—confirmed registrations are generally treated as non-refundable because planning, supplier commitments, venue allocations, administrative processing, and event delivery costs begin immediately after confirmation.

In some cases, at the sole discretion of Executive Congresses, a future event credit may be offered instead of a refund. Credits are not cash-equivalent, may be subject to expiry, may be event-specific, and may not be transferable.

No-shows, unused services, missed sessions, visa denials, delayed travel, internal employer approval issues, or personal schedule changes do not automatically create a right to a refund.

Participant substitutions may be permitted before the Event, subject to reasonable notice, badge production timing, security screening, category suitability, and administrative review.

To request a substitution or correction, participants should email participation@executivecongresses.com with their registration reference and full revised details.

Optional services, hotel allocations, gala bookings, transportation support, accommodation support, or other supplier-linked items may not always be transferable if they are already committed or restricted by third-party vendors.

Executive Congresses may refuse a substitution where the replacement individual is not suitable for the selected category, does not meet event criteria, or the request is made too close to the Event.

Program content, agenda items, session timing, speakers, moderators, panellists, chairpersons, venue spaces, networking formats, meal schedules, and other published event elements may change where reasonably necessary.

Executive Congresses reserves the right to modify the Event structure, replace speakers, revise themes, adjust timings, change the venue room allocation, merge sessions, change the event format (including hybrid or online delivery), or otherwise revise the published program.

Such changes do not automatically entitle a participant to cancel, claim a refund, or seek compensation, provided the Event remains substantially delivered.

Obtaining a visa is solely the responsibility of the participant. Any visa letter, participation confirmation, invitation communication, or supporting documentation issued by Executive Congresses is provided only to support an application and does not guarantee approval.

Participants remain responsible for arranging passports, visas, travel insurance, accommodation, local transport, vaccinations, customs compliance, immigration documentation, and any required permits.

Executive Congresses is not responsible for costs arising from visa refusal, delayed approval, missed flights, border control refusal, cancelled travel, hotel issues, or other travel disruptions.

Participants are strongly advised to book flexible travel arrangements and to wait for appropriate confirmation before making non-refundable travel commitments.

Executive Congresses is committed to maintaining a respectful, professional, inclusive, and harassment-free environment for all participants, staff, vendors, and venue personnel.

Participants must not engage in harassment, bullying, intimidation, discrimination, disruptive behaviour, abusive language, unwanted physical contact, unauthorised solicitation, deliberate interference with sessions, or conduct that threatens the safety, comfort, or reputation of others.

Participants must also comply with all venue safety policies, staff instructions, health procedures, badge rules, access restrictions, and local laws.

Executive Congresses may remove, suspend, or deny access to any participant without refund if it reasonably determines that the participant has violated this code or created risk for others.

Events may be photographed, filmed, livestreamed, recorded, or otherwise documented for event operations, safety, archives, internal review, publicity, website promotion, social media, future marketing, and editorial use.

By attending an Event, participants consent to the capture and use of their image, voice, likeness, and general presence in group or background recordings, unless prohibited by applicable law.

If a participant does not wish to be directly photographed or recorded, they should notify the organising team in advance or at check-in. We will take reasonable steps to accommodate such requests where practical, but cannot guarantee exclusion from all incidental or background capture in public spaces.

Participants may not record, stream, reproduce, or distribute protected event content where recording is restricted, except with prior written permission.

Participation is at the participant’s own risk. To the maximum extent permitted by law, Executive Congresses, its directors, staff, contractors, affiliates, venue partners, and suppliers are not liable for indirect, incidental, consequential, special, or punitive loss, including lost profit, lost business, lost opportunity, reputational loss, or data loss.

Executive Congresses is not responsible for loss, theft, or damage to personal belongings, devices, documents, luggage, samples, posters, displays, or exhibition items.

Speaker views, session content, panel remarks, exhibitor materials, sponsor content, and shared resources remain the responsibility of their respective authors or presenters. Executive Congresses does not guarantee the completeness, accuracy, regulatory validity, or fitness for purpose of such content.

Where liability cannot be excluded under applicable law, any liability will be limited to the amount actually paid by the participant for the relevant Event registration, unless a different limit is required by law.

Executive Congresses is not responsible for delay, suspension, modification, or failure in performance caused by events beyond reasonable control, including but not limited to natural disasters, severe weather, epidemics, pandemics, public health restrictions, war, civil disturbance, terrorism, labour disputes, utility failures, venue closure, supplier failure, government action, or travel restrictions.

In a force majeure situation, Executive Congresses may postpone the Event, change the location, adjust the schedule, convert the Event to hybrid or online format, revise the program, or offer credits where feasible.

Such changes do not automatically create a right to a refund unless required by applicable law or explicitly approved by Executive Congresses.

Executive Congresses collects and processes personal information for registration, invoicing, communications, event delivery, security, support, certification, and related operational purposes.

Personal data may be shared with relevant suppliers, venues, payment processors, technology providers, or service partners only to the extent reasonably necessary to deliver the Event or fulfil participant requests.

For further details on how information is collected, used, stored, and protected, please review our Privacy Policy.

These Terms are governed by the laws determined by Executive Congresses for the applicable Event, unless mandatory consumer or local laws require otherwise.

Before initiating any formal claim, participants agree to first raise the issue in writing with Executive Congresses and allow a reasonable opportunity for review and resolution.

For questions about these Participation Terms, registration status, substitutions, invoices, visa support letters, delegate participation, or general policy requests, please contact: