TERMS & CONDITIONS FOR PARTICIPATION IN
FEDEMAC EVENTS 2025

These terms and conditions ("Terms") govern your participation and/or sponsorship in the FEDEMAC EVENTS 2025 ("the Events") taking place from April 08-13, 2025, at Radisson Collection Warsaw (Grzybowska 24, 00-132 Warsaw, Poland) and other designated venues within Warsaw, Poland.

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, FEDEMAC Commercial Partners, FEDEMAC Commercial Members, Members of National Associations, Direct Affiliates, Industry Experts and Speakers, and invited guests.
  
• FEDEMAC Speed-Networking: Accessible to General Assembly and Young Movers Conference attendees.

• 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 45 days before the event.

• For cancellations until 12:00 CET on January 7, 2025, you'll get 75% of your payment back. 
• For cancellations until 12:00 CET on February 7, 2025, you'll get 50% of your payment back. 
• For cancellations until 12:00 CET on March 7, 2025, you'll get 35% of your payment back.
• If you cancel after March 7, 2025, 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.

• 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.
  

• 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. 
  
• 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.
  

Use of Participant Information:
By registering for FEDEMAC Week 2025, you acknowledge and agree that the following information provided during registration—name, surname, company name, city and country—will be:

• Included on the publicly accessible webpage featuring a list of registered participants.
• Displayed on a public participant list distributed during the event.
• Printed on the name badge provided to you at the event.