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Terms and Conditions: Events

Last updated: 25 April 2024

1 Terms and Conditions

1.1 These are the terms and conditions on which we organise events. By registering for an event with IMCA, you confirm that you accept the following terms and conditions and that you agree to comply with them.

2 About us and how to contact us

1.2 We are the International Marine Contractors Association (“IMCA”) which conducts business through IMCA Trading Ltd registered in England and Wales with company number 07169292, registered address: 2nd Floor, 168 Shoreditch High Street, London E1 6RA, United Kingdom. Our registered VAT number is: GB 262 7056 07.

1.3 You can contact us by calling +44 (0) 20 7824 5526, by email to [email protected], or by writing to us at: IMCA Trading Ltd, 66 Buckingham Gate, London SW1E 6AU, UK.

3 Pricing

3.1 Paid IMCA event:

3.1.1 If you work for an IMCA Member company/organisation, you are eligible for a discounted ticketed rate for any IMCA paid event. Member companies are listed in our online directory. The Member discount will be automatically applied following successful registration at our website with a valid work email address, and/or login to the site with your work email address.

3.1.2 Early Bird ticket rates for Members and Non-Members are at the discretion of IMCA and can be withdrawn at any time.

3.1.3 A limited number of free tickets are offered to speakers/presenters. Key stakeholders can also be offered free tickets at the discretion of the IMCA Secretariat.

3.1.4 IMCA Committee representatives will not be provided with free tickets to a paid IMCA event unless they are contributing (on stage) to the programme.

3.1.5 A separate process applies for free tickets offered as part of a sponsorship package. Please speak to your IMCA contact.

3.2 Regional Meetings:

3.2.1 All IMCA Regional Meetings are free to anyone working for an IMCA Member company/organisation.

4 Payment

4.1 Payment for tickets can be made online via our website with a valid credit/debit card.

4.2 Please note that tickets will only become valid upon successful transfer of funds to IMCA.

5 Refunds

5.1 All tickets sold for IMCA events are non-refundable.

5.2 If the named ticket holder is unable to attend, it can be transferred to someone else in your organisation at no charge. Contact IMCA at [email protected].

5.3 Should a different person attend without prior agreement; this will be treated as an additional delegate and we will invoice them accordingly.

6 Cancellations

6.1 IMCA reserves the right to alter event date and venue if necessary and where possible will take all steps necessary to inform attendees with reasonable notice via email.

6.2 IMCA is relieved of all its obligations if any act outside our control means that IMCA is unable to hold an event such as: acts of god, pandemic, severe weather, dangers of war, fire or severe disruption or disturbances affecting IMCA, the venue, or its suppliers.

6.3 Should an event be cancelled, IMCA will endeavour to find an alternative date/venue and tickets and registration will be transferred.

7 Changes in programme

7.1 The latest confirmed event programme will be published on the event entry on the IMCA website.

7.2 The publicised programme can be subject to change.

7.3 IMCA will not process refunds based on any changes to the programme.

8 Recording and data

8.1 IMCA follows the six principles of GDPR as outlined in our Privacy Policy.

8.2 We reserve the right to share attendee details including names, companies, and job titles with the IMCA Secretariat and committee members for the purpose of event organisation.

8.2.1 We reserve the right to share limited and anonymised attendee details (such as company names and job titles) with event sponsors.

8.2.2 For joint events, or events held in partnership with another organisation, IMCA may share attendee details with the partner organisation for the purpose of event organisation.

8.2.3 Separate terms and conditions may apply for events held in partnership and will be clearly stated to delegates.

8.3 Registering for an IMCA event means you have provided consent to appear in photo, audio, or video recordings of the event for use by IMCA, including on its website and social media channels including but not limited to YouTube, LinkedIn and X.

8.4 Registering means you consent to IMCA contacting you via email with details on the event. IMCA may also contact you with details of future IMCA events which may be of interest.

8.5 Registering means you consent to your name and company appearing on event name badges.

8.6 If you work for an IMCA Member company, your details will be retained by IMCA to communicate updates from IMCA including our regular newsletter.

8.7 Unless you have received prior written consent from IMCA, the use of video or photographic equipment is not allowed.

8.8 All other recording and any transmission is prohibited including, (without limitation) recording of any data, information, or results of or relating to the Event and any participant.

8.9 As a condition of entry to the event you assign (by way of a present assignment of future copyright) the copyright in any photographs or recordings you make at the Event to IMCA.

9 Speaker presentations

9.1 Presentation decks and other material presented (such as videos) at IMCA events can subsequently be shared with event attendees, as well as with the wider IMCA Membership.

9.2 For some IMCA events, we will share an event report summarising proceedings to be shared with attendees in the first instance. This will subsequently be shared online via the IMCA website.

10 Delegate rates at partner hotels

10.1 Wherever possible, IMCA offers delegate rates for hotels which offer discounts on listed prices for accommodation. The details of these are listed/linked on the event entry on the IMCA website and shared in confirmation emails to delegates.

10.2 IMCA shall not be liable for any disputes arising from booking arrangements made, nor is responsible for the rates offered.

11 Special needs

11.1 IMCA endeavours to cater for all attendees, however, should an attendee have any special needs (i.e. wheelchair access), attendees should contact IMCA will full details to inform them no later than two weeks before the start of the event they are attending. Contact IMCA at [email protected].

12 Dietary requirements

12.1 Wherever possible, IMCA will provide a varied catering offering which meets the requirements of omnivore and vegetarian attendees.

12.2 If attendees have any other specialist dietary requirements, they should contact IMCA with details no later than two weeks before the start of the event. Where delegates do not inform IMCA of any special requirements, we cannot be held responsible. Contact IMCA at [email protected].