Agent Event Terms & Conditions

By completing and submitting an agent application, the agent understands that their registration must be confirmed in writing by ICEF. The application for registration is not an offer of a place at the event. Participation at the event may be amended, restricted or cancelled by ICEF, without reason, at any time.

The agent is responsible for all arrangements and costs incurred in travelling to and from the event. It is also the agent’s responsibility to secure and pay any fees in relation to a visa for the country where the event is taking place. Additionally, non- sponsored agents should note that they are responsible for their own accommodation arrangements.

Neither ICEF nor the hosting function hotel(s) are liable for any claim of theft, damage of property, or injury sustained while the event takes place. In the event of cancellation of the whole programme, or any part thereof, due to civil discord, terrorism, military action, or natural events occurring without fault on the part of ICEF, there shall be no refund of fees paid, travel costs, or expenses incurred.

The agent understands that their presence is required at all official ICEF functions as indicated in the programme. The agent shall not take part in any non-ICEF functions which preclude their attendance at officially scheduled ICEF activities.

The agent shall also not participate in familiarisation trips sponsored and supported by companies and organisations not participating in the ICEF event.

Family members, friends, or business partners of the agent who are not officially registered shall not be admitted to the event.

The agent understands that all participant arrangements and/or changes must be submitted in writing and confirmed by ICEF.

Participation Categories
An agent’s participation status will be confirmed with their account manager at the time of acceptance and stated in the event confirmation.

Fully Sponsored
Fully sponsored agents based outside of the event city will be offered accommodation at one of the partner hotels. The agent agrees to have secured a minimum of 25 meetings prior to the event taking place (12 for roadshows), unless otherwise stated in the event confirmation. If the agent does not meet the minimum requirement, or if a significant number of scheduled meetings are missed, the agent will be charged a misconduct fee of €895* (*+VAT where applicable).

Semi-sponsored
As a semi-sponsored participant, accommodation will be organised by ICEF, and the agent is required to pay a participation fee of €595* (*+VAT where applicable). Once the invoice is received, payment is due within 14 days. Participation is not secure until payment has been received by ICEF.

The agent agrees to have secured a minimum of 15 meetings prior to the event taking place, unless otherwise stated in the event confirmation. If the agent does not meet the minimum requirement, or if a significant number of scheduled meetings are missed, the agent will be charged a misconduct fee of €300* (*+VAT where applicable).

Non-sponsored
Non-sponsored agents are responsible for organising their own accommodation for the upcoming event. We expect non-sponsored agents to be proactive and engaged in securing appointments with education partners.

The agent agrees not to use the event for their own commercial purposes by trying to sell or offer services or products to other event participants (e.g. advertisements in their publications or website, tours, fairs, or other products and services such as insurance, telephone cards etc.).

ICEF reserves the right to accommodate fully- or semi-sponsored agents at host hotels for a maximum of 3 nights during the event period only. ICEF will also sponsor meals throughout the event as listed in the event programme. Any miscellaneous charges (extra night(s), breakfast, room service, tours, telephone calls, business centre services, etc.) incurred during the agent’s stay will be at their own expense.

ICEF will provide shared (twin room) accommodation for a second agency representative at no extra charge. If the second representative requires separate accommodation, this will be at the lead agent’s arrangement and expense.

If an agent wishes to have a non-participant stay in their room (e.g. a family member) they are required to pay a €150* fee (*+VAT where applicable). Family members, friends, or business partners who are not officially registered shall not be admitted to the event.

Please note that hotel accommodation can only be guaranteed if the agent actively participates in the programme by pre-scheduling meetings with providers in eSchedule PRO. If the agent fails to pre-schedule meetings or pro-actively engage with ICEF or other participants, ICEF reserves the right to withdraw its accommodation offer at any time.

Agents leaving the event early without providing prior notification to ICEF will be subject to an early departure fee equivalent to one night’s accommodation plus tax at the prevailing hotel rate.

Agents wishing to cancel their attendance must do so in writing a minimum of 6 weeks prior to the event, otherwise a €395 cancellation fee will be charged. Agents wishing to cancel their attendance less than a week prior to the event will be charged a €895 cancellation fee.

If an agent does not arrive for the event, a no-show fee of €895 will be charged.

For roadshows or 1.5-day events, a cancellation fee of €195 will be charged. Cancellations within a week prior to the event or a no-show will incur a cancellation charge of €495.

All charges may additionally be subject to VAT.

ICEF is committed to providing friendly, safe and welcoming events for all of our attendees, regardless of gender, sexual orientation, ability, physical appearance, ethnicity, age, socioeconomic status and religion. We do not tolerate harassment in any form, and attendees violating these rules may be sanctioned or expelled from the event without a refund, at our discretion.

The community of international student recruitment professionals values and promotes peace and prosperity. Individuals who support war and invasion and espouse those views are not welcome to participate in our events.

Xenophobia or bullying based on an individual’s nationality is not aligned with the values ICEF holds dear and will not be tolerated.

While alcohol is available at our events, we expect all participants to drink in moderation. Any behaviour linked to intoxication will not be tolerated. The use of drugs and / or any banned substances is strictly prohibited.

The definition of harassment includes, but is not limited to:

• Harmful or prejudicial verbal or written comments related to gender, sexual orientation, ability, physical appearance, ethnicity, age, socioeconomic status, or religion.
• Demeaning, discriminatory, derogatory, intimidating, abusive or threatening behaviour and speech.
• Unsuitable use of nudity, sexual images or violence (including presentation slides).
• Deliberate intimidation, stalking or following.
• Harassing photography or recording.
• Sustained disruption of talks or other events.
• Inappropriate physical contact including violence.
• Unwelcome sexual or physical attention.
• Advocating for, or encouraging, any of the above behaviour.

Enforcement
Anyone asked to stop unacceptable behaviour is expected to comply immediately. If a participant engages in such behaviour, we retain the right to take any actions to keep the event a welcoming and positive environment for all attendees. This includes warning the offender or immediate expulsion from the event without a refund. We expect attendees to follow these rules at all event venues and event-related social activities.

Reporting
If you experience or witness behaviour that makes you or others feel uncomfortable, please report it immediately to ICEF staff. We are here to support you and will take appropriate action. Additionally if you are subject to or witness any persistent or clearly unacceptable behaviour as described above, or have any other concerns, please notify an ICEF staff member immediately. Our team will listen to you and will be happy to help you contact hotel/venue security, local law enforcement, local support services, or otherwise escort or assist you in order to ensure you feel safe for the duration of the event. We value your safety and security.

Addressing Grievances
If you feel you have been falsely or unfairly accused of violating this code of practice, you should notify an ICEF staff member with a concise description of your grievance, which will be carefully and respectfully handled.

By attending an ICEF event, you permit ICEF to use photographs or video footage of you taken at an ICEF event, which shall be used for ICEF promotional purposes only. If you wish to bring your own media team to the event, prior consent must be arranged one month before the event.

Attendees must handle and use data acquired at the event strictly in accordance with GDPR regulations and professional standards. Unauthorised use, including unsolicited outreach or spam to attendees you have not engaged with, is strictly prohibited and may constitute a GDPR breach, potentially leading to fines and sanctions. Such violations could also result in being banned from future ICEF events.

ICEF shall have full power to interpret and amend the above-mentioned terms & conditions, which in its discretion shall be in the best interest of the event. The agent understands that the information contained in the event material constitutes part of the application contract and agrees to conform to all terms & conditions.

Should an agent fail to comply with ICEF’s terms & conditions in conjunction with participation in an ICEF event, a misconduct charge of €895 will be applied. Any misconduct will also incur that the agent will be denied any further participation in any ICEF hosted events.

The contract is valid under German law in the jurisdiction of Bonn, North Rhine Westphalia, Germany.