Provider Event Terms & Conditions

1. General

Participation is open to organisations in a position to make direct contributions to the subject matter. Participation will be confirmed by ICEF and will be made definitive by forwarding the confirmation and invoice.

2. Cancellation policy

Customers confirm their application on the web via the application form and/or with the sales representative via email, and/or by signing a quote and returning it to ICEF. In all cases these are considered to be binding applications for an event or other services of ICEF unless otherwise stated by the customer.

Cancellations before the opening of the scheduling system will be charged 20% of the full participation fees. Thereafter the full amount is payable.

3. Transfer policy

Customers are free to transfer between events at any time up to the opening of the scheduling system, around 9 weeks before the first day of the event. Thereafter any transfers will not be possible and the full amount for the event is due.

4. Force Majeure

If ICEF is prevented from holding an event for reasons beyond its control (including but not limited to labour disputes, civil disorder, acts of war or terrorism, orders of governmental authorities, natural disasters or curtailment of transportation), ICEF may cancel or postpone the event and will notify participants immediately. If an event is cancelled, participation fees may be transferred to another ICEF event within the next 12 months. Participants may not claim for loss of travel or other related event expenses that will arise from cancellation or event postponement due to Force Majeure.

If ICEF is forced to cancel an event that has already started, it is agreed that ICEF has fulfilled its obligations and participants are not entitled to a reimbursement of their participation fees or other related expenses.

5. Participant details

The participants’ details received prior to and during the event are for one-time use only – in connection with the respective ICEF event – and may not be passed on to a third party.

6. Allocation of tables

ICEF will allocate the tables and comply, as far as possible, with the wishes of the participants.

7. Event catalogues

Event catalogues will be provided to each registered participant.

8. Payment (bank transfer, credit card)

Standard payment terms are 30 days from the invoice date. Payment terms will be as stated on the invoice. Payment can be made by bank transfer or credit card. ICEF charges a handling fee of 2.5% for all credit card payments. Pay by credit card here.

9. Transport and delivery of promotional materials

Participants wishing to forward materials to events must employ their own forwarding service. ICEF is not liable for loss or incorrect delivery. Please note that the storage of boxes or any other kind of packing material is prohibited in the event halls due to fire and safety regulations.

10. Advertising and promotion during the event

Appointments will take place at tables, identified by name cards, and allocated to educators. Participants must abide by the following, unless written approval from ICEF has been attained:

  • The only type of display and advertising materials permitted are small items, such as posters, photographs and laptops, which can be placed on the table or attached to the covering table cloth and do not obstruct the view of other participants’ tables.
  • Advertising materials must not be distributed outside the allocated space.
  • Participants may not organise any hospitality event, seminar or tour which encourages participants to leave the event at any time during the programme. ICEF is entitled to prohibit unauthorised advertising or activities without judicial order.

11. Liability and insurance

Participants should be insured against personal liability, fire and theft. ICEF will not be held liable for any loss of or damage to exhibits, materials or equipment as for instance through fire or theft, regardless of whether this damage or loss is sustained prior to, during, or after the event. The participants on their part will be held liable for any damage to persons or objects caused by them, their employees, their representatives or by exhibits or items of their equipment.

12. Belongings

While ICEF will take precautions to keep participants’ promotional materials safe, ICEF is not liable for any loss or damage. As a precaution, the event halls will be locked or guarded between 19:00h and 08:00h.

13. Code of Conduct

ICEF is dedicated to harassment-free events and we expect our attendees to always act in a professional manner.

The professional community of international student recruiters 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.

14. Media waiver

I give permission to ICEF to use photographs or video footage of me, taken at an ICEF event, for ICEF promotional purposes only.

15. Concluding provisions

The contract is valid under German law. Venue is Bonn, Germany.