Associations World Congress 2025

1. Who can attend as a delegate

1. Only Association Executive Heads and Events, Membership and Marketing HoDs and Directors employed by associations, societies and federations
2. Who meets the above criteria is solely the decision of the AAE
3. AAE may refuse anyone at its sole discretion, without needing to provide a reason

2. Rates & Discounts

1. There is no fee to attend this event, subject to the below
2. If a delegate does not make and attend at least eight supplier appointments the delegate will be charged GBP600 (unless agreed in writing with the AAE events team)

3. Cancellations & Postponement

1. Cancellations of attendance
   1. Delegates cancelling
      1. If a delegate cancels attendance before 19 April 2024 there is no cancellation fee
      2. If a delegate cancels on or after 19 April 2024, and there is no emergency or force majeure incident, then the cancellation fee applies
      3. If a delegate cancels on or after 19 April 2024, and claims there is or was a force majeure incident, then the delegate will be required to provide proof of the force majeure incident, and provide proof that they had booked their travel and hotel to show they genuinely were committed to attend, in order to avoid the cancellation fee
      4. If a delegate fails to attend the event then this will be a cancellation, and the cancellation fee charged
      5. Delegates can transfer their registration to a colleague if they match the delegate criteria at any time, without attracting the cancellation fee
      6. The cancellation fee is GBP600, which is not subject to VAT
   2. The organisers cancelling a delegate
      1. If a delegate does not complete the actions 1.2.1.1 - 1.2.1.4, the organiser may cancel the delegate attendance and will not be liable for any costs of the delegate
         1. book their flight/train ticket and/or hotel and add the travel / hotel information to their delegate booking in the organiser's online system by 31 March 2024
         2. select their sessions by the end of April 2024
         3. provide input into all the sessions they have selected by the end of April 2024
         4. prepare and submit a case study for one of their sessions by the end of 7 May 2024
         5. make appointments with at least eight suppliers on the organiser's appointment system by the end of 14 May
2. Event postponement or cancellation 
   1. If a Force Majeure situation occurs or in the reasonable judgement of the organiser the event is not going to be effective, the organisers may:
      1. Provide the event online, either live or on-demand
      2. Postpone the event to a later date, to be a physical event, or online live or on-demand
      3. Adjust the programme and content and / or speakers

4. Programme & Services

1. The organisers may alter the content, timing or speakers of the programme, after publication, without notice.
2. Some parts of the event are provided by third-party partners to promote their services, and are subject to variation and supply beyond the organiser's control.

5. Acknowledgements

1. You will always be sent an email acknowledgement of your booking. If you do not receive this email, please email bookings@associationexecutives.org.

6. Data

1. The personal information provided by you will be held on IT systems including those of the registration, website, mobile app, delegate engagement, onsite registration, and badging companies, who are data processors, and under contract they are permitted only to use your data for the purpose of fulfiling the requirements of this event.
2. Your Name, Position, and Organisation will be included in the event information provided to all registrants to the event.
3. Your email and telephone number will not be shared with other registrants unless you specifically request or approve it to be at a later date
4. The organiser's Privacy Policy is available here.

7. Images & Video

1. The organisers plan to take photographs and video material at this event and reproduce them in educational, news or promotional material, whether in print, electronic or other media, including the website and social media. By participating in this event, you grant the organiser the right to use your name, photograph and biography for such purposes. All postings become the organiser's property. Postings may be displayed, distributed or used by us for any purpose. You acknowledge the organiser's right to crop, splice, treat and edit any photographs or video taken of you at its sole discretion. You waive your right to inspect or approve the finished product, now and in the future, whether that use is known or unknown to you.

8. Force Majeure

1. The organiser will not be liable for any delay in performing or failure to perform any of its obligations under this agreement caused by events beyond its reasonable control (‘Force  Majeure Event’). However any delay or failure by a sub-contractor or supplier of the party will not relieve the party from liability for delay or failures except where that delay or failure is also beyond the reasonable control of the sub-contractor or supplier concerned. 
2. The organiser will promptly notify the delegate of the reasons for the delay or stoppage (and the likely duration) and will take all reasonable steps to overcome the delay or stoppage. 
3. If the organiser has complied with clause 8.2 its  performance under this Agreement will be suspended for the period that the Force Majeure Event continues and the party will have an extension of time for performance which is reasonable and in any event equal to the period of delay or stoppage.  As regards such delay or stoppage: 
   1. Any costs arising from the delay or stoppage will be borne by the party incurring those costs; 
   2. The organiser may, if the delay or stoppage continues for more than 20 continuous days, terminate this agreement with immediate effect on giving written notice to the delegate and neither party will be liable to the other for such termination; and 
   3. The organiser will take all necessary steps to bring that Force Majeure event to a close or to find a solution by which this agreement may be performed despite the Force Majeure Event
4. ‘Force Majeure Event’ means: 
   1. An act of God including but not limited to fire, flood, earthquake, pandemic, major outbreak of disease, windstorm or other natural disaster; 
   2. Act of any sovereign state, including but not limited to war, invasion, act of foreign enemies, hostilities (whether war be declared or not), civil war, rebellion, revolution, insurrection, military or usurped power or confiscation; 
   3. Nationalisation, requisition, destruction or damage to property by or under the order of any government or public or local authority or imposition of government sanction embargo or similar action; 
   4. Law, judgment, order, decree, embargo, blockade, labour dispute including but not limited to strike, lockout or boycott; interruption or failure of utility service including but not limited to electric power, gas, water, internet or telephone service; 
   5. Failure of the transportation of any personnel, equipment, machinery, supply or material required by the Organiser or any suppliers for the proper performance of the contract without the fault or negligence of the party claiming force majeure; 
   6. Any other matter or cause beyond the control of the parties.

9. Legal & Jurisdiction

1. This contract is between you and Professional Community Services Ltd, the managers of the community "Association of Association Executives" and organisers of this event.
2. This contract is subject to English Law.