TERMS & CONDITIONS FOR PARTICIPATION IN
FEDEMAC EVENTS 2026

These terms and conditions ("Terms") govern your participation and/or sponsorship in the FEDEMAC EVENTS 2026 ("the Events") taking place from April 21-26, 2026, at Kalimera Kriti Hotel & Village Resort (address: KALIMERA KRITI Hotel & Village Resort, Sissi – Crete, 72400 Greece) and other designated venues within Crete, Greece.

Organizing Party: 
The Events are organized by "FEDEMAC EVENTS" LLC ("the Organizer"). Company registration number: 40003472856, legal address: Gales street 19-16, Sigulda, LV-2150, Latvia.

Scope of Application:
These Terms apply to all participants, sponsors, and any other party engaging with the Organizer for the Events, including but not limited to accommodation, attendance, and sponsorship.

Attendance Eligibility:
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 an explicit invitation and approval.

Young Movers Conference Regular Participants (Unlimited Access & Sponsorship Rights):
The following companies can participate freely in all FEDEMAC events and are eligible for sponsorship:

  • Representatives of the National Associations – members of FEDEMAC
  • Companies affiliated with their National Association, a FEDEMAC Governing Member (e.g., AMÖ in Germany, BAR in the UK)
  • FEDEMAC Direct Affiliates (e.g., Romania, Malta, Latvia, Finland, Greece, the Slovak Republic)
  • FEDEMAC Commercial Members, regardless of country of origin
  • FEDEMAC Commercial Partners

Young Movers Conference One-Time Participants (Limited Access, no sponsorship rights):
Companies that are not affiliated or not yet members may attend one time only, under the following conditions:

From Governing Member – National Association countries (Italy, Bulgaria, Germany, Belgium, Spain, Luxembourg, Austria, France, Sweden, United Kingdom)

  • Allowed once, with a maximum of two representatives
  • To attend again, the company must affiliate with its National Governing Member Association

From Governing Member – Direct Affiliate countries (Romania, Malta, Latvia, Finland, Greece, Slovak Republic)

  • Allowed once, with a maximum of two representatives
  • To attend again, the company must join as a Direct Affiliate or become a FEDEMAC Commercial Member

From EU/EEA countries without a National Association or Direct Affiliates (e.g., Ireland)

  • Allowed once, with a maximum of two representatives
  • To attend again, companies must become a FEDEMAC Commercial Member or support the creation of a recognised National Association

From other European non-EU/EEA countries (e.g., Kazakhstan)

  • Allowed once, with a maximum of two representatives
  • To attend again, companies must become a FEDEMAC Commercial Member

From non-European countries (e.g., USA)

  • Allowed once, with a maximum of two representatives
  • To attend again, companies must become a FEDEMAC Commercial Member

Discretion of Admission:
The Events are private functions. Acceptance of any registration is entirely at the Organizer's discretion. The Organizer reserves the right to refuse or cancel a registration or sponsorship without providing an explanation. In case of such cancellation, only the sponsorship and/or registration fee will be refunded prior to the event. All other charges and incurred costs will not be eligible for a refund.

Booking and Availability:
Registrations and sponsorships are processed on a "first come, first served" basis, subject to the availability of rooms and event facilities. The Organizer has secured a block booking for a predetermined number of rooms. As the event approaches its capacity, updates regarding availability will be provided on the FEDEMAC EVENTS website and other relevant electronic platforms. Once the reserved capacity is filled, additional room bookings will depend on the hotel's availability and might incur extra charges. 

Access Pass 2026:
The organizers have curated specific access passes for delegates. Kindly select from these when making your booking. Custom passes outside of these aren't available.

Online Booking:
All bookings are to be made through our official event page: http://www.fedemac.events/tickets/registration/. If you encounter any issues, contact us at [email protected] or call us at +371 26119941.

Confirmation and Payments:
  • Complete your payment to confirm your conference registration and/or sponsorship. Please wait for our confirmation before making any travel plans. If you have not received the confirmation from EVENTS, your attendance is not confirmed and EVENTS are not liable for any travel plans and other expenses. 
  • 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.

Cancellation Policies:
  • For cancellations until 12:00 CET on January 22, 2026, you'll get 75% of your payment back. 
  • For cancellations until 12:00 CET on February 15, 2026, you'll get 50% of your payment back. 
  • For cancellations until 12:00 CET on March 15, 2026, you'll get 35% of your payment back.
  • If you cancel after March 15, 2026, 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.

Accommodation Details:
  • 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.

Event Protocols:
  • 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 Greek 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 2026, 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.

Event Code of Conduct

The FEDEMAC EVENTS 2025 Code of Conduct applies to all related meetings and events, whether in-person at public or private facilities, online, or during virtual gatherings. FEDEMAC & FEDEMAC EVENTS are committed to providing a productive and welcoming environment for all participants. We expect all participants to abide by this code, reflecting our organizational ethical principles and practices.

Definitions:

  • Harassment includes behaviors that intimidate, torment, disturb, or threaten a person on any basis, such as age, gender identity, sexual orientation, ancestry, color, disability, national origin, race/ethnicity, religion/creed, or other factors.
  • Sexual Harassment entails unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature.
  • Participant(s) refer to attendees, speakers, volunteers, guests, exhibitors/vendors, service providers, staff, FEDEMAC leadership, and others involved in the events.

Expected Behavior:

  • Treat all participants with respect and consideration, valuing diverse views and opinions.
  • Be considerate, respectful, and collegial.
  • Communicate respectfully with others, focusing on ideas rather than individuals.
  • Avoid personal attacks directed toward other attendees.
  • Be mindful of your surroundings and of others at the event, including venue staff.
  • Respect the rules and policies of the event venue and FEDEMAC
  • Follow Recommended Health Precautions: All participants are encouraged to adhere to the highest standards of personal health and safety practices to prevent the transmission of infectious diseases, minimize personal and collective trauma, ensure accessibility, respect personal space and consent, and promote a safe, inclusive, and respectful environment for everyone involved. This includes, but is not limited to, following local health guidelines on personal safety hand hygiene; being mindful of the mental health and personal boundaries of others; accommodating diverse needs for accessibility; understanding and respecting consent for physical contact and private discussions; and engaging in responsible substance use.

Unacceptable Behavior:

  • Any form of harassment, including bullying, intimidation, or disparaging comments.
  • Sexual harassment in any form.
  • Violence, threats of violence, or violent language against another person.
  • Possession of any weapon or item that could be used to threaten or cause injury.
  • Discriminatory jokes or language
  • Inappropriate photography or recording without permission.
  • Failure to obey venue rules, including destruction of property.
  • Disruptive behavior or language during events.
  • Irresponsible drinking or other substance use.
  • Falsely reporting violations or retaliating against someone for reporting violations

FEDEMAC & FEDEMAC EVENTS reserves the right to determine what constitutes unacceptable behavior and to take appropriate actions, including event removal without refund, future event disqualification, employer notification, or law enforcement involvement.

Reporting Unacceptable Behavior

If subjected to or witnessing unacceptable behavior, or if you have other concerns, notify FEDEMAC staff immediately. All concerns will be taken seriously and investigated, with full cooperation expected from all participants.
Agnija Usane +371 26119941; [email protected]
Ivo Īle +371 29160072; [email protected]

Harassment Policy

FEDEMAC is dedicated to a professional environment free from harassment of any kind, including but not limited to harassment based on ethnicity, religion, disability, physical appearance, gender, or sexual orientation. This policy applies to all FEDEMAC EVENTS 2026 participants and attendees. Harassment includes offensive gestures, verbal comments, intimidation, stalking, inappropriate photography, and unwelcome attention. Participants asked to stop any harassing behavior are expected to comply immediately, with failure to do so resulting in revoked access to the event.

Acceptance of Terms:
By making a booking, completing your registration, attending the Events, or entering into a sponsorship agreement, you acknowledge that you have read, understood, and fully accept these Terms.

Modifications:
The Organizer reserves the right to modify these Terms at any time. Participants and sponsors will be informed of significant changes, and continued engagement with the Events will be considered acceptance of any amendments.

Governing Law & Jurisdiction:
These Terms shall be governed by and construed in accordance by the laws of the Federal Republic of Germany. Any dispute arising from the application of these Terms & Conditions, including those relevant to its interpretation, validity, execution, shall exclusively be subject to German jurisdiction and the competence of the Court of Frankfurt.

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