TERMS & CONDITIONS FOR PARTICIPATION IN
FEDEMAC EVENTS 2027

These terms and conditions ("Terms") govern your participation and/or sponsorship in the FEDEMAC YOUNG MOVERS CONFERENCE 2027 ("the Event") taking place from April 22-24, 2027, at Hotel Berlin Alexanderplatz by Leonardo Hotels  (address: Karl-Liebknecht Str. 32b, 10178 Berlin, Germany) and other designated venues within Berlin, Germany.

• ILE Projects SIA, registration number 40003472856, registered address: Gales Street 19-16, Sigulda, LV-2150, Latvia; and
• The Federation of European Movers Associations (FEDEMAC) e.V., registered address: Rheinstrasse 2, D-65760 Eschborn, Germany.

Hereinafter collectively referred to as "the Organizers".
ILE Projects SIA is responsible for the operational planning, coordination, and delivery of the Event, while FEDEMAC e.V. is responsible for issuing participation and sponsorship invoices and collecting the corresponding payments.

These Terms do not govern accommodation, travel, or other services independently booked by participants with third-party providers.

Attendance Eligibility:
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

Accommodation is not included in the event participation fee and must be arranged and booked independently by each participant. The Organizers may provide recommended hotel options, special booking links, or promotional codes offering preferential rates at selected hotels. However, all accommodation bookings are subject to the respective hotel's availability, rates, and terms and conditions.

Participants are solely responsible for making their accommodation arrangements and covering all associated costs, including any additional fees, taxes, or cancellation charges. The Organizers are not responsible for hotel reservations, payments, cancellations, or any disputes arising between participants and accommodation providers.

Each ticket includes only the activities and services explicitly specified in the selected package. Accommodation, travel, and other personal expenses are not included in the participation fee.

Sponsorship Terms:
Sponsorship opportunities are subject to availability and confirmation by the Organizers. The benefits, deliverables, and fees associated with each sponsorship shall be defined in the applicable sponsorship offer, confirmation, or agreement.

Sponsors are responsible for providing the required logos, promotional materials, and other agreed content in the formats and within the deadlines communicated by the Organizers. The Organizers reserve the right to request modifications to materials that do not meet technical requirements, Event guidelines, or applicable laws.
Any material changes to agreed sponsorship benefits shall be discussed with the affected sponsor, and appropriate alternative arrangements or remedies shall be determined in accordance with the applicable agreement and law.

• Registration Confirmation: Conference registrations and sponsorships are subject to confirmation by the Organizers. Participants are advised not to make non-refundable travel or accommodation arrangements until their registration has been officially confirmed. 
• Payment Method: All participation and sponsorship invoices are issued by the Federation of European Movers Associations (FEDEMAC) e.V. Payments must be made directly to FEDEMAC using the bank details provided on the invoice.
  
• Currency & Payment Deadline: All payments must be made in EUR within five working days of the invoice issuance date, unless otherwise specified. Any bank transaction fees are the responsibility of the payer.
  
• Invoice Reference: The invoice number must be included in the payment reference to ensure accurate identification and allocation of payments.
  
• Registration Confirmation Following Payment: Registration is considered confirmed only once the required payment has been received and the Organizers have issued confirmation.
• Modifications After Payment: Any amendments to a confirmed registration or sponsorship arrangement require prior written approval from the Organizers. Additional charges may apply.
  
• Delegate Substitution: Participants may nominate a substitute delegate if they are unable to attend. The Organizers must be notified in writing at least 45 days before the Event. Any substitution remains subject to the Event's attendance eligibility requirements.

• For cancellations until 12:00 CET on January 22, 2027, you'll get 75% of your payment back. 
• For cancellations until 12:00 CET on February 15, 2027, you'll get 50% of your payment back. 
• For cancellations until 12:00 CET on March 15, 2027, you'll get 35% of your payment back.
• If you cancel after March 15, 2027, we won't be able to refund you.
• 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.

• Programme Alterations: The Organizers reserve the right to make reasonable changes to the Event programme, including schedules, speakers, venues, and activities, when necessary due to operational requirements or unforeseen circumstances. Participants will be informed of significant changes whenever reasonably possible.
  
• Dress Code: Business casual attire is recommended for Speed-Networking and conference sessions. Dress codes for evening events or specific activities, if applicable, will be communicated separately.
  
• Badges & Identification: Participants must wear their official Event badges during conference activities, as these serve as identification and proof of registration. Badges are personal, non-transferable, and may be checked by the Organizers or authorised Event staff.
  

Speed-Networking: 
Speed-Networking meetings are arranged by participants themselves through the designated scheduling platform, Krowden. Participants are responsible for accessing the platform, completing their profiles, requesting and accepting meetings, and managing their individual schedules within the communicated deadlines. 
The Organizers will provide access instructions, relevant information, and reasonable assistance where needed. However, the number of meetings scheduled depends on each participant's individual activity, the availability of other attendees, and mutual acceptance of meeting requests. The Organizers cannot guarantee a minimum number of meetings, meetings with specific participants, or particular business outcomes.

Participants are responsible for reviewing their schedules and attending their confirmed meetings. Meeting schedules may be subject to changes due to cancellations, participant availability, or operational requirements.

Safety & Responsibility:

• Participant Responsibility: Participants are responsible for their own conduct and for taking reasonable precautions to ensure their personal safety during the Event. Participants must assess their own physical fitness and suitability before engaging in team-building, recreational, or other physical activities. Alcohol consumption must be responsible and in accordance with applicable laws.
  
• Safety Compliance: Participants must comply with all applicable safety regulations, venue rules, and reasonable instructions provided by the Organizers, Event staff, or authorised activity providers. The Organizers reserve the right to restrict participation in specific activities or remove individuals whose conduct poses a risk to themselves or others.
  
• Liability: Participants may be held responsible for damage, injury, or loss resulting from their negligent or intentional misconduct, in accordance with applicable law. The Organizers shall not be liable for losses arising solely from a participant's own actions or failure to follow safety instructions. This does not affect any liability of the Organizers that cannot be excluded or limited under applicable law.
• Third-Party Services: Certain Event-related services and activities may be delivered by independent third-party providers, including venues, transportation companies, and activity operators. Where participants independently book services directly with third-party providers, including accommodation and personal transportation, the applicable contractual relationship is between the participant and the relevant provider. For services arranged by the Organizers as part of the Event programme, the Organizers will exercise reasonable care in their selection and coordination of providers. Any liability arising from such services shall be determined in accordance with applicable law.
• 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: Participants are responsible for ensuring they possess valid passports, visas, and any other documentation required for entry into Germany. The Organizers are not responsible for denied entry, visa refusals, or related travel expenses.
  
• Travel Insurance: Participants are strongly encouraged to obtain comprehensive travel insurance covering medical emergencies, trip cancellations, travel disruptions, and other unforeseen circumstances.
  
• Special Requirements: Participants with dietary restrictions, accessibility needs, or other special requirements are requested to inform the Organizers during registration or as early as reasonably possible. The Organizers will make reasonable efforts to accommodate such requests, subject to venue capabilities and operational limitations.
  

Force Majeure
The Organizers shall not be held liable for delays, disruptions, or failure to fulfil their obligations resulting from circumstances beyond their reasonable control, including but not limited to natural disasters, government restrictions, public health emergencies, strikes, civil unrest, or other unforeseen events that prevent or substantially interfere with the Event.

In such circumstances, the Organizers reserve the right to modify, postpone, or cancel the Event. Participants and sponsors will be informed as soon as reasonably practicable. Any refunds or alternative arrangements resulting from such circumstances will be determined in accordance with applicable law and the Event's cancellation policies. Nothing in this clause excludes or limits any rights or liabilities that cannot lawfully be excluded.

Use of Participant Information:
Personal data collected during registration for the Young Movers Conference 2027 will be processed in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR), and the Organizers' applicable Privacy Policy.

For the purposes of Event organisation, networking, and participant identification:

• Public Participant List: Participants who provide their consent during registration may have their name, surname, company name, city, and country published on the official Event website.

• Event Participant List: Relevant participant information may be made available to registered attendees for Event-related networking purposes, subject to applicable data protection requirements.

• Sponsor Communications: Participants who provide separate consent during registration may have their name, surname, company name, email address, and country shared with official Event sponsors for networking and business communications, as described in the registration consent notice.

• Name Badges: Participants' names, surnames, and company names may be displayed on official Event identification badges.
• Event Photography & Video Recording: Photographs and video recordings may be taken during the Event for documentation, communication, and promotional purposes, including publication on the Organizers' websites, social media channels, and future Event materials. Such processing will be carried out in accordance with applicable data protection laws. Participants may contact the Organizers regarding concerns about the use of images in which they are identifiable.

Participants may withdraw their consent at any time by contacting the Organizers. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal. Further information about personal data processing and participants' rights is available in the Privacy Policy published on the Event website.

Event Code of Conduct

The Young Movers Conference 2027 Code of Conduct applies to all related meetings and events, whether in-person at public or private facilities, online, or during virtual gatherings. The Organizers 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

The Organizers 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 Young Movers Conference 2027 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.

The Organizers reserve the right to amend these Terms and Conditions when reasonably necessary, including to reflect changes in Event arrangements, operational requirements, or applicable laws. The latest version of the Terms and Conditions will be published on the official Event website.
Where amendments materially affect participants or sponsors who have already registered or entered into an agreement, the Organizers will communicate such changes directly. Any changes to existing contractual rights or obligations will be subject to applicable law and, where required, the agreement of the affected parties.