Incredible Impacts Programme 2024 - Terms & Conditions

These terms and conditions ("Terms") govern the participation of associations ("Participants"), associations that are in the final round (“Finalists”) and the grant winners (“Winners”) in the Incredible Impacts Programme ("Programme") organised by the International Congress & Convention Association (ICCA) and BestCities Global Alliance ("Organisers"). By entering the Incredible Impacts Programme, Participants agree to comply with these Terms. It is important to carefully read and understand these Terms before submitting an entry.

1. Eligibility:
1. The Programme is open to international associations that are legally registered and recognised entities or can be nominated by ICCA members.
2. Participants must adhere to any additional eligibility criteria specified by the Organisers, as communicated through official Programme materials on the Incredible Impacts website.

2. Entry Submission:

1. Participants must submit their entries in the format specified by the Organisers through the submission portal. Entries may include, but are not limited to, written materials, videos, presentations, or any other relevant medium.
2. Entries must be submitted within the specified entry period, as communicated by the Organisers.
3. Participants are responsible for ensuring the accuracy and completeness of their entries. Any false or misleading information provided may result in disqualification.
4. All entries become the property of the Organisers and will not be returned.

3. Intellectual Property:

1. Participants retain the intellectual property rights of their entries. By submitting an entry, Participants grant the Organisers a non-exclusive, worldwide, royalty-free licence to use, reproduce, modify, adapt, publish, and display their entry for promotional purposes related to the Programme.
2. Participants warrant that they have obtained all necessary permissions, licences, and clearances for any third-party materials included in their entries.

4. Judging and Selection for the Incredible Impacts Grant:

1. The judging process will be carried out by a panel of independent judges appointed by the Organisers. The judging panel will nominate three finalists for the Incredible Impacts Grant who will present their entries at the ICCA Congress in Abu Dhabi, U.A.E. on 20-23 October 2024. An audience vote will take place after these presentations, and the winning entry will be decided with an equal weighting between the judging panel and audience vote.
2. The judging criteria will be communicated by the Organisers and may include factors such as innovation, creativity, evidence of impact/success and overall quality.
3. The Finalists for the Incredible Impacts Grant agree they will send one representative to present their entry at the ICCA Congress. Economy class return flight, accommodation and registration fee for the ICCA Congress will be provided by ICCA. The Finalists are responsible for their own travel and health insurances, visa, transportation, and expenses.
4. The decisions of the judges and audience vote are final and binding on all Participants. 

5. Judging and Selection for the Incredible Impacts Seed Fund Grant:
1. One (1) Winner of the Incredible Impacts Seed Fund Grant will be chosen by the Organisers and will be acknowledged at the ICCA Congress.
2. In addition to the Seed Fund Grant, the Winner will be offered a free registration to the ICCA Congress. However, the cost of attending the ICCA Congress, incl. travel and accommodation, is at the Winner’s own expense. The Organiser is not responsible for any of the expenses occurred for their attendance of the ICCA Congress.

5. Grants:

3. The winning Incredible Impacts Grant of USD $20,000 and the Seed Fund Grant of USD $5,000 offered in the Programme must be put towards future impact initiatives. A detailed budget with breakdown of how the grant funds will be spent must be submitted on entry into the Programme.
4. BestCities Global Alliance will disburse the grants to the Winners and reserve the right to disburse payment in tranches based on the budget submitted by the Winners.

6. Disqualification and Termination:

1. The Organisers reserve the right to disqualify any Participant who violates these Terms or engages in any fraudulent, unethical, or inappropriate conduct.
2. The Organisers may terminate or suspend the Programme at any time for reasons beyond its control or if it deems necessary.

7. Limitation of Liability:

1. The Organisers and its affiliates, employees, agents, or representatives shall not be held liable for any direct, indirect, incidental, consequential, or punitive damages arising out of or in connection with the Programme.
2. Participants participate in the Programme at their own risk and agree to indemnify and hold the Organisers harmless from any claims, losses, or liabilities arising from their participation.
3. It is strongly recommended that the Finalists take out travel and health insurance to cover losses incurred in case of cancellation, medical expenses and damage to or loss of personal effects. The Organisers will not be responsible for any medical costs incurred by the Finalists. The Organisers will not accept liability for personal injuries or for loss or damage to property belonging to the Finalists, either during or as a result of the Event or during any tours (if applicable). 
4. The Organisers acts as an agent only in securing hotels and transfer services and in no event that the Organisers shall be liable for acts or defaults in the event of injury, damage, loss, accident, delay or irregularity of any kind whatsoever during arrangements organised through contractors or the employees of such contractors in carrying out services. Hotel and transportation services are subject to the terms and conditions under which they are offered to the public in general. The Organisers reserve the right to make changes where it’s deemed necessary, without prior notice to the parties concerned. All disputes are subject to Dutch law based on Article 10.

8.     Privacy and Data Protection:

1. The Organiser may collect personal information from Participants for the purposes of administering the Programme. By participating, Participants consent to the collection, use, and disclosure of their personal information in accordance with the Organisers’ privacy policy.
2. Participants have the right to access, modify, or delete their personal information held by the Organisers upon request.
3. Participants agree that their details may be shared with the International Journal of Business Events and Legacies and that they may be approached by the journal’s administrator, Curtin University, for inclusion of their entry in the journal.

9.     Entire Agreement:

These Terms constitute the entire agreement between the Participants and the Organisers regarding the Incredible Impacts Programme and supersede any prior agreements or understandings, whether written or oral.

10. Dispute resolution

The agreement is governed by Dutch law unless the law of another country is applicable on the basis of mandatory law. In the event a dispute arises between the parties with regard to the rights or duties created by this Contract, or in the event of a breach of this Contract by either party, the parties agree to meet and confer in a good faith effort to resolve the dispute.

In the event the parties are unable to informally resolve the dispute within thirty (30) days after the dispute has arisen, the parties agree to submit the dispute before the Disputes Committee for Private Educational Institutions (The Disputes Committee), both by the Participants and by ICC B.V. Bordewijklaan 46, P.O. Box 90600, 2509 LP The Hague (www.degeschillencommissie.nl). The Disputes Committee asks for financial compensation for handling a dispute.

11. Disclaimer

Unless otherwise stated, any reference herein to “ICCA” shall be deemed to refer to International Congress and Convention B.V. (ICC B.V.), a private limited liability company registered with the Dutch trade register under number 85598232.

By participating in the Incredible Impacts Programme, Participants acknowledge that they have read, understood, and agreed to be bound by these Terms and Conditions.

At ICCA we take your privacy seriously and want you to understand clearly how we will use the personal data you supply when registering to take this course, which represents the establishment of a contract between you and ICCA. We have one set of conditions for “ordinary” personal data (name, contact details, job title, etc.) and a different approach to “sensitive” personal data (e.g. personal photograph; dietary requirements; disabilities).

This privacy note is supplementary on the general privacy statement of ICCA, which can be found here: https://www.iccaworld.org/abouticca/privacy.cfm

Processing of “ordinary” personal data

By registering, ICCA will share the “ordinary” personal data you provide with the course instructors and other learners who will be participating in the course , to enable effective networking and business exchanges to take place, including on the official ICCA App (if developed) and virtual platform used for the course. Personal data on all learners will be retained on the registration system for 3 years, for the purpose of enabling you and other delegates to easily contact one another after the event is over; other parties who did not attend the course will not be able to access personal data from the course. ICCA needs to process your data in their registration system and may communicate with you via email or post with important messages relating to this course.

ICCA needs to share your data with the virtual platform provider TalentLMS and the registration platform EventsAir for the purpose of this course.

With your consent, ICCA will use your contact details to inform you about ICCASkills as well as other training programs, associated with ICCA. You can always withdraw your consent by sending an e-mail to ICCA.

A listing of registered learners’ names, company, and country, without any contact details, will be visible to all ICCA members whilst the course is being promoted, and in the password protected “My ICCA” portal. This is for the purpose of encouraging other ICCA members to register for the course. The listing will be deleted immediately after the course takes place. If needed, the listing will be also shared with the Local Host Committee (LHC) or venue hosting the on-site learning sessions. Additionally, a listing of the registrant’s name, job title, company name, country, contact details and photograph (if provided) will be visible on the virtual platform. ICCA will ask permission for sharing this information. Permission can be redrawn by sending an email to ICCA.

Special opt-in conditions for sensitive personal data

Some personal data is regarded as particularly sensitive, and ICCA will always handle this type of data with an appropriate level of care.

Photographs

Participants have the option to share a photograph of themselves or may opt to not provide this. If shared, the photo(s) will remain on the official ICCA App and event virtual platform for 1 year.

Photography and video material

During learning sessions pictures and videos can be taken to be used for educational, news of promotional material, whether in print or electronic material, including social media and the ICCA websites. These imagery or photographs will be taken with your consent. During the courses ICCA will provide for ways in expressing your consent. Of course, you have the right to withdraw your consent by sending an email to ICCA.

Please note that only entries specifying actions how their specific impact programme will be developed will be considered. If the activities outline does not correspond to the impact programme itself entries will not be shortlisted.

For detailed Terms and Conditions, please visit IncredibleImpacts.com/terms-and-conditions.