Terms & Conditions

Terms & Conditions for Registration:

When you register for an IMTC event, presential or virtual, as a participant, speaker, panelist, sponsor, you are considered a registrant and you agree to the terms and conditions as outlined below. These Terms & Conditions are updated frequently.

♦ General Provisions – It is understood that, in all circumstances, IMTC retains complete responsibility for the program, contents, and management of the Conference and Trade Fair in order to ensure the highest quality for the event. IMTC will not be liable for and is excused from, any failure to render services due to any cause beyond its reasonable control, such as a catastrophe of nature, governmental action, computer viruses and failures, acts of God, labor difficulties, social unrest, or non-performance of a supplier.

♦ Payment – Registrant must register online and pay in US Dollars when the conference takes place in the USA. When the conference is outside of the US different arrangements can be made by IMTC to receive registration using forms that can be sent by email/fax and payments made in local currency. Registration is not guaranteed until payment has been received. IMTC reserves the right to cancel any registration that is not paid in full. Paying by Credit Card means your registration is finished. Choosing other payment methods will make your registration pending until payment is received. We will send invoices to process payment. Payments must be processed at once in order not to lose early bird discounts if any.

♦ Unpaid Registrations – Any company is liable for the Registration Fees of its employees present at the conference. In case one employee is present in the conference grounds and he/she has not been registered or his/her registration has not been paid, the Company will be liable to pay the full registration fee. IMTC will present an invoice to the company and expects immediate payment.

♦ Cancellation or Relocation of Conference – In the event of cancellation or relocation of the Conference, due to circumstances within IMTC’s direct control, the liability of IMTC shall be limited to a refund of 50% of all fees paid to IMTC by the registrant. In the event that IMTC has no control over the cancellation or relocation of any conference due to events beyond the control of the conference organizers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the conference organizers, the conference organizers cannot be held liable for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc. Under these circumstances, the conference organizers reserve the right to either retain the entire registrant fees and to use it for a future conference, or to reimburse the registrant after deducting costs already incurred for the organization of the conference and which could not be recovered from third parties.

♦ Speakers and Panelists
a) IMTC attracts a number of experts and industry executives in different fields and areas that want to participate in the different events we produce. We choose speakers and panelists that we find interesting to all the participants to the Conference, Courses, Seminars, and Workshops based on a wide variety of factors that change and evolve through time.
b) IMTC does not pay any fees to speakers for their presentations, nor “sells” speaker slots, and does not pay for travel or accommodations for speakers. We have made exceptions to participants from multilateral agencies, educational institutions, other non-profits, and government officials, to encourage their involvement with the industry. All Speaker and Panelists are required to pay for their registration into the conference but we do make the same exceptions above.
c) IMTC gives priority to sponsors & exhibitors in designating speaker or panelists but reserves the right to accept such designation.
d) Most panelists are selected from the attendees already registered at the conference to lead or anchor a subject matter and open the discussion.
e) Most industry attendees are honored to be approached by IMTC and happily agree to be part of a panel, round-table or discussion but, of course, participation is voluntary. Such participation is strictly done as individual-subject-matter experts and never on the name of the company they work for.
f) IMTC is not liable if a speaker or panelist is not able to be present at the time and place specified in the Agenda. IMTC is not in any way liable for the views and opinions of Speakers and Panelists invited.

♦ Liability
a) Every registrant releases the Conference Organizers, the IMTC, its directors, officers, employees, agents, volunteers, successors, partners and assigns from any and all liability for and waive any and all claims for injury, loss, or damage, including attorneys’ fees, in any way connected with the participation in the Conference, whether or not caused in whole or part by the negligence or other misconduct of IMTC or any of the individuals mentioned above. Registrant takes part in the conference at his/her own risk. Oral agreements shall not be binding if these have not been confirmed in writing by the conference organizers.
b) IMTC undertakes no duty to exercise care, nor does it assume any responsibility, for the protection and safety of the registrant or for the protection of the property of the registrant from theft or damage or destruction by fire, accident or other cause. Small and easily portable articles should be properly secured. Any protection exercised by IMTC shall be deemed purely gratuitous on its part and shall in no way be construed to make it liable for any loss or inconvenience suffered by the registrant.
c) The registrant agrees to indemnify and hold IMTC and its agents harmless from all such claims and from all claims or liability of any nature whatsoever arising from the activities of the registrant.

♦ Removal – IMTC may order the removal of a registrant from the conference grounds and no part of the registration fees will be returned, if we feel the registrants is violating any of the provision of these Terms & Conditions or has not registered to the event (or registered for a course and is attending the conference, for example). IMTC may refuse hereafter to enter into any agreement with the same or related registrant for any Conference or Conference organized by IMTC.

♦ Promotional Items – Registrant might not distribute promotional items or materials such as flyers, lanyards, badge holders, notepads, pens, etc. to another conference registrant if they are not authorized by IMTC.

♦ Hostess, helpers, assistants  – Everyone attending an IMTC event must be registered and a registration fee must be paid. We have made exceptions in the case of blind companions and also in the case where, in the country, it is customary for sponsors to have helpers or hostesses at their sponsored event or booth and the person does not participate in any Food & Beverage activity where the venue is charging IMTC a per person fee of any kind. Please consult before the event if you have any doubts. IMTC will have the right to remove this person or charge a registration fee.

♦ Appointments with outside visitors – Any appointments made by Registrants with outside visitors not registered at the conference will not be allowed inside the conference, trade fair area and adjacent areas considered part of the event. Please inquire about the cost of a pass and the conditions for admission. If a visitor has not been registered the registrant and his/her company will be required to pay full conference registration price for the invitee. Besides, we reserve the right to summarily eject said visitor.

♦ Renting Rooms in the Conference Venue – No Registrant can rent a private room in the Conference Venue for Private Meetings with other Conference Participants or Outside Visitors without written permission from IMTC whether it is for a reception, private gathering, meeting, sales presentation, etc. The Hotel is not authorized to book a room for you for this purpose. If you want to have a private meeting of any kind, IMTC will plan it for you and will coordinate with the hotel for the best time and place in order not to be concurrent with any conference event. If this policy is violated, the participant will be responsible to pay a minimum of US 1,000 per meeting/per day.

♦ Registration Name Change and Credits – If a registrant is unable to attend we can substitute a registration; if no alternate participant is able to come in its place, refunds might be available and are displayed, once registration is finished, in the Fees page of our Registration System. Details might be different for each event. Credit will be given to registrants, in a case by case basis, in our next scheduled conferences only. A Processing Fee will be charged if credit is given.

♦ Photographs and Video and/or audio recordings – By registering you give consent to appear in photographs or recordings and the use of any photographs taken and/or recordings made singularly or in conjunction with other photographs and/or recordings for advertising, publicity, commercial or other business purposes related with the conference organizers and its events.

♦ Lost Badges – The conference badge must be worn at all times during the conference. Access to the conference facilities will not be granted without it. If a registrant loses, misplaces or forgets their badge, a handling fee of USD 50 could be charged for a new badge. Once a new badge is produced, the lost badge will become invalid. The conference organizers will remove any individual from the conference area – conference room, meeting area, meeting foyer, exhibition, and trade fair area – that cannot show proof of registration.

♦ Letters of Invitation – A ‘Letter of Invitation’ will only be issued once the registration has been processed and payment has been received in full. The ‘Letter of Invitation’ does not financially obligate the conference organizers in any way. All expenses incurred in relation to their attendance at the conference are the sole responsibility of the participant.

♦ Visa Requirements – It is the sole responsibility of registrants to ensure that they comply with any requirements needed to obtain permission to enter the country where an event is being held. Delegates who require an entry visa must allow sufficient time for the application procedure. Delegates should contact the nearest embassy or consulate to determine the requirements and timing of their visa applications. Commercial visas are given priority. Delegates should inquire at the embassy or consulate. Registration Fees will be refunded if visas are not awarded if we know that participation is subject to the granting of a Visa. The conference organizers cannot provide assistance in obtaining a visa since it is forbidden for third parties to contact embassies and consulates on behalf of visa applicants. For more information on obtaining a VISA LETTER from IMTC please check here: VISA LETTER. Data submitted by Delegates in preparing the Visa Letter, such as passport information, is destroyed and it is not kept by Organizers or shared with anyone else.

♦ Data Protection and Sharing of Contact Details – Data protection is warranted in accordance with relevant US federal and state data protection legislation. The Conference organizers collect and store personal data in the registration process. All registrants are presented with a link to these Registrations Terms & Conditions in the registration process and must acknowledge that they accept these Terms & Conditions. The Conference organizers publish the name, company, and title of the attendees to help in the networking objective of the events it organizes. It also accepts individual requests for email introductions to other participants before, during and after the event. Participants that do not want to be introduced by organizers or want to keep their participation hidden are urged not to register or attend the event. Organizers do not sell contact details to third parties, nor provide data from participants to sponsors other than the data available to all participants.

Organizers make every effort to protect personal information from unauthorized access or misuse and take reasonable steps to securely destroy records containing personal information when it is to be discarded so that the information is rendered undecipherable. Organizers do not collect Social Security Numbers, driver’s license or passport information for any purpose other than identification for payment collection purposes such as credit card payments if needed and makes an effort to prevent and restrict the sale of email addresses by any participant or sponsor of an event or use emails collected at the event for mass email marketing purposes.

For more information on our Privacy Policy, please check the document online here.

♦ Do you have any questions?
. Contact us.