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terms &
conditions

Registration for and participation in the 2023 FIDI Conference is subject to this Registration Policy. By submitting your registration for the 2023 FIDI Conference, you will be considered as having agreed to this 2023 FIDI Conference Registration Policy. 

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Interpretation 

“The 2023 FIDI Conference” is the annual meeting organized by or for FIDI Global Alliance (‘FIDI’) from

25-29 March 2023 at Shangri-La Hotel, 89 Soi wat Suan Plu, New Road, Bangrak, Bangkok, Thailand 10500.

Registration Eligibility 

FIDI welcomes to its annual conference FIDI Past Presidents, staff and official representatives of FIDI Associations, the FIDI Board, directors and staff of FIDI Affiliates and other persons invited or approved by FIDI. The individuals participating in the 2023 FIDI Conference are hereafter referred to as 'attendees' or ‘Affiliates’ and they must be: owners, officers or employees of FIDI affiliated companies or affiliated branch office.

•    Owner: Individual who owns a FIDI affiliated business entity and generally has decision making abilities and first right to profit
•    Officer: Individual who acts in an official capacity on behalf of a FIDI affiliated company, such as a Director
•    Executive, Manager, President, Vice President, CEO, or other individual authorised to so act, and who is responsible to manage the day-to-day business and to carry out the policies set down by the company board
•    Employee: Individual who works under a written contract of employment with the Affiliate or affiliated branch

The following individuals are also entitled to register to the 2023 FIDI Conference:

  •  Staff and official representatives of FIDI Associations

  •  Past Presidents and Honorary Officers of FIDI

  •  Official guests and sponsors invited by the President or the FIDI Board

  •  Staff of new applicants, owned by an existing FIDI Affiliate, who have passed the objection stage of the FIDI application process, will be allowed to attend the FIDI Conference. 

Affiliates can suggest inviting certain corporate customers to the FIDI Conference, based on these customers’ support of the FIDI cause and the FAIM certification. The purpose is to enhance the customers’ FAIM and FIDI knowledge, for the benefit of all FAIM certified companies. These invited companies are not direct customers of FIDI, and the intention is therefore not to seek a commercial return. These invitations are subject to approval by the FIDI Board. The FIDI Board may decide to waive their conference registration fee only. The FIDI Board and office will consider these invitations in light of FIDI’s Anti-Bribery and Corruption Charter (ABC) and will make the informed decision that these invitations do not violate the rules of ABC.

  •     Non-industry attendees (referred to as “social attendees”)

  •     “Social attendees” are defined as the spouses and/or partner and relatives of the regular registered attendee, who are not working or linked to the household moving industry. Social attendees are only entitled to social functions.

Each regular attendee is entitled to invite one non-registered guest to the FIDI Gala Dinner or FIDI Welcome Reception, providing availability and payment of an attendance fee for these events as defined by FIDI. The guest will be requested to wear a specific badge and cannot attend other functions and activities organized in the framework of the 2023 FIDI Conference. It is the responsibility of the attendee to ensure his/her guest complies with these requirements.

Since the FIDI office is not in the position to perform a background check of individual attendees, the FIDI Associations will screen the registration list once a month prior to the conference, to validate whether an attendee meets the above attendance criteria and inform the FIDI office in the event of a problem.

If you are uncertain about whether you are eligible to attend the conference, please check with the FIDI office before registering at admin@fidievents.org, or check directly with your local FIDI Association.
 

Procedure

All registrations must be made in advance online via the official 2023 FIDI Conference registration website only. FIDI acknowledges receipt of registrations. Registrations are processed on a first come, first-served basis. Once capacity is reached, any further registrations are put on a waiting list. FIDI will promptly notify the persons whose registrations could not be accepted. 

By registering to the 2023 FIDI Conference, you acknowledge that you are in compliance with this 2023 FIDI Conference Registration Policy, as well as the Anti-Bribery & Corruption Charter and  Anti-Trust Policy and that you will abide by these at all times. 

 

In any event, confirmation of attendance is conditional upon full payment.

Username & password

In order to register to the 2023 FIDI Conference, you will need to create an account in the official 2023 FIDI Conference registration system. This will allow you to determine your own privacy settings (in accordance with the FIDI Privacy Statement).

In any case, you are entirely responsible for maintaining the confidentiality of your password and account, as well as for any and all activities that occur under your account.

In addition, you agree to notify FIDI immediately of any (suspected) unauthorized use of your account or any other breach of security. FIDI will not be liable for any loss that you may incur as a result of someone else using your password or account.

Registration Fees & Payments

The 2023 FIDI Conference registration fees are as set out on the official 2023 FIDI Conference registration website (fidiconference.org) and all fees will be invoiced and are payable in Euro (EUR) only.


The registration fee for an attendee includes participation in the conference, business programme activities and access to the FIDI Networking Lounge.

The 2023 FIDI Conference registration fees and any other related fees and charges are net of any direct or indirect taxes, such as, but not limited to, VAT, GST, HST or US Sales tax (where applicable).

Registration fees are based on the date of receipt of the registration request. The prices indicated are only applicable if BOTH the registration request AND payment are received before midnight, Central European Time (GMT +1), on the relevant registration deadline date, otherwise, the higher registration fee will be applied.

Registrations will be acknowledged by email upon receipt of payment. Incorrect email addresses will not be accepted and will result in the cancellation of the registration.

It does not include:
-Out–of-pocket expenses, local transfers (airport-hotel-airport), payable optional tours and activities, car hire and any other costs incurred personally
-Accommodation: reservations are made directly by the attendee with the hotel
-Flights are not included in the registration fee and each attendee is responsible for booking their own travel

Optional Tours & Activities

The 2023 FIDI Conference offers the possibility for attendees to book optional tours and activities that are not included in the 2023 FIDI Conference registration fee. They are available to be booked through the official 2023 FIDI Conference registration website (fidiconference.org).

These activities and tours are optional and non-refundable.

Payment Method 

FIDI accepts payment for the 2023 FIDI Conference registration by credit card or electronic transfer. If you prefer to pay by electronic transfer, please indicate your intention to do so by using the appropriate section on the official 2023 FIDI Conference registration website. A pro forma invoice with relevant payment instruction details will be sent to you via a link in your confirmation email.

In any event, confirmation of attendance is conditional upon full payment.

Cancellation of Registration 

The 2023 FIDI Conference registration cancellation policy is as set out on the official 2023 FIDI Conference registration website (fidiconference.org).

You can cancel, free of charge, your conference registration until 6 January 2023, 00h00 CET (GMT+1). Send an email to admin@fidievents.org and we will proceed as requested. For all other cancellations the following conditions apply:


•    70% refund for cancellations requested between 6 January and 27 January 2023, 00h00 CET (GMT+1) (a 30€ admin fee including VAT will be charged
•    50% refund for cancellations requested between 28 January and 03 March 2023, 00h00 CET (GMT+1) (a 30€ admin fee including VAT will be charged)
•    No refund for cancellations requested after 4 March 2023.

Ticketed tours and activities are non-refundable. Do note that hotel bookings are not part of the conference registration process and are subject to the hotel booking and cancellation policy, as displayed on the conference website.

Cancellations for the 2023 FIDI Conference registration must be received in writing by the FIDI Events team at admin@fidievents.org

Cancellation due to documented COVID-19-related travel restrictions with be assessed on case-by-case basis.

FIDI retains the right to determine what constitutes an emergency situation, if additional supporting documentation is required, and if a refund will be given, and FIDI’s decision will be final. FIDI will not refund due to travel carrier cancellations, visa refusals or other unforeseen incidents beyond the attendee’s control. All attendees are urged to purchase personal travel insurance.

Please note that any refund will be processed after the 2023 FIDI Conference.

Cancellation of the 2023 FIDI Conference

If, for any reason whatsoever, FIDI is forced to cancel, postpone or materially alter the 2023 FIDI Conference, in whole or in part, it will use all reasonable efforts to notify all registered attendees reasonably in advance thereof.

In the case of government intervention or regulation, military activity, strikes, pandemics, or any other circumstances that make it impossible or inadvisable for the 2023 FIDI Conference to take place at the time and place provided, the attendee shall waive any claim for damages or compensation except the amount paid for registration after deduction of actual overhead expenses incurred in connection with the 2023 FIDI Conference (comprised of the venue and service providers non-refundable deposits, etc.) and there shall be no future or derived/indirect liability on the part of either or any party. All attendees take part in the event at their own risk and are encouraged to obtain adequate coverage for travel, health, and accidental insurance before they depart from their countries. The organisers, their suppliers, or agents accept no liability for any personal injuries, or loss of, or damage to, private property belonging to the 2023 FIDI Conference attendees.

Event Rules & Regulations 

Whilst participating in the 2023 FIDI Conference, you are required to comply with any policies or directions (such as but not limited to the Code of Conduct listed hereunder, security, health, and safety regulations) in force at the time of the event, given by or for FIDI or any other relevant third party, including the person responsible for the premises where the 2023 FIDI Conference takes place or any competent authority. 

You must wear your badge at all times. Your badge is strictly personal and may not be transferred to another person or modified. There will be only one badge (and one lanyard) provided per attendee. If it is lost, an extra badge can be issued subject to an administrative fee of 15.00€. Your picture (provided during the registration process) will be printed on your name badge and is a pre-requisite for your registration to be accepted by FIDI. It is recommended to provide FIDI with a recent and high-resolution picture.

When registering, you will be requested to provide your direct email address, as well as your picture. Each attendee must register with a personal email and not a generic email for multiple registrations.

This information will only be used for the 2023 FIDI Conference website, registration platform, communication channels and related matters, such as: the FIDI Conference Attendee Page, the 2023 FIDI Conference badge, the 2023 FIDI Conference app, any relevant logistical organisation (workshop attendance, activities, etc.), to send you conference related information and updates and will be handled following the FIDI Privacy Policy. Please note that by registering to the 2023 FIDI Conference, you give FIDI the full right to use this personal information for any 2023 FIDI Conference-related matter. FIDI pledges not to sell or hand over your personal information to third parties. FIDI may administer your data on your behalf if prior consent is provided.

FIDI accepts no responsibility for any belongings you may bring to the 2023 FIDI Conference. Bringing such belongings is at your own risk. 

The terms of these Event Rules and Regulations are subject to change by FIDI, at any time and without notice, prior to the launch of the registration process.

List of Attendees

Attendees will appear on attendee list within the ‘Attendees’ page of the registration website and app. Name, job title, organisation and country will be visible and it is possible to message other delegates without email addresses being revealed. Attendees will be able to modify their app appearance settings at their leisure.

Replacements of Attendance

If you have registered to the conference and cannot attend, we kindly ask you to contact our help desk, prior to the conference, at: admin@fidievents.org 

You can either get a registration fee refund, subject to the 2023 FIDI Conference Cancellation Policy, or you may appoint someone within your company to replace you. 


Please notify the FIDI Events team who will be attending in your place, so that the necessary arrangements can be made.

Modification of the programme 

The 2023 FIDI Conference programme is published as an indication only and subject to change. FIDI reserves the right to modify the conference programme (including all activities during the conference dates) at any time.

Business/Commercial Meetings & Private Social Events 

When planning your private meetings of commercial groups or associations, please keep in mind that these cannot conflict with the FIDI Conference’s key events such as business sessions and social evening activities. The same regulation applies for any private social events, which must be planned during the free evenings. For logistical reasons, should you be looking to organize your own activity, please inform FIDI Events team of the event you are organising by sending an email to admin@fidievents.org

You may rent a meeting room at the 2023 FIDI Conference hotel through FIDI (upon availability) to organise your own business meetings. It is however a pre-requisite for your meeting attendees to be registered to the 2023 FIDI Conference. As the meeting rooms are located within the FIDI Conference premises, only FIDI attendees are authorized to use and enter that space.

To book a meeting room, please contact: admin@fidievents.org.

The FIDI 2023 Tools

Subject to the 2023 FIDI Conference Registration Policy, you will receive access to the 2023 FIDI Conference tools. These will be made available to all 2023 FIDI Conference attendees, speakers, media partners, and sponsoring companies and include: 


The 2023 FIDI Conference badge
The 2023 FIDI Conference mobile App
The 2023 FIDI Conference Attendee directory and instant messenger

The 2023 FIDI Conference tools are made available to all attendees for networking, preparation and planning of the event, and follow-up purposes. The 2023 FIDI Conference tools allow you to contact and exchange information with other attendees and sponsors. By using the 2023 FIDI Conference tools, you hereby agree to abide by Terms of Use of the 2023 FIDI Conference mobile App. In particular, you agree (i) not to use these 2023 FIDI Conference tools or any other related products and services for any other purposes and (ii) to always comply with any applicable terms of use as notified to you by FIDI. 

Session Recordings

Selected sessions will be recorded depending on technical feasibility and consent of the speakers. Recordings will be available approximately 2 months after the event. The recordings can be streamed on the 2023 FIDI Conference website and FIDI’s social media channels.

WIFI 

In addition to the 2023 FIDI Conference tools, FIDI will allow you to access and use the free Wi-Fi of the conference venue. You are required to use the Wi-Fi legally and professionally. 

Photographs & videos 

FIDI reserves the right to photograph and videotape all 2023 FIDI Conference spaces and attendees and to use and license such photographs and videos for a duration of five years in any internal and external communication referring to the 2023 FIDI Conference, such as on its websites and intranet, on the 2023 FIDI Conference App, the 2023 FIDI Conference programme, final report, and in its annual reports as well as on social media channels such as Twitter, Instagram, LinkedIn, Facebook or YouTube for advertising, promotional or other commercial purposes related to FIDI’s business, products or services. 


You hereby consent to such uses and irrevocably transfer and assign to FIDI the right, title and interest in and to the photographs and videos pertaining to you and any modified forms, reproductions or compilations thereof, including the unrestricted right to publish or reproduce and to license the publication and reproduction of your image. In addition, you expressly recognize that the use of your image (including any reproduction or publication of your image) by FIDI, as explained above, is authorized free of charge and therefore excludes any subsequent additional request for compensation on a later date. 

Speakers

If you are invited as a speaker at the 2023 FIDI Conference, you agree to always comply with the Code of Conduct as provided hereunder. 

By accepting to be a speaker at the 2023 FIDI Conference, you agree that FIDI records your sessions and uses and distributes the video for commercial purposes as further specified under the photographs and videos section here above. 

Attendees 

The event that you have registered for might be subject to export control, sanctions or other legal restrictions. FIDI aims to comply with all laws and regulation applicable to it and therefore reserves the right to withhold acceptance of your registration based on restrictions arising from any EU sanctions regulations. By registering to this event you acknowledge that it is your sole responsibility to be in compliance with any sanctions and export control regulation that is applicable to you and FIDI hereby disclaims all liability for your non-compliance with abovementioned law and regulation. 

Indemnity 

You acknowledge and agree that you will indemnify FIDI against any damages incurred by FIDI as a result of a third-party claim arising from your 2023 FIDI Conference registration or participation, except to the extent such damages were directly caused by FIDI. 

Insurance

FIDI does not accept liability for individual medical, travel or personal insurance. In the event of unforeseen or serious circumstances beyond its control, FIDI shall be entitled to cancel or modify the dates of the event. Attendees shall not be entitled to compensation for any costs or damages incurred as a consequence of such a cancellation or change. 

All attendees are urged to take personal travel insurance.


FIDI will not be liable for any theft or damage to property and/or persons caused on site during the conference, by any factor whatsoever, unless there has been a fault, intent or deliberate recklessness on the part of FIDI. FIDI shall not be held responsible in the event of poisoning or food intoxication during the event.

Liability 

FIDI's potential liability in connection with the 2023 FIDI Conference (whether in contract, tort or otherwise) is limited to the total amount of your registration fee. Furthermore, any claim for indirect, special or consequential loss or damage of any kind or for any loss of business or profit, revenue, anticipated savings, contracts, loss of or corruption to data, loss of use, loss of goodwill, interruption of business or claims of other parties or other similar pecuniary loss howsoever arising, even if FIDI has been advised of their possibility, is expressly excluded. 

To have a valid claim against FIDI relating to your 2023 FIDI Conference registration or participation, you must notify FIDI within six months after the 2023 FIDI Conference ending date. You agree to exonerate FIDI from any liability relating to claims notified after that time limit. 

Intellectual Property 

The 2023 FIDI Conference tools contain proprietary materials of FIDI or of its suppliers. All rights are reserved. Any and all rights, including title, ownership rights, copyright, trademark, patents, and any other intellectual property rights of whatever nature, in the services or products described in these 2023 FIDI Conference tools, including any associated processes or any derivative works, will remain the sole and exclusive property of FIDI and/or its suppliers. 

Trademarks 

The FIDI logo and 2023 FIDI Conference visual identity and brand, are registered trademarks of FIDI. All other product or company names that may be mentioned on the 2023 FIDI Conference tools are trade names, trademarks, or registered trademarks of their respective owners.

Code of Conduct 

This Conference Code of Conduct is part of FIDI Global Alliance’s commitment to promote best practices within its membership and to ensure that the FIDI Conference is an enjoyable experience for all attendees. FIDI Global Alliance expects you to abide by this Code of Conduct on social media (including the FIDI Conference App, Twitter, etc.) or any digital space linked to or referencing the FIDI Conference. Please note that any private or public venues where activities take place, whether on the conference hotel premises or off-site may have additional rules & regulations, so please review them accordingly.


By registering and subsequently attending the 2023 FIDI Conference, attendees are required to:


-    Always respect FIDI's name, reputation, goodwill and other business assets when using the 2023 FIDI Conference tools. 
-    Be respectful and considerate. Respect personal space and common courtesy rules for personal interaction.
-    Ensure that any content that you make available does not infringe the rights of FIDI, another user, or any third party.
-    In particular, refrain from infringing any intellectual property rights, privacy and data protection laws, confidentiality commitments, trade or business secrets, banking secrecy, or other laws when using the 2023 FIDI Conference tools. 
-    Refrain from displaying any demeaning, harassing, aggressive, or intimidating message, materials or behaviour. 
-    Refrain from making any statements that would be disrespectful, misrepresenting, or otherwise harmful to FIDI, another user, or any third party. 
-    Refrain from discussing topics with competitors that could give rise to competition law issues (such as price-fixing or market allocation agreements), and always conduct discussions with competitors in accordance with applicable antitrust regulations. 
-    Refrain from sending or posting unsolicited e-mails or internal messages (spam) to other users (without their explicit consent).
-    Respect private and public property.
-    Obey the rules and regulations of the venue.
-    To observe any rules and regulations as may be deemed applicable by the FIDI Board and the FIDI office.
-    Not to enter false or misleading information in their registration form.
-    To meet the requirements for representing the FIDI Affiliate.
-    Respect the rules and regulations regarding the registration eligibility of conference attendees.
-    To only promote the business of the FIDI Affiliate the attendee is representing.
-    To ensure that the annual FIDI membership dues for the year have been paid prior to the conference, as this is a pre-requisite to benefit from FIDI services.

 

FIDI does not proactively monitor (neither before nor after publication of content) whether the content posted by users complies with the present Code of Conduct and the Terms of Use of fidi.org & the 2023 FIDI Conference mobile App. FIDI may however investigate at any time whether there are no cyber security incidents. 

 

Although FIDI may occasionally verify compliance with the Terms of Use of fidi.org & the 2023 FIDI Conference mobile App, you agree that FIDI does not have a general obligation to monitor content posted on the 2023 FIDI Conference channels or material, nor to actively seek facts or circumstances indicating illegal activity or content. 

 

If asked to stop behaving inappropriately, you should comply immediately. FIDI Global Alliance reserves the right to sanction and/or expel any attendee violating this Code of Conduct without any refund.

 

If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact any member of the FIDI staff immediately, or send an email to:
admin@fidievents.org 

Anti-Trust Guidelines at Conferences

Most trade association activities are procompetitive or competitively neutral. For example, a trade association like FIDI may help establish industry standards that protect the public or allow components from different service providers to operate together. The association also may represent its affiliates before legislatures or government agencies, providing valuable information to inform government decisions. When these activities are done with adequate safeguards, they need not pose an antitrust risk.

However, forming a trade association like FIDI, and particularly participating in a conference, does not shield joint activities from antitrust scrutiny: Dealings among competitors that violate the law would still violate the law even if they were done through a trade association. 

FIDI is an organization built on the principles of trust and integrity and the highest standards of behaviour. Adherence to the rules of competition is an intrinsic part of that integrity which FIDI has as part of its aims. In order to operate, FIDI must be able to inspire confidence in the market that both it and its Affiliates aspire to those high standards.  Worldwide competition laws prohibit agreements and concerted practices between companies that restrict competition, such as price fixing. Price fixing is a very broad term that includes any concerted effort or action which has an effect on prices. Other agreements among competitors that are subject to particular antitrust scrutiny include bid rigging (usually a form of price fixing), agreements to allocate customers or territories, and other agreements not to compete. 

Accordingly, in our FIDI sessions all attendees should refrain from any discussion which may provide the basis for an inference that any attendee agreed to take action relating to prices, production, allocation of markets, or any other matter that would have a market effect because of a reduction in competition. The following topics, while not the only ones, are some of the main ones, which should not be discussed at our meeting: 
1.    Do not discuss current or future billing rates, fees, disbursement charges or other items that could be construed as "price." Further, be very careful of discussions of past billing rates, fees or prices. 
2.    Do not discuss what is a fair profit, billing rate or wage level. 
3.    Do not discuss an increase or decrease in price, fees or wages, or disbursement charges. In this regard, remember that interest charges are considered an item of price. 
4.    Do not discuss standardizing or stabilizing prices, fees or wages, or disbursement charges. 
5.    Do not discuss current billing or fee procedures. 
6.    Do not discuss the imposition of credit terms or the amount thereof. 
7.    Do not complain to a competitor about his billing rates, fees or wages. 
8.    Do not discuss refusing to deal with anyone because of his pricing or fees. 
9.    Do not conduct surveys (even informally) relating to fees, wages or other economic matters without prior review by antitrust legal counsel.

The penalties for violating federal or state antitrust laws are severe. The most serious antitrust violations such as price fixing can incur criminal penalties including multi-million-dollar fines and prison sentences for individuals and corporate officers who are found guilty of bid rigging, price fixing or market allocation. 

FIDI is expecting all its Affiliates to be aware of the risks of infringing competition rules in trade associations and to explicitly dissociate themselves from such anti-competitive behaviour.

Privacy 

FIDI is committed to protecting your privacy needs. Please read in this regard the FIDI Privacy Statement which applies to the processing of your personal data related to your registration.

Links to & from other websites 

The 2023 FIDI Conference tools may contain links to other websites, which are not controlled or maintained by FIDI. Please note that FIDI is not responsible for the content of those sites. The inclusion of such links does not imply any endorsement of these sites. 


Additionally, websites may also contain links to fidi.org. FIDI does however not take any responsibility for the content of the concerned websites as it is not able to examine the entire content of these websites. 

Social Media 

FIDI supports the use of social media. However, any third-party content posted through social media channels maintained by FIDI should not be taken as an endorsement of such information. 

Links to websites and other resources operated by parties other than FIDI ("Third- Party Information") are provided solely as a convenience to the user. The perceptions, opinions, beliefs, and attitudes expressed through social media websites and other public forums are those of employees, related individuals, and other participating users of our websites, and are not necessarily aligned with the policies, standards, and practices of FIDI, its stakeholders or partners. 

 

These social media sites are available for and intended to encourage public dialogue and are, as such, provided for outreach and informational purposes only. 

Force Majeure

FIDI is not liable for any acts of “Force Majeure / Acts of God,” nor for any event or attendance cancellations due to any acts of “Force Majeure.”

The term “Force Majeure” means any unusual or unforeseen circumstances which are beyond control of the organisers, or which requires the organisers to cancel the event for reasons of public interest, including in particular possible restrictions, recommendations, guidelines, or other measures imposed or recommended to be taken by local, international, global authorities. This may include, but is not limited to war, threat of war, riot, civil strike, industrial dispute, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions, pandemics or other circumstances amounting to force majeure.

FIDI Contact details 

FIDI with registered address at FIDI Aisbl, Fountain Plaza Building 501, 1st floor, Belgicastraat 1, 1930 Zaventem, Belgium. Telephone +32 2 426 51 60 
VAT: BE 0428774246

Applicable Law and Dispute Resolution 

This Registration Policy and, more generally, all matters relating to registering for or participating in FIDI 2023 Conference shall be governed by Belgian law and as regards any claims against FIDI, you agree to submit to the exclusive jurisdiction of the competent court of Belgium.

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