• The conference is called the World Youth and Student Travel Conference (WYSTC) and is owned by WYSE Travel Confederation – trading as WYSE Services B.V.
• References to WYSTC shall include WYSE Services B.V. and WYSE Travel Confederation
• Delegate and organisation will mean the person or persons registered to attend the conference.
• Marcom Business Appointment Scheduler is the online tool that registered delegates will use to request and confirm business appointments for WYSTC.

2. General

WYSTC is a business-to-business conference open to organisations involved in youth and student travel as well as associated service providers and is not open to members of the public nor non-registered persons.

All registrations, booths, sponsorships and other services are subject to availability and are not guaranteed until booked, paid and then confirmed by WYSE Travel Confederation.

Reservations for accommodation made with the official conference hotels are subject to the individual hotel’s terms and conditions.

3. Cancellation policy

Once a registration is confirmed, it is considered final and can only be cancelled according to the conditions of the ticket type that was initially bought.

• STANDARD registrations can be cancelled with a 50% refund before 1 August 2024, after this date, no refund is available.
• FLEX registrations can be cancelled at any time with a full refund.
• LIGHT registrations cannot be cancelled
• For all ticket types, where a delegate has accessed their Marcom Business Appointment Scheduler account, no refunds will be available after that point.

Visa denial:

• Where a correct and timely visa application has been denied, and upon the submission of the relevant documentation, STANDARD and FLEX registrants will receive a 100% refund of the registration fee paid, less an administrative fee of EUR 150. LIGHT registrations cannot be cancelled in the event of a visa denial.

In all cases, for all ticket types, no refund will be available if the Marcom Business Appointment Scheduler has been accessed;

• In the case of visa denial or for other cases where cancellation is permitted, cancellation will only be accepted in writing to events@wysetc.org;
• Please note that a different cancellation policy applies for Hosted Buyers and Qualified Buyers. Please ensure to read these terms and conditions carefully.

Delegates are strongly advised to take out suitable travel insurance to cover cancellation of conference attendance.

4. Registration name changes

STANDARD and FLEX registrations, can be transferred from one delegate to another within the same registered organisation for no charge before 1 August 2024. On and after 1 August 2024, an administrative fee of EUR 150 per name change will be charged for STANDARD registrations. FLEX registrations will have no charge.

Name change/delegate transfers are not available on LIGHT registrations.

5. Registered organisations and member discounts

An organisation may register only those delegates who are acting as representatives of the organisation and engaged in trading activities on its behalf. Delegates may not act or trade on behalf of another organisation.

Member discounts only apply to organisations with a current WYSE Travel Confederation membership that is paid or within terms.

To avail of a member discount, an organisation must be a member of WYSE Travel Confederation at the time of the conference as well as at the time of registration.

6. Protected trade environment

The protected trade environment will be the conference centre, social event locations and all hotels designated as conference hotels. Delegates must not trade with non-registered persons within these environments. Doing so will be deemed contrary to the ethos of the conference. Sanctions may include cancellation of registration without refund.

Only organisations registered to attend WYSTC may meet and host other conference delegates. WYSE Travel Confederation does not encourage non-registered organisations to access and benefit from meeting potential business partners that registered organisations have paid to meet.

Delegates should report any unauthorised trading attempts from non-registered organisations to events@wysetc.org.

7. Trading due diligence

Whilst WYSE Travel Confederation will try select bona fide businesses for trading purposes at WYSTC, it is the responsibility of all delegates to undertake appropriate due diligence with the entity with whom they are considering any form of business partnership.

8. Refusal of admission

WYSE Travel Confederation reserves the right to refuse admission to any delegate who acts in a manner that is in contrary to the ethos of the conference or who brings the conference into disrepute.

9. Attendee contact

WYSE Travel Confederation are committed to providing a safe, respectful, and inclusive environment for all attendees at WYSTC and it is expected that all delegates are committed to providing the same for themselves and their peers.

Excessive alcohol consumption, illegal drug use, or any disruptive behaviour related to substance use is prohibited. Delegates are expected to consume alcoholic beverages responsibly, within the legal drinking age limit, and in designated areas only.

Delegates are expected to comply with all local, state, and federal laws during the conference. Any illegal activities will be reported to the appropriate authorities. In case of an emergency or safety concern, delegates must follow the instructions of staff and security personnel.

Delegates should report any suspicious activity or concerns to staff immediately.

WYSE Travel Confederation reserve the right to take appropriate actions in response to violations of these behaviour guidelines. Consequences may include, but are not limited to, warning, ejection from the conference without a refund, and legal action as necessary.

Harassment:

Harassment is behaviour which is unwanted, uninvited and unacceptable to the recipient. Harassment is defined by the impact on the recipient, not the intention of the person displaying the behaviour. WYSE Travel Confederation condemns any form of harassment or inappropriate conduct, and undertakes to ensure that all staff, conference delegates, suppliers, speakers and guests are aware of and abide by its policy and procedures for dealing with such instances.

Please read our full Anti-Harassment policy here.

10. Force Majeure

Neither party shall be liable or shall be in default of its obligations if such default is the result of acts of God, war or national emergency, acts of terrorism and its consequences, strike, lock-out, fire, explosion, flood, riots, civil disturbance, industrial disputes, natural and nuclear disaster, epidemics, health risks and pandemics or other cause beyond the reasonable control of the party affected.

WYSE Travel Confederation reserves the right to defer or to cancel the conference (without liability to the delegate) in the event of a Force Majeure.

If WYSE Travel Confederation is forced to cancel a conference or event that has already started, it is agreed that WYSE has fulfilled its obligations and delegates are not entitled to a refund of their registration or other related expenses.

11. Delegate details and data protection

WYSE Travel Confederation will process the personal information provided by delegates as defined in Dutch law as article 10 & 13 of the Dutch Constitution and the Wet Bescherming Persoonsgegevens.

WYSE Travel Confederation is committed to protecting and respecting your privacy in compliance with the GDPR and fair transparent use of data.

The delegate consents to WYSE Travel Confederation using information as follows:

• WYSE Travel Confederation will obtain, record, store and use this information as necessary in connection with the conference including transfer of the information to employees, agents and third parties as required for this purpose.
• WYSE Travel Confederation will add delegates contact details to the WYSE Travel Confederation mailing list to receive digital communications from WYSE Travel Confederation (including all information on trading activities, educational programme or logistic information about WYSTC). Delegates may change their preferences or opt-out of communications with WYSE Travel Confederation at any time using the unsubscribe link provided in WYSE Travel Confederation communications;
• WYSE Travel Confederation will include delegates in the Marcom Business Appointment Scheduler;
• WYSE Travel Confederation may transfer its business assets (which includes information) on re-organisation, sale or merger of the whole or any part of its business;
• WYSE Travel Confederation reserves the right to process information as required for marketing purposes, to obtain legal advice, comply with legal requirements, enforce or apply any agreements (including this agreement) and protect the rights, property or safety of WYSE Travel Confederation, its employees, its clients and others;
• WYSE Travel Confederation may transfer information outside the European Economic Area for any of the purposes listed in this clause;
• If WYSE Travel Confederation intends to process information other than as set out above, the delegate will receive notice, request for consent, and be given the opportunity to decline the processing.

Delegates may not share information from the Marcom Business Appointment Scheduler with any person or organisation not registered for the conference.

12. Payment methods, non-payment, discount codes and incorrect registration type

Payment can be made by credit card or bank transfer.

Credit cards:

Payment can be made by credit card without any additional charges.

Bank transfer:

Where payment by credit card is not an option, a payment by bank transfer will be accepted. Due to the increased administration time and costs of a bank transfer, a processing fee of EUR 100 will be charged for bank transfer payments. WYSE Travel Confederation will provide the bank details upon request. Any bank charges should be covered by the paying organisation.

Non-payment:

• Any registration that remains unpaid for more than 14 days will be cancelled.
• Registrations made at early bird rates that are outstanding for more than 7 days will be cancelled and the entitlement to the early bird rate may be lost.

WYSE Travel Confederation reserves the right to cancel registrations for delegates, exhibitor space and sponsorship where payment is not made.

Outstanding fees or membership dues:

Any delegate who has outstanding fees or membership dues with WYSE Travel Confederation will not be permitted access to the conference until the dues are cleared. In the event of the outstanding balances not being cleared the registrations will be cancelled without refund.

Discount codes:

Where a discount code or special offer has been issued, it is subject to limitations of use as specified at the time of issuance.
Discount codes must not be shared or posted to the public domain without the expressed prior consent of WYSE Travel Confederation.

WYSE Travel Confederation reserves the right to revoke any discount code used by delegates for whom it was not intended. Please contact events@wysetc.org to check if you are unsure.

Incorrect registration type: 

Where a delegate registers under an incorrect registration type or membership level, or registers as a member when no membership is in place, then the difference in prevailing rates at the time of registering will be charged.

13. VAT and local taxes

WYSTC registration fees and other charges associated with the conference are subject to either Dutch or Portuguese VAT at the prevailing rate. WYSE Travel Confederation is obliged to comply with local taxation requirements and is registered accordingly with the local authorities.

14. Early Bird

Early bird offers are only valid if full payment is received before the early bird period ends. The next available rate will be charged if full payment is not received before the early bird deadline.

15. Advertising and promotion during the conference

Business appointments will take place at tables or booths as allocated by the Marcom Business Appointment Scheduler:

• The only type of display and advertising materials permitted at the tables are small items, such as posters, photographs and laptops, which can be placed on the table and do not obstruct the view of other participants’ tables. These promotional materials must be removed once the business appointment has ended;
• Marketing materials and other items must not extend outside of the registered booth space and must not constitute any type of hazard to other attendees;
• It is not permitted to distribute or display marketing material (pull-up banners, flyer drops, pens, etc) within the protected trade environments without WYSE Travel Confederation’s prior written approval. Such distributions will be considered as sponsorship, and will be charged as such;
• Delegates are not permitted to host events of any kind which encourage delegates to leave the conference at any time during the conference programme;
• Communications in the Marcom Business Appointment Scheduler are limited to business appointment scheduling only and may not be used for promotional purposes.

16. Liability and insurance

Whilst security will be in place at the conference venue, WYSE Travel Confederation will not be held liable for any loss of or damage to exhibits, materials, equipment or personal items howsoever caused.

Delegates and organisations should be insured against theft and personal liability and should also have additional insurance to cover personal health matters, trip cancellation, etc. as appropriate.

Delegates will be held liable for any damage to persons or objects caused by them, their employees, their representatives or by exhibits or items of their equipment.

In the event that WYSE Travel Confederation is held liable for any damage to persons or objects, all legal arrangements shall be governed by Dutch law.

17. Identification

Delegates may be required to show a passport or other recognised official identification when collecting their conference badge.

Conference badges:

Delegates are required to wear their conference badge at all times during the conference programme. Access to the conference centre, social event locations and all hotels designated as conference hotels will not be granted without the wearing of a conference badge.

18. Exhibition

All exhibitors are required to abide by the deadlines and conditions as outlined in the Exhibitor Manual and in communications from WYSTC and WYSE Travel Confederation.

All exhibitors must be registered delegates.

Raw floor space does not include furniture, shell scheme, stand build-up, transport, design, multi-outlet or extension power cables, or carpet.

All exhibition stand design must be approved by WYSE Travel Confederation at least four weeks prior to the conference.

Booth cancellation can be made under the following conditions:

Booths cancelled before 1 August 2024 will be refunded 50% of the fee paid. On and after 1 August 2024 no refunds are available.

Cancellation of booths will only be accepted in writing toevents@wysetc.org.

19. Media waiver

WYSE Travel Confederation will use image, video and sound recording to record certain parts of the annual general meetings (AGM) and conference. These recordings will be used as archive of the conference and may also be used in promotional material for future conferences and events. Attendance at the conference is acceptance of these terms.

20. External Social Events

Outside of the protected trading hours and the conference programme, registered organisations and delegates may organise their own social events.

If you wish to organise your own social event, please note the following:

• Organisations and/or delegates are not permitted to host events which encourage other delegates to leave the conference at any time during the protected trading hours and conference programme as presented on the WYSTC website.
• External social event organisers are to determine all logistics, conditions, and costs associated with their event, including acceptance criteria for event participants and other business partners.
• WYSE Travel Confederation will not get involved in the promotion of external social events.
• Only registered organisations may meet and host other conference delegates. WYSE Travel Confederation does not encourage non-registered organisations to benefit from meeting potential business partners that registered organisations have paid to meet.

21. Format of the conference

WYSE Travel Confederation reserves the right to change the format of the conference to hybrid or online. If the conference will be held in a hybrid or online format, delegates registered to attend in-person can change their attendance to online. No refunds are available for transferring a registration to online. Non-cancellable registrations will automatically be changed to online or hybrid.

22. General conditions

WYSE Travel Confederation reserves the right to change these terms from time to time. Any such changes will be reflected on the WYSTC website under Terms and Conditions. It is the responsibility of registered organisations and delegates to be aware of the Terms and Conditions in effect at the time of their registration and participation

Organisations which have been disaffiliated or suspended from WYSE Travel Confederation will not be permitted to attend. Likewise, members who are not in good standing, as well as individuals who have been sanctioned by WYSE Travel Confederation, may not attend.

The delegate will not assign, charge or otherwise transfer to a third party any of its rights or obligations hereunder without the prior written consent of WYSE Travel Confederation. WYSE Travel Confederation may assign, transfer or sub-contract any of its rights or obligations hereunder without the prior written consent of the delegate.

Errors and omissions excepted (E&OE).

These terms and conditions are created under Dutch law.

Terms and Conditions as at 10 April 2024.