IPAF General Terms & Conditions (Free-of-Charge Events)

Last updated: 10/04/2026 - T-63-EN--V3.3-20260410            

Introduction 

These terms and conditions govern your participation in events organised by IPAF that are free to attend. By registering, you agree to these terms in full. 

Registration 

Registration for the event is free and must be completed via IPAF's designated registration platform. Upon successful registration, you will receive a confirmation email. 

Participation 

Attendance is limited strictly to registered participants. IPAF reserves the right to refuse entry or remove any attendee who does not comply with event policies. 

Changes to Registrations 

Organisations/companies may change the names of individuals on their booking until three days prior to the event start date, at no charge. Participants can cancel their registration at any point before the event date. Organisations may change the names of delegates booked onto an event up to the specified deadline at no charge. 

Cancellations 

Cancellation by the Participant 

Although no refunds apply as events are free, we request participants notify IPAF promptly if they cannot attend, allowing spaces to be reallocated. IPAF reserves the right to charge for no shows on the day.  

Cancellation by IPAF 

IPAF reserves the right to cancel, postpone, or amend the event date or format. Participants will be informed as soon as possible in such instances. 

IPAF is not liable for any other loss or expenses incurred by participants as a consequence of the cancellation or amendments.

If IPAF cancels, postpones or relocates the event on account of fire, flood, riot, earthquake, civil commotion, decisions taken by the national and/or local authorities, weather conditions, strike, lock-out, labour disturbances, explosions, sabotage, accident, terrorism, war, acts of God, or any other causes or casualties beyond the control of the organiser, no refund shall be made. Participants waive all claims for damage in this case.

Marketing & PR 

By participating in IPAF events, attendees grant permission to IPAF and its media partners permission to capture photographs and video footage during the event, and subsequently use this material in marketing and promotional activities, including but not limited to IPAF’s website and social media platforms. 

Event bookers registering colleagues or other individuals confirm they have obtained explicit consent from those individuals regarding the use of their images. 

By registering for the event and associated activities such as the networking session, you are giving IPAF permission to list your name, company and job title on an event app. This information is displayed on the event app and can be accessed by all delegates. If booking on behalf of other people, you are confirming that you have gained their consent for this aspect of the terms & conditions.

Event Attendee Lists & Sponsor Information  

Participants have the option during registration to opt-in or opt-out of inclusion in event attendee lists, containing their name, job title, and organisation, which may be shared with event sponsors (where applicable) and fellow participants. 

Data Protection and Privacy 

All personal data provided during event registration and participation will be managed in accordance with IPAF’s Privacy Policy, which can be reviewed here: www.ipaf.org/privacy. By registering, participants consent to IPAF processing their personal data for event administration purposes.  

Event bookers registering colleagues or other individuals confirm they have explicit consent from the named participants to share their personal data with IPAF and to indicate their preferences regarding inclusion in event attendee lists.  

Acceptance of Terms 

By submitting your registration, you acknowledge and accept these terms and conditions.