EnglishFrenchGermanItalianPortugueseSpanish
  1. You are here:
  2. Homepage
  3. CTC Terms & Conditions

CTC Terms & Conditions

1. DEFINITIONS
‘The Association’ and ‘ICPA’: refers to the ‘International Corrections and Prisons Association for the advancement of professional corrections’.

‘Attendees’: any individual who is registered to attend the conference, including companions.

2. REGISTRATION AND PAYMENT
The rates set for ICPA events are adjusted in line with the costs of each conference and efforts are made to keep costs as low as possible for attendees but ensuring the event is sustainable for the Association.  There is one pass available:

          1. Full Conference Pass: entitles the attendee to access all areas of the event, including sessions, marketplace, breaks and lunches, and evening activities which are planned by the Association.

Split-badging is not permitted, i.e. several delegates sharing a single conference registration.

Registration fees must be paid in full within 30 days of invoice or before 10th February 2025 (whichever is sooner). ICPA may cancel registrations where fees have not been paid. As commitments for catering, etc. are normally made in advance of the conference, the Association may not be able to guarantee all conference benefits where late payment has been received.

All registration fees can be paid online using credit card, or by bank/wire transfer. The attendee is responsible for covering any bank charges or processing fees which may be applicable when transferring funds.
In special circumstances, ICPA may accept on-site cash payments where pre-agreed between the attendee(s) and the Association.

Group invoicing is available on request for large delegations.
 
Unpaid conference fees will be pursued by the Association and may include debt recovery fees and administration charges where applicable. Individuals with outstanding payments will also be required to clear existing balances before registration can be made to any future ICPA event. 

For planning and security purposes there are no conditions under which an individual may attend our event without prior registration.

3. EARLY-BIRD RATE ELIGIBILITY
Conference registrations made before 25 January 2025 must be paid in full by 29 January 2025 to qualify for the Early-Bird Rate.

After this date, the prevailing rate will be applied.

4. CANCELLATION
Conference passes are fully transferable prior to the conference, but only where clearly communicated to the Association. A confirmation of successful transfer will be provided. Refunds of a conference registration due to ill health, family matters, refusal of entry/transit (visa issues) or because of official duties, etc. are made on a case-by-case basis and may require the attendee to evidence a claim. Attendees should consider taking a comprehensive travel insurance to compensate for unforeseen difficulties.

Please note that there is a charge for the late cancellation of an attendee’s conference registration. These charges are applied to offset administrative costs and advance orders made in preparation for this event.
 
The deadlines are as follows:
  • For cancellations between 25 November 2024 and 15 December 2024 there will be a fee of 25%.
  • For cancellations between 16 December 2024 and 31 December 2024 there will be a fee of 50%.
  • For cancellations between 1 January 2024 and 31 January 2025 there will be a fee of 75%.
  • Cancellations after 1st February 2025, and no-shows, are non-refundable.
Cancellation fees may be waived at the discretion of the Executive Director, ICPA.
 
Where refunds under a cancellation are applicable, these will be provided within 30 days of the request being authorised.

5. TRAVEL AND ACCOMMODATION
Attendees are responsible for their own travel and accommodation arrangements. ICPA is not liable for any loss of services, cancelled bookings, etc. which have been made through a hotel, travel agent, website, etc. No refunds, partial or complete, will be made by ICPA for late or non-arrival at the conference because of errors, cancellations or delays with your transportation or accommodation provider. Attendees should consider taking a comprehensive travel insurance to compensate for unforeseen difficulties.

6. VISAS AND ENTRY REQUIREMENTS
Depending on the country where the conference is being held, attendees may be required to apply for a visa or permit to enter. Attendees are wholly responsible for making these arrangements in suitable time prior to the event. Attendees should also be aware of any similar arrangements that may apply for transit through other countries.

ICPA will assist visa applications by:
  • Providing an official letter of invitation to the event on request to those who have registered for the conference;
  • Receive calls from embassies or authorities to confirm the validity of the event;
  • Provide information of attendees to government officials/authorities of the country where the event is being held.
Refunds of conference registration fees are subject to the same considerations under ‘Section 5: Cancellations’ where an attendee is prevented to enter the country or transit countries en route to the event. Therefore, we highly recommend that attendees take all appropriate measures to ensure they meet entry-requirements well in advance of the event.

7. PRIVACY AND DATA PROTECTION
By registering for our conference attendees agree that the data they share with us may be used by the Association for:
  • Communicating with them before and after the event concerning the event itself;
  • To provide them with information on other Association events and activities.

The attendees date of birth will be used for verifying account access when contacting us.

Personal information will be held on ICPA’s internal systems where servers are located in Europe and North America.

Where applicable, passport information will be held and used only for the purposes of the current conference arrangements. This may be shared with the appropriate government authorities to assist the attendee’s entry into the country where the event is being held. This information is deleted from our records when the event has concluded.

ICPA may, under specific circumstances, share contact information with the local host organisation to facilitate event logistics. Under no circumstances will ICPA share attendee personal contact information with any other third party, this includes event sponsors. The Association may share the name, function, company, sector, and country to assist the networking components of our conference.

Attendee registration and attendance to the Event may be seen by others pre and post conference.
 
Aggregated forms of data concerning our attendees may be used for future marketing purposes.
 
Attendees may receive communications from our partners or sponsors concerning special events or VIP invitations which occur during the conference. Under such circumstances ICPA will facilitate the transfer of this information. ICPA will not facilitate the communication of marketing material to its delegates.
 
Where networking systems are in place, e.g. conference smartphone app, attendees profiles may be visible including, name, function, company, country, biography and photo. Attendees can send private messages to other attendees via ICPA networking systems. However, no personal contact information is exchanged during this process.

Depending on systems present at the conference ICPA may send alerts to the mobile telephone number provided on the attendee’s account details by: i) SMS; ii) RFID; iii) NFC; v) Bluetooth.

During the event it is highly likely that photographers and filming crews will be recording. It is not possible for individuals to opt-out of being accidently included in photos or videos. ICPA will share and disseminate such materials widely, including public access to promote future events.

For more information on how we protect and use Attendee data, see our Policy Document: Privacy and Data Protection.

8. CONDUCT AND BEHAVIOUR
ICPA’s conferences attract attendees from all world regions. ICPA operates with a zero-tolerance approach to any of the following:
 
  • Harassment, bullying, verbal and non-verbal aggression, physical aggression, inappropriate sexual conduct towards any attendee, member of staff or venue employees;
  • Adverse comments or behaviours of a cultural, racial, sexual, political or religious nature which are intended to cause insult or aggravation;
  • The use or possession of drugs, substances or weapons which are explicitly forbidden by the laws of the governing country and as stipulated by the venue.

The Association will take action against individuals who contravene these rules by taking appropiate measures at the discretion of the ICPA Board and ICPA Executive Team.
Action may include, but is not limited to:
  • requesting that an attendee leave the conference without refund;
  • submitting an official complaint to attendee's agency;
  • informing local law officials.

During the event, attendees agree to refrain from any unauthorised commercial activity, e.g. leaflet dropping.
 
Attendees agree not to tamper with any equipment, attempt to remove data (either physical or electronic), hack or otherwise interfere with networks or systems in place by the organisers or the venue.

Attendees agree to use online networking features responsibly, e.g. conference smartphone app. This includes, but is not limited to: i) spamming; ii) trolling; iii) unsolicited advertising and marketing; iv) inappropriate or offensive language; v) inappropriate or offensive images. ICPA reserves the right to remove attendees from online networking features as a result of misuse and may result in further action being taken.

9. SAFETY AND SECURITY
Attendees acknowledge that security restrictions such as barriers, x-rays, searches, and other forms of control may be in place by the venue or local enforcement authorities and that your entry to the venue and/or activities may be subject to these security requirements.

Attendees agree to wear their name badge at all times inside the conference or special event facilities. Staff are trained and instructed to challenge anyone who does not appear to be attendee.

Attendees should take care not to leave personal possessions or bags unattended within the venue or special event facilities to prevent loss, theft, or security concerns. ICPA is not liable for the loss, theft, damage of attendee belongings or equipment.

The venue is responsible for ensuring the safety of the conference facilities. ICPA, its staff, volunteers and attendees must comply with any instructions provided by the venue with regards to Health and Safety. Attendees agree to observe all guidance and regulations concerning Health and Safety communicated to them via ICPA or by other signage or notices as far as reasonably practicable.

10. HEALTH AND WELFARE
First Aid provision is the responsibility of the venue. ICPA staff and volunteers are not trained to deal with medical emergencies. For First Aid, attendees are directed to contact a member of the venue and ICPA staff may assist in this regard. In the event of a medical emergency attendee should contact the appropriate emergency services.

At the point of registration, attendees are requested to provide any details regarding their dietary needs, allergies, disabilities, religious sensitivities, health issues or any other items that they consider to be relevant for the event organisers. ICPA and the conference venue will take such items into consideration during the planning process although there is no guarantee that specific solutions will be implemented where operational issues prevent this. In such circumstances, ICPA will endeavour to inform individuals where specific provisions cannot be made.

In the event of an accident or emergency, and where appropriate, ICPA will attempt to contact Attendee's Next of Kin where details have been provided.

11. CONFERENCE BENEFITS
Due to the dynamic nature of event planning there may be instances where ICPA is unable to provide the full range of benefits or expectations provided as part of an attendee’s conference registration. ICPA seeks the understanding of attendees under such circumstances with the provision that the Association will not provide refunds, in part or complete, as compensation for any of the following:
 
  • Programme changes;
  • Speaker/session cancellations;
  • Reduction or loss of provisions for refreshments, lunches, receptions or special events;
  • Limited or non-availability of special events, tours;
  • Inability to provide items or materials.

ICPA will endeavour to ensure that attendees receive a timely notification to claim any benefits or special privileges which may be applicable to their registration. ICPA is not liable for failure to deliver services or benefits becase of an attendee not receiving, reading or adequately responding to such a communication.

12. FORCE MAJEURE
If ICPA opts to cancel an event, a full refund of the registration fee will be issued.

ICPA will not be responsible for any loss, damage, injury, claims costs or expenses of any kind whatsoever if the event is cancelled, postponed, or altered due to a Force Majeure.
 
Force Majeure is defined as any unforeseen occurrence that renders performance of the event impossible, inadvisable, illegal or impracticable. Force Majeure includes, but is not limited to: casualty, fire, explosion, flood, earthquake or other natural disasters, an act of God, governmental restrictions or regulations, war or apparent acts of war, terrorism or apparent acts of terrorism, civil disturbances or riots, strikes, curtailment, suspension or restriction on transportation facilities and means of transportation or any other emergency.

For help with any of the items listed in these Terms and Conditions please contact a member of our team on [email protected].