General

• By completing and submitting the WYSE Up application form, the applicant understands that their registration must be confirmed in writing by the WYSE Travel Confederation.
• The application is not an offer and the attendance at the World Youth and Student Travel Conference (WYSTC) may be restricted by WYSE Travel Confederation for any reason.
• The applicant understands that approval of the WYSE Up registration is subject to availability and ability to meet the set criteria. The final decision lies with WYSE Travel Confederation.
• The applicant attending the conference is responsible for all travel arrangements and costs incurred to, during and from the event unless the applicant has received a written offer from WYSE Travel Confederation informing them that transport costs and/or accommodation and will be provided.
• The applicant is responsible for securing and paying any fees associated with a visa for Portugal. Additionally, it is strongly recommended that applicants secure appropriate travel and health insurance coverage for the duration of their participation at WYSTC.
• The applicant understands that their organisation’s logo will be used to promote that organisation’s attendance at the conference.
• The applicant agrees to provide additional information to support their application should they be asked to.
• The applicant understands that they must register for WYSTC under the brand name provided in their application form and/or mentioned in their participation offer.
• The applicant understands that their Marcom ACE profile must include the brand name used in their WYSTC registration and application forms.
• By registering for WYSTC, the applicant agrees to the general WYSTC terms and conditions.
• The applicant should contact applicants@wysetc.org with any questions.

Hosted accommodation and transport costs

• In the event of hotel accommodation being hosted by WYSE Travel Confederation, the applicant is responsible for all additional charges such as room service, laundry, etc. Your accommodation arrangements will be confirmed by email nearer the event.
• Any applicant who fails to arrive on the first day of the event without giving 28 days notice to WYSE Travel Confederation will be charged the full cost of 3 nights accommodation. This charge does not include the cancellation fee.
• In the event of transport costs being hosted by WYSE Travel Confederation, the applicant agrees to book their own return transport costs to Lisbon and will be reimbursed by WYSE Travel Confederation in accordance with the transport costs allowance specified in writing in the applicants’ unique participation offer.
• In the event of transport costs being hosted by WYSE Travel Confederation, the applicant is responsible for any fees or charges incurred due as a result of ticket changes.
• Reimbursement of transport costs is valid only for cheapest available economy class return transport costs to Lisbon international transport hub from the nearest international transport hub in a country where a Hosted Applicant’s organisation is based.
• If the applicant meets all of the terms and conditions, the reimbursement of transport costs will occur within 14 days following the end of the WYSTC conference and are subject to transport booking receipts and bank details having been provided within 14 days of the conference. Bank details must be in the name of the registered organisation’s name and must be a business bank account.
• The applicant is responsible for any additional costs associated with travel and/or accommodation that extends beyond WYSTC Lisbon 2024 dates.
• Travel insurance and private transfers are not included in the WYSE Up programme

Participation

• The applicant agrees to complete the WYSE Travel Confederation membership application form for full members upon instruction.
• The applicant must fully complete their profile on Marcom ACE within five working days of receiving their login details.
• The applicant agrees to have secured a minimum of 20 business appointments one week prior to the event taking place.
• If a significant number of scheduled appointments are missed (no-shows), or not pre-scheduled, the applicant will be fully and solely responsible for a misconduct fee of EUR 50 per appointment missed or not scheduled, and for the full price of their hosted accommodation and travel costs.
• The applicant understands that their presence is required at all official WYSTC functions as indicated in the programme.
• The applicant understands that WYSTC operates on the basis of protected trading hours during which applicants are expected to be present. These hours are indicated in the conference programme and include the evening events. During these hours, an attending applicant may not attend external events that are not considered to be part of the WYSTC programme.. An applicant attending external events during these trading hours may be subject to a misconduct fee.
• The applicant registration is limited to one delegate per organisation. Any additional delegates may be registered for a different fee. Additional applicant delegates cannot apply for hosted transport costs and accommodation.
• Family members, friends or business associates of the applicant who are not officially registered cannot be admitted to the event.
• The applicant understands that all participant arrangements and/or changes must be submitted in writing and confirmed by WYSE Travel Confederation 14 days prior to WYSTC.
• WYSE Travel Confederation reserves the right to access and edit applicants’ Marcom ACE profiles and to schedule or decline appointments.
• Any misconduct will also incur that the applicant will be denied any further participation at any WYSE Travel Confederation hosted events.
• By attending WYSTC conference, the applicant understands that the official conference photographer and videographer will be operating on site and agrees that by attending WYSTC conference, the applicant’s photograph may be taken and this footage may be used by the organisers for marketing purposes.
• Sharing applicant’s badges is not permitted at any time. Badges are issued to, and can be picked up by, and used only by the applicant named in the registration. Badges must be worn at all times during WYSTC conference and all social events. WYSE Travel Confederation reserves the right to remove any applicant from the conference found to be in breach of these conditions and may restrict the applicant from attending future WYSE Travel Confederation events.

Cancellation

• Applicants who wish to cancel their attendance must do so in writing to applicants@wysetc.org by 15 July 2024.
• Applicants acknowledge that cancellation of their participation may result in the cancellation of the entire WYSE Up grant, including their membership. Additionally, in the event of cancellation on or after 16 July 2024, applicants will be held liable for any incurred flight expenses.

Liability and insurance

• WYSE Travel Confederation is not liable for any claims of theft, damage of property, or injury sustained while participation takes place.

Concluding

• WYSE Travel Confederation shall have full power to interpret and amend the above mentioned terms and conditions.
• Should a applicant fail to comply with the WYSE Up terms and conditions, a misconduct charge of EUR 800 will be applied. Additionally, they will be responsible for the total price of their hosted accommodation. Any hosted transport costs booked and paid for by the applicant will not be reimbursed.
• Any misconduct will also incur that the Applicant will be denied any further participation at any WYSE Travel Confederation hosted events.

Terms and Conditions as at 28 March 2024.