Below you will find a summary of the 2018 FIDI Conference Rules & Regulations. You can find the full document here. FIDI expects all FIDI Conference attendants to be aware of the following Rules & Regulations, and to act accordingly.

1. ATTENDANCE REGULATIONS

→ Who can attend?

FIDI welcomes to its conference FIDI Past Presidents, staff and official representatives of FIDI Associations, Directors and Board Members of Affiliates and Direct Affiliates. To be able to attend the FIDI Conference, attendants must meet at least one of the following requirements and be:

• Owners, officers or employees of FIDI Affiliates or Affiliated branches
• Staff and/or official representative of FIDI Associations, Directors and Board Members of Affiliates and Direct Affiliates
• Past Presidents and Honorary Officers of FIDI
• Official guests and sponsors invited by the President or the FIDI Board
  
• The FIDI Board may decide to waive their conference registration fee only. The FIDI Board and Office have considered these invitations in light of our Anti-Bribery and Corruption Charter (ABC) and have made the informed decision that these invitations do not violate the rules of ABC
• Non-industry attendees (referred to as “social delegates”)
• Social Delegates, like spouses, partners, relatives, children are welcome to attend, provided they are not associated with a non-affiliated business involved in and/or active in the household goods and personal effects transportation and/or relocation industry. Social delegates are eligible for a reduced registration fee. Social Delegates will be allowed to attend all functions of the conference programme.
• Staff of new applicants, owned by an existing FIDI Affiliate, who has passed the objection stage of the FIDI application process, will be allowed to attend the FIDI Conference
  

Each FIDI Delegate is entitled to invite one non-registered guest to the FIDI Gala Dinner and/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 events and activities organized in the framework of the FIDI Conference. It is the responsibility of the FIDI delegate to ensure his/her guest complies with these requirements.

→ Attendance Authorisation Process

Since the FIDI Office is not in the position to perform a background check of individual delegates, the FIDI Associations will validate whether a delegate meets the above attendance criteria.

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

 
→ Registration Rules & Regulations

The last few years have seen an increasing number of Affiliates attempting to attend the FIDI Annual Conference without registering.

For those contemplating attending, or bringing partners or colleagues to the conference without registration, the following penalties will apply:

• The ‘First Participant onsite registration’ fee will be invoiced
• Any person not in compliance with the conference attendance/registration regulations will be requested to leave the conference premises immediately

By registering to the FIDI Annual Conference, attendees agree to adhere to the Conference Code of Conduct.

→ FIDI Conference Badge Regulations

As a delegate to the FIDI Conference, you will receive a personalised conference badge which cannot be exchanged. This badge will grant you access to the FIDI Conference activities and events. Anybody who does not wear his/her badge will be denied entry to the FIDI Conference events.

2. REGISTRATION PAYMENTS

Payment can be made by credit card or bank transfer, and you will receive a registration confirmation and official invoice/receipt upon submission of your registration. All invoices must be paid prior to the start of the Conference

Your registration fee covers all general, open-to-all FIDI Conference programme events (such as - but not limited to - the Welcome Reception, General Assembly and Gala Dinner), business sessions and workshops, amongst others.

It does not include:

• Out–of-pocket expenses, local transfers (airport-hotel-airport), optional payable tours/activities/workshops, car hire and any other costs incurred personally.
• Accommodation – reservations are made directly by the delegate with the hotel, using the specifically generated reservation link for FIDI.
• Flights are not included in the registration fee and each Affiliate is responsible for booking their own travel – discounts are offered on partner airlines.

3. CONFERENCE BOOKINGS

     Please see the details of the Registration Rates in the "Rates" Section of this website. When registering, you will be requested to provide your direct email address, as well as your picture. This information will only be used for FIDI Conference related matters and material, such as:

• the List of Delegates (printed and on-line version). Please note that your picture and email address will be visible to all registered attendees
• the conference badge
• the 2018 FIDI Conference App
• for logistical purposes (workshop attendance, activities, etc.)
• to send you conference related information and updates
  

Please note that by registering to the FIDI Conference, you give FIDI the full right to use this personal information for any Conference-related matter. Should you not agree to this, please explicitly inform the FIDI Conference team via email: conference@fidi.org . FIDI pledges not to sell or hand over your personal information to third parties.

→ List of Delegates:

If you want your details to be included in the printed List of Delegates Booklet, you need to comply with the following requirements:

• We must receive your Conference registration and picture no later than Wednesday, 17^th January 2018.

• Please note that your name will appear exactly as you indicated in your registration; FIDI cannot be held responsible for any spelling mistakes made by you upon filling in the FIDI Conference registration form

• Your FIDI company name will appear as it is listed in the FIDI database

• No changes and/or additions can be made after the above cut-off date
  

→ Replacement of Attendance:

If you have registered to the conference and cannot attend, we kindly ask you to contact our Conference Team prior to the conference, at: conference@fidi.org.

→ Business/Commercial Meetings & Private Social Events

When planning your private meetings of commercial groups or associations or private social events, please keep in mind that these cannot conflict with the FIDI Conference’s key events. FIDI asks you to schedule any private event during the free time and to please inform the FIDI Events Officer of the event you are organising.

You may rent a meeting room at the 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 Annual FIDI Conference. As the meeting rooms are located within the FIDI Conference premises, only FIDI delegates are authorized to use and enter that space.

To book a meeting room, see the "Meeting Room" section on this website for more details, or contact: conference@fidi.org

4. CONFERENCE HOTEL RESERVATIONS

For details about the special FIDI hotel rates at the Hotel Del Coronado, please see the "Accommodation" section of this website.

5. CANCELLATION, NO SHOW & REFUND POLICIES

Out of experience, we strongly recommend you opt for a cancellation/travel insurance through your local travel agency or similar.

→ Conference Registration Cancellation policies

Until 27th January 2018 inclusive	70% refund
From 28th January until 26th February 2018 inclusive	50% refund
As from 27th February 2018	No Refund

For details about the Hotel Accommodation Cancellation policies, please see the "Accommodation" section of this website.

→ Changes to the Conference Programme

Every effort will be made to deliver the programme for the conference and its social events as published on the FIDI Conference website and brochures. However, in the unlikely event that FIDI has to make any change to the destination, hotel or programme, FIDI strictly reserves the right to change, amend or cancel any specific event as it best sees fit. FIDI will NOT be held liable for such curtailment, cancellation or substitution.

You are advised to regularly check the FIDI Website, FIDI Conference App or at the FIDI Registration Desk during the conference for any last minute changes to the programme.

Changes falling under the FIDI Conference cancellation policy will be granted a refund.

6. PASSPORT & VISA REGULATIONS

You are responsible for checking your passport and visa requirements to attend the FIDI Annual Conference. If you need a letter of invitation, please contact conference@fidi.org.

Please note that no refund will be considered for non-attendance due to visa problems. Should a problem occur on entry to San Diego, United States or on application for a visa to visit, FIDI reserves the right to decline assistance.

7. 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 FIDI’s control. 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 or other circumstances amounting to "Force majeure".

8. OPTIONAL TOURS & ACTIVITIES

FIDI’s preferred local destination management company, Arrangements Unlimited, is offering optional pre and post-conference tours and activities. 

9. ANTI-TRUST GUIDELINES AT CONFERENCES

FIDI is an organization built on the principles of trust and integrity and the highest standards of behavior. Adherence to the rules of competition is an intrinsic part of that integrity. 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, all attendees of the FIDI Conference should refrain from any discussion which may provide the basis for an inference that any participant 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 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 expects 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 behavior.

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