FAQ
Registration 3.How can I pay for my registration fee?
5.What do I do if I haven’t received an invoice?
Registration 3.How can I pay for my registration fee?
5.What do I do if I haven’t received an invoice?
Travel and Lodging
10.How can I book a room in one of the official hotels?
15.I need an invitation letter to obtain my visa, how do I get one?
16. How can I send a shipment to the venue?
16. How can I send a shipment to the venue?
Business Exchange
27.How do I make a Business Exchange appointment?
First Time Attendee Programme
31. What is the First Time Attendee Programme?
Expert Advice Appointments
Fringe Meetings
Research one-on-one
Please find an overview of the registration fees here.
Included in the registration fee:
•Access to all education sessions
•Business Exchange
•Lunches, coffee breaks, evening social events
•Airport transfers to/from official hotels only
Payment of the
registration fee can be made by bank transfer (for bank details please
see the invoice) or credit card (AMEX, MasterCard or Visa). To
facilitate tracking of payments, please clearly indicate the invoice
number in the reference field when making the payment.
Please note that observers can only pay by credit card.
You can find a link to download the invoice in the registration confirmation e-mail.
5.What do I do if I haven’t received an invoice?
If
you have not received the registration confirmation or if you cannot download the invoice, please check your
spam folder as it may be preventing you from receiving the document.
Otherwise, please contact us.
You
can find the due date of your invoice below the invoice number.
Payments should be made within 30 days after the invoice has been
issued. If you have not paid before the due date written on your
invoice, ICCA reserves the right to send you a credit note and a new
invoice with a higher fee if a registration deadline has passed in the
meantime.
If you wish to pay by bank transfer, you can find our bank details at the bottom of your invoice.
ICCA
reserves the right to send you a credit note and a new invoice with a
higher fee if a registration deadline has passed in the meantime.
Notification of cancellation of your registration must be sent in writing to the ICCA Events Department.
•
For cancellations received up to and including 17 September 2015, a
cancellation fee of €100 will be charged. Accompanying guests will be
charged €50.
• For cancellations received on and after 18 September 2015, no refund will be given, full amount required.
• Name changes are not accepted, unless the participant is from the same company.
• All refunds will be processed after the event.
10.How can I book a room in one of the official hotels?
Please visit the hotel accommodation page for more information about the hotels. You can book a room during the registration process.
Panamericano Hotel
For cancellations received more than 60 days pror to arrival no cancellation fee applies. If you cancel your room between 60 and 41 days prior to arrival, the hotel will charge your credit card with a cancellation fee of one overnight stay.
If you cancel your room between 40 and 21 days, the hotel will charge your credit card with a cancellation fee of two overnight stays. If you cancel your room between 20 and 11 days, the hotel will charge your credit card with a cancellation fee of three overnight stays. If you cancel less than 10 days before the arrival date or fail to attend (no-show), the hotel will charge your credit card for the whole stay.
NH 9 de Julio Hotel and NH Tango Hotel
For cancellations received more than 45 days pror to arrival no cancellation fee applies. If you cancel your room between 45 and 31 days prior to arrival, the hotel will charge your credit card with a cancellation fee of one overnight stay.
If you cancel your room between 30 and 10 days, the hotel will charge your credit card with a cancellation fee of two overnight stays. If you cancel less than 9 days before the arrival date or fail to attend (no-show), the hotel will charge your credit card for the whole stay.
Sheraton Buenos Aires Hotel & Convention Center
Changes and cancellations should be made in written to the ICCA Events Department. For cancellations received up to 30 days prior to arrival, no cancellation fee is charged. Cancellations received between 29 and 15 days prior to arrival are subject to a cancellation fee of 50%. If you cancel 14 days or less before the arrival date or fail to attend (no-show), the hotel will charge your credit card for the whole stay.
16. How can I send a shipment to the venue?
Please contact the freight forwarder if you would like to send a shipment to Buenos Aires.
Ing. Edmundo M. Tombeur
HOBBIT Worldwide Logistics S.A.
Moreno 1140 - 3er Piso - Buenos Aires - Argentina
Phone: 54-11-43828182
etombeur@hobbit.com.ar
www.hobbit.com.ar
Please do not send your shipment to the hotel or venue on your own.
Please visit the hotel accommodation page for more information about the hotels. You can book a room during the registration process.
You may book your own accommodation, however, please note that airport transfers to/from official hotels will only
be provided on complimentary basis on designated congress
arrival/departure dates and to/from social event venues only for guests
staying at the official hotels. Participants wishing to stay at other
hotels should plan means of transport to/from the congress venue,
airport and social event venues.
Panamericano Hotel
For cancellations received more than 60 days pror to arrival no cancellation fee applies. If you cancel your room between 60 and 41 days prior to arrival, the hotel will charge your credit card with a cancellation fee of one overnight stay.
If you cancel your room between 40 and 21 days, the hotel will charge your credit card with a cancellation fee of two overnight stays. If you cancel your room between 20 and 11 days, the hotel will charge your credit card with a cancellation fee of three overnight stays. If you cancel less than 10 days before the arrival date or fail to attend (no-show), the hotel will charge your credit card for the whole stay.
NH 9 de Julio Hotel and NH Tango Hotel
For cancellations received more than 45 days pror to arrival no cancellation fee applies. If you cancel your room between 45 and 31 days prior to arrival, the hotel will charge your credit card with a cancellation fee of one overnight stay.
If you cancel your room between 30 and 10 days, the hotel will charge your credit card with a cancellation fee of two overnight stays. If you cancel less than 9 days before the arrival date or fail to attend (no-show), the hotel will charge your credit card for the whole stay.
Sheraton Buenos Aires Hotel & Convention Center
Changes and cancellations should be made in written to the ICCA Events Department. For cancellations received up to 30 days prior to arrival, no cancellation fee is charged. Cancellations received between 29 and 15 days prior to arrival are subject to a cancellation fee of 50%. If you cancel 14 days or less before the arrival date or fail to attend (no-show), the hotel will charge your credit card for the whole stay.
13.Is there a transfer service to/from the airport to the official hotels and the social event venues?
More information regarding the transfers will be available soon.
Please check here if you need a visa to go to Argentina.
Should you
require a letter for the Congress, please contact the ICCA Events Department once you have registered.
Ing. Edmundo M. Tombeur
HOBBIT Worldwide Logistics S.A.
Moreno 1140 - 3er Piso - Buenos Aires - Argentina
Phone: 54-11-43828182
etombeur@hobbit.com.ar
www.hobbit.com.ar
Please do not send your shipment to the hotel or venue on your own.
17.How do I participate in the Business Exchange?
When
registering, you can indicate that you want to participate. You will
then receive a separate email with instructions. The instructions will
also include a link to an online application form where you will need to
complete information on the event you are putting forward for the
Business Exchange.18.What information do I need to supply for the Business Exchange?
First
you have to propose a lead. Participants do so, by filling out an
Online Lead Proposal Form and submitting the form to ICCA HQ. Once your
lead has been reviewed and updated by the research department, you will
receive an acceptance letter. It is only when this process has been
completed that you can become a Business Exchange participant.
A lead must:
- attract at least 250 participants.
- be held on a regular basis.
- rotate between at least 3 different countries.
Please note: In case of a past meeting, it should not have taken place more than 2 years ago.
You
are only able to propose one lead. If the proposed meeting doesn't meet
all of these criteria, the meeting will not be accepted and you will be
asked to propose another lead as soon as possible.
Yes
you can, however you will have already talked about your lead to some
of the participants and they may no longer be interested in the same
lead while they might have a new lead themselves.
As long as it is still within the deadline, you may, please contact Michel Retz.
The deadline to submit the form will be announced soon.
Unfortunately
if you have missed the deadline and haven’t submitted the Online Lead
Proposal Form, you will not be able to participate in the Business
Exchange.
As
soon as a lead has been approved you will be able to access it on the
ICCA Association Database, following the instructions in your acceptance
letter.
After the deadline has passed you will receive the link to the online Business Exchange booklet.
27.How do I make a Business Exchange appointment?
You
will be able to make appointments, via the SpotMe app which will be
made available to all participants 2 weeks before the ICCA Congress.
Through this app you will be able to contact other Business Exchange
participants to set up meetings in advance.
There
are no limits on the number of appointments you can make, we advise you
to make as many appointments for the Business Exchange sessions as
possible.
During the Business Exchange time slots, each round will last 10 minutes.
30.Can we discuss leads with each other outside of the Business Exchange sessions?
You
can engage in Business Exchange throughout the Congress. But please
note; most participants will expect you all to be present at the actual
Business Exchange sessions. Outside of these sessions, you are able to
use the networking breaks to meet each other in the Business Exchange
Coffee Zone or at any other time & place.
31.What is the First Time Attendee Programme?
It
is not mandatory to participate in the programme; however we strongly
recommend attending, as it is a good way to meet other new attendees and
also see what you can get out of the Congress.
In
order to become a First Time Attendee mentor you must have attended a
previous ICCA Congress. If you would like to volunteer to become a
mentor at the Congress, please contact Ksenija Polla.
34.What are the Expert Advice Appointments?
During the registration process, you can indicate your fields of expertise.
Yes, closer to the Congress you will receive details of people that have indicated an interest in your expertise.
Appointments
can be made through the SpotMe app and by email. You will receive a
list with experts and their areas of expertise closer to the congress.
ICCA has again created a timeslot for members who want to organise an internal meeting (user groups, marketing consortia, alliances). For more information, please click here.
If you wish to arrange a meeting, please contact Mieke van Loenen.
No, there are pre-defined time slots for these meetings.
The room is free of charge; however food, beverages and AV are at your own expense.
42.What is a Research one-on-one appointment?
You
can book an appointment using the SpotMe App. 2 weeks before the
Congress you will receive an email with instructions on how to download
the app. It is possible to borrow a device onsite for the usage of
SpotMe.
44.What is the Silent Auction?
Please
always use your SpotMe app to bid on prizes and follow the progress of
the Silent Auction. Bids for each item are anonymous and the highest bid
received by the end of the auction will win the prize.
46.How do I know if I have won something?
Winners
will be notified via their SpotMe app and/or by email on Tuesday
evening, 3 November, between 16:30 and 18:00 local time in Buenos Aires, Argentina.
To
donate please sign into the Silent Auction website and fill in your
information and your prize details in the 'Donor Upload' section of the
website. The deadline for donating a prize is 24 October 2015.
Follow this link to
see what was donated in previous years. Prizes can be big or small,
packages or single prizes, leisure-related, meetings-related, objects,
etc.!
The amount raised is submitted to the ICCA Education Fund which financially supports the Forum for Young Professionals,
held during ibtm world and AIME. The aim of these two forums is to provide
educational opportunities for young meetings professionals, both members
and association meeting planners.
ICCA
will promote your organisation, online and offline, to all ICCA
delegates at the Congress, and to the associations and ICCA members
attending the two Forums for Young Professionals.
52.Are there any opportunities for me to sponsor the ICCA Congress?
If you would like more information on sponsorship opportunities, please contact Mieke van Loenen.
53.I don’t want to sponsor anything on the list, can I make a suggestion?
We
are open to new sponsorship ideas as long as they are in line with the
Congress goals, theme and design. If you would like to make a
suggestion, please contact Mieke van Loenen.
