These terms and conditions ("Terms") govern the participation of associations ("Participants"), associations that are in the final round (“Finalists”) and the grant winners (“Winners”) in the Incredible Impacts Programme ("Programme") organised by the International Congress & Convention Association (ICCA) and BestCities Global Alliance ("Organisers"). By entering the Incredible Impacts Programme, Participants agree to comply with these Terms. It is important to carefully read and understand these Terms before submitting an entry. 

1. Eligibility:

a. The Programme is open to international associations that are legally registered and recognised entities or can be nominated by ICCA members.

b. Participants must adhere to any additional eligibility criteria specified by the Organisers, as communicated through official Programme materials on the Incredible Impacts website. 

a. Participants must submit their entries in the format specified by the Organisers through the submission portal. 

b. Entries may include, but are not limited to, written materials, videos, presentations, or any other relevant medium. 

c. Entries must be submitted within the specified entry period, as communicated by the Organisers. 

d. Participants are responsible for ensuring the accuracy and completeness of their entries. Any false or misleading information provided may result in disqualification. 

e. All entries become the property of the Organisers and will not be returned.

3.  Intellectual Property:

a. Participants retain the intellectual property rights of their entries. By submitting an entry, Participants grant the Organisers a non-exclusive, worldwide, royalty-free licence to use, reproduce, modify, adapt, publish, and display their entry for promotional purposes related to the Programme. 

b. Participants warrant that they have obtained all necessary permissions, licences, and clearances for any third-party materials included in their entries.

4.  Judging and Selection for the Incredible Impacts Grant:

a. The judging process will be carried out by a panel of independent judges appointed by the Organisers. The judging panel will nominate three Finalists for the Incredible Impacts Grant who will present their entries at the ICCA Congress of that calendar year. An audience vote will take place after these presentations, and the winning entry will be decided with an equal weighting between the judging panel and audience vote. 

b. The judging criteria will be communicated by the Organisers and may include factors such as innovation, creativity, evidence of impact/ success and overall quality. 

c. Participants making the final round of three finalists agree they will send one representative to present their entry at the ICCA Congress. Economy class return flight, accommodation and registration fee for the ICCA Congress will be provided by ICCA. The Finalists are responsible for their own travel and health insurances, visa, transportation, and expenses. 

d. The decisions of the judges and audience vote are final and binding on all Participants.

5.  Judging and Selection for the Incredible Impacts Seed Fund Grant:

a. One (1) Winner of the Incredible Impacts Seed Fund Grant will be chosen by the Organisers and will be announced at the ICCA Congress. 

b. The Winner is welcome to travel to and attend the ICCA Congress at their own expenses. The Organiser is not responsible for any of the expenses occurred for their attendance of the ICCA Congress.

5.  Grants: 

a. The winning Incredible Impacts Grant of USD $20,000 and the Seed Fund Grant of USD $5,000 offered in the Programme must be put towards future impact initiatives. A detailed budget with breakdown of how the grant funds will be spent must be submitted on entry into the Programme.

b. BestCities Global Alliance will disburse the grants to the Winners and reserve the right to disburse payment in tranches based on the budget submitted by the Winners.  

c. The winners of the Incredible Impacts Grant and the Seed Fund Grant will be required to join the judging panel to assess applications for the following year's Incredible Impacts Grant.

6.  Disqualification and Termination:

a. The Organisers reserve the right to disqualify any Participant who violates these Terms or engages in any fraudulent, unethical, or inappropriate conduct. 

b. The Organisers may terminate or suspend the Programme at any time for reasons beyond its control or if it deems necessary.

7.  Limitation of Liability: 

a. The Organisers and its affiliates, employees, agents, or representatives shall not be held liable for any direct, indirect, incidental, consequential, or punitive damages arising out of or in connection with the Programme. 

b. Participants participate in the Programme at their own risk and agree to indemnify and hold the Organisers harmless from any claims, losses, or liabilities arising from their participation.

c. It is strongly recommended that the Finalists take out travel and health insurance to cover losses incurred in case of cancellation, medical expenses and damage to or loss of personal effects. The Organisers will not be responsible for any medical costs incurred by the Finalists. The Organisers will not accept liability for personal injuries or for loss or damage to property belonging to the Finalists, either during or as a result of the Event or during any tours (if applicable).  

d. The Organisers acts as an agent only in securing hotels and transfer services and in no event that the Organisers shall be liable for acts or defaults in the event of injury, damage, loss, accident, delay or irregularity of any kind whatsoever during arrangements organised through contractors or the employees of such contractors in carrying out services. Hotel and transportation services are subject to the terms and conditions under which they are offered to the public in general. The Organisers reserve the right to make changes where it’s deemed necessary, without prior notice to the parties concerned. All disputes are subject to Dutch law based on Article 10.

8. Privacy and Data Protection: 

a. The Organiser may collect personal information from Participants for the purposes of administering the Programme. By participating, Participants consent to the collection, use, and disclosure of their personal information in accordance with the Organisers’ privacy policy. 

b. Participants have the right to access, modify, or delete their personal information held by the Organisers upon request.

c. Participants agree that their details may be shared with the International Journal of Business Events and Legacies and that they may be approached by the journal’s administrator, Curtin University, for inclusion of their entry in the journal.

9.  Entire Agreement: 

These Terms constitute the entire agreement between the Participants and the Organisers regarding the Incredible Impacts Programme and supersede any prior agreements or understandings, whether written or oral.

10. Dispute resolution: 

The agreement is governed by Dutch law unless the law of another country is applicable on the basis of mandatory law. In the event a dispute arises between the parties with regard to the rights or duties created by this Contract, or in the event of a breach of this Contract by either party, the parties agree to meet and confer in a good faith effort to resolve the dispute. In the event the parties are unable to informally resolve the dispute within thirty (30) days after the dispute has arisen, the parties agree to submit the dispute before the Disputes Committee for Private Educational Institutions (The Disputes Committee), both by the Participants and by ICC B.V. Bordewijklaan 46, P.O. Box 90600, 2509 LP The Hague (www.degeschillencommissie.nl). The Disputes Committee asks for financial compensation for handling a dispute. 

11. Disclaimer:

Unless otherwise stated, any reference herein to “ICCA” shall be deemed to refer to International Congress and Convention B.V. (ICC B.V.), a private limited liability company registered with the Dutch trade register under number 85598232.

By participating in the Incredible Impacts Programme, Participants acknowledge that they have read, understood, and agreed to be bound by these Terms and Conditions.