CONTRACT TERMS AND CONDITIONS

BAVENO (VCO – Italy) AND PRE-TOUR SICILIA – 21/24 SETTEMBRE 2023

These Terms and Conditions will apply to bookings and the purchase of services via the website or by other means.
The Organizer of the Congress package (hereafter the Organizer) is:

Associazione Italiana Centri di Giardinaggio (AICG)
Registered address: Via Sommacampagna n.63/d
37137 Verona, Italia
(P.I: 04861700237 CF: 93233820237)
The provider of technical services (hereafter: the Provider) is:
Istante Viaggi s.r.l.
sede legale: Via Ivanoe Bonomi n.2/b
46100 Mantova (MN)
(P.I. 02668080209 – RC Tua assicurazione 40324512000525 – fondo garanzia: garanzia viaggi – certificato n. A/148.5432/1/2022))

1. Introductory provisions
These Terms and Conditions of the Organizer govern the process of concluding the contract and the reciprocal rights and obligations of the parties arising from a provision of accompanying services for participants of the Congress organized by Associazione Italiana Centri di Giardinaggio (AICG), Baveno-Italia 24/30 September 2023 (hereafter “the Congress” and “the Organizer”).
The Congress and the related Services are intended exclusively for:
Sector companies, albeit not members of industry associations, may also participate upon request.
The Congress is not intended for the general public, which is not entitled to use the website to purchase services, but may contact the Organizer (AICG) at their address or email address to request an individual offer of the services.
The Organizer offers the Services to the Customers as participants of the Congress, consisting mainly of:
1. Providing accommodation during the Congress;
2. Providing transport within the Congress;
3. Providing food at the Congress;
4. Information meetings, tours of companies and garden centres, recreational activities
(hereafter, the Services). Services may also be provided to Customers by third parties through which the Organizer ensures the provision thereof.
The provisions of these Terms and Conditions form an integral part of the Provision of Services Contract (the Contract).
The contract for the provision of services during the Congress includes the following packages:
For bookings before 30 September 2022
Single room, per person:     € 2.550,00
Double room, per person:   € 2.400,00
Lake view supplement:        free
Transfer to and from Milano Malpensa airport:      free
For bookings between 1st October 2022 to 28 February 2023
Single room, per person:                      € 2.550,00
Double room, per person:                    € 2.400,00
Lake view supplement, per person:       € 200,00
Transfer to and from Milano Malpensa airport, per person:     € 70,00
For bookings from 1st march 2023 onward
Single room, per person:                      € 2.800,00
Double room, per person:                   € 2.650,00
Lake view supplement, per person:       € 200,00
Transfer to and from Milano Malpensa airport, per person:     € 70,00
Please note that the participation fee does not include: additional consummations, personal requests due to food intolerances and allergies, tips and further extras. These costs shall be borne by the Customer.

SICILY PRE-TOUR
The Congress will be preceded by a pre-tour from the 21st to the 24th of September 2023 in Sicily.
The participation fee is € 1.850,00 per person for a single room, and € 1.700,00 per person in a double room.
The pre-tour participants will meet at Catania airport on the 21 September 2023, at 17,00.
The participation fee includes: transfer from Catania airport to the Hotel; nights including breakfasts, lunches and dinners; visits and guides.
Please note that the participation fee does not include: additional consummations, personal requests due to food intolerances and allergies, tips and further extras. These costs shall be borne by the Customer.
./.
The payment of the contract shall be executed:
50% at the moment of the booking, following the issuing of the invoice;
50% within 31 May 2023, following the issuing of the invoice;
100% at the time of the booking, following the issuing of the invoice, for bookings from 1 June 2023 onward.
2. Conclusion of the contract
To conclude the Contract within the purchasing process, the Customer, on www.igca2023.com, shall first select the desired service and to state their eventual specific requests, according to the Organizer’s current offer available.
All transactions will be made in Euros (EUR).
VAT at the prevailing rate is included in the prices. If the Italian Government changes the vat rate, levies any new and applicable taxes, AICG reserves the right to charge any additional amount that may be due as a result of the change(s).
The customer shall complete all sections required on the booking form.
The information provided is necessary to complete the transaction and to enable AICG to provide the service(s) ordered.
AICG will review the booking and, once satisfied that terms and conditions required of the purchaser have been met, will issue a booking confirmation to complete the contract. The confirmation will be sent to the email address provided by the Customer, usually within 14 working days, but this cannot be guaranteed.
A summary of the completed order and of the relative costs will be provided for the Customer to check before the payment is processed.
The Customer shall independently arrange for the payment, to be completed after AICG has issued the relative invoice.
The contract is not in place until the order is confirmed by the Organizer.
The conclusion of the contract implies the acceptance of the present Terms and Conditions.
3. Other provisions
Any additional requests for changes or cancellation of an order may be sent by the customer to the Organizer’s at info@igca2023.com, notwithstanding the Organizer’s right not to comply with such requests and the provisions included in part 4 – Cancellation policy.
Costs incurred by a customer for any means of communication-related to the conclusion of the contract shall be borne by the Customer.
By sending the order (booking), the Customer grants the Organizer his/her consent to the processing of his/her personal data, which he/she completes for the purpose of making the order, according to the provisions of the General Data Protection Regulations.
The data will be processed solely for the purposes of performance of the contract and provision of the services, and only for the purpose of providing the services will the Organizer transmit the data to third parties but only to such third parties which ensure provision of the services for the Organizer.
The consent to data treatment by the Customer is necessary, and the policy pursuant to art. 13 and 14 of the EU Regulation n. 679/2016 can be found on the website www.igca2023.com. Consent is understood to be given with the conclusion of the contract.
The customer is entitled to withdraw consent to the processing of personal data at any time by a registered letter or an email with guaranteed electronic signature sent to the registered address of the Organizer.
The Customers, by concluding the contract, not only consent to data treatment, but also expressly authorize the Organizer, or another person thus charged, to publish picture on the site and/or on trade magazines in articles or advertisement of the Congress. The consent extends to minors, and any denial must be communicated via registered letter or e-mail with electronic signature, sent to the registered address of the Organizer.
The Organizer will make available on www.igca2023.com a specific app, in which the Customers may enter their contacts to facilitate communications during the Congress. The data entry is voluntary and personal, and it implies the authorization to the treatment of the data according to the privacy policy.
The Contract shall be governed by and construed in accordance with the Italian Law.
Unless any alternative dispute resolution procedure is agreed between the Organizer and customer, they agree to submit to the exclusive jurisdiction to the courts of Italy in respect of any dispute arising out of or under this Contract.
4. Cancellation Policy
If the customer chooses to cancel, for whatever reason, the following will apply and the amount indicated below withheld from any refund due:
Cancellation fees:
Before the 31 May 2023, included: 50% of the registration fee  
From 1 June to 30 June 2023, included: 50% of the total participation fee
From 1 July 2023 onward: 100% of the total participation fee
Changing the name of the person registered to attend is free before 31 July 2023; from 1 August 2023 onward, the registered name cannot be changed and a refund cannot be given.
The costs arising from the booking of any additional services beyond what is included in the Contract (i.e. booking for a longer stay) or their cancellation will be borne by the Customer, even if they were executed through the Organizer.
The Organizer (AICG) does not take responsibility for any financial penalties that may result.
All delegates are responsible for checking visa entry requirements for Italy.
We strongly recommend to check on a regular basis for any change for the entry formalities in Italy, therefore we recommend that to visit the Ministry of the Interior website.
If a delegate books a place and is subsequently unable to obtain the necessary Visa, the about cancellation fees will apply.
We recommend that delegates consider appropriate insurance to cover travel and costs incurred if the Congress is cancelled. The Organizer (AICG) will not be liable for any cost incurred by delegates as a result of cancellation due to reasons outside of the Organizer’s control.
We also recommend to Customers coming from outside the European Union to purchase an adequate health insurance policy.
Before or at the latest on the 1st of June, the Organizer will make a final decision if the Congress will take place. Should the Congress be cancelled due to a supervening health emergency or any other unforeseeable event, any amount already paid will be reimbursed, save for a € 750,00 detraction per Customer.

CONTACT

Via Sommacampagna n. 63/d 37137 Verona (VR) – Italy

+39 031.301037

REGISTER

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    (minimum age of 18 at start of congress)

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    Dietary requirements
    No meatNo poultryNo fishNo seafoodVeganGluten freeNo cheese or milk derivative

    Please let us know if you have any other allergies or requirements

    Do you have any special needs or disabilities that need to be catered to enable you to get the most from the Congress?
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    Transfers from/to Milan Malpensa Airport will be provided on the 24th September (+ 70 euro back and forth). Do you want to book the transfer?*
    YesNo

    If Yes, choose the time of departure from Milan Malpensa Airport: 12.00 p.m. (option for Youth Tour) - 03.00 p.m. - 05.00 p.m.
    12.00 p.m.03.00 p.m.05.00 p.m.

    For young(er) delegates (<40), we host an informal Sunday afternoon session to meet each other. Do you like to join this session?*
    Next Generation Study Tour (inc. Meet and Greet Activity Sunday afternoon)
    This tour is only open to delegates between the ages of 18-40. It is a learning experience to encourage the younger generation into the garden retail industry and to connect new networks and contacts from delegates all around the world. Active participation is essential. This tour also includes a bonus Sunday afternoon ‘Meet and Greet’ activity and Business Forum discussion before the official opening of the congress on Sunday evening. Get to know your peers by participating and sharing information about your garden centre, work experiences, successes, challenges and what you hope to learn during the Congress with other delegates during this forum and active discussions on the bus during the tour.
    YesNo

    We'll have regular buses and interactive tours with more interaction between the visits. Which one do you prefer?*
    Interactive Tour
    There are daily topics that will be discussed on the buses throughout the course of the week. Delegates are expected to participate in discussions, to share information and ideas about their businesses and conduct garden centre reviews with feedback to best gain the most of this experience.
    Non-Interactive Tour
    This is a leisure tour where no formal engagement or discussions are organised for buses.

    Regular TourInteractive Tour

    Please select the room you want to reserve for Congress*
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    Lake view OPTION*
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    If you want to share the room with someone else, please let us know her or his name and we will book you a double room.
    Mr. / Mrs.

    Please indicate any additional nights you would like to add below. The 22nd and 23rd will automatically be booked when you have chosen for the pre-tour
    Friday, September 22Saturday, September 23Saturday, September 30

    Please select the room you want to reserve for the additional night(s) (Fill only if you selected additional night/s)
    Single roomDouble room with separate bedsDouble room with double bed

    We will display your details in the IGCA 2023 App. This app is only accessible for delegates of the congress and secured via a personal login.
    I don't want to list my email address on the app

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