Policies & Guidelines
Our comprehensive policies ensure a safe, secure, and professional environment for all IMMCEE 2026 participants. Please review these important guidelines.
Privacy Policy
Last updated: December 1, 2025
Information We Collect
- Personal information provided during registration (name, email, phone, company details)
- Technical information (IP address, browser type, device information)
- Event participation data (sessions attended, booth visits, networking activities)
- Communication preferences and marketing consent
- Payment information for exhibitors and sponsors (processed securely through third-party providers)
How We Use Your Information
- Event registration and participation management
- Communication about event updates, schedules, and important announcements
- Networking facilitation between participants
- Marketing communications (only with explicit consent)
- Event analytics and improvement for future editions
- Compliance with legal and regulatory requirements
Information Sharing
- We do not sell personal information to third parties
- Exhibitor contact information may be shared with registered visitors for business purposes
- Aggregate, non-personal data may be shared with sponsors and partners
- Information may be disclosed if required by law or to protect our rights
- Service providers may access information necessary to provide their services
Data Security
- Industry-standard encryption for data transmission and storage
- Regular security audits and vulnerability assessments
- Access controls and authentication measures
- Secure payment processing through PCI-compliant providers
- Regular backup and disaster recovery procedures
Your Rights
- Access your personal information and request corrections
- Opt-out of marketing communications at any time
- Request deletion of your personal information (subject to legal requirements)
- Data portability - receive your information in a structured format
- Lodge complaints with relevant data protection authorities
Security Policy
Last updated: December 1, 2025
Event Security Measures
- Professional security personnel at all entry points and throughout the venue
- CCTV surveillance system covering all public areas
- Metal detectors and bag screening at main entrances
- Emergency response procedures and trained first aid personnel
- Coordination with local law enforcement and emergency services
- Secure storage facilities for valuable equipment and displays
Digital Security
- SSL encryption for all online transactions and data transmission
- Regular security updates and patches for all systems
- Multi-factor authentication for administrative access
- Firewall protection and intrusion detection systems
- Regular security audits by third-party specialists
- Secure Wi-Fi networks with appropriate access controls
Participant Responsibilities
- Keep registration badges visible at all times
- Report suspicious activities to security personnel immediately
- Follow all safety guidelines and emergency procedures
- Secure personal belongings and valuable items
- Comply with photography and recording restrictions
- Respect intellectual property and confidential information
Emergency Procedures
- Clearly marked emergency exits and evacuation routes
- Public address system for emergency announcements
- Trained emergency response team on-site
- Medical facilities and qualified medical personnel available
- Coordination with local emergency services
- Regular safety drills and procedure updates
Cancellation & Refund Policy
Last updated: December 1, 2025
Event Cancellation by Organizers
- Full refund of all fees if event is cancelled due to circumstances beyond our control
- Alternative dates will be offered when possible
- Refunds processed within 30 business days of cancellation announcement
- Force majeure events include natural disasters, government restrictions, and public health emergencies
- Participants will be notified immediately of any cancellation decisions
Exhibitor Cancellation Policy
- Cancellations more than 90 days before event: 90% refund
- Cancellations 60-90 days before event: 75% refund
- Cancellations 30-60 days before event: 50% refund
- Cancellations less than 30 days before event: No refund
- All cancellations must be submitted in writing
- Booth space may be resold at organizer's discretion
Visitor Cancellation Policy
- Free visitor registrations can be cancelled at any time without penalty
- Paid seminar registrations: Full refund if cancelled 7+ days before event
- Cancellations less than 7 days: 50% refund
- No-shows are not eligible for refunds
- Transfers to colleagues are permitted with advance notice
Sponsor Cancellation Policy
- Sponsorship agreements are binding contracts
- Cancellation terms are specified in individual sponsorship agreements
- Early cancellation may result in partial refund based on services already provided
- Marketing materials and commitments may continue as per agreement
- Consultation with legal team required for all sponsor cancellations
Code of Conduct
Last updated: December 1, 2025
Professional Behavior
- Maintain professional and respectful behavior at all times
- Respect cultural diversity and individual differences
- Use appropriate language and avoid offensive or discriminatory remarks
- Dress professionally and appropriately for a business environment
- Respect intellectual property rights and confidential information
- Follow all venue rules and regulations
Networking Guidelines
- Engage in meaningful and respectful business conversations
- Respect others' time and schedule constraints
- Exchange business cards and contact information appropriately
- Follow up on business discussions in a timely and professional manner
- Avoid aggressive sales tactics or inappropriate solicitation
- Respect privacy and confidentiality of business discussions
Exhibition Guidelines
- Exhibitors must remain within their allocated booth space
- Demonstrations must comply with safety regulations
- Sound levels must not disturb neighboring exhibitors
- All promotional materials must be appropriate and professional
- Booth setup and breakdown must follow specified schedules
- Compliance with all local regulations and permits required
Prohibited Activities
- Harassment, discrimination, or inappropriate behavior of any kind
- Unauthorized photography or recording of exhibits or presentations
- Distribution of inappropriate or offensive materials
- Consumption of alcohol in unauthorized areas
- Smoking in non-designated areas
- Any illegal activities or violation of local laws
Enforcement
- Violations may result in immediate removal from the event
- Serious violations may result in permanent ban from future events
- Refunds will not be provided for participants removed for policy violations
- Legal action may be taken for serious violations or illegal activities
- All participants are expected to report violations to event staff
Intellectual Property Policy
Last updated: December 1, 2025
Exhibitor IP Rights
- Exhibitors retain all rights to their intellectual property
- IMMCEE does not claim ownership of exhibited products or technologies
- Exhibitors are responsible for protecting their own IP during the event
- Patent, trademark, and copyright protections remain with original owners
- Exhibitors should clearly mark proprietary and confidential information
Photography and Recording
- Official event photography and videography for promotional purposes
- Participants consent to being photographed in public areas
- Exhibitors may restrict photography of specific products or displays
- Media personnel must obtain proper accreditation and permissions
- Commercial photography requires explicit written permission
- Live streaming and broadcasting subject to separate agreements
Content Usage Rights
- IMMCEE may use event photos and videos for marketing purposes
- Participant testimonials and quotes may be used with permission
- Company logos may be used in official event materials and websites
- Presentation materials remain property of the presenters
- Conference recordings available to registered participants only
Third-Party IP Compliance
- All participants must respect third-party intellectual property rights
- No unauthorized use of copyrighted materials, trademarks, or patents
- Participants are liable for any IP infringement claims
- IMMCEE reserves the right to remove infringing materials
- Legal disputes regarding IP are the responsibility of the parties involved
Questions About Our Policies?
If you have any questions about these policies or need clarification on any specific points, please don't hesitate to contact our team.