This Participation Policy explains the general rules for participation in WESIO Events.

This Participation Policy must be read together with the Public Offer Agreement for Participation in Events, the Conditional Offer Letter, the Application for Accession, invoices, Event documentation, pricing documents, refund schedules, and any other official documents issued by WORLD EDUCATION, SCIENCE AND INNOVATION ORGANISATION LIMITED (“WESIO”).

In the event of any inconsistency, contradiction, or difference of interpretation between this Participation Policy and the Public Offer Agreement, the Public Offer Agreement shall prevail.

1. ELIGIBILITY AND REGISTRATION

1.1. Participation in WESIO Events is open to individuals, Participants, Clients, legal representatives, parents, guardians, organisations, companies, associations, clubs, collective participants, sponsors, and other persons approved by WESIO for a specific Event.

1.2. Participation requires completion of the Application for Accession, acceptance of the Public Offer Agreement, acceptance of this Participation Policy, and compliance with all Event-specific conditions.

1.3. Acceptance into any Event is confirmed by WESIO through one or more of the following actions:

• issuance of a Conditional Offer Letter;
• issuance of an invoice;
• confirmation of payment;
• confirmation of participation by email;
• granting access to Event materials, Event platforms, or Event participation;
• other written or electronic confirmation by WESIO.

1.4. WESIO reserves the right to refuse registration or participation if the Applicant, Client, Participant, sponsor, or paying party does not meet the Event conditions, does not complete payment, does not provide required information, creates organisational or reputational risks, or otherwise fails to comply with WESIO requirements.

2. PAYMENT TERMS

2.1. Participation in WESIO Events is subject to 100% prepayment of the full net invoiced amount, unless otherwise expressly agreed in writing by WESIO.

2.2. All payments must be made in accordance with the invoice, Conditional Offer Letter, Participation Package, Event documentation, or other official payment instructions issued by WESIO.

2.3. All prices, fees, participation charges, deposits, administrative fees, special prices, collective participation prices, Early Booking Prices, Loyalty Programme prices, sponsor-supported prices, and other charges are treated as net amounts payable to WESIO in full, unless expressly stated otherwise in writing.

2.4. Fees do not typically include travel, accommodation, meals, visas, insurance, transport, bank charges, taxes in the payer’s jurisdiction, payment system deductions, currency conversion losses, expenses of accompanying persons, or other third-party costs unless expressly stated otherwise in writing.

2.5. Any taxes, deductions, withholding taxes, remittance taxes, repatriation taxes, bank deductions, currency control deductions, local fiscal charges, or similar obligations arising in the jurisdiction of the Client, Participant, sponsor, Financial Sponsor, bank, payment system, or paying party are the sole responsibility and additional cost of that Client, Participant, sponsor, Financial Sponsor, bank, payment system, or paying party.

2.6. Such taxes, deductions, charges, or local payment obligations shall not reduce the net amount payable to WESIO and shall not create any compensation, reimbursement, refund, offset, document-provision, or support obligation for WESIO.

2.7. WESIO is not obliged to obtain, provide, renew, legalise, apostille, translate, certify, submit, or support any certificate of tax residence, double taxation treaty form, tax exemption form, beneficial ownership confirmation, local tax form, bank compliance form, currency control form, or similar document required in the payer’s jurisdiction, unless WESIO expressly agrees to do so in writing at its sole discretion.

2.8. If a Client, Participant, sponsor, Financial Sponsor, or paying party requests WESIO to adjust, support, reflect, compensate, administer, or otherwise accommodate local taxes, withholding taxes, currency control deductions, banking restrictions, or similar obligations, WESIO may treat such request as a request for amended commercial conditions and may revise the total price, invoice amount, administrative fee, or other applicable charges.

3. EVENT PARTICIPATION CONDITIONS

3.1. Participants are expected to attend the scheduled programme and comply with the Event format, schedule, participation rules, instructions, and reasonable requirements of WESIO and its representatives.

3.2. Participants and Clients are required to:

• attend the Event in accordance with the Event programme;
• comply with ethical standards and code of conduct;
• respect other participants, speakers, mentors, partners, staff, and guests;
• follow health and safety rules;
• not attend the Event when sick or when presenting symptoms of contagious, respiratory, viral, infectious, or other dangerous illness;
• not conceal health conditions that may expose other guests, participants, staff, or organisers to risk;
• provide required documents, materials, presentations, profiles, photos, videos, biographies, or other Event-related information within the required timeframe;
• comply with technical, organisational, venue, and administrative requirements.

3.3. WESIO reserves the right to refuse participation, suspend access, terminate participation, or remove a Participant or Client from an Event for the following reasons:

• violation of payment terms;
• failure to pay the full net invoiced amount;
• failure to provide required documents or information;
• disruptive, unethical, unsafe, unlawful, or disrespectful behaviour;
• health and safety risk;
• damage to WESIO, partners, venues, participants, guests, or third parties;
• misrepresentation, misinformation, or reputational harm;
• force majeure or other unforeseen circumstances;
• other circumstances that WESIO reasonably considers incompatible with participation in the Event.

4. ORGANISATIONAL REQUIREMENTS

4.1. All information required from active participants, including championship participants, jury members, speakers, laureates, presenters, mentors, moderators, sponsors, or other active Event participants, must be provided to WESIO no later than five (5) weeks before the Event, unless another deadline is specified by WESIO.

4.2. Such information may include, where applicable:

• speaker photo;
• participant photo;
• video presentation;
• PDF presentation;
• speech title;
• speech outline;
• short biography;
• company description;
• project description;
• materials for announcements;
• materials for social media;
• materials for certificates, diplomas, badges, programmes, websites, press releases, or Event catalogues.

4.3. Any corrections to submitted information may be made no later than fourteen (14) calendar days before the Event, unless WESIO agrees otherwise in writing.

4.4. Changes requested by the Client or Participant at short notice, or changes that create significant additional organisational work, technical work, administrative work, design work, communication work, or costs for WESIO, partners, venues, technical providers, rental companies, hosts, or other third parties, must be paid by the Client additionally.

4.5. Unless otherwise stated in writing, the current administrative rate for each late correction, late replacement, late change, or additional correction is GBP 200 per correction.

4.6. WESIO may refuse late changes if they are technically, organisationally, commercially, or operationally unreasonable or impossible.

5. SPECIAL PRICES, EARLY BOOKING AND LOYALTY CONDITIONS

5.1. WESIO may offer special prices, Early Booking Prices, Loyalty Programme prices, collective participation prices, club association prices, partner prices, memorandum-based prices, sponsor-supported prices, or other special commercial conditions for specific Events.

5.2. Early Booking Prices are usually offered when participation is booked significantly in advance of the Event, including, where applicable, from twelve (12) to nine (9) months before the Event. WESIO may determine different early booking periods, discount levels, payment deadlines, and conditions for each specific Event.

5.3. Special prices may be offered to members of clubs, associations, partner organisations, educational institutions, companies, delegations, collective participants, groups, or organisations with whom WESIO or its partners have cooperation agreements, memoranda of understanding, sponsorship arrangements, partnership arrangements, or other commercial or institutional relationships.

5.4. Special prices are not automatic and apply only when expressly confirmed by WESIO in writing, invoice, Conditional Offer Letter, official promotional terms, or Event documentation.

5.5. Special prices, Early Booking Prices, Loyalty Programme prices, collective participation prices, partner prices, sponsor-supported prices, and memorandum-based prices may be subject to stricter payment, cancellation, transfer, replacement, refund, or non-refundable conditions than standard participation prices.

5.6. Unless otherwise expressly stated by WESIO in writing, discounted, early booking, loyalty, collective, partner, sponsor-supported, or memorandum-based participation fees are special commercial conditions and may be fully or partially non-refundable.

6. CANCELLATION, NON-REFUNDABLE PAYMENTS AND REFUNDS

6.1. Cancellation and refund conditions may vary depending on the specific Event, Participation Package, programme structure, venue obligations, third-party commitments, Early Booking Price, Loyalty Programme, collective participation conditions, and other Event-specific commercial terms.

6.2. The Client and Participant must comply with the cancellation, refund, non-refundable payment, administrative fee, and other financial conditions stated in the Public Offer Agreement, Conditional Offer Letter, invoice, Application for Accession, pricing document, programme documentation, or other official Event documentation issued by WESIO.

6.3. Unless otherwise expressly stated in writing by WESIO for a specific Event, the following standard refund schedule applies to cancellation by the Client or Participant:

(a) cancellation made ninety (90) or more calendar days before the official start date of the Event: up to one hundred per cent (100%) refund of net cleared funds actually received and retained by WESIO, after deduction of administrative fees, banking charges, currency conversion losses, third-party costs, and other non-recoverable expenses;

(b) cancellation made less than ninety (90) but sixty (60) or more calendar days before the official start date of the Event: up to fifty per cent (50%) refund of net cleared funds actually received and retained by WESIO, after deduction of administrative fees, banking charges, currency conversion losses, third-party costs, and other non-recoverable expenses;

(c) cancellation made less than sixty (60) but thirty (30) or more calendar days before the official start date of the Event: up to twenty-five per cent (25%) refund of net cleared funds actually received and retained by WESIO, unless otherwise stated in Event documentation, after deduction of administrative fees, banking charges, currency conversion losses, third-party costs, and other non-recoverable expenses;

(d) cancellation made less than thirty (30) calendar days before the official start date of the Event: no refund shall be due, and the payment shall be treated as fully non-refundable.

6.4. WESIO may designate certain payments as fully or partially non-refundable, including but not limited to deposits, administrative fees, booking fees, discounted participation fees, Early Booking Prices, Loyalty Programme prices, collective participation fees, partner prices, sponsor-supported prices, memorandum-based prices, and payments connected with third-party obligations.

6.5. A payment may become non-refundable because WESIO has reserved a place for the Participant, declined other potential participants, incurred administrative costs, entered into obligations with venues, hotels, transport providers, speakers, technical providers, partners, or other third parties, or allocated organisational resources for the Client or Participant.

6.6. Any refund by WESIO shall be limited exclusively to net cleared funds actually received and retained by WESIO.

6.7. WESIO shall not be obliged to refund taxes, withholding amounts, transfer deductions, bank charges, payment system fees, currency conversion losses, repatriation taxes, currency control deductions, local fiscal charges, third-party costs, administrative costs, or any sums not actually received and retained by WESIO.

6.8. Approved refunds shall generally be processed within thirty (30) calendar days from the date of official cancellation confirmation, subject to banking systems, payment provider procedures, compliance checks, force majeure circumstances, and availability of required payment details.

6.9. Refunds shall be processed to the original payer or to another account approved by WESIO, subject to compliance, anti-fraud, banking, and payment system requirements.

7. EVENT MODIFICATIONS

7.1. WESIO may modify, postpone, reschedule, relocate, digitise, transfer online, replace, or otherwise change the format, structure, timing, speakers, venue, or operational model of the Event due to force majeure, health emergencies, hostilities, legal restrictions, travel disruption, venue issues, operational necessity, safety concerns, or other circumstances beyond reasonable control.

7.2. Event modification, postponement, rescheduling, relocation, transfer to online or hybrid format, replacement of speakers, or adjustment of Event structure shall not automatically constitute cancellation and shall not automatically entitle the Client to a refund unless expressly stated otherwise in writing by WESIO or required by mandatory law.

7.3. If WESIO cancels an Event for reasons outside the Participant’s control, WESIO may, at its sole discretion unless otherwise required by mandatory law, offer one of the following remedies:

(a) refund of net cleared funds actually received and retained by WESIO for the affected Event; or

(b) transfer of participation, registration, or equivalent value to a future Event, alternative Event, online format, hybrid format, or other reasonable alternative.

7.4. WESIO shall not be responsible or liable for additional losses, expenses, or damages incurred by the Participant, Client, sponsor, relatives, guests, or accompanying persons, including but not limited to travel expenses, accommodation costs, visa fees, insurance costs, opportunity loss, business loss, emotional distress, incidental expenses, or consequential losses.

8. TRANSFER OR REPLACEMENT OF PARTICIPATION

8.1. At its sole discretion, WESIO may offer the Client transfer of participation to another Event, another date, another format, another Participant, or another Participation Package instead of a refund.

8.2. Any transfer or replacement is subject to availability, administrative approval, payment of any price difference, compliance with Event-specific conditions, and WESIO’s written confirmation.

8.3. WESIO is not obliged to offer transfer or replacement unless expressly agreed in writing.

9. CERTIFICATES, DIPLOMAS AND RECOGNITION DOCUMENTS

9.1. Certificates, diplomas, confirmations, awards, laureate documents, jury confirmations, speaker confirmations, or other recognition documents may be issued only where such documents are provided for the relevant Event.

9.2. Such documents may be issued only upon fulfilment of all applicable conditions, including:

• completion of required training programmes, sessions, or Event elements;
• actual attendance or participation in the required Event format;
• full payment of Event Fees and any Additional Fees;
• completion of required documentation and acceptance forms;
• compliance with Event rules, ethical standards, and participation requirements;
• confirmation of status, where applicable, such as SWCC Participant, Jury Member, Speaker, Laureate, Mentor, Partner, or other official Event role.

9.3. WESIO may refuse to issue a certificate, diploma, confirmation, or recognition document if the Participant or Client has not fulfilled the Event conditions, has violated this Participation Policy or the Public Offer Agreement, has not paid the full net invoiced amount, or has failed to provide required information.

10. CODE OF CONDUCT

10.1. Participants and Clients are expected to promote a collaborative, respectful, safe, professional, and constructive learning and business environment.

10.2. Participants and Clients must represent themselves, WESIO, Event partners, and other participants professionally in communication with peers, mentors, staff, speakers, jury members, sponsors, partners, venues, media, and third parties.

10.3. Participants and Clients must not:

• engage in disruptive, abusive, discriminatory, aggressive, misleading, or unlawful behaviour;
• spread misinformation about WESIO, its Events, partners, participants, staff, or associated organisations;
• damage the reputation, property, rights, or legitimate interests of WESIO, partners, venues, participants, guests, or third parties;
• violate health and safety rules;
• disrupt the Event programme;
• use Event materials, brands, media, photos, videos, or intellectual property without permission;
• create risks for other participants, guests, staff, partners, or organisers.

10.4. Violation of the Code of Conduct may result in refusal of participation, removal from the Event, denial of access, termination of participation, refusal to issue certificates or diplomas, and no refund where permitted by the Public Offer Agreement and applicable law.

11. MEDIA, PHOTOGRAPHY AND EVENT MATERIALS

11.1. WESIO Events may be photographed, filmed, recorded, streamed, published, or promoted in media, websites, social media, press releases, presentations, reports, Event materials, and other communication channels.

11.2. By participating in the Event, the Client and Participant acknowledge that images, videos, names, roles, project descriptions, company names, speeches, presentations, or public participation moments may be used by WESIO for Event reporting, promotion, educational, media, archival, and communication purposes, subject to applicable law and WESIO’s Privacy Policy.

11.3. Any special restrictions concerning photography, filming, publication, or personal data must be communicated to WESIO in writing before the Event and may be subject to WESIO’s operational possibilities and legal obligations.

12. LEGAL FRAMEWORK

12.1. This Participation Policy forms part of the contractual framework between WESIO and the Client and must be read together with the Public Offer Agreement.

12.2. This Participation Policy, the Public Offer Agreement, and participation-related documents are governed by the legal framework stated in the Public Offer Agreement.

12.3. Disputes unresolved through good faith negotiations shall be subject to the dispute resolution and jurisdiction provisions of the Public Offer Agreement.

12.4. In the event of any inconsistency, contradiction, or difference of interpretation between this Participation Policy and the Public Offer Agreement, the Public Offer Agreement shall prevail.

12.5. Nothing in this Participation Policy shall be interpreted as an obligation of WESIO to administer, compensate, reimburse, monitor, support, or provide documents for tax obligations, withholding obligations, currency control obligations, banking procedures, or payment procedures arising in the jurisdiction of the Client, Participant, sponsor, Financial Sponsor, bank, payment system, or other paying party.

This Participation Policy must be read in conjunction with the Public Offer Agreement, which is publicly available at [www.wesio.org](http://www.wesio.org) and is legally binding upon accession.