WFTGA 2025 Convention – Terms and Conditions

1. Organiser and Liability

The official organiser of the WFTGA 2025 Convention is Kumamoto International Tourism Guide Association (K-ITG), based in Japan, acting on behalf of the World Federation of Tourist Guide Associations (WFTGA), based in Austria. K-ITG assumes full responsibility and legal liability for all aspects of the event organisation and execution. The WFTGA functions solely in an advisory and representative capacity and bears no legal responsibility for the event.

Important: As this is an internal professional association event for tourism industry professionals, consumer travel protection laws do not apply to this Convention.

2. Participation Categories and Included Services

Main Convention Programmes:

a) General Admission Delegates

• Access to all official sessions, workshops, and cultural events
• All meals as specified in the programme (breakfast, lunch, dinner, coffee breaks)
• Guided tours and site visits with entrance fees included
• Local transportation as per official itinerary
• Convention materials and documentation

b) Accompanying Persons

• Access to designated cultural events and social programmes
• Meals during official functions
• Guided tours specifically arranged for accompanying persons
• Local transportation for included activities

c) Non-Members

• Same services as General Admission Delegates
• Additional non-member registration fee applies

Pre-Convention Tours:

a) General Pre-Convention Tour

• Accommodation as specified (twin/double occupancy)
• All meals included
• Expert-guided tours conducted in English
• Entrance fees to all listed attractions and sites
• Ground transportation (private coach, Shinkansen as specified)
• Professional tour guide services

b) Delegates Pre-Convention Tour

• Enhanced programme with additional professional networking opportunities
• Same inclusions as General Pre-Convention Tour
• Exclusive delegate sessions and site visits

Post-Convention Programme:

• Accommodation and meals as specified
• Guided tours and cultural experiences
• Transportation and entrance fees included
• English-speaking professional guides

Day Passes:

a) Local Tourist Guides

• Participation on selected day(s) only
• Meals and activities for respective day(s)
• Access to relevant professional sessions

b) DMO Representatives

• Same inclusions as Local Tourist Guides
• Access to industry networking sessions

Additional Services:

• Hotel Bookings: Official accommodation can be arranged through K-ITG
• Extra Nights: Additional nights before/after the official programme at participant's expense
• Room Upgrades: Subject to availability and additional cost

3. Services NOT Included:

• International flights to/from Japan
• Domestic flights within Japan (unless specifically mentioned)
• Travel insurance and medical insurance
• Visa application fees and related expenses
• Personal expenses and purchases
• Room service, minibar, and hotel extras
• Laundry services
• Telephone calls and internet charges (where not complimentary)
• Alcoholic beverages (except those included in official dinners)
• Optional tours or activities not listed in the official programme

4. Medical Conditions and Special Requirements

Participants must inform K-ITG in writing at time of registration of:

• Any medical conditions requiring special attention
• Food allergies or dietary restrictions
• Mobility limitations or accessibility requirements
• Medication requirements

K-ITG will make reasonable efforts to accommodate special needs but cannot guarantee that all requirements can be met. Participants with serious medical conditions are advised to consult their physician before travel and ensure adequate travel insurance coverage.

5. Force Majeure and Liability Limitations

K-ITG shall not be held liable for any injury, illness, accident, loss, damage, delay, or programme modifications caused by circumstances beyond reasonable control, including but not limited to:

• Natural disasters (earthquakes, typhoons, volcanic activity)
• Pandemic or health emergencies
• Extreme weather conditions
• Political unrest or civil disturbances
• Transportation strikes or delays
• Acts of terrorism
• Government restrictions or regulations
• Supplier failures beyond K-ITG's control

In such circumstances, K-ITG reserves the right to modify the programme, substitute venues, or arrange alternative services of comparable value. No compensation will be provided for such modifications, and any additional expenses remain the participant's responsibility.

6. Cancellation and Refund Policy

All cancellation requests must be submitted in writing to K-ITG via email. Cancellation charges are calculated from the date of written notification:

Cancellation Schedule:

• Until 30 September 2024: Full refund minus €50 administrative fee
• 1 October – 30 November 2024: 50% refund of total fees paid
• 1 December 2024 onwards: No refund

Additional Terms:

• Substitutions: Name changes/substitutions may be permitted subject to K-ITG approval and administrative fee
• No-shows: No refund for non-attendance or partial participation
• Processing: Refunds will be processed within 60 days after the Convention conclusion
• Method: Refunds will be made via the original payment method

Event Cancellation by Organiser:

Should K-ITG be forced to cancel the Convention due to force majeure, participants will receive a full refund of registration fees. K-ITG's liability is limited to registration fees only and does not extend to airfares, accommodation bookings made independently, or other related expenses.

7. Behaviour and Conduct

Participants are expected to conduct themselves professionally and respectfully throughout the Convention. K-ITG reserves the right to remove any participant whose behaviour is deemed inappropriate, with no refund provided.

8. Data Protection

Personal information provided during registration will be used solely for Convention purposes and will be handled in accordance with applicable data protection laws. Information may be shared with hotels, transport providers, and other service suppliers as necessary for event execution.

9. Photography and Media

By participating in the Convention, participants consent to photography and video recording during official events. These materials may be used by WFTGA and K-ITG for promotional purposes.

10. Final Provisions

• These Terms and Conditions constitute the complete agreement between participants and K-ITG
• Any modifications must be made in writing and agreed upon by both parties
• If any provision is deemed invalid, the remaining provisions remain in full effect
• Applicable Law: Japanese law governs this agreement
• Jurisdiction: Japanese courts have exclusive jurisdiction for any disputes
• Language: In case of discrepancies between language versions, the English version shall prevail

By completing registration and payment, participants acknowledge they have read, understood, and agree to be bound by these Terms and Conditions.

Privacy Notice for WFTGA Conventions

Disclaimer: Unless otherwise stated, any reference herein to “WFTGA” refers to the World Federation of Tourist Guide Associations, and “K-ITG” refers to the Kyushu Association of Interpreters, Translators and Guide-Interpreters, operating as K-ITG.

WFTGA and K-ITG are committed to protecting your personal data and respecting your privacy. This notice explains how we collect, use, and manage the personal data you provide during your registration for the Convention. By registering, you enter into a contractual relationship with WFTGA/K-ITG for participation in the event.

We distinguish between:

• “Ordinary personal data” (e.g. name, contact details, phone number), and

• “Sensitive personal data” (e.g. photograph, dietary requirements, accessibility needs).

1. Use of Ordinary Personal Data

By registering, you consent to the following:

• Your basic registration details may be shared with other participants to facilitate professional networking during and after the Convention, including via a possible official event app and/or virtual platform.

• Your data will be stored in the secure registration system for up to two years, to allow post-event communication between participants. This information will not be shared with third parties who are not affiliated with the event.

• WFTGA/K-ITG may use your contact details to send important communications about the Convention via email, WhatsApp, or other suitable channels.

• Your data may be shared with authorised platform providers (e.g. for virtual participation) solely for the operation of this Convention.

• WFTGA/K-ITG may store your information in their CRM system to maintain records of involvement with the organisation, including past events and engagement with potential and current members. The WFTGA/K-ITG privacy policy for CRM data will apply in these cases.

In addition:

• A list of names, association affiliations, and countries of registered participants (without contact details) may be displayed to WFTGA/K-ITG members during the promotional period of the Convention. This list will be removed immediately after the event.

• On the Convention’s virtual platform, a profile containing your name, title, organisation, country, contact details, and photograph (if provided) may be made visible to other participants.

• Your name, association, and country may also be shared with the Local Host Committee (LHC) and within the password-protected “My WFTGA/K-ITG” portal.

2. Use of Sensitive Personal Data

We treat sensitive data with heightened care. You may choose whether to provide this information.

Photographs for Identification

• If you provide a personal photograph during registration, it may be shown on the official app and/or virtual platform for up to one year.

• You may request removal of your image at any time by contacting us at the Convention email address.

Photography and Video at the Event

• By attending the Convention, you acknowledge that photographs and videos may be taken during sessions, social events, and tours.

• These materials may be used for WFTGA/K-ITG educational, promotional, or media purposes (including print, digital platforms, social media, and websites).

• WFTGA/K-ITG reserves the right to edit, reproduce, and distribute this content without further approval or compensation.

• All rights to such materials become the property of WFTGA/K-ITG. However, if you appear in any image or footage and would like it removed, we will respect your request and act promptly.

Contact

If you have any questions about how your personal data is handled, or if you wish to withdraw any of the above consents, please contact us at:

📧 convention2026@wftga.org