The Association of Namibia (AAN) and World Autism Organisation (WAO) and their congress partners, Plug-in Namibia and Onyx Marketing, (The WAO-26 Congress Team) reserve the right to amend these terms at any time. The most recent version of the terms and conditions will be made available on our website. The WAO-26 Congress Team does not accept any responsibility or liability for any errors, omissions or changes.
All participants, sponsors, exhibitors, partners, accompanying persons and anyone involved or active in the congress are responsible for their own insurance/s (e.g. health, medical, travel, theft, accommodation, etc.).
Personal information collected during registration is processed by designated persons and partners to facilitate event logistics, hotel reservations, and visa processing. Participants are hereby officially advised that post event you may be emailed a survey by the Congress office to complete, your assistance in answering the questions (to be used for improvement or changes for future congresses) and validating your attendance would be appreciated After the congress, a survey form will be sent to all participants, including sponsors and exhibitors, Information will be kept until the final congress external audit has been completed. Thereafter, Participants can choose to remain on the database in relation to membership and networking, and can unsubscribe at any time. Organisers commit to secure and ethical data storage in compliance with data privacy regulations as per data collection regulations and stipulations to prevent financial crimes governed by the Financial Intelligence Act (FIA) 13 of 2012 (as amended), and as per Ministry of Home Affairs, Immigration, Safety and Security (MHAISS) under the Immigration Control Act 7 of 1993.
The WAO-26 Congress Team is committed to conserve natural resources and promote environmental sustainability throughout the conference. Our aim is to have minimal waste. In terms of packaging and use of plastic and disposable products, we request that you consider the environmental principles of reducing waste, water use and energy consumption.
The WAO-26 Congress Team does not sell participant information to third parties. The security and privacy of our participants is of utmost importance to us and we would like networking between our sponsors, exhibitors and participants as safe and secure as possible.
Terms and Conditions and Rules which specifically pertain to the Congress Centre and the client/s; participant/s; exhibitor/s; guest/s; visitor/s, or accompanying person/s using it during the WAO Congress 2026: All items brought onto the premises by the client/s; participant/s; exhibitor/s; guest/s; visitor/s, or accompanying person/s of the WAO Congress 2026 will be the sole responsibility of such client/s; participant/s; exhibitor/s; guest/s; visitor/s, or accompanying person/s. The Hotels, Congress Venue and their Management, Autism Association of Namibia and World Autism Association do not accept any responsibility or liability for the loss of or damage to any such property, item, or goods. Proper care must be taken by the client/s; participant/s; exhibitor/s; guest/s; visitor/s, or accompanying person/s to safeguard such possession at all times and especially during refreshment- and lunch breaks. The client/s; participant/s; exhibitor/s; guest/s; visitor/s, or accompanying person/s keeps indemnified and holds the hotel, venue, or it’s duly appointed agent, harmless against all loss, damage or claim of whatsoever nature or from cause however arising while utilising the Windhoek International Convention Centre premises. No Hotel food is allowed to be taken out of the premises. The client/s; participant/s; exhibitor/s; guest/s; visitor/s, or accompanying person/s shall not erect or attach any fixture or item on any part of the allocated rooms without prior written permission from the conference centre’s management. Any damage resulting from such attachment or affixing will be billed to the client/s; participant/s; exhibitor/s; guest/s; visitor/s, or accompanying person/s and payment shall be required in full upon presentation of invoice. All venues will be setup according to the instructions of the The WAO-26- Congress team as per returned “Conference Confirmation sheet” and no changes to these setups will be affected on the day of the event unless enough time is afforded to ensure the timely completion of such changes. The client/s; participant/s; exhibitor/s; guest/s; visitor/s, or accompanying person/s agrees that after his departure, the hotel may possess goods left behind and authorise the hotel, after giving one month’s notice to the address registered by the client/s; participant/s; exhibitor/s; guest/s; visitor/s, or accompanying person/s, of its intention to sell such property privately or publicly at the hotel’s discretion at such a price as the hotel may determine and offset proceeds of such sale against possible indebtedness or to hold such proceeds for a period of three years pending any claims by the guest for these proceeds, failing which they shall be deemed as having been donated to the hotel.
Windhoek International Convention Centre has the right to determine the noise levels and music levels. Should the levels be of such nature that it is disturbing the clients of the hotels the hotel may end the function. The client will still be liable for all the function costs. Music and entertainment must end at 24h00 and may only be done in an enclosed environment. All open areas may only have background music. Windhoek International Convention Centre cannot be held liable for bad weather on the day of the function should the function be held in an open area. The client is liable for the full costs of the function. The hotel will do its utmost to try and assist the client in such an event. The client/s; participant/s; exhibitor/s; guest/s; visitor/s, or accompanying person/s may not bring any drink or food from outside NOTE WELL: In the case of events having an exhibition character of materials or valuables, we advise our customers/clients/participant/s to take out, at their own expense, insurance that may cover any damage that they may suffer, whatever the reason. ” This includes the Place where these materials would be stored (parking, hallway, bedroom, meeting room, etc.)
It is strongly recommended that the participant familiarise themselves with the terms and conditions of booking at each of the designated hotels. WAO-26 Congress Team will not take responsibility or be liable for any claims arising from the particpant’s not having read the terms and conditions.
To review the specific conditions of your booking, manage reservations, or view exact deposit requirements, visit the Mövenpick Hotel Windhoek Website or the broader Accor Terms and Conditions of Sale Any changes to reservations after full and final confirmation must be done in writing and must reach the hotel no less than seventy-two (72) hours prior to arrival. Any no-shows will be charged in full on arrival date and an additional day thereafter. The customer shall be responsible for any loss from or damage caused to the allocated rooms or furnishings, utensils and equipment therein by any act, default or neglect of the customer or guest and the hotel shall demand the amount required to make good or remedy such damage. 1. Windhoek International Convention Centre reserved the right to request a deposit on check-in for any additional expenses that may arise during the stay of the guest/client of which such expenses are not covered by the company or organisation through which such guest/client is booked. 2. All rooms are to be vacated by no later than 11h00 on the day of check-out, failure of which will result in the charging of day rates against the guest/client of which the amount will be determined by the hotel. 3. All valuables are to be locked in the safety deposit boxes available at the receptions of the hotels. The hotel and its management will not accept any liability for the loss
of any property brought into the rooms by the guest/client if no effort was taken in safeguarding such properties. 4. Day Rooms are available only on request at a rate set by the management of the hotels. 5. Late departure guests/clients (after 11:00) can make use of our luggage storage facilities, available at each hotel. 6. All private group meal requirements are to be requested in advance to avoid disappointments resulting from overbooked facilities. 7. Where appropriate, the masculine gender shall include the feminine gender or vice versa and single shall include plural.
Arebbusch Lodge Accommodation and Travel Policies https://www.arebbusch.com/policy-document/
City Lodges: Town Lodge Namibia Terms and Conditions https://citylodgehotels.com/legal-hub/ResNam
Contact info@wao-congress-26.com to discuss your selected package and confirm your registration.
Once a Sponsor/Exhibitor registration form has been received, a confirmation and invoice will be emailed to the Sponsor/Exhibitor. Please note that submission of a Sponsor/Exhibitor registration form indicates acceptance of all TERMS & CONDITIONS specified within this Sponsor/Exhibition document. The registration form will be held as a valid liable contract, by which both parties will be bound.
All invoices must be paid within 14 days of the invoice date. Any registrations after 1 October are due immediately. All payments must be made in Namibia Dollar (N$). Payment can be made by bank wire / SWIFT transfer (Namibia is not part of the IBAN system) or credit card via our PayToday portal (Namibia) on https://wao-congress- 26.com. Bank details will be provided on all invoices. All bank charges are the responsibility of the sender. If the Client fails to submit full and final payment 1 month prior to the event, WAO/Autism Assn Namibia can cancel the Client’s participation with no refund of monies received. Should registration and subsequent payment terms be after the above period, alternate dates will be confirmed with the client (sponsor and/or exhibitor). Should an Exhibitor/Sponsor wish to cancel any of its participation (sponsorship, exhibition space, shell scheme, stand services, advertising etc.), written notification must be sent to info@wao-congress-26.com . Refunds will be based on the following schedule:
Stand Assignment, Exhibition Construction & Staff: Tiered Sponsors will be offered first preference on exhibition space location as required. The remainder will be allocated strictly on a first come, first served basis to other exhibitors and will be confirmed in writing, by WAO/Autism Assn Namibia. If a custom designed stand is to be constructed, please provide a diagram of the proposed stand, with details and dimensions. All display constructions require the approval of the Exhibition & Sponsorship Manager at WAO/Autism Assn Namibia, 6 weeks prior to the conference. All stands must adhere to
the dimensions as booked according to their package and per the exhibition manual that will be issued to all confirmed exhibitors. Preferences and priorities requested by the Exhibitor/Sponsor as to space location will be respected whenever possible. The Exhibition & Sponsorship Manager however reserves the right to make reasonable transfers as to the location of the Exhibitor/Sponsor’s space should any circumstances arise where it is deemed necessary. No transfers will be made without prior notice to the Exhibitor/Sponsor. Any changes in space locations do not entitle the Exhibitor/Sponsor to cancel the exhibition space or obtain monetary compensation. The WAO-26 Congress Team reserve the right to alter the layout of the exhibition area and to remove sections of the space and features such as posters, catering and internet café where or as required. Exhibitors agree to be present the full duration of the exhibition during the event. Set up and dismantling of any display/exhibition spaces must only occur during the specific allotted timings.
The WAO-26 Congress Team cannot be held responsible for any loss of damage of/to any equipment brought in for the Exhibitor/Sponsor’s exhibition. The Exhibitor/Sponsor is therefore advised to ensure to take out adequate insurance cover as necessary including Employers Liability & Public Liability cover, insurance to cover loss of damage to venue, exhibits or other personal property. In addition, the Exhibitor/Sponsor is required to show proof of their insurance liability in the event of damage to the venue. Exhibitors and their representatives shall indemnify and hold harmless WAO 26 Congress Committee, World Autism Organisation, Autism Association, and their partners Rennies BCD Travel, PlugIn and Onyx, as well as any affiliated agents and employees from any or all liability. The complete Rules & Regulations will be provided in due course in the Technical Information Document (Exhibition) which will be issued to all exhibitors by the 31 August 2026.. The Rules & Regulations must be fully observed by exhibitors, their contractors and their personnel. Insurance documentation and risk assessments must be provided per dates and deadlines in this document and failure to provide any required documentation may cause your registration to be cancelled with no refund available. The WAO-26 Congress Team reserve the right to demand changes to, or closure of any stand that does not conform to these Rules & Regulations. If an exhibitor fails to comply with the official rules and regulations, The WAO-26 Congress Team reserve the right to reclaim its exhibition space and resell it, and all monies paid by the exhibitor shall be forfeited
Once a sponsor or an exhibiting company has reserved exhibition space, modular booth and/or stand services, it agrees to abide by the payment conditions and cancellation policy plus all further rules and regulations in the technical information manual. The Sponsor/Exhibitor agrees not to carry on additional promotional activities in Windhoek outside the conference venue over the dates of the WAO-26 Autism Congress. If acting as a sponsor/exhibitor, all activities must take place within the venue or for related events (e.g. social events and tour programmes) and any activities must be specifically agreed with The WAO-26 Congress Team of the conference. Contact info@wao- congress-26.com
(Trading as Rennies BCD Travel Namibia) Registration Number: 89/098 (“Rennies BCD Travel Namibia”) is the officially appointed Travel / Visa & Accommodation Agency for the WAO-26 Congress.
1. Travel Management Flight quotations, reservations, and ticketing (international and domestic) Itinerary planning and travel routing support; Travel documentation guidance Changes, cancellations, and rebooking management 2. Travel Insurance Quotations and issuing of travel insurance for travel to Namibia 3. Accommodation Services Hotel sourcing, recommendations, and negotiated conference rates Booking and confirmation management Support with special accommodation requirements 4. Ground Transportation Airport transfers (individual and group) Hotel–conference shuttle services Day tours and activities for participants Car rental arrangements where required 5. Visa & Entry Assistance Guidance on Namibian MICE visa requirements Assistance with MICE visa applications 6. Support & Management Emergency travel assistance Handling of travel-related queries before, during, and after the event Dedicated support desk during the conference Weekly coordination meetings with the Client
7.1 Rennies BCD Travel Namibia reserves the right to sub-contract any part of the Service in
consultation with the Client such as, but not limited to, the supply of accommodation, ground transport services (including transfers and tours), travel insurance through licensed insurers, and visa services, to subcontractors chosen by it. 7.2 Rennies BCD Travel Namibia acts as an intermediary when supplying travel services and therefore shall not be held responsible and/or liable for any operational and/or service failures caused by any of its Suppliers. 7.3 Rennies BCD Travel Namibia undertakes to use their industry knowledge and relationships with Suppliers, to investigate any service failures or disputes and present the facts to Client, to enable them to make decisions on the required actions. Rennies BCD Travel Namibia will act on behalf of the Client, after consultation, to obtain refunds or facilitate any damage claims due to service failures.
10.1 The consideration payable by the Client for the Service is set out in Annexure B attached hereto. 10.2 Payment for air tickets, purchased by Rennies BCD Travel Namibia on the Client’s behalf shall be made by the Client by means of an EFT by the Client with Rennies BCD Travel Namibia for this purpose. 10.3 Payment of all Rennies BCD Travel’s invoices in respect of consideration for the Services of ground handling, accommodation, visa and service fees and other travel-related services shall be due and payable by the Client in advance and upon presentation of a pro-forma invoice. 10.4 In respect of air tickets which have been returned to the Supplier for refund, Rennies BCD Travel Namibia shall refund the client the refund received, excluding airline penalties, the service and administration fee, on receipt of the refund from the Supplier. 10.5 In the event that these payment terms are not met, a charge of 2% (two percent) above the current prime overdraft rate as charged by Rennies BCD Travel Namibia’s bankers from time to time will be charged on the amount due, whether by Rennies BCD Travel Namibia to the Client or vice versa. Invoices will accompany the statement so that the detail can be reconciled. Should there be a dispute on the invoices / statement the disputed item will not fall under the
2% penalty. 10.6 The Parties agree that each of the items shall be liable for legal costs on an attorney-and-client scale, including collection commission and other charges or any other damages which may arise as a result of the breach by the Breaching Party of any of the provisions of this Agreement. 10.7 Original supporting documentation which may include original supplier invoices; are not mandatory and therefore does not absolve the Client from any payment obligations. 10.8 In the event that Suppliers issue charges and adjustments to Rennies BCD Travel Namibia during the tenure of this Agreement, the Client agrees to pay any such charges as are legitimately attributable to it, provided that the charges are raised not later than 3 (three) months after the date of the travel and further provided that the Client shall be allowed at least 30 (thirty) days during which to complete its own investigation into the charges. The Parties agree that in the event of additional charges and adjustments such as have not been passed on to the Client, that Rennies BCD Travel Namibia shall prepare a separate invoice clearly indicating such charges and/or adjustments; the nature of the Services rendered and the period during which Services were rendered. The Client shall accordingly and hereby agree to reimburse Rennies BCD Travel Namibia for such additional charges and adjustments where said additional charges and adjustments are not in dispute and Rennies BCD Travel Namibia can provide proof thereof. 12. REFUND MANAGEMENT All Travel Management Companies have been instructed by IATA (the global organisation governing airlines) that no refunds may be submitted without written approval from the Client. By the Client’s signature on this Agreement, the Client hereby authorises Rennies BCD Travel Namibia to process refunds on the Client’s behalf. The onus is on the Client to utilise the ticket prior to the expiry date. Rennies BCD Travel Namibia will not be held responsible for any loss should the Client not use the ticket in time. In this case Rennies BCD Travel Namibia will process refunds, not automatically, but on the Client’s instruction only. 12.1 The Client hereby acknowledges that:
12.1.1 Certain airlines require that air tickets be refunded immediately upon cancellation and that Rennies BCD Travel Namibia is thereby obliged to process these refunds immediately. 12.1.2 All airlines have the right to recall any refund up to 9 (nine) months from the date that the ticket was refunded, and should this be the case, the Client will be re-invoiced for the recalled refund amount, if and when Rennies BCD Travel Namibia receives this charge-back. 12.1.3 All airlines have the right to conduct independent audits into churning (repeatedly rebooking same flights, dates, passengers). The airlines will implement churning penalties to the issuing agent, and these charges will be passed onto the client. 12.1.4 Additional charges may be levied by Rennies BCD Travel Namibia in order to facilitate any and all refunds in terms of this clause 12.1. 12.2 Requirements relating to the notification of cancellation or non-use of air tickets: 12.2.1 It is a requirement that all air tickets are either cancelled or re-booked and re- issued for future travel before the original date of departure. 12.2.2 Where the Client does not advise Rennies BCD Travel Namibia and/or the airline of the cancellation of a ticket or part of a ticket, as the case may be, before departure, the ticket/ passenger will automatically be flagged as a no-show. 12.2.3 No-show tickets, and all the connecting flights and return flights, are automatically cancelled by the airline. 12.2.4 Any no-show tickets submitted for a refund may be subject to additional fees as charged for by the airline and/or Rennies BCD Travel. 12.2.5 The Client hereby accepts responsibility to inform all its travellers of the rules with regard to cancellation after departure applicable to its chosen airline, as non-adherence thereto could result in an invalid air ticket with additional costs relating to refunds. 14. DATA PROTECTION AND PERSONAL INFORMATION 14.1 Both Rennies BCD Travel Namibia and the Client shall comply with their respective obligations under the applicable Data Protection legislation and Protection of Personal information Act (“POPI”). 14.2 Any dispute arising in terms of this clause should immediately, but not later than 3 (three) days after the dispute arose, be referred to the person/s as stipulated below, and should the dispute not be resolved within 5 (five) days after the referral, the dispute should be dealt with in terms of the Dispute Resolution clause as contained in this Agreement
obligations under this Agreement involves or necessitates the processing of Personal Information and/or data relating to individuals and/or legal entities as a responsible Party or other data processor (as contemplated by the Data Protection legislation), and subject to any provisions of the Data Protection legislation and/or POPI: https://www.popiact-compliance.co.za/popia-information/23-popi-or-popia- understanding-the-difference The Client hereby expressly, and in terms of POPI, gives Rennies BCD Travel Namibia and its Suppliers consent to obtain and share personal information (as defined in POPI) relating to the Client and/or its travellers, which consent the Client warrants it has obtained from each traveller, for the sole purposes of rendering the Services as detailed in this Agreement to the Client/traveller and/or determining if credit should be extended to the Client. The Client furthermore expressly, and in terms of POPI, gives Rennies BCD Travel Namibia consent to store such Personal Information for the duration of this Agreement, where after all Personal Information concerning the Client will be destroyed and Rennies BCD Travel Namibia will ensure that its Suppliers comply with the provision of this clause. The Client acknowledges that the authority of issuing visas lies with the embassies and consulates and that they have the sole authority to deny or grant a visa within their timeframes and criteria. No embassy or consulate is under obligation and cannot be forced to reveal reasons for denial or reduced visa access. No embassy will refund costs due to denial of visa or a visa granted other than what was indicated on application. It is confirmed that the traveller, in signing these Terms and Conditions, is authorised to do so and agrees to acknowledges the risk and indemnifies Rennies BCD Travel Namibia or its agents and employees of all legal and financial implications in delivering the service, save as provided for herein. CANCELLATION AND/OR CHANGING OF TRAVEL All cancellations and/or changing of travel by the Client is subject to the terms and conditions of the relevant Suppliers and the Client hereby acknowledges that they have read and understood the relevant terms and conditions. DISPUTE RESOLUTION In the event of a dispute arising out of or in connection with this Agreement: Such a dispute shall be referred by the Parties first to an authorised representative of each Party for resolution. The Parties shall negotiate in good faith to settle the dispute as expeditiously as possible but in any event within a period of 5 (five) days of the matter being referred to them. If the dispute cannot be resolved by the authorised representatives within 5 (five) days after it has been referred to them, either Party may give to the other Party written notice that a dispute has arisen and cannot be resolved by the authorised representatives (the “Escalation Notice”).
Within 5 (five) days after the date of the Escalation Notice, the dispute shall be referred to the Chief Executive Officer of Rennies BCD Travel Namibia and the Managing Director of the Client for resolution and/or for further action. Rennies BCD Travel Namibia acts as the agent for the Suppliers providing transportation, accommodation or other elements of the Service and all coupons, receipts, tickets and other documents are issued subject to the terms and conditions specified by the Suppliers. Rennies BCD Travel Namibia shall not be liable for any accident, loss, injury or damage to the Client or to anyone whose travel arrangements are booked by Rennies BCD Travel, whether or not pursuant to this Agreement in connection with any transportation, accommodation or other elements of the Service resulting from any occurrences or conditions beyond its control, including (without limitation) defects in vehicles, breakdowns in equipment, strikes, thefts, delays or cancellation of, or changes in itinerary or schedules. In these circumstances Rennies BCD Travel Namibia will seek alternatives in a timely manner. Where Rennies BCD Travel Namibia is/was aware of, or ought reasonably to have been aware of any risks, elements, and impending changes in and to any arrangements made on the Client’s behalf with a Supplier and has not passed this information to the Client timeously, Rennies BCD Travel Namibia shall be liable to the Client for provision of alternatives, at its cost. Where time is of the essence and Rennies BCD Travel Namibia cannot provide alternatives as envisaged, then the Client may self-provide and be entitled to be reimbursed therefore at a fee equivalent to the service fee charged by Rennies BCD Travel. Rennies BCD Travel Namibia shall not be liable for any loss, liability or damage (whether direct or indirect, consequential or otherwise) which the Client may suffer and which may be attributable, directly or indirectly to: The Client’s designated bank declining the Client’s credit card;** Any travel requisition not being approved as a result of insufficient funds in the Client’s allocated bank account;** **Only applicable to credit card clients The failure of any Client approver to approve a travel requisition which results in a lapsed/ expired/ cancelled fare, and which results in an increased cost to the Client; ‘No Shows’ by any Client traveller for their flight(s) and/or land reservation(s). Neither Party shall be liable for any failure to fulfil any of its obligations hereunder insofar as such failure is due to force majeure or “Act of God” (collectively referred to as “Force Majeure”). For the purposes of this clause, force majeure shall include events beyond the control of the Party claiming force majeure that cannot be foreseen, or if foreseeable, cannot be avoided, and which occur after the date of entry into force of this Agreement. Such events shall prevent or hinder the carrying out of the obligations of the Party claiming force majeure, and shall mean war, rebellion, insurrection, acts of public enemy or terrorism, quarantine restriction, sabotage, government control or act,
embargo, labour dispute, fire, accident, earthquake, storm, flood, epidemic, drought or other natural disaster. The Party affected by force majeure shall promptly notify the unaffected Party of any incident it deems to be force majeure, and will also promptly notify the unaffected Party of the cessation of such incident. If the affected Party is only partially hindered in the performance of its obligations hereunder, then it shall remain liable for the remainder of its obligations.