Terms & Conditions

1. Introduction
Welcome to TOKAS 2025 (the “Event”). These Terms and Conditions (“Terms”) govern your registration, attendance, and participation in TOKAS 2025, held October 10–12, 2025 in Dubai, UAE. By registering for or attending the Event, you agree to comply with these Terms in full.
2. Registration & Access

Eligibility: To register, you must be at least 18 years old and provide accurate, complete information during registration.
Confirmation: Upon successful registration and payment, you will receive a confirmation email with your access credentials or e-ticket.
Badge Usage: Your Event badge (digital or printed) is non-transferable and must be worn visibly at all times on-site. Lost badges must be reported immediately; replacement badges are subject to a replacement fee of USD 50.

3. Payment & Fees

Pricing: All ticket prices, sponsorship packages, and add-ons are listed in USD. TOKAS reserves the right to correct pricing errors.
Payment Terms: Full payment is due at the time of registration. If payment is not received within 15 days of registration, your registration may be canceled, and no refund will be issued.
Late Registration: After October 1, 2025, late registration fees apply as indicated on the registration page.

4. Speaker & Exhibitor Commitments

Speaker Requirements: All speakers must submit their final presentation materials (slides, abstracts) by September 15, 2025. Failure to do so may result in removal from the agenda without refund.
Exhibitor Materials: Exhibitors must comply with booth setup and teardown timelines communicated by the Event organizer. Any failure to adhere to those schedules may result in additional fees.

5. Cancellations & Refunds

Delegate Cancellations: Delegates may cancel their registration in writing up to August 31, 2025 for a full refund, minus a USD 100 processing fee. Cancellations after August 31 and through September 30 receive a 50% refund. No refunds after September 30, 2025.
Speaker/Exhibitor Cancellations: Speakers and exhibitors who cancel by August 1, 2025 receive a full refund of fees paid, minus any costs already incurred by the organizer. No refunds after August 1, 2025.
Substitutions: Registrants may substitute another attendee from their organization at any time, provided written notice is given at least 5 days before the Event.

6. Code of Conduct

Professional Behavior: Attendees, speakers, sponsors, exhibitors, and staff must conduct themselves professionally and in a respectful manner. Harassment, discrimination, or disruptive behavior of any kind will not be tolerated.
Compliance with Laws: All participants must comply with applicable local laws, including customs regulations, security policies, fire codes, and venue rules.
Privacy & Recording: Unauthorized recording or photography in private sessions, closed-door meetings, or breakouts is prohibited. Attendees may be recorded by the Event organizer in public areas; by remaining on-site, you agree to be filmed, photographed, or recorded.

7. Intellectual Property

Ownership: All Event branding, logos, content (including presentations, recordings, and digital assets) are the intellectual property of TOKAS or its partners.
Use of Materials: Attendees may not reproduce, distribute, or publicly share any Event materials without prior written consent from the organizer.

8. Liability & Indemnification

Medical/Emergency: Attendees are responsible for their own health, safety, and insurance coverage. The Event organizer is not liable for any injury, loss, or damage incurred while attending.
Force Majeure: If the Event is canceled or postponed due to circumstances beyond control (e.g., natural disasters, government actions, pandemics), the organizer’s liability is limited to the refund policies outlined above.
Indemnification: You agree to indemnify and hold harmless TOKAS, its officers, employees, and agents against any claims, liabilities, losses, or expenses (including legal fees) arising from your participation.

9. Privacy & Data Usage

Data Collection: Your registration data (name, company, email, job title) is collected for Event management and communication purposes.
Third-Party Sharing: Except as required by law, your personal data will not be sold or rented to third parties. We may share registration data with approved sponsors and partners for the sole purpose of post-Event follow-ups.
Marketing Consent: During registration, you may opt-in to receive marketing communications. You can unsubscribe at any time by emailing alam@vostad.org.

10. Changes to Terms
The organizer reserves the right to modify these Terms at any time. Any significant changes will be communicated via email to registered participants and posted on the official Event website.

Terms & Conditions

Eligibility: To register, you must be at least 18 years old and provide accurate, complete information during registration.

Confirmation: Upon successful registration and payment, you will receive a confirmation email with your access credentials or e-ticket.

Badge Usage: Your Event badge (digital or printed) is non-transferable and must be worn visibly at all times on-site. Lost badges must be reported immediately; replacement badges are subject to a replacement fee of USD 50.

3. Payment & Fees

Pricing: All ticket prices, sponsorship packages, and add-ons are listed in USD. TOKAS reserves the right to correct pricing errors.

Payment Terms: Full payment is due at the time of registration. If payment is not received within 15 days of registration, your registration may be canceled, and no refund will be issued.

Late Registration: After October 1, 2025, late registration fees apply as indicated on the registration page.

4. Speaker & Exhibitor Commitments

Speaker Requirements: All speakers must submit their final presentation materials (slides, abstracts) by September 15, 2025. Failure to do so may result in removal from the agenda without refund.

Exhibitor Materials: Exhibitors must comply with booth setup and teardown timelines communicated by the Event organizer. Any failure to adhere to those schedules may result in additional fees.

5. Cancellations & Refunds

Delegate Cancellations: Delegates may cancel their registration in writing up to August 31, 2025 for a full refund, minus a USD 100 processing fee. Cancellations after August 31 and through September 30 receive a 50% refund. No refunds after September 30, 2025.

Speaker/Exhibitor Cancellations: Speakers and exhibitors who cancel by August 1, 2025 receive a full refund of fees paid, minus any costs already incurred by the organizer. No refunds after August 1, 2025.

Substitutions: Registrants may substitute another attendee from their organization at any time, provided written notice is given at least 5 days before the Event.

6. Code of Conduct

Professional Behavior: Attendees, speakers, sponsors, exhibitors, and staff must conduct themselves professionally and in a respectful manner. Harassment, discrimination, or disruptive behavior of any kind will not be tolerated.

Compliance with Laws: All participants must comply with applicable local laws, including customs regulations, security policies, fire codes, and venue rules.

Privacy & Recording: Unauthorized recording or photography in private sessions, closed-door meetings, or breakouts is prohibited. Attendees may be recorded by the Event organizer in public areas; by remaining on-site, you agree to be filmed, photographed, or recorded.

7. Intellectual Property

Ownership: All Event branding, logos, content (including presentations, recordings, and digital assets) are the intellectual property of TOKAS or its partners.

Use of Materials: Attendees may not reproduce, distribute, or publicly share any Event materials without prior written consent from the organizer.

8. Liability & Indemnification

Medical/Emergency: Attendees are responsible for their own health, safety, and insurance coverage. The Event organizer is not liable for any injury, loss, or damage incurred while attending.

Force Majeure: If the Event is canceled or postponed due to circumstances beyond control (e.g., natural disasters, government actions, pandemics), the organizer’s liability is limited to the refund policies outlined above.

Indemnification: You agree to indemnify and hold harmless TOKAS, its officers, employees, and agents against any claims, liabilities, losses, or expenses (including legal fees) arising from your participation.

9. Privacy & Data Usage

Data Collection: Your registration data (name, company, email, job title) is collected for Event management and communication purposes.

Third-Party Sharing: Except as required by law, your personal data will not be sold or rented to third parties. We may share registration data with approved sponsors and partners for the sole purpose of post-Event follow-ups.

Marketing Consent: During registration, you may opt-in to receive marketing communications. You can unsubscribe at any time by emailing alam@vostad.org.

10. Changes to Terms The organizer reserves the right to modify these Terms at any time. Any significant changes will be communicated via email to registered participants and posted on the official Event website.

10. Changes to Terms
The organizer reserves the right to modify these Terms at any time. Any significant changes will be communicated via email to registered participants and posted on the official Event website.