Terms and Conditions for Invitation Letter Category of International Volunteer Forum 2025
By applying for the Invitation Letter Category of the International Volunteer Forum 2025 in Istanbul, Turkey, you agree to abide by the following Terms and Conditions. These Terms are binding upon submission of your application, and acceptance of these conditions is required to complete the process.
1. Eligibility and Application Submission
1.1. Applicants must meet the eligibility requirements outlined on the official event website at the time of submission.
1.2. All information provided in the application must be accurate, complete, and verifiable. False, misleading, or incomplete information may result in disqualification.
1.3. Submission of an application under this category does not guarantee selection or confirmation of attendance. It is a reservation of your spot at the International Volunteer Forum 2025. The decision of the organizing committee is final and not subject to appeal.
1.4. Selected participants must confirm their attendance by the given deadline through upgrading their category to a Self-Funded one.
2. Issuance and Use of Invitation Letters
2.1. Applicants selected under this category will receive an official invitation letter from the organizing committee, which can be used for visa application purposes.
2.2. The invitation letter alone does not guarantee a visa. Applicants are responsible for meeting all visa requirements and applying to the appropriate embassy or consulate.
2.3. The organizing committee will not contact or request embassy appointments on behalf of participants.
2.4. The invitation letter may be used by applicants to make an emergency request for a visa appointment. However, the committee is not liable for the outcome or delays in visa processing.
3. Non-Refundable Application Fee
3.1. A non-refundable application fee is required for all applicants under the Invitation Letter Category.
3.2. The fee is non-refundable under any circumstances, including but not limited to:
- Visa refusal or delay
- Withdrawal of the application by the applicant
- Postponement or cancellation of the event
- Changes in event dates, venue, or format
4. Event Changes, Amendments, and Postponement
4.1. The organizing committee reserves the right to amend, reschedule, or cancel the event due to unforeseen circumstances, including but not limited to natural disasters, pandemics, or travel restrictions.
4.2. Participants will be notified of any changes through the contact information provided in their application.
4.3. The organizing committee will not be responsible for any expenses incurred as a result of event changes or cancellations.
5. Media Release and Consent
5.1. By participating in IVF 2025, you grant the organizers and affiliated partners the irrevocable right to capture photographs and video of you during the event.
5.2. These materials may be used for marketing, promotional, and public relations purposes across various media platforms including social media, websites, and printed materials.
5.3. By accepting these terms, you acknowledge:
- Once published, the organizers are not obligated to remove any media upon request.
- Future requests to exclude your media from campaigns may be considered, but do not apply to already published content.
5.4. You waive any right to review, approve, or receive compensation for the use of your image or likeness in such materials.
6. Travel and Attendance Requirements
6.1. Participants are responsible for their own travel arrangements and accommodation unless otherwise stated.
6.2. Participants must secure any required travel documents or visas. The organizers will only issue an invitation letter but will not assist with visa appointments.
6.3. Failure to attend or actively participate may affect your eligibility for future HISA events.
7. Code of Conduct
7.1. All participants are expected to act professionally and adhere to the behavioral guidelines set forth by the organizing committee.
7.2. Inappropriate or disruptive conduct may result in immediate removal and disqualification from future events.
7.3. Attendees are responsible for any damages caused to property and may be liable for associated costs.
8. Liability and Disclaimer
8.1. The organizing committee is not liable for injury, loss, or personal damage occurring during the event.
8.2. Participants are advised to arrange personal travel insurance for emergencies including health issues, delays, or lost belongings.
8.3. The organizers will not be responsible for personal, legal, or travel-related complications during your participation.
9. Force Majeure
9.1. The organizers will not be held liable for cancellations or delays resulting from events beyond their control, such as natural disasters, war, pandemics, or government restrictions.
10. Privacy and Data Protection
10.1. By applying, you consent to the collection and use of your personal data for event management purposes.
10.2. Your data will not be shared with third parties except where necessary for event execution and logistics.
11. Governing Law and Jurisdiction
11.1. These terms shall be governed by the laws of the Republic of Turkey.
11.2. Any disputes will fall under the exclusive jurisdiction of courts in Istanbul, Turkey.
12. Acceptance of Terms and Conditions
12.1. By submitting your application for the Invitation Letter Category, you confirm that you have read, understood, and accepted these Terms and Conditions.
12.2. You acknowledge that the organizing committee's responsibilities are limited to issuing the invitation letter, and that visa issuance is beyond its control.
By clicking the “I Agree” button below, you acknowledge that you have read, understood, and agree to abide by these Terms and Conditions.
