Terms & Conditions

1. Participation and selection

Participation in the FAM Trip is subject to application and confirmation by Rotterdam Partners. Applications will be reviewed based on their relevance to the objectives and target audience of the Rotterdam Convention Bureau.

If your application is successful, you will receive written confirmation from us. As places are limited, submitting an application does not automatically guarantee participation.

By submitting your application, you confirm that you have read and agree to these Terms & Conditions.

2. About the programme

The FAM Trip takes place from 2–4 December 2026 and is designed to give selected event professionals first-hand experience of Rotterdam as a destination for international conferences and business events.

We ask participants to join the full official programme so you can get the most out of the experience and the connections made during the trip. If you are unable to attend part of the programme, please discuss this with us in advance.

The programme is provisional and may be adjusted where necessary. We will keep participants informed of any significant changes.

3. Travel, accommodation and other costs

What we cover
For confirmed participants, Rotterdam Partners will cover the agreed:

• Travel to and from Rotterdam
• Accommodation
• Local transportation included in the programme
• Meals, refreshments and activities included in the official programme 

Depending on travel connections, we may arrange for you to arrive earlier or depart later.

In line with our sustainability ambitions, we encourage rail travel where this is a practical alternative. For destinations that can reasonably be reached within approximately five hours by train, rail travel may be arranged instead of air travel.

What you arrange yourself
Personal expenses that fall outside the agreed FAM Trip arrangements are at your own expense. These may include additional accommodation, travel upgrades, non-programme meals and activities, personal transportation and travel documentation or insurance.

We ask you to ensure that your travel documents are valid, arrange any necessary visas or authorisations and have appropriate travel and health insurance in place.

Please let us know in advance about any dietary or accessibility requirements so we can do our best to accommodate them.

Liability
Participation in the FAM Trip is at your own risk. Rotterdam Partners cannot accept responsibility for circumstances outside its reasonable control, including personal injury or illness, loss of or damage to personal belongings, travel disruption or visa and entry issues.

4. Changes and cancellations

We understand that plans can change. If you need to cancel your participation, please let us know by email as soon as possible. Your cancellation is confirmed once you receive written acknowledgement from Rotterdam Partners.

Cancelling before bookings are made
You can withdraw your application or cancel your participation without financial consequences before we have committed to travel, accommodation or other arrangements on your behalf. Please see the Provisional Planning Timeline in Annex 1 for the relevant dates.

Cancelling after bookings are made
Once travel, accommodation or other arrangements have been booked on your behalf, cancellation may result in costs that cannot be recovered.

In that case, we may ask you or your organisation to reimburse these costs. This could include cancellation charges for flights, hotels or transportation and other costs directly related to your booking. We will provide details of any costs involved.

Unable to attend?
If you can no longer attend, you may propose a colleague from the same organisation to take your place. The substitute should have a comparable or more senior decision-making role and participation will need to be approved by Rotterdam Partners.

Any additional costs resulting from a substitution, such as changes to travel bookings, may need to be covered by you or your organisation.

If a participant does not attend without notifying us in advance, we may ask for reimbursement of any non-refundable costs incurred on their behalf.

Changes or cancellation by Rotterdam Partners
In exceptional circumstances, we may need to change, postpone or cancel the FAM Trip. This could include circumstances such as force majeure, health or safety concerns, travel restrictions, supplier issues or other situations beyond our reasonable control.

If this happens, we will inform participants as soon as possible. Rotterdam Partners cannot be held responsible for indirect or consequential costs resulting from such changes or cancellation.

5. Privacy, photography and video

Photography and video
During the FAM Trip, we may take photographs and video to capture and share the experience.

These materials may be used by Rotterdam Partners for communications, marketing, reporting and destination-promotion purposes. Where separate consent is required by law, we will ask for this.

If you have any questions or concerns about appearing in photographs or video, please let us know.

Your personal data
We will use your personal data to organise, deliver and evaluate the FAM Trip and will handle your information in accordance with applicable data protection legislation and the Rotterdam Partners Privacy Policy.

Any consent to receive future newsletters, updates or other marketing communications will be managed separately through the preferences you provide during the application process.

6. Governing law

These Terms & Conditions are governed by the laws of the Netherlands.

Annex 1 – Provisional Planning Timeline Annex 1 

July–October 2026
Application period. We will start confirming selected participants from 14 September onwards.

Until 19 October 2026
You can withdraw without financial consequences, unless individual travel arrangements need to be booked earlier. We will discuss this with you if applicable.

19 October–1 November 2026
Final confirmations and booking of travel and accommodation. From this point, cancellation costs may apply where bookings cannot be refunded.

From 2 November 2026
Non-refundable cancellation costs may be passed on to the participant's organisation. If you can no longer attend, a suitable substitute may be proposed in accordance with section 4.