These Terms & Conditions (the “Agreement”) form a binding contract between the registrant/attendee (the “Participant”, “you”) and Best Diplomats LLC and Best Diplomats Events LLC (together, “Best Diplomats”, “we,” “us,” or “our”). By accessing our website, submitting a registration, making any payment, or attending any conference, program, training, or simulation (each, an “Event”), you accept this Agreement and our Privacy Policy.

1. Eligibility, Registration & Authorized Channels

1.1 Eligibility. Participation is open to individuals with a professional or academic interest in diplomacy, leadership, governance, or global affairs who complete the official registration.

1.2 Official Registration Only. Registration and payment are made exclusively at https://bestdiplomats.org/register. No third party is authorized to collect your data or payments on our behalf.

1.3 Accurate Information. You represent and warrant that all information provided is true, complete, and current. You are responsible for any consequences arising from inaccuracies or omissions.

1.4 Government & Immigration Compliance. You are solely responsible for visas, entry permissions, health requirements, vaccinations, insurance, and compliance with host-country laws. We are not liable for visa denials or entry refusals.

1.5 Right to Accept/Reject. We may accept, refuse, cancel, or condition any registration in our sole discretion.

2. Pricing, Taxes & Payment Terms

2.1 Prices & Taxes. Fees are displayed at checkout. Bank fees, Foreign Currency Exchange, and applicable taxes are borne by the Participant.

2.2 Authorized Methods. Payments are accepted only via the methods shown at checkout (e.g., card, bank transfer). We do not recognize payments made elsewhere.

2.3 Completion & Enrollment. Registration is confirmed only upon our receipt and verification of cleared funds. Partial or pending payments do not constitute enrollment.

2.4 Installments. If offered, each installment is a separate, due, non-refundable obligation. Failure to pay any installment on time may result in suspension or cancellation without credit.

2.5 Immediate Commencement of Services. You acknowledge that certain services begin immediately upon payment, including administrative processing, delegate ID issuance, access to Best Diplomats Web Portal or Mobile App Portal, communications, scheduling/allocation work, and (where applicable) visa support letter issuance.

3. Refunds, Credit Vouchers & Transfers Policy

3.1 Non-Refundable Payments. All payments are final and non-refundable. No cash refunds are provided for cancellations, withdrawals, travel issues, visa denials, illness, or scheduling conflicts. However, delegates may request to obtain a credit voucher or transfer to another conference directly organized by Best Diplomats within the same fee. Requests related to events not organized by Best Diplomats shall not be entertained.

3.2 Who May Apply. Only Participants who have completed full payment may request either (i) a Credit Voucher or (ii) a Transfer to another Best Diplomats Event.

3.3 Ineligible Payments. Payments consisting only of a first installment are not eligible for vouchers/transfers and are retained as a non-refundable cancellation fee.

3.4 Submission Window & Values. Participant must initiate a Credit Voucher or Event Transfer request through the official Best Diplomats Mobile Application. A Credit Voucher or a transfer to another destination under this policy can only be made in case the delegate satisfies the following conditions:-

• The Participant has paid the Conference Fee in “Full” and No Installment is Pending; AND
• Either the Credit Voucher or Transfer Request has been initiated within 20 Calendar days of making the payment in full; OR
• The Credit Voucher or Transfer request has been initiated at least 45 calendar days prior to the first publicized date of the originally registered conference.

If a delegate does not satisfy the above conditions, the following cancellation charges will apply based on when the request is initiated:-

• 30 to 44 days prior to the conference: 30% of the paid fee retained; 70% issued as a credit voucher.
• 20 to 29 days prior: 50% retained; 50% issued as a credit voucher.
• 10 to 19 days prior: 75% retained; 25% issued as a credit voucher.
• 0 to 9 days prior: 100% retained; classified as a No-Show. No voucher issued.

3.5 Voucher Terms. Vouchers are valid 12 months from issuance; valid only for Events directly organized by Best Diplomats; non-cash, non-redeemable for money; and non-transferable except with our written consent.

3.6 Finality. By paying, you accept that your exclusive refund remedy for non-attendance is a voucher/transfer as permitted above.

4. Billing Issues, Pre-Dispute Process & Consumer Rights

4.1 Contact Us First. If you believe a billing issue exists, notify finance@bestdiplomats.org within 7 days of the charge and provide details so we can investigate in good faith.

4.2 Evidence of Performance. You agree that any of the following may evidence fulfillment or partial fulfillment of services: invoice/payment confirmation; delegate ID; access to the delegate portal/mobile app; issuance of Event communications or materials; allocation/scheduling work; administrative or visa-support letter processing; or reasonable pre-Event support.

4.3 Consumer Rights. Nothing in this Agreement limits any rights you may have under applicable consumer protection rules. This clause sets our internal resolution process and evidentiary framework.

4.4 Reinstatement After a Dispute. If a payment is reversed and later resolved in our favor by the processor/issuer or by agreement, re-enrollment or continued services may require full repayment of the disputed amount and any processor-assessed fees that are expressly recoverable under applicable law.

5. Allocation, Program Changes & Force Majeure

5.1 Allocation. Allocation for simulations is done through our app. Availability of preferred entities is not guaranteed.

5.2 Rebranding/Rescheduling/Relocation. We may rename, rebrand, modify format or agenda, relocate to a reasonably equivalent venue/city, or reschedule within a commercially reasonable period. Such changes do not alter the essential nature or objectives of the Event.

5.3 Force Majeure. We are not liable for delays, changes, or cancellations caused by events beyond our reasonable control. Registrations in such circumstances will be transferred to a subsequent edition; no refunds apply.

6. Conduct, Safety & Risk

6.1 Conduct. Professional, respectful conduct is required. We may remove any Participant for disruptive, unsafe, unlawful, or unethical behavior without credit or refund.

6.2 Property & Safety. You are responsible for your personal property and safety.

6.3 Assumption of Risk. Participation is voluntary and entails travel and group-activity risks. To the fullest extent permitted by law, you assume these risks.

7. Intellectual Property, Recording & Media

7.1 Ownership. All program content and marks are owned by Best Diplomats or its licensors.

7.2 Restrictions. You may not copy, distribute, publicly display, record, live-stream, or make derivative works without prior written consent.

7.3 Personal Use. Limited non-commercial personal reference use is permitted.

7.4 Media Release. Unless you opt out in writing before the Event, you grant Best Diplomats a worldwide, royalty-free license to use Event photos/audio/video featuring you for documentation and promotional purposes.

8. Data Protection & Communications

8.1 Privacy. Personal data is processed per our Privacy Policy and applicable law.

8.2 Operational Messages. You consent to receive operational communications (email/SMS/app) relating to your registration and participation.

8.3 Security. Safeguard your portal/app credentials and notify us of suspected unauthorized access.

9. Third-Party Services

We may use third-party venues, platforms, payment processors, or vendors. They may have their own terms and privacy notices. We are not responsible for third-party acts or omissions.

10. Disclaimers, Liability Limits & Indemnity

10.1 Disclaimer. Except as expressly stated, the Event and Content are provided “as is,” without warranties, express or implied.

10.2 Limitation of Liability. To the maximum extent permitted by law, Best Diplomats is not liable for indirect or consequential damages. Our aggregate liability shall not exceed the fees actually paid by you for the affected Event.

10.3 Indemnity. You agree to defend, indemnify, and hold harmless Best Diplomats and its officers, employees, contractors, and agents from claims arising out of your breach, conduct, or violations.

11. Governing Law, Venue & Dispute Resolution

11.1 UAE Transactions. UAE law; exclusive venue in UAE courts or arbitration seated in Dubai; language: English.

11.2 US Transactions. Laws of the State of Texas (conflicts rules excluded); exclusive venue is binding arbitration seated in Houston, Texas; language: English.

11.3 Injunctive Relief. Either party may seek temporary or injunctive relief to protect IP or confidential information.

11.4 Class-Action Waiver & Jury Waiver. Proceedings must be brought individually. Parties waive any jury trial right to the extent applicable.

12. General Provisions

12.1 Legal Notices. Email: legal@bestdiplomats.org. We may send notices to the email you provided.

12.2 Interpretation & Updates. Best Diplomats may interpret and update these Terms to maintain fairness and operational integrity.

12.3 Severability. If any provision is held invalid, the remainder remains in force.

12.4 No Assignment Without Consent. You may not assign your rights without our prior written consent. We may assign to an affiliate or successor.

12.5 Survival. Sections concerning IP, payments, refunds/vouchers, pre-dispute process, disclaimers, limitations, indemnity, and dispute resolution survive termination.

12.6 Entire Agreement. This Agreement constitutes the entire agreement and supersedes prior understandings regarding the Event.

12.7 Electronic Acceptance. Clicking “I agree,” checking a box, proceeding to payment, or attending the Event constitutes your electronic signature and acceptance.