2013 ANNUAL CONFERENCE AND GENERAL ASSEMBLY OF THE INTERNATIONAL COUNCIL ON ARCHIVES

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1 2013 ANNUAL CONFERENCE AND GENERAL ASSEMBLY OF THE INTERNATIONAL COUNCIL ON ARCHIVES Brussels (Belgium), November 2013 Conference Venue The Conference will be held in The Square, Brussels. It is located in the heart of Brussels on the Mont des Arts close to both the General Archives of Belgium and the Royal Library. The Opening and plenary sessions, as well as the General Assembly, will be held in the Copper Hall. Parallel sessions will be held in the Copper Hall as well as in The Arc and 300 rooms. More information can be found on The Square website at Core conference Dates Saturday 23 and Sunday 24 November 2013 The Opening Ceremony will take place in the Copper hall in The Square on the morning of Saturday 23 November at 9h. The 2013 General Assembly will be held on Saturday 23 November from 16h30 to 18h00. The programme is available on the ICA website at Who can participate? All ICA members of all categories are cordially invited to attend the First Annual Conference. If you are not yet a member, please consider joining us. Visit or write to members@ica.org Simultaneous Interpretation Simultaneous interpretation services will be available in three languages: English, French and Spanish.

2 ICA Conference Communication ICA will issue updates via the ICA Listserv ICA-L, its e-newsletter and website. General Terms and Conditions for Registration These General Terms and Conditions are valid for each attendee registered for the ICA Annual Conference, November 2013 in Brussels (hereafter referred to as the AC 2013 ). AC 2013 Online Registration The registration deadlines are as follows: Until 30 September 2013 (midnight Brussels time): Early Registration deadline Until 21 November 2013 (midnight Brussels time): online Registration deadline As of 22 November 2013: onsite Registration only Only fully completed registrations will be accepted. The registration fee is based on the date of the receipt of the registration. Registration will only be confirmed upon receipt of payment in full. Each attendee will receive electronic confirmation of their registration. If the maximum attendee capacity is reached, the organizers will place enquirers on a reserve list. Registration Fees (Belgian VAT of 21% included) Early bird before 30 September 2013 Before 21 November 2013 On site from 22 November 2013 Full conference 400 euros 450 euros 500 euros Full conference (ONLY Category A members paying less than 500 euros as annual dues) 350 euros 400 euros 450 euros Student 150 euros 150 euros 150 euros One day conference 200 euros 250 euros 300 euros The registration fee for full conference attendees (student included) includes: 1. entry to all conference sessions

3 2. 4 breaks and 2 lunches 3. evening reception on 23 November 4. delegate documentation 5. access to any exhibition or poster sessions if applicable. The registration fee for one-day conference includes: 1. entry to conference sessions of the day of registration, 2. 2 breaks and 1 lunch 3. delegate documentation 4. access to any exhibition or poster sessions on the day of registration if applicable. All ICA members are entitled to register at published rates just be sure to include your ICA membership ID number and the invitation code as indicated on the invitation letter when registering. If you are a member of staff of an institution or association which is a member of ICA, please contact your institution or association for the correct ICA membership ID number. This number should be entered when registering. Members who don t know their ICA membership ID number should contact members@ica.org To be able to register as a student, you must present a proof of full-time enrollment at a recognized university or college which covers both the time of registration and the AC Please note that this document needs to be uploaded during the online registration process and also presented onsite in hard copy. To register as a media representative, please contact MCI Brussels at ICA2013@mci-group.com There is no registration fee for accredited media representatives but you must submit a copy of your valid official press card. Group Registration Group Registration for at least 10 attendees will allow for 10 % reduction on each individual registration fee. To submit your group registration request please contact MCI-Brussels at ICA2013@mci-group.com Accommodation MCI Brussels (for ICA Secretariat) has secured preferential room rate(s) for your stay at the conference. To secure your accommodation, it is recommended for participants to make their reservation well before the hotel reservation CUT-OFF DATE of 31 st October 2013.

4 After the Cut-Off date, although MCI Brussels will do their best to assist participants with reservations at the preselected hotels on a case-by-case basis, they cannot guarantee the same room rate or availability of the individual properties. Accommodation Cancellation Policy All reservation modifications have to be submitted in writing to ica2013@mci-group.com All changes are subject to the availability and at the discretion of the hotel. MCI Brussels reserves the right to accept or refuse a change, based on hotel availability. In the event that changes are not made in strict compliance with the below cancellation policy, guests will be directly and fully responsible for all fees and/or changes imposed. For any modifications on arrival or departure dates from the original reservation, MCI Brussels reserves the right to apply the cancellation policies below: Cancellations received up to 31 st October are NOT charged a penalty fee. Cancellations received between 1 st November and the day of arrival as well as No Show s will be charged a penalty fee of one night's room rate billed to the guests' credit card. Delegate Documentation Documentation is included in the registration fees. Documentation will be handed out onsite at the Registration Desk Accepted Methods of Payment 1. Credit Card During the registration process, the following credit card payments are accepted: Visa, MasterCard/ EuroCard and American Express. Please note that all fees are collected in Euros (EUR) and are subject to the applicable Belgian VAT (21%). 2. Bank Transfer Account Holder: MCI Benelux S.A., Avenue de Tervueren 300, 1150 Brussels, Belgium Account Details: ING W.S.P. Chien Vert, Avenue Charles Thielemans, 44 B, B-1150 Brussels, Belgium BIC: BBRUBEBB - IBAN: BE Please note that bank transfer payments are being accepted only until 8 November. As of that date, only credit card payments are accepted. All payments must be received prior to the conference. Delegates with outstanding payments will be asked for payment on site or a proof of payment.

5 Letter of Confirmation / Payment Receipt A letter of confirmation / payment receipt will be sent by once the AC 2013 Secretariat has received the full registration and the related payment. Please be certain to submit your correct address and contact details when registering. Letter of Invitation Individuals requiring an official Visa Invitation Letter can request one through the online registration. The Visa Invitation Letter does not financially obligate the AC 2013 organizers in any way. All expenses incurred in relation to the AC 2013 are the sole responsibility of the attendee. The visa invitation letter will be provided automatically once the registration fee payment is confirmed. Visa Requirements It is the sole responsibility of the attendee to take care of his / her visa requirements. Attendees should contact the nearest Belgian embassy or consulate or Belgian Consular Representative to determine the appropriate timing of their visa applications. Information can be found on the website of the Belgian Ministry for Foreign Affairs at When the registration has already been paid, the registration fee minus a handling fee of 50 EUR will be refunded after the Conference if the visa was applied for in time, and proof of this, together with an official notice from the embassy confirming that a visa could not be granted, is forwarded to the AC 2013 Secretariat. Certificate of Attendance A Certificate of Attendance may be collected on site. Registration Cancellation Policy Notification of cancellation must be made in writing and sent to the AC 2013 Secretariat MCI Benelux S.A. at ICA2013@mci-group.com by . The notification must include all the relevant information to make possible the refund. The following cancellation fees will apply: Cancellations received before 1 September 2013: 50 will be charged as administrative fee. Cancellations received before 1 October 2013: 100 will be charged as administrative fee. Cancellations received before 1 November 2013: 50% of the registration fee will be charged as administrative fee.

6 Cancellations received on and after 1 November 2013: no refund. Names changes will be charged at 50 administrative fee per name, per change. Registration Name Change 50 euros will be charged as a handling fee for every name change to an existing conference registration. Name changes will only be accepted via /online until the standard registration deadline occurs by clearly indicating the new and old name. After the standard registration deadline (21 November 2013), all name changes must be carried out onsite. Lost Name Badge The name badge must be worn at all times during the AC Access to the conference facilities will not be granted without a proper name badge. If an attendee loses or forgets their name badge, a handling fee of 20 euros will be charged for a new name badge. Upon handing out a new name badge, the lost badge will become invalid. Modification of the AC 2013 Programme The Conference Organizers reserve the right to modify the programme, which is published as an indication only. Cancellation of AC 2013 In the event that the AC 2013 cannot be held or is postponed due to circumstances beyond the control of the ICA (Force Majeure) or due to events which are not attributable to wrongful intent or gross negligence of ICA, ICA cannot be held liable by attendees for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc. Under these circumstances, the ICA reserve s the right to either retain the entire registration fee and to use it for a future event, or to reimburse the attendee after deducting costs already incurred for the organization of the conference and which could not be recovered from third parties. MCI-Brussels is the Professional Conference Organiser has been appointed by ICA for the ICA 2013 Annual Conference and ICA General Assembly, t be held on November 2013 at the Square Meeting Centre in Brussels, Belgium. For any questions in regards to your registration we invite you to contact the ICA 2013 Conference Secretariat (c/o MCI Brussels) at ica2013@mci-group.com.