Terms and Conditions for Participation

SRT Fairs In-Conference 2026
Valencia, Spain | June 3 – 5, 2026

GENERAL TERMS AND CONDITIONS

The SRT Fairs In-Conference is a five-day-long event that starts, bringing together 52 High School Counselors and 26 University Representatives from around the world.

• Organizers: SRT Fairs and its staff.
• Participants: High School Counselors, University Representatives, IECs, and country groups joining the event.
• Hosts: Universidad Católica de Valencia – host of the In-Conference.
• Travel Agent: Jamadvice Travel Ltd., responsible for booking flights, trains, and accommodation, and providing tickets and vouchers.
• Networking events: One-on-one meetings, global sessions, workshops, roundtables, cultural activities, cocktails, lunches, and dinners.
  Campus Visits: Tours of host universities for High School Counselors.

ELIGIBILITY & SELECTION

• Participation is open to full-time High School Counselors actively advising students on higher education.
• Maximum one counselor per school will be accepted.
• Invitations are non-transferable: if a counselor changes schools, their participation is automatically withdrawn.
• Final selection of participants rests solely with SRT Fairs.

PARTICIPATION CONDITIONS FOR HIGH SCHOOL COUNSELORS

• The In-Conference offers 28 spots.
• Counselors must confirm participation by contacting Stefani (stefani@srtfairs.com) within one week of signing their agreement.
• Participation is considered confirmed only once flight tickets have been purchased.
• Counselors must reply to all travel coordination requests (passport scan, visa status, booking confirmations) within 5 working days.

INCLUDED IN FULLY FUNDED PARTICIPATION

• Travel to Valencia, Spain (In-Conference).
• Return travel from Valencia to the counselor’s location.
• Single-room accommodation with breakfast in 3/4-star hotels or student residences during the In-Conference.
• Local transportation between venues.
• Breakfasts, lunches, refreshments, cocktails.
• Cultural activity on June 6, 2026.

NOT INCLUDED

• Travel insurance (mandatory, to be arranged by each counselor).
• Room upgrades or additional nights requested by the counselor.
• Incidental charges (hotel minibar, room service, taxis, personal expenses, etc.).
• Transportation to/from airports on arrival and departure days.

VISA & TRAVEL DOCUMENTS

• Counselors are fully responsible for holding valid passports and visas.
• If a visa is denied or delayed, the cancellation policy applies once tickets are issued.

ARRIVAL & DEPARTURE

• Counselors may not leave before the end of the last meeting slot on June 5, 2026.
• Counselors must arrange their own transport to the airport on departure day.

EVENT ETIQUETTE & CODE OF CONDUCT

• Be present for the entire program of scheduled events.
  Attend all one-on-one meetings and sessions. Missing meetings without valid reason may result in removal and full reimbursement of costs.
• Maintain professionalism and respectful behavior with all participants and hosts.
• Respect venue rules, including no alcohol, smoking, or photographing students without permission.
• Dress code: smart casual.

CANCELLATION POLICY

• Once tickets are purchased, participation is binding.
• Cancellation Deadline: Any cancellations must be communicated in writing no later than 31 March 2026.
• Cancellations after March 31, 2026: Counselors will be required to reimburse all expenses already incurred by the Organizers, including but not limited to flights, accommodation, and local transfers.
• No-Show Policy: If a Counselor fails to attend after tickets and accommodation have been purchased, they are required to fully reimburse 100% of the expenses. 
• Failure to comply will result in exclusion from future SRT events.
• Reimbursements must be settled within 10 working days of receiving an itemized invoice.

LIABILITY & INSURANCE

• SRT Fairs is not liable for illness, accidents, theft, delays, cancellations, or force majeure.
• Counselors must hold valid travel and health insurance for the duration of the event.

DATA PROTECTION & CONSENT

• By confirming participation, counselors consent to SRT Fairs processing their data for travel, logistics, and event purposes.
• Counselors agree to be included in participant lists, event apps, and may appear in official event photos/videos.

FORCE MAJEURE & EVENT CHANGES

• SRT Fairs reserves the right to modify dates, venues, or program structure in case of unforeseen circumstances.
• If the event is canceled by the Organizers, no reimbursement will be required from the counselor.

POST-EVENT OBLIGATIONS

• Counselors agree to complete a short feedback survey after the event.
• Counselors are encouraged to promote their event participation on their LinkedIn as well as share learnings with their schools (newsletter, info session, or similar).