4th AAAG PFM Convention
TERMS AND CONDITIONS

1. Acceptance of Terms

Registration for or participation in the Convention constitutes acceptance of these Terms and any additional policies, guidelines or instructions issued by AAAG relating to the Convention.

AAAG reserves the right to amend these Terms where necessary. Updated Terms will be published through official Convention communication channels and will take effect immediately upon publication.

2. Registration and Eligibility

Participation in the Convention is subject to successful registration and, where applicable, payment of the prescribed registration fees.

Participants agree to:

• provide accurate, complete and current registration information;
• ensure that registration details remain accurate;
• use registration credentials only for the registered participant; and
• comply with all Convention requirements and instructions.

2.3. AAAG reserves the right to refuse, suspend or cancel any registration where false information has been provided or these Terms have been breached.

3. Registration Fees, Payments and Refunds

Registration fees are payable in accordance with the published registration categories and payment instructions.

Unless otherwise stated:

• registration is confirmed only after full payment has been received;
• registration fees are non-transferable without prior written approval from AAAG; and
• cancellation and refund requests will be handled in accordance with the Convention Refund Policy published on the official Convention website.

AAAG reserves the right to revise registration fees, deadlines or payment arrangements before registration closes.

4. Participant Conduct

Participants are expected to conduct themselves professionally and respectfully throughout the Convention.

Participants must not:

• engage in harassment, discrimination, intimidation or abusive behaviour;
• disrupt sessions, meetings or official activities;
• misuse Convention facilities or digital platforms;
• impersonate another participant;
• engage in unlawful or fraudulent activities; or
• violate applicable laws or venue regulations.

AAAG reserves the right to remove any participant whose behaviour compromises the safety, security or successful delivery of the Convention. In those instances, there should be no refund issued to any delagate removed for breach of these Terms

5. Convention Programme

AAAG will make every reasonable effort to deliver the published programme. However, AAAG reserves the right to:

• change speakers, moderators or facilitators;
• modify session topics or schedules;
• substitute venues or meeting rooms;
• postpone or cancel sessions; or
• make any operational adjustments necessary for the successful delivery of the Convention.

Such changes shall not constitute grounds for compensation.

6. Convention Mobile App and Digital Platforms

AAAG may provide a Convention mobile application and other digital platforms to enhance participant experience.

Where provided, participants agree to:

• use the application only for legitimate Convention-related purposes;
• protect their login credentials;
• avoid uploading malicious software or inappropriate content;
• refrain from attempting to interfere with the operation or security of the application; and
• comply with any additional user guidelines applicable to the platform.

Some digital services may be provided through third-party platforms whose use is subject to their respective terms and privacy policies.

7. Intellectual Property

All Convention materials, including presentations, publications, branding, logos, graphics, videos, recordings and digital content, remain the property of AAAG or their respective owners unless otherwise indicated.

Participants may use Convention materials for personal or professional reference only.

No participant may reproduce, distribute, publish, record for commercial purposes or otherwise exploit Convention content without prior written permission from AAAG or the relevant rights holder.

8. Photography, Videography and Media Consent

By registering for and attending the 4th AAAG Public Financial Management (PFM) Convention, you acknowledge that photographs, video recordings, audio recordings and other media may be captured during the Convention for documentation, communication, educational and promotional purposes.

These materials may be used by the African Association of Accountants General (AAAG) in print and digital publications, on the AAAG website, social media platforms, newsletters, annual reports, promotional materials and other official communication channels, both during and after the Convention.

By participating in the Convention, you consent to the capture and use of your image, voice and likeness for these purposes without compensation or further notice. Such use may include publication, reproduction, distribution, broadcast and archival of Convention-related media.

Participants who do not wish to appear in official photographs or recordings should notify the Convention Secretariat in writing before the commencement of the Convention. While AAAG will make reasonable efforts to accommodate such requests, it cannot guarantee that individuals will not appear incidentally in crowd or audience photographs, recordings or livestreams.

9. User-Generated Content

Participants who upload content through Convention digital platforms retain ownership of their content.

By submitting such content, participants grant AAAG a non-exclusive, worldwide, royalty-free licence to use, reproduce, publish and display the content for Convention administration, reporting, promotional and archival purposes.

Participants are responsible for ensuring that submitted content does not infringe the rights of any third party or violate applicable laws.

10. Privacy and Data Protection

AAAG collects and processes personal information solely for the purposes of administering the Convention and related activities.

Personal information may be used for:

• registration administration;
• participant communication;
• badge production;
• access to digital platforms;
• statistical reporting;
• post-event evaluation; and
• future communications relating to AAAG programmes and events, subject to applicable data protection laws.

Further information is available in the AAAG Privacy Policy.

11. Third-Party Services

The Convention may utilise third-party platforms and service providers for registration, payment processing, accommodation booking, interpretation services, networking, surveys or the Convention mobile application.

AAAG is not responsible for the availability, content or policies of such third-party services, which remain subject to their own terms and conditions.

12. Cancellation, Postponement and Force Majeure

AAAG shall not be liable for failure or delay in delivering the Convention due to circumstances beyond its reasonable control, including but not limited to:

• natural disasters;
• public health emergencies;
• government restrictions;
• industrial action;
• civil unrest;
• technical failures; or
• other force majeure events.

AAAG reserves the right to postpone, reschedule, relocate or cancel the Convention where necessary.

13. Disclaimer

AAAG makes every reasonable effort to ensure that Convention information is accurate and current.

However, the Convention and all related services are provided on an "as available" basis without guarantees regarding uninterrupted availability or the absence of errors.

Nothing in these Terms excludes liability that cannot lawfully be excluded under applicable law.

14. Limitation of Liability

To the fullest extent permitted by law, AAAG, its officers, employees, partners and service providers shall not be liable for any indirect, incidental, consequential or special damages arising from participation in the Convention.

Participants remain responsible for obtaining appropriate travel, medical and personal insurance where necessary.

15. Indemnity

Participants agree to indemnify and hold harmless AAAG, its officers, employees and partners against claims, liabilities, damages or expenses arising from:

• breach of these Terms;
• unlawful conduct;
• negligence; or
• infringement of third-party rights.

16. Governing Law

These Terms shall be governed by and interpreted in accordance with the laws of the Republic of Zambia.

Any dispute arising from these Terms shall be subject to the jurisdiction of the competent courts of Zambia unless otherwise agreed by the parties.

17. Contact Information

For questions regarding these Terms or the Convention, please contact:

African Association of Accountants General (AAAG)
Email: info@aaag.africa
Head Office: National Authorising Office, 488A Lake Road, Kabulonga, Lusaka, Zambia
Website: www.aaag.africa