Welcome to the “NGO Pre-Summit” for the “Second World Summit on Social Development”
from August 25 to 29,2025

These Terms & Conditions apply to all registered delegates. Every person registered as part of a Network / Coalitions / CSO/ NGO/Institution of Learning /Private Sector,/ First Nations etc. (hereinafter referred to as “Delegate”) to attend “Open Space and Pre-Summit” for the “Second World Summit on Social Development” for the NGO Coalition and CSO Partner Organizations, held in Ottawa, Canada, at Shaw Convention Center from August 25 to 29, 2025 (hereinafter referred to as “the NGO Coalition Open Space Pre-summit 2025”). Registration only applies to Representatives of Networks, Coalitions, CSOs, NGOs, Institutions of Learning, and the Private Sector. The organization requesting registration must nominate one delegate. The delegate's sole responsibility is to distribute all relevant conference information to the Network / Coalitions / CSO/ NGO/Institutions of Learning /Private Sector/ First Nations members. References to a person's age mentioned in this and other conference documents refer to that person's age as of 25 August 2025 (the first pre-conference day) unless otherwise specified. All references to a date or deadline mentioned in this pre-summit document refer to the Central US and Canada Time Zone.

All conference delegates must remit a registration fee, which is $350.00 USD for early registration and $450.00 USD for late registration beginning June 1, 2025. Only fully completed registration forms will be accepted. Registration will be confirmed upon receipt of full payment from members completing the registration. Should payment in full not be received before the registration fee deadline, the corresponding additional surcharge (s) will be incurred once the nearest deadline has elapsed. The conference organizers reserve the right to decline additional registrations upon reaching the maximum delegate capacity.

Participants must be at least 18 years of age to register as delegates and may be required to present an official identity card verifying their age. To qualify as a youth delegate, the participant must be between 18 and 25 (inclusive) and provide proof of age. Youth delegates may also be asked to present an official identity card verifying their age.

The registration fee for delegates includes entry to all conference sessions, which are scheduled to take place from 25 to 29 August 2025, access to all designated areas, attendance at both the opening and closing sessions, and the associated conference materials. However, should the completed registration form, full payment, and any required supporting documents (if applicable) be received after 17 May 2025, including onsite registrations, the conference organizers cannot assure the availability of conference materials. It is important to note that all conference materials will be distributed exclusively onsite, and delegates will be responsible for collecting their bags. Name badges and conference materials will not be distributed until full payment for the complete registration has been received. The Pre-summit Registration Department shall not be held accountable for duplicate registrations or bookings made by participants, other companies, or organizations.

A payment order will be dispatched to the delegate after receiving the fully completed registration form or any supplementary orders from the NGO Pre-summit 2025 Registration Department. Following the payment confirmation of (Early registration $350,00 USD or late Registration 450.00 USD), the delegate will receive a registration confirmation, and all necessary information required to facilitate and manage the institution. The delegate may be requested to present this registration confirmation at the registration counter on-site as evidence of his or her registration and payment.

The registration fee must accompany all registrations. Payments should be made in advance and in USD only.
Early registration of 350.00 and late registration of 450.00.

Mode of Payment
1. Visa Card/Master
2. Zelle and,
3. Bank Transfer.

Euro cheques are not accepted. The transmitter must prepay all bank fees and money transfer costs. Indicate NGO Coalition “Open Space Pre-summit 2025” and the representing organization name as a reference on all bank transfers.

Name changes must be made online or by using the information template. The organization is requested to make a name change. Name changes received by 20 July 2025 are free of charge. After 20 July 2025, a handling fee of USD 50 will be charged for each name change. Name changes received after 15 August 2025 will be processed onsite. Only name changes advised by the organization will be accepted

Name changes must be made either online or using the information template. The group manager is requested to state the name change clearly.
Notification of cancellation must be made in writing and emailed to registration@ngocsocd.org Registration Department. The notification must include all relevant information regarding the bank account to which a possible refund may be remitted. Refunds will be made in the same form as the original transaction.

For original payments made by bank transfer, the cancellation notification or refund request must indicate all relevant information regarding the bank account to which a possible refund may be remitted. Credit will not be given for unattended events or early termination of attendance. Requests for refunds of any additional items ordered (such as the local charitable giving program) will not be accepted.

If the written notification of cancellation (including all relevant information regarding the bank account, if applicable) is received on or before 15 March 2025, 50% of the registration fee will be refunded. We regret that no refund requests will be accepted after 30 May 2025.

The cancellation will not be effective until a written acknowledgment from the NGO Coalition Open Space and Pre-summit 2025 Registration Department is received. In the case of overpayment or double payment, refund requests (including all relevant information regarding the bank account if applicable) must be made in writing and sent to registration@ngocsocd.org Registration Department by email no later than 30 June 2025. A handling fee of USD 50 will be charged. No refund requests will be accepted after 30 June 2025. The refund will not be effective until a written acknowledgment from the NGO Coalition Open Space and Pre-summit 2025 Registration Department is received.

Suppose the conference cannot be held or is postponed due to events beyond the control of the conference organizers (force majeure) or events that are not attributable to wrongful intent or gross negligence of the conference organizers. In that case, the conference organizers cannot be held liable by members/ delegates/ organization, etc., for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, costs for additional orders, financial losses, etc. Under these circumstances, the conference organizers reserve the right to either retain the entire registration fee and use it for a future conference or to reimburse members/ delegates after deducting costs already incurred for the organization of the conference, which could not be recovered from third parties.

The conference organizers reserve the right to modify the program, which is published as an indication only.

The conference name badge must be worn at all times during the conference. Access to the conference facilities will not be granted without a proper name badge. If a delegate loses, misplaces, or forgets the name badge, a handling fee of USD 50 will be charged for a new one. The lost badge will be deactivated and become invalid upon being handed out a new one. This is advised on the conference policy for lost name badges.

Delegates requiring an official Letter of Invitation from the conference organizers can request one through their organization or by contacting the NGO Coalition Open Space and pre-summit 2025 Registration Department. To receive a Letter of Invitation, the delegate must be registered, and any required supporting documentation (if applicable) and payment must be received in full for the entire group. The deadline to request a Letter of Invitation is 31 June 2025. The Letter of Invitation does not financially obligate the conference organizers in any way, nor does it guarantee an entry visa to CANADA. All expenses incurred in relation to the conference are the sole responsibility of the organization /delegate.

The delegate's sole responsibility is to take care of his/her visa requirements. Delegates who require an entry visa to Canada must allow sufficient time for the application procedure. Registered Delegates should contact the nearest Canadian embassy or consulate to determine the appropriate timing of their visa applications.

All visa applications should be submitted to the authorities before 1 June 2025. Delegate’s registration details might be shared with the Canadian immigration authorities to assist in the immigration process. However, the conference organizers and/or the Pre-summit 2025 Registration Department will not directly contact embassies and consulates on behalf of the delegate.

All expenses incurred related to participation in the conference are entirely your responsibility unless you are a recipient of the scholarship awards program. In such instances, we will furnish an additional letter detailing the award and the extent of support the NGO Coalition provides.

The registration fee minus a USD 50 handling fee will be refunded after the conference if the visa was applied for in time (i.e., before 1 May 2025 for conference delegates), and proof is shown that a visa could not be granted even though all requested documents were submitted.

A refund for any additional items ordered cannot be made. Refund requests must be made in writing and sent to the Registration Department with the required proof by email no later than 31 August 2025. No refund requests (including proof needed) will be accepted after this date

Registration Information:

We encourage international participants to apply for their visas as early as possible, in accordance with the processing times for their area.

Upon submitting your visa application, please email your visa application number (e.g., V123456789) to the registration email below. This will facilitate our verification that your visa application was submitted per the event guidelines. You can find more information on applying for a visitor visa here.

A growing number of invitation letters are being fraudulently altered and submitted by visa applicants claiming to be registered participants. Organizers are strongly encouraged to submit a list of confirmed registered participants to IRCC using the attached template, which officers will consult to confirm the client's registration to your event.

Additionally, a growing number of event registrations are being paid for with stolen credit cards to obtain an invitation letter and IRCC Special Event code. These registrations ultimately result in credit card companies issuing chargebacks to event organizers, who then cancel the participant’s registration. Organizers must inform IRCC immediately of any such occurrence so that they can take appropriate action regarding any visa application submitted to attend the event in question.

Helpful Links:

1. How to bring your foreign business guests to Canada: Responsibilities of event organizers.
2. Letter of invitation for business visitors: What to include in your letter of invitation to business visitors.
3. Find out if you need a visa to travel to Canada: Determine which travel document is needed to enter Canada.
4. Visa-required countries: Individuals who require a visa.
5. Visitor visa: Facts about the visitor visa process.
6. Visitor visa documents: Documents that are required and recommended when submitting a business visitor visa.
7. Visa-exempt (eTA eligible) travelers: Individuals who require an electronic travel authorization (eTA).
8. Electronic travel authorization (eTA): Facts about the electronic travel authorization (eTA) process.
9. Facts about biometrics: Who needs to give fingerprints and a photograph (biometrics).
10. Biometric collection sites: Where to give your fingerprints and photograph.
11. IRCC processing times: How long it took to process most applications in the past for each application type.
12. IRCC web form: Submit an inquiry to the processing office.
13. IRCC Help Centre: Frequently asked immigration-related questions.

The NGO Coalition Open Space and pre-summit 2025 will collect, process, transfer, and store delegates' data only for (i) the preparation and execution of the 22nd International NGO COMMON SPACE Conference (NGO COMMON SPACE 2025) and (ii) the preparation of future NGO COALITION and NGO COMMON SPACE conferences.

Data protection is warranted in accordance with the Swiss Data Protection Act and the Tele Service Data Protection Act. Delegates’ data will be retained securely and only be accessible on a ‘need to know’ basis by duly authorized persons. To facilitate border entry and visa applications, delegates' details will also be shared with the Canadian immigration authorities. The contact details (full name and home address, email and phone) of delegates who have accepted to share their contact details when registering will be shared periodically with the following conference sponsors in countries which legislation might not ensure an adequate level of data protection: The above-mentioned conference sponsors may only use these contact details to contact delegates regarding activities at the conference or other communications which may be of interest (advertising their conference satellites other events they are running during the conference, product information). Therefore, data might be passed on to third parties unless otherwise explicitly indicated by the delegate in the registration form. The delegates herewith irrevocably authorize the NGO Coalition Open Space and pre-summit 2025 to collect, process, and transfer their personal data to the above-listed third parties and authorities.

The delegates further expressly acknowledge and agree that any personal data disclosed in connection with the conference profile and registration form will be subject to the laws of the country where it is transferred and may not be covered by Swiss law. The NGO Coalition Open Space and pre-summit 2025 cannot assure delegates that the laws and regulations in the recipient country will necessarily offer the same level of confidentiality or data protection as under Canadian law and may require the above-listed third parties and/or authorities to whom the personal data is transferred, to disclose all or any part of the personal data to other authorities or third parties. The NGO Coalition Open Space and pre-summit 2025 will nevertheless contractually ensure that your personal data will be processed by the above-listed third parties to the same extent as it is authorized under Canadian law.

The NGO Coalition Open Space and pre-summit 2025 will also ensure that all third parties that will process your personal data have implemented appropriate technical and organizational measures to protect your personal data against accidental or unlawful destruction or accidental loss, alteration, unauthorized disclosure or access, and which provide a level of security appropriate to the risk represented by the processing and the nature of the data to be protected.

Under a strict embargo policy, all NGO Coalition Open Space and pre-summit 2025 conference documents are released to delegates and media. The embargo policy page provides a detailed breakdown of embargo procedures for different types of abstracts. All conference participants, presenters, and media are asked to respect this policy.

Since the conference events will be filmed and photographed, you hereby agree that, by attending the conference, your image and/or voice may be recorded and published or broadcast through different media. NGO Coalition Principles and Values of Conference Participation By attending NGO Coalition Open Space and pre-summit 2025, delegates agree to comply with the NGO Coalition Principles and Values of Conference Participation. The full policy is available on the conference website and on-site at the registration counter.

According to statutory provisions, the conference organizers shall be held liable in the framework of a duty of care as a respectable business. The liability of the conference organizers—for whatever legal reason—shall be limited to intent and gross negligence. The liability of commissioned service providers shall remain unaffected by this. The delegate shall participate in the conference at his/her own risk. Oral agreements shall not be binding if the NGO Coalition for Social Development has not confirmed these in writing.

This contract is subject to the law of Ottawa, Canada. The terms of this contract shall be fulfilled in Ottawa, Canada, and, in the event of any legal claims arising from either party, Ottawa, Canada, shall be the sole court of jurisdiction. Click HERE for further information on NGO Coalition's copyright, disclaimer, and privacy policies.