1. Introduction

These Terms and Conditions govern your participation in the Midlands African Chamber, Inc. (“MAC”) Trade Mission (“Trade Mission”). By registering for and participating in the Trade Mission, you, and your company, or organization, collectively referred to hereinafter as  (“Participants”), agree to comply with the following terms and conditions of participation, as set forth by MAC.

2. Eligibility

  • Participation is open to business representatives, investors, entrepreneurs, and professionals interested in trade and investment opportunities in West Africa.
  • All Participants must be at least 19 years of age.
  • MAC reserves the right to approve or deny participation based on eligibility criteria.

3. Registration and Payment

  • All Participants must complete the official registration form and submit the required fees by the designated deadline.
  • Registration fees cover administrative costs, coordination, select business meetings, and program materials.
  • Fees do not include personal expenses such as some meals, travel insurance, visa fees, or personal transportation, unless explicitly stated.
  • Payments are non-refundable, except in cases where MAC cancels the event.

4. Insurance Requirements

Participants are required to obtain and maintain insurance coverage for third-party risks during the Trade Mission. Such insurance must ensure that MAC and its respective personnel are named as insured entities. The minimum required insurance coverage shall be the greater of:

  •  a) The participant’s existing third-party insurance coverage; or
  • b) An amount not less than one million U.S. dollars ($1,000,000) per accident or occurrence.

Additionally, Participants shall be solely responsible for all costs related to additional transportation and lodging expenses not explicitly covered in the Trade Mission package. Participants also accept responsibility for any shipping, customs duties, and handling of goods and materials, as well as the removal of such materials from locations visited during the Trade Mission.

5. Liability and Indemnification

Participants, including their contractors and respective personnel, acknowledge and assume all risks associated with participation in the Trade Mission. Participants agree that MAC shall not be liable for any claims, losses, damages, expenses, or costs arising from:

  • Personal injuries, illness, or death;
  • Property damage, theft, or loss, including but not limited to fire, natural disasters, political disturbances, or any other unforeseen circumstances;
  • Loss or damage to displays, products, or materials belonging to Participants and their personnel;
  • Errors or omissions in event directories, promotional materials, or business matchmaking activities.

Participants agree to indemnify, defend, and hold harmless MAC, its officers, directors, employees, and affiliates from any claims, liabilities, costs, or damages (including attorney fees) arising out of or related to their actions, negligence, or failure to comply with these Terms and Conditions.

6. Payment Plan and Refund Policy

6.1. Failure to Comply with Payment Plan Terms: A payment has been provided by MAC for Participants convenience. Participants who opt for a payment plan must adhere to the agreed-upon payment schedule. Failure to make payments by the specified due dates will result in a late fee of $100. Continued non-payment may lead to additional fees, suspension of participation, or removal from the trade mission without any refund. MAC reserves the right to deny access to any trade mission activities, accommodations, or benefits if payments are not received in full by the final due date. No refunds or credits will be issued for payments made prior to removal due to non-compliance with the payment plan.

6.2. Refund Policy: Due to the substantial planning and financial commitments made by MAC, Participants agree to comply with the payment plan terms or pay 100% of the total participation fee upon registration, regardless of any later decision to withdraw. If a participant formally cancels participation, the following terms apply:

  • If written notification of cancellation is received by MAC before May 30, 2025, cancellation will result in an 80% refund of the participation fee, i.e. a 20% cancellation fee.
  • Any written cancellation received after May 30, 2025 shall result in a cancellation fee equal to 100% of the participation fee.
  • Cancelation fees shall be deemed liquidated damages, acknowledging that determining the precise loss incurred by MAC due to cancellation is difficult.

7. Event Cancellation, Schedule Changes

7.1. Event Cancellation: In the event that MAC cancels or postpones the Trade Mission for any reason, it shall not be liable for any costs, expenses, or damages incurred by Participants. MAC shall retain any participation fees to cover expenses already incurred. If any portion of the funds is deemed refundable, MAC shall issue refunds at its sole discretion based on financial feasibility.

7.2. Itinerary Changes: MAC reserves the right to modify, alter, or adjust the trade mission itinerary at any time due to unforeseen circumstances, logistical requirements, availability of venues, or any other factors beyond our control. While every effort will be made to maintain the integrity of the planned schedule, changes may occur without prior notice.

7.3. No Refund Policy: Participants acknowledge and agree that no refunds, partial or full, will be issued due to changes in the itinerary. All participation fees are non-refundable, and adjustments to the schedule will be made with the intent of providing the best possible experience for attendees.

8. Force Majeure

MAC shall not be liable for failure to perform its obligations due to causes beyond its reasonable control, including but not limited to:

  • Acts of God
  • Natural disasters (earthquakes, floods, hurricanes, etc.)
  • Government restrictions, visa cancellations, or travel bans
  • Civil unrest, war, or terrorism
  • Public health emergencies, pandemics, or medical outbreaks
  • Transportation disruptions or supply chain failures

In such circumstances, MAC may cancel or modify the Trade Mission at any time. Participants shall not be entitled to compensation or indemnity. Any remaining funds after covering expenses shall be distributed proportionally among Participants based on their payments.

9. Travel and Visa Requirements

  • Participants are responsible for obtaining all necessary travel documents, including passports, visas, and vaccinations.
  • While MAC may provide general guidance, it does not guarantee visa approvals or travel clearance.
  • Participants must comply with all entry and exit requirements of the host countries.

10. Business Meetings and Outcomes

MAC will facilitate business-to-business (B2B) meetings, networking opportunities, and site visits; however, it does not guarantee any specific business deals, investments, or partnerships. Participation in these activities is at the participant’s own discretion.

11. Intellectual Property

Participants affirm that, to the best of their knowledge, they have the legal right to use any intellectual property associated with products, materials, or promotional content presented during the Trade Mission. Participants agree not to infringe upon the intellectual property rights of any third party. MAC assumes no responsibility for intellectual property disputes arising from a participant’s activities.

12. Firearms, Conduct and Compliance

12.1. Firearms: Participants are strictly prohibited from carrying, possessing, or transporting firearms, ammunition, explosives, or any other weapons during any part of the trade mission, including but not limited to flights, ground transportation, business meetings, networking events, and site visits.

This restriction applies regardless of local laws or regulations in the destination countries. Violating this policy may result in immediate dismissal from the trade mission without refund, and Participants will be solely responsible for any legal consequences that may arise from non-compliance.

By agreeing to participate in the MAC trade mission, Participants acknowledge their responsibility to adhere to this policy and understand that any violation will be subject to disciplinary action as deemed necessary by the MAC.

12.2. Conduct and Compliance: Participants are expected to conduct themselves professionally and respectfully throughout the Trade Mission. MAC reserves the right to remove any participant from the program if they:

  • Violate local laws or customs
  • Engage in inappropriate, disruptive, or unethical behavior
  • Fail to adhere to MAC’s standards of professional conduct

In such cases, Participants shall forfeit all participation fees and benefits.

13. Media and Publicity

  • MAC reserves the right to capture photographs, videos, and interviews during the Trade Mission for promotional use.
  • By participating, individuals grant MAC permission to use their likeness in media content without compensation.

14. Governing Law and Dispute Resolution

  • These Terms and Conditions shall be governed by the laws of the State of Nebraska, USA.
  • Any disputes arising from or related to the Trade Mission shall be resolved through good faith negotiations.
  • If unresolved, disputes shall be submitted to binding arbitration in Nebraska, in accordance with the American Arbitration Association (AAA) rules.

15. Amendments

MAC reserves the right to amend or update these Terms and Conditions at any time.

By registering for the MAC Trade Mission to West Africa, Participants acknowledge that they have read, understood, and agreed to these Terms and Conditions.