Builders Tribe Delegation Terms & Conditions

These Delegation Terms & Conditions apply to all applicants, confirmed participants and attendees ("delegates") of any international business delegation, trade mission, conference trip or study tour organised by Builders Tribe. By ticking the acceptance box, paying any commitment fee, visa assistance fee or package balance, or using the delegation hub, you agree to these terms together with our Terms of Use and Privacy Policy. Where you pay for other people (for example company seats), you confirm you have their authority and that they accept these terms.

Registering interest does not secure a seat. Your place is confirmed only once your commitment fee, or visa assistance fee where it applies, is received. Places are limited and allocated on a first-paid, first-confirmed basis. Builders Tribe may decline or withdraw an application at its discretion; if we do so before any work has been done for you and for reasons that are not your fault, we will refund the unused amount.

The commitment fee secures your seat, unlocks preparation workshops, onboarding materials and the delegation hub, and is credited towards your chosen package. The visa assistance fee covers administrative processing, official delegation letters, host-country partner endorsements and itinerary documentation prepared on your behalf. All prices are in US dollars and include a 4% transaction charge where shown. Any package balance must be paid by the published deadline; unpaid balances may lead to your seat being released, with the rules in section 4 applying to what you have already paid.

All fees and package payments are non-refundable. Credit is available only in the limited cases below.

Commitment fee: if you tell us in writing (through a request in your delegation hub) at least 21 days before the delegation's departure date that you cannot travel, the commitment fee you paid is held as credit. That credit may be used for any other Builders Tribe delegation that starts within twelve (12) calendar months of your original payment date. It is personal to you, cannot be transferred to anyone else, cannot be exchanged for cash, and expires if unused within twelve months. Credit can be used only once.

Visa assistance fee: once your visa application or supporting documents have been prepared or submitted, the visa assistance fee has been earned in full. It is not refunded or held as credit if your visa is refused, delayed or withdrawn, or if you choose not to travel.

Visa refusal: if your visa is refused, the visa assistance fee is forfeited. Any commitment fee may be held as credit under the rule above, provided you tell us within 7 days of the refusal.

No-shows and late cancellations: if all arrangements have been made for you (for example your visa has been issued, your accommodation or event pass has been booked) and you do not travel, cancel with less than 21 days' notice, or do not attend, everything you have paid is forfeited and no credit is given.

Third-party costs: amounts we have already paid to hotels, airlines, event organisers or other suppliers on your behalf are never refundable or credited.

You are solely responsible for holding a passport valid for at least six months beyond your travel dates, and for obtaining all visas, transit visas, vaccinations and health clearances. The information you give us must be true and complete; if a visa is refused or entry is denied because of inaccurate, incomplete or late information, or because of your immigration or criminal history, section 4 applies and no credit is given. Builders Tribe assists with letters and documentation but does not control or guarantee visa approval or entry at the border.

Unless expressly included in your package, international airfare, travel outside the itinerary, meals, accommodation and personal expenses are your responsibility. You must hold comprehensive travel and medical insurance covering emergency medical treatment and evacuation, trip cancellation and personal liability for the full trip. You travel at your own risk and must tell us about any medical condition, allergy or accessibility need that may affect your participation. By submitting your passport or travel details in the delegation hub you confirm this waiver.

We work with third-party conference organisers, venues and government bodies. Speakers, dates, site visits, sessions and venues may change without notice, and we may adjust itineraries or substitute equivalent activities. Such changes do not entitle you to a refund. Introductions and matchmaking are offered in good faith; we do not guarantee meetings, investment, deals or any business outcome.

You represent the Builders Tribe community at all official sessions, partner sites and venues. You must act professionally, respect host-country law and customs, and follow our community guidelines and any reasonable instruction from delegation staff. Harassment, discrimination, intoxication, unlawful activity, unauthorised solicitation of other delegates or partners, or conduct that brings the delegation into disrepute will result in immediate removal, without refund or credit, and you will bear any resulting costs.

You are responsible for any damage you cause to hotel rooms, venues, transport or third-party property, and for any fines, penalties or extra costs arising from your actions, and you agree to reimburse Builders Tribe for any such amounts we pay.

We photograph, film and record delegation activities for marketing, documentary and community purposes. By taking part, you grant Builders Tribe a worldwide, royalty-free licence to use your name, likeness, company name and recorded commentary in connection with delegation media and promotion. You keep ownership of your own pitch materials and business information. You may ask us not to feature you by sending a request before the trip.

Delegate lists, partner contacts, private session content and pricing shared with you during a delegation are confidential. You may not share, sell or use them outside the delegation without our written permission.

By accepting these terms you acknowledge the non-refundable nature of the fees. If you have a concern about a charge, please raise a request with us first. If you open a chargeback or card dispute for a fee that is non-refundable under these terms, we may provide these terms and your acceptance record to your bank, cancel your place and any credit, and recover the disputed amount and any associated costs.

To the maximum extent permitted by law, Builders Tribe, its officers, employees and partners are not liable for indirect, incidental, punitive or consequential loss, including lost business opportunities, injury, illness, theft or loss of property, or airline delays. Our total liability to you for any claim is limited to the amount you paid us for the delegation concerned. We are not liable for cancellation or delay caused by events beyond our reasonable control, including natural disasters, war, civil unrest, epidemics, border closures, sanctions, government action or cancellation by the host conference; in those events, any amount not already paid to suppliers is held as credit towards a rescheduled or future delegation.

We may update these terms from time to time. The version in force when you pay applies to that payment; material changes will be shown in your delegation hub.

These terms are governed by the laws of the Federal Republic of Nigeria. Any dispute that cannot be resolved amicably within 30 days shall be referred to binding arbitration under the Arbitration and Mediation Act of Nigeria. If any part of these terms is found unenforceable, the rest remains in force.

Send a request from your delegation hub or ask Bitty. If you must email, use hello@builderstribe.xyz.