General terms & conditions

Definitions

These Terms & Conditions for delegates apply to every person registering for the ITOC Education Workshop, to be held in Munich from October 6-7, 2017 (hereafter referred to as “the conference”).

All references to a date or a deadline, mentioned in these terms and on other conference documents, refer to the Central European Time Zone (CET).

Conference registration

Only fully completed online registration forms will be accepted. An invoice will be sent after the receipt of your registration, a confirmation of payment will be sent upon receipt of payment in full.

To be able to register as a student or postgraduate trainee, individuals must present proof of fulltime enrolment at a recognised university or college or an according programme (i.e. student ID, confirmation signed by the head of department, etc.) either by fax at the time of pre-registration or during the onsite registration process.

The registration fee for academia, junior participants and industry includes entry to all workshop sessions and the welcome reception provided that sufficient seating space is available. The conference organiser cannot guarantee available space in every session.

The conference organisers cannot guarantee that a conference bag and other conference materials will be available for late registrations. All conference materials will be distributed on-site. If the maximum delegate capacity is reached, the conference organisers reserve the right to refuse additional registrations.

Registration confirmation/receipt

A registration confirmation/receipt will be sent by email after the registration, a related payment and any necessary documents have been received by the registration department. Delegates may be requested to present this registration confirmation/receipt at the registration counter as proof of their registration and payment.

Methods of payment

Payments should be made in advance and in EURO only, using a credit card or by bank transfer. All bank fees and money transfer costs must be paid by the transmitter. Any negative balance will be collected on site. Indicate the registration number and the delegate’s full name as a reference on all bank transfers.

Registration name change

A handling fee of EUR 50.– will be charged for every name change to an existing conference registration. A new registration for the substitute delegate should NOT be submitted. Name changes will be accepted by email or fax indicating the old and new names including the required contact details until September 25, 2017. After this date, all name changes must be carried out on-site.

Cancellation policy

Notice of cancellation must be made in writing by email or fax to the ITOC Education Congress Office. The notification must include all relevant information regarding the bank account to which a possible refund may be remitted. The cancellation will not be effective until a written acknowledgement from the ITOC Education Registration Department is received. Registration fees may be refunded as follows:

Written cancellation received:

  • before September 8, 2017: 50% refund
  • after September 8, 2017: no refund

The date of the email receipt date or fax ID will be the basis for considering refunds. Please indicate the preferred method of reimbursement (bank transfer, incl. account number or cheque) on your written cancellation. Refunds will be made after the conference.

In the case of over-payment or double payment, refund requests must be made in writing and sent to the ITOC Education Registration Department, by email.

No refunds will be granted for unattended events or early termination of attendance, in case of cancellation of speakers, lack of space in the conference room or any other incidents during the conference which are beyond the control of the conference organisers.

Cancellation of the conference

In the event that the conference cannot be held or is postponed due to events beyond the control of the conference organisers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the conference organisers, the conference organisers cannot be held liable by delegates 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 organisers reserve the right to either retain the entire registration fee and to credit it for a future conference, or to reimburse the delegate after deducting costs already incurred for the organisation of the conference and which could not be recovered from third parties.

Modification of the programme

The conference organisers reserve the right to modify the programme. No refunds can be granted in case of cancellation of speakers, lack of space in the conference room or any other incidents during the conference which are beyond the control of the conference organisers.

Letter of Invitation

Individuals requiring an official Letter of Invitation from the conference organisers can request one by contacting the ITOC Education Registration Department. To receive a Letter of Invitation, delegates must first register to the conference and submit any necessary data, as stated on the online form.   The Letter of Invitation does not financially obligate the conference organisers in any way. All expenses incurred in relation to the conference, the registration and the attendance are the sole responsibility of the delegate.

Data protection and sharing of contact details

The protection of your data and the observance of your right of informational self-determination with regard to the collection, processing and use of your personal data are important to us. In order to facilitate border entry and visa applications, ITOC Education will share contact details of concerned delegates with German immigration authorities. In addition, ITOC Education periodically shares contact details of delegates with third parties that may use these details to contact delegates regarding activities at the conference or other communications, which may be of interest. Therefore data might be passed on to third parties unless otherwise explicitly indicated by the delegate on the registration form. If a delegate has opted to share contact details, they can opt-out at any time by contacting the ITOC Education Registration Department. Notification must be made in writing and sent to the ITOC Education Registration Department by email.

Liability

The conference organisers shall be held liable in the framework of a duty of care as a respectable businessman according to statutory provisions. 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 take part in the conference at his/her own risk. Oral agreements shall not be binding if these have not been confirmed in writing by ITOC Education.

Fulfillment and jurisdiction

The terms of this contract shall be fulfilled in Munich, Germany and, in the event of any legal claims arising from either party, Vienna, Austria shall be the sole court of jurisdiction.