These Terms & Conditions for delegates apply to every person registering for the ITOC EDUCATION Workshop, to be held in Berlin, Germany from March 17 – 18, 2018 (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).
Notice of cancellation must be made in writing by email or fax to the ITOC EDUCATION Workshop 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 Workshop Registration Department is received. Registration fees may be refunded as follows:
Written cancellation received:
– before February 9, 2018: 50% refund
– after February 9, 2018: 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 on special request and if available by 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 Workshop 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.
The Conference is only accessible to certified healthcare professionals, associated press, industry representatives and other stakeholders in the science, management and prevention of gastroenterological disease. By registering, you accept that non-healthcare professionals, including children, will not be able to access the congress area.
Only fully completed 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. If the full payment has not been received before the deadline indicated, the registration will remain valid, however the due fee will be increased according to the payment period (early/regular/on site).
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 includes entry to all conference sessions and the welcome reception provided that sufficient seating space is available. Please note that the security personnel of the conference venue are responsible for granting or denying access to conference halls in case of overfilling, according to room capacities and national legislation. 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.
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.
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.
ITOC EDUCATION Workshop will collect and store all personal data for the preparation and execution of the ITOC EDUCATION Workshop – Berlin, Germany, March 17 – 18, 2018.
In order to facilitate border entry and visa applications, the ITOC EDUCATION Workshop will share contact details of concerned delegates with German immigration authorities upon request and if necessary.
ITOC EDUCATION Workshop periodically performs e-mailings to delegates on behalf of third parties regarding activities at the conference or other communications, which may be of interest. Email contact details of delegates will not be passed on to third parties. Participants may opt out of these e-mailings at any time. This will not affect official correspondence from the conference secretariat.
Fulfillment and jurisdiction
The terms of this contract shall be fulfilled in Berlin, Germany and, in the event of any legal claims arising from either party, Vienna, Austria shall be the sole court of jurisdiction.
Letter of Invitation
Individuals requiring an official Letter of Invitation from the conference organisers can request one by contacting the ITOC EDUCATION Workshop 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.
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 Workshop.
Lost name badge
The conference name badge must be worn at all times during the conference. Access to the conference venue will not be granted without the name badge issued by the conference organiser. If a delegate loses, misplaces or forgets the name badge, a handling fee of EUR 50.– will be charged for a new name badge. Upon handing out a new name badge, the lost badge will be deactivated and become invalid.
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.
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.
Photographs, video-streaming, etc.
The Organiser may without the further consent of the participants use and release pictures and videos taken during the Conference for reports of the Conference and/or in future marketing materials. By registering to this conference attendees agree that photographs or sound or video recordings taken during the conference that could include recognizable images or voices of those in attendance may be posted on the conference website. All recordings are treated sensitively and discreetly. Names will not be published. The Conference is held in a public space, therefore we do not prohibit participants, exhibitors, sponsors, or news organisations from photographing, video or audio-taping some Conference activities. The organiser reserves the right to use images taken at the Conference with your photograph and/or likeness on social media and/or in future marketing materials. The organiser is NOT responsible for individual attendee’s use of your image or likeness.
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 March 9, 2018. After this date, all name changes must be carried out on-site.
A registration confirmation/receipt will be sent by email after the registration (online or paper), 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.
As a part of a visa application, individuals must have travel-health insurance for the duration of their stay in the E.U.
This insurance can be obtained from any approved insurer. Individuals need to check with the responsible embassy/consulate for a list of approved insurers available in their country.
Individuals must have insurance for their entire stay in the E.U. and therefore are encouraged to ensure and pay for the correct number of days. The visa will only be given for the dates that are covered by the insurance policy, which need to relate to the travel dates.
It is the sole responsibility of the delegate to take care of his/her visa requirements. Delegates who require an entry visa must allow sufficient time for the application procedure. Delegates should contact the nearest German embassy or consulate to determine the appropriate timing of their visa applications.
Note: German embassies and consulates-general are independent decision-making agencies for visas, sometimes after specific checks have been made with other E.U. countries. You cannot appeal against the rejection of a visa application, neither can ITOC EDUCATION Workshop intervene on your behalf in case of a rejection or to speed up the procedure.
Delegate registration details will be shared with the German immigration authorities to assist in the immigration process. However, the conference organisers and/or the ITOC EDUCATION Workshop Registration Department will not directly contact embassies and consulates on behalf of visa applicants.
The registration fee minus a handling fee of EUR 25.– will be refunded after the conference if the visa was applied for in time and proof is shown that a visa could not be granted even though all requested documents were submitted. Refund requests must be made in writing and sent to the ITOC EDUCATION Workshop Registration Department, by email, no later than February 15, 2018, the date after which requests for such refunds cannot be taken into consideration.