Registration Cancellation Policy
Participation in the Congress can be cancelled with entitlement to refund. A notification must be sent in written form to the Congress Secretariat by email to email@example.com until 16 May 2023 (date of receipt). The notification must include all the relevant information regarding the bank account to which a possible refund may be remitted. A handling fee of 50 EUR will be deducted from the refund sum.
In case of cancellation after this very date, no refunds will be made.
Refund requests will be processed after the Congress only. They shall be made in writing and sent to the Conference Secretariat by email to firstname.lastname@example.org no later than 30 days after the Conference (September 26, 2023, 23:59 CEST Time). No refund request will be processed after this date.
Credit will not be given for unattended events or early termination of attendance. Refunds will be credited only to person/entity who / which paid the original registration. Reimbursement to or for the benefit of third parties is excluded.
Change from physical attendance to online attendance
In the event that the Congress cannot be held onsite at the agreed dates due to events beyond the control of the Organizer and/or the hosting party or due to events which are not attributable to wrongful intent or gross negligence of the Organizer and /or the hosting party, and the Organizer and/or the hosting party decide to convert the Congress to a fully virtual event only without a physical in-person meeting, neither the Organizer nor the hosting party or any of their related entities can be held liable by participants for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc.
In the above case of converting the Congress into a virtual event, all participants with completed registration will automatically remain registered for the virtual event and, if available, the Organizer will refund the payment difference between physical registration fees and virtual registration fee. You will receive a total refund of the library visit fee.
If you do not agree or do not want to be part of the Congress in virtual form, you can declare your non-participation in the virtual Congress in writing to email@example.com within 14 days after receiving the conversion message and/or publication of the conversion decision on the Congress website. The date of receipt of your declaration by the Organizer is decisive for compliance with the deadline. In these cases, you will receive a refund of your registration fee, subject to a processing fee of 50 EUR per registration. Otherwise, the regulations from the above section “Registration Cancellation Policy” apply.
Registration Name Change
A handling fee of 50 EUR will be charged for every name change to an existing Congress registration. A registration form for the substitute participant should be submitted, as well as a proof for the reduced fee if applicable. Name changes will only be accepted until the standard registration deadline indicating clearly the new and old name. After the standard registration deadline (20 August 2023), all name changes must be carried out onsite.
Lost Name Badge
The official Congress name badge must be worn at all times during the Congress. Access to the Congress facilities will not be granted without a proper, valid name badge. If a participant loses, misplaces or forgets the name badge, a handling fee of 50 EUR will be charged for a new name badge. Upon handing out a new name badge, the lost badge will become invalid.
Modification of the Congress Programme
The Congress programme is published as an indication only and may be subject to modification at any time in terms of time, location, theme, and content (in particular to the programme schedule, the appointment and/or selection of speakers, the technical environment, programme duration, etc.) The participant has no claim to the staging of a particular speaker and/or event, to a particular event duration or to the provision of a particular content. Changes to the programme do neither constitute a right of withdrawal nor refund claim on the part of the persons registered, provided the character of the event as a specialist event in the specified subject area is not affected by the changes.
Cancellation of the Congress; Force Majeure; Hardship
If the Congress cannot be held or is postponed, or if the Organizer is prevented through no fault of its own from fulfilling its obligations in connection with the Congress due to external, unforeseeable events beyond its control (“Force Majeure”), or if circumstances arise, which could not have been foreseen and in the presence of which the Organizer would not have concluded this Contract in such a way and the elimination of which cannot be carried out by economically reasonable means (“Hardship”), the Organizer shall have the right to cancel the Congress immediately after the aforementioned circumstances become known and/or to terminate the Congress without any liability and shall be released from its obligations to the participants. In these cases, the Organizer cannot be held liable by the participants for any damages, costs or losses such as transportation costs, accommodation costs, financial losses, lost profits, etc. In these circumstances, the Organizer reserves the right to either retain the entire registration fee and use it for a future or rescheduled Congress or to reimburse the participant for the costs already incurred for the organization of the Congress that could not be recovered from third parties.