Terms and conditions

1. Registration Procedure

Please consult the "Registration fees and information" section in this webpage to see how to register. As soon as your registration is completed a pro-forma or an invoice will be issued on your behalf. Registration fees do not include flights or accommodation.

Registration fees vary according to the payment reception period. If the payment is made after the deadline for the selected payment, the registration fee for the following period will be applicable and the difference will be invoiced.

2. Payment

Payment shall be done using bank transfer (preferred option) or by credit card (Visa and MasterCard). You will find detailed instructions on how to proceed in your personal account.

Using bank transfer, please note all bank charges have to be supported by the participant/payer and should be added to the total amount. Bank cheques are not accepted.

3. VAT

As stated in the article 53 of Directive 2006/112/EC, registration fee is subject to VAT applicable in the country where the event is taking place, even when supplied to taxable persons. The VAT charge is therefore applicable to all participants. Please consult with your country’s tax advisor for assistance in claiming your refund.

According to Spain’s tax regulation a 21% VAT charge has been applied to the registration fees. Organizer reserves the right to amend this charge should the VAT rule or rate change.

Organizer cannot be held responsible for any problem you may encounter related to VAT refund or VAT number not provided.

4. Substitution

If a delegate cannot attend the Conference, we are happy to accept a substitute colleague at any time. Requests for substitutions will only be accepted by e-mail indicating the name of the cancelled delegate as well as the name function and contact details of the substitute. Please note that after 15 March 2018, a fee of €75 will be applied for substitutions.

5. Registration Fee Cancellation Policy

Notification of cancellation must be made in writing and sent by email indicating the cancelled delegate. The following rules apply in case of cancellation – for individual and group cancellations:

- Cancellation notified until and including 15 March - 100% refund (minus administrative charges of 75€).

- Cancellation made after 15 March 2018 will not merit refund.

- Refunds will not be made for no-shows and unattended events.

- Bank charges applied to a refund will be borne by the delegates.

In case of overpayment or double payment, refund requests including valid proof of the overpayment or double payment must be made in writing and sent by email to the Organizer, no later than one month after the event. An administrative charge of 75€ will be applied for all refunds.

6. Visas

It is the sole responsibility of the participant to take care of visa requirements. Participants who require an entry visa to the EC must allow sufficient time for the visa application procedure.

Participant registration details might be shared with the immigration authorities to assist in the immigration process of the EC.

To receive an invitation letter for the event, participants shall contact the Organizer to ask for the invitation and/or warranty letter. All expenses incurred in relation to the event and the visas are the sole responsibility of the participant.

Should the delegate not be granted his/her visa, the registration fee will be reimbursed (minus an administrative charge of 75€) if and only if he/she provides the Organizer with an official document from the concerned Embassy rejecting the visa and that the application was made at least four (4) weeks prior to the event date.

The Organizer will grant visa invitation letters up to four (4) weeks prior to the event date. Within four (4) weeks from the event date visa invitation letters cannot be guaranteed.

7. Data Protection

The acquisition, handling (which includes saving data, changes, transmission, blocking and erasing) and utilization of all personal registration data is executed within the guidelines of the effective data protection regulations. The Organizer will collect and store all data necessary for the preparation and execution of congress.

In order to protect and safeguard the personal data provided, the appropriate business procedures will be applied, as well as technical and physical restrictions for accessing and using personal information. Only authorized employees are permitted to access personal information for performing their duties in respect of our services. Our server and network are protected by firewalls against unauthorized access.

In addition, the Organizer may share only contact details of attendees with third parties that may use these details to contact attendees regarding activities at the congress or other communications which may be of interest. The event organizers are obliged to give out attendee`s data due to a court or an official order.

8. Travel Insurance

Delegates are strongly advised to procure their own personal and travel insurance.

9. Cancellation of the Event

Where the event is cancelled as a result of a force majeure or insufficient number of participants or for reasons which are not the fault of the Organizer, only the registration fee will be refunded, less administrative charge of 75€ per registration; however, this shall not apply to any other expenses exceeding this (such as, for example, hotel booking, flight and train tickets, etc.).

10. Regulations

The Organizer reserves the right to make amendments to the program or any related activities at its discretion. These changes do not lead to a refund or a reduction in price of the registration fee.

11. Acceptance of Terms of Use

These Registration Terms and Conditions shall apply to all delegates registering to the event.

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