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General Terms & Conditions

1. Scope

The following General Terms and Conditions contain the conditions for participating in the World Canals Conference 2020. The General Terms and Conditions apply to every individual taking part in the Event. event lab. GmbH is the organizer of the Event.

 

2. Participation/Registration

Registration is handled at the event homepage and is binding once the online registration form has been sent to event lab. GmbH. After online registration, each participant receives a booking confirmation along with a request for payment including the necessary bank details. Payment can also be made by credit card (MasterCard/Eurocard, VISA, Amex) or PayPal. After booking confirmation, the participant is entitled to take part in the Event. Events with a limited number of participants will be indicated as such.
Registration can also be done onsite during the official opening hours.

 

3. Registration fees

Registration fees are listed at the respective event homepage. If the event offers a reduced fee for students, the organizer will need a valid student ID at the time of registration and for the duration of the event. Upon receipt of the booking confirmation, students must promptly submit a copy of their student ID to event lab. GmbH without being prompted to do so.

The following registration deadlines apply:

  • Early Bird fee: until 30 June 2020, 24.00 CET
  • Late registration fee: from 1 July 2020 until the beginning of the event

Only fully completed registration forms will be accepted. The registration fee is based on the date of the receipt of the registration form and the payment in full in accordance with the deadlines mentioned above. Should one deadline be missed, the next applicable fee will be charged automatically. The registration will only be confirmed upon receipt of payment in full.

If the maximum attendee capacity is reached, the organisers reserve the right to refuse any registration.


4. Name tags

Participants receive their name tags at the registration counter. The name tags must be worn in a visible manner by all participants throughout the Event. Access to the Event will be denied without a name tag. A processing fee of 15 euros will be charged for reissuing a lost or stolen name tag.


5. Re-booking/cancellation/refund

Notification of cancellation must be made in writing and sent to the Conference Secretariat by email at kschmidt@eventlab.org. The notification must include all the relevant information regarding the bank account to which a possible refund may be remitted. The following cancellation policy applies:

  • Registration fee minus 50% until 31 July 2020
  • No refund from 1 August 2020

The same cancellation policy applies fort he social event(s).

Registration fees will not be refunded in the case of a participant failing to appear due to sickness, premature departure, etc. A processing fee of 15 euros will be charged for changes made to the registration, e.g., participant name, billing address, or for rebooking. We expressly note that it is possible to rebook a registration, allowing a substitute participant to take part. event lab. GmbH must refund the value of expenditures saved as well as the advantages accrued to it from an Event booking by another participant. The participant reserves the right, however, to prove that event lab. GmbH has not incurred any or considerably less damage.

Refund requests will be processed after the Conference only. They must be made in writing and sent to the Conference Secretariat by email no later than 30 days after the Conference (6July 2020).No refund request will be processed after this date.


6. Hotel bookings

Hotel rooms can be reserved/booked through the Event homepage. We offer the following options:

a) Hotel reservations/bookings can be made through the external web portal www.hrs.de, a service of HRS Hotel Reservation Service Robert Ragge GmbH, Breslauer Platz 4, 50668 Cologne. The aforementioned web portal can be accessed through the Event homepage. event lab. GmbH merely offers the opportunity to access the www.hrs.de homepage. It is not a hotel agent and is not responsible for accommodation contracts. event lab. GmbH has no influence on the content and offers at this website. The website is the responsibility of the respective site operator. No legal violations were apparent when the links were set up to these external sites. event lab. GmbH has no influence on the current and/or future contents of the websites it is linked to. event lab. GmbH cannot be reasonably expected to continually verify its external links without due cause. If legal violations are discovered at external links, these links will be deleted immediately.

b) Hotel reservations/bookings can be made through one of the online registration forms provided at the Event homepage. By booking online, the participant places a legally binding order with event lab. GmbH to arrange one/several overnight hotel stays with a certain hotel service provider. Online booking represents an offer by the participant made to the hotel with the intent of concluding an accommodation agreement. The hotel decides if it will accept this offer. We expressly point out that the accommodation contract is exclusively between the participant and the respective service provider and is subject to the terms and conditions of the service provider (with the exception of cancellations, see subsection 6c)). If the hotel accepts the accommodation contract, you receive a booking confirmation from event lab. GmbH.

c) Re-bookings and cancellations must be made in writing. For all hotels, mentioned in the online registration form, the following cancellation policy applies:

  • No cancellation fees until 15 April 2020
  • 50% cancellation fees between 16 April 2020 and 15 May 2020
  • 100% cancellation fees from 16 May 2020

If the accommodation agreement is arranged via event lab. GmbH, the hotel’s cancellation rules do not apply. The participant must reimburse event lab. GmbH for damages arising from cancellation after the aforementioned cancellation deadline. The participant reserves the right, however, to prove that event lab. GmbH has not incurred any or considerably less damage.

The payment of you hotel booking(s) must be made onsite during check-in/check-out ONLY.


7. limited participation/social events

Parts of the Event (workshops, evening events, etc.) may be limited in terms of the number of participants, may require registration, and may involve additional costs beyond the regular Event fee. If registration is compulsory and additional costs are involved, these parts of the Event can likewise be firmly booked and paid for at the Event homepage or at the Event/conference office. More information on this is available at the Event homepage or from the Event organizer. Once the maximum number of participants has been reached, no right to participate may be asserted. Cancellation of parts of the Event with limited participation is only possible through 1 September 2020. We expressly note that it is possible to rebook a registration, allowing a substitute participant to take part. event lab. GmbH must refund the value of expenditures saved as well as the advantages accrued to it from an Event booking by another participant. The participant reserves the right, however, to prove that event lab. GmbH has not incurred any or considerably less damage.


8. Liability

a) With the exception of the liability for injury to life, body, or health of the participant, event lab. GmbH’s liability is limited to willful intent or gross negligence. event lab. GmbH’s liability for the breach of fundamental contractual obligations (cardinal obligations) shall thereby remain unaffected. In this case liability is limited to an amount of damage that is typical for the contract and foreseeable upon conclusion of the contract. Insofar as the liability of event lab. GmbH is excluded or limited, the same shall apply to the liability of representatives as well as any performing and vicarious agents employed. event lab. GmbH is not liable for damages or disruptions caused by circumstances outside its sphere of influence. This applies, in particular, to cases where the Event is impeded or hindered by unforeseen political, economic, or climatic events or in general by force majeure.

b) event lab. GmbH solely acts as an organizer and is not responsible for the Event program or Event contents. The program and/or Event are subject to change, e.g., by speakers cancelling. event lab. GmbH may not be held liable for the contents of or changes in the program or Event and potential damages arising therefrom. Insofar as event lab. GmbH assumes responsibility for the printing or digital creation and publication of an Event program, newsletter, email and such, it shall be liable, in particular, with regard to any printing or production errors, etc., solely within the scope of the liability provisions of subsection 8 a) of the General Terms and Conditions.

c) event lab. GmbH is liable neither for the performance of hotel services, especially the availability of rooms at the time requested, nor for the successful conclusion of an accommodation contract with the respective hotel for the offer transmitted by it. event lab. GmbH assumes liability in its capacity as an agent solely within the scope of the liability provision of subsection 8 a) of the General Terms and Conditions.

d) Insofar as there is the possibility of participants using local public transportation at the event location free of charge by presenting their congress documents, admission tickets or such and/or purchasing such tickets at a discount rate, event lab. GmbH shall not be liable for any damages arising from the use of these means of transportation.


9. Data protection and copyright

The participant acknowledge that the organizer can make photos and/or video and audio recordings at any time, and by registering for the Event expressly grants his permission to do so. He likewise grants his permission for the organizers to use these photos and/or recordings at the Event website and in social media channels as well as in Event publications.

The personal information provided by the participant upon registration is used to guarantee the organization, execution and evaluation of the Event. Data will only be shared with third parties involved in the Event and to ensure that the event runs smoothly (organizer, hotel, etc.). Apart from this, no further data will be shared with third parties. Personal information will be used and gathered solely in compliance with the applicable data-protection regulations. By registering for the Event, the participant expressly grants his permission to gather, use, process, store and disclose his personal information in the aforementioned context.

The scientific/scholarly presentations by participating speakers will be transferred to the presentation equipment (e.g., laptops) exclusively and centrally from the technology counter or directly by means of a storage device and may be saved on the Event location’s server. The server gives third persons (e.g., event technicians) access to these copyright-protected works. The copyrighted works submitted by the speakers will be solely used to ensure that the Event runs smoothly. The presentations will only be shared with third parties involved in the Event and only if required for the Event. By registering for the Event, participants declare their agreement with this. event lab. GmbH cannot guarantee that the presentations are protected under copyright. The speakers should note that event lab. GmbH or the organizer is not liable for copyright violations by the speakers in their presentations.


10. Other

Insofar as admissible by law, the place of performance and jurisdiction is Leipzig.


11. Severability

Should one or several provisions of these conditions of participation become invalid or contain a loophole, the contractual parties agree to amend or substitute the invalid or incomplete regulation with statutory regulations or with a valid regulation as close as possible to the purpose of the invalid regulation. The validity of the remaining provisions shall remain unaffected.