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Terms & Conditions of Registration

When you register for the 2019 conference, you will be required to agree to terms and conditions of registration, which you can find below. If you would like to print off a pdf of the conference terms & conditions, please click here.

EphMRA 2019 – Annual conference 25 – 27 June, Warsaw

Terms and Conditions:

The following terms and conditions apply to all registrations for the EphMRA annual conference to be held at the Hilton Warsaw Hotel & Convention Centre l between 25 – 27 June 2019.

Privacy Law

In compliance with the Belgian Law regarding personal data protection, Event Masters hereby informs that the information here given will solely be managed internally and used exclusively for the purpose of communication within the scope of the conference activities such as scientific and social.

By filling in this form you authorise Event Masters to use the given personal data for the above mentioned purpose.

You have the right to modify or cancel the data here given. Should you wish to do so please contact the conference secretariat:

Event Masters

Venusstraat 7

2830 Willebroek

Belgium

Changes to your conference registration

Any changes to your conference booking should be made in writing to Event Masters at –

[email protected]

Terms of early bird, mid fee and late fee registrations

If you book in time for the early bird fee (by 4pm UK time on Tuesday 12th March 2019):

Early bird places are non-refundable but may be transferred to a colleague if required. The place can only be transferred once for free. After that, a second or subsequent transfer will incur a fee of 150 euros per transfer. Name substitutions can only be made within your own company and if there is a difference in the registration fee payable then an invoice will be issued.

If you book after the early bird fee deadline:

Mid and late fee places are non-refundable but may be transferred to a colleague if required. The place can only be transferred once for free. After that, a second or subsequent transfer will incur a fee of 150 euros per transfer. Name substitutions are only possible within your own company and if there is a difference in the registration fee payable then an invoice will be issued.

Please note delegates names for those bookings made after the 7th June 2019 may not appear on the delegate list included in the delegate packs.

Cancellation of Conference Attendance:

In the event that you cancel your attendance at the conference without transferring your registration to a colleague, no refund will be made. Please notify the conference office of your cancellation in writing.

Insurance and Liability:

It is recommended that you obtain adequate cover for travel, health and accident insurance before you depart from your home country. EphMRA and Event Masters, as organisers, cannot accept responsibility for personal injuries, or loss or, or damage to private property belonging to you or any accompanying people.

EphMRA cannot make any refunds of registration or hotel fees due to illness or unforeseen circumstances arising from a change in health status. Participants are advised to ensure they have adequate travel and health insurance in place to ensure reimbursement of such eventualities and cancellation.

Force Majeure:

EphMRA, Event Masters or the conference venue are not responsible for the cancellation, the partial non-execution or changes which might happen to the conference in the event of the following:

 -   An accident – an act caused by a third party, such as Acts of God, including, without limitation:

  1. Credible threats of natural disaster in the geographic vicinity of the venue
  2. War
  3. Curtailment or interruption of transportation facilities
  4. Threats or acts of terrorism or similar acts – governmental travel advice relating to the area in which the conference is taking place – a governmental elevation of the terrorism alert level
  5. Civil disturbance – the issue of a travel warning by the World Health Organisation
  6. Any other events or disasters beyond the parties’ control which prevents the venue from accommodating EphMRA and its delegates for the event or if for the same reasons the event is cancelled by EphMRA.

If travel arrangements are affected by any of the above, EphMRA, Event Masters or the conference venue are not responsible for reorganising or paying for alternative travel.

Closure of a hotel which has been arranged by Event Masters:

Should the hotel in which rooms have been booked by Event Masters close between the date of booking and the start of the event, Event Masters will do its utmost to offer alternative options to you. If you confirm the booking of this alternative option, Event Masters/EphMRA will not be responsible for any difference in rates. Should you decide to decline the alternative booking and book a room at another hotel which is not one of Event Masters pre-event contracted hotels, any pre-payments made by you for the hotel which is closed would be reimbursed by Event Maste

Payment Terms:

Bank transfer: All invoices are payable within 30 days. For those booking an agency fair exhibition booth please note that spaces are booked according to the payment date so do not delay.

Credit card payments: The invoice is paid on the date the credit card payment goes through.

If the invoice remains unpaid after 30 days EphMRA reserves the right to add a penalty fee of 250 euros to the invoice amount.

The invoice will be sent to your e-mail address within 48 hours.

Dress Code:

There is no formal dress code for the event at the conference centre or the offsite evening event.


Delegate Badges:

You are required to wear your badge (clearly visible) during ALL events – including social events – to enable us to identify you as a bonafide attendee. This will avoid any unnecessary embarrassment on entry to business and social events.

Programme Changes:

EphMRA 2019 Conference reserves the right to make any necessary changes to the programme at short notice. There will be no pro rata refund of registration fees for cancelled papers or changes to the programme.
Data Protection Statement:

Event Masters protects the personal data of its website users with greatest diligence and complies with the recent GDPR. Personal data are data which can be related to your person and provide information on your behaviour or characteristics. This includes of course your name, postal address and telephone number as well as information about your possible interests and surfing customs as far as this information can be attributed to you directly or indirectly.

We collect use and process personal data provided by you only according to the strict data protection provisions in Belgium and in compliance with the provisions of the EU Data Protection Directive and GDPR.

Registration

Registration for the 2019 conference will open on Monday 21st January 2019 when the early bird fee comes into effect. This is a great time to register whilst the price is at its lowest, so put the date in your diary!