ARTICLE 1: DEFINITIONS
In these general terms and conditions, the following definitions apply:
Conference Organizer: Virology Education B.V (VE)
Meeting: a meeting / event / workshop / course organized by Virology Education B.V (VE)
Participant: the person who registers or has registered for the meeting
ARTICLE 2: REGISTRATION
A participant has the opportunity to register for one or more meetings organized by the Conference Organizer. Registration for the meeting takes place through the online registration process. The registration can be cancelled up to 15 days free of charge. A cancellation fee will apply after this period. Enrolment in the meeting is only confirmed once the Conference Organizer is in possession of a fully completed and submitted online registration form and receipt of any applicable payment for the registration by the participant.
ARTICLE 3: CONCLUSION OF AGREEMENT
After the online registration by the participant has been successfully submitted and received by the Conference Organizer, the Conference Organizer will send the participant a confirmation of the registration. The contract between the participant and Conference Organizer arises when the registration confirmation has been sent to the participant.
ARTICLE 4: FINANCIAL OBLIGATIONS / PAYMENT
- Up to 4 weeks prior to the meeting, it is possible to transfer the final registration to another individual free of charge. Transferring a registration can only be done in writing by the original participant.
- Cancellation of a definitive registration can only be done in writing and is possible up to 8 weeks prior to the meeting. In case of cancellation, only the registration fee will be refunded. An administration cost of € 35 will be deducted from the amount to be refunded.
- The prices for the meetings are fixed annually per meeting and are listed on the website of Virology Education.
- The participant remains at all times liable for non-compliance with their payment obligation, even if the billing address is different from the home address and / or a business institution or subsidiary institution reimburses the costs of the meeting for the participant.
- If the invoice is not paid on the date agreed to in writing, the participant is in default of payment
- In case of a late payment, the participant’s access to the meeting can be denied at the discretion of the Conference Organizer. The participant’s obligation to make a payment for the registration does not lapse.
ARTICLE 5: CANCELLATION OF THE MEETING
In the event that the Meeting cannot be held or is postponed due to events beyond the control of the Conference Organizer (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the conference organizers, the Conference Organizer cannot be held liable by Participant for any damages, costs or losses incurred, such as costs for transportation, for accommodation, costs for additional orders, other financial losses, etc. Under these circumstances, the Conference Organizer reserve the right to either retain the entire registration fee and to use it for a future conference, or to reimburse the delegate after deducting costs already incurred for the organization of the conference and which could not be recovered from third parties.
ARTICLE 6: FORCE MAJEURE
The Parties’ performance under this agreement is subject to acts of God, war, government regulations, threats or acts of terrorism or similar acts, government travel advisories, disaster, strikes, civil disorder, decrease of transport facilities, fire, flood, any undesirable weather or any cause beyond the parties’ control, making it unadvisable, illegal or impossible to perform their obligations under the agreement. Both parties may cancel the contract for anyone or more of such reasons upon written notice to the other party.
ARTICLE 7: INTERMEDIATE TERMINATION
The Conference Organizer reserves the right to terminate the agreement with a participant by means of an official letter, if the participant, in the opinion of the Conference Organizer, in any way disrupts the orderly conduct of a meeting and / or harms the interests of the Conference Organizer. All financial obligations for payment arising from the agreement remain.
ARTICLE 8: FAILURE TO ATTEND
The failure of the participant to attend the meeting or the departure of the participant prior to the conclusion of the meeting, does not entitle the participant to a partial or full refund of the registration fee
ARTICLE 9: MODIFICATION OF THE PROGRAM
The Conference Organizer publishes all information about various meetings, including its objectives, duration, program, teacher (s) / speaker (s), etc on its website.
Please note that while speakers and topics were confirmed at the time of publishing, circumstances beyond the control of the organizers may demand substitutions, alterations or cancellations of the speakers and/or topics. As such, the Conference Organizer reserves the right to change or adjust the advertised speakers and/or topics if necessary without any liability to you whatsoever. Any substitutions or alterations will be updated on our web page as soon as possible. The Conference Organizer reserves the right to modify the program, which is published as an indication only.
ARTICLE 10: PHOTOGRAPHY AND VIDEO MATERIALS
Please be advised that photographs and videos will be taken at the event for use on the Conference Organizer’s websites and in the press, the Conference Organizer’s marketing materials, and other publications by the Conference Organizer. By registering for this event, the Participant consents to the above and the use of images and videos of themselves. Photographs of any work or materials created during the Meeting be freely used by the Conference Organizer for publicity purposes.
ARTICLE 11: USE OF EVENT DOCUMENTATION AND COPYRIGHT
The ownership of the Meeting materials remain with the Conference Organizer. All materials, logos and workshop proceedings produced for the Meeting are and will remain the sole property of the Conference Organizer.
Presentations and event documentation are protected by copyright law and are licensed to the Conference Organizer. Rights to their use may only be transferred through express written consent by the author. Participants are not permitted to copy licensed materials distributed for informational, educational or training purposes. Licensed materials are computer programs and/or other licensed data (or databases) in machine readable form, and their accompanying documentation.
ARTICLE 12: CONFIDENTIALITY
All sensitive and personal information (work processes, strategies, company sensitive information, etc.) provided by Participant will be treated confidentially by the Conference Organizer, its employees and by its hired faculty / teacher (s) / speaker (s).
ARTICLE 13: LIABILITY
The Conference Organizer 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 Organizer – for whatever legal reason – shall be limited to intent and gross negligence. The liability of commissioned service providers shall remain unaffected by this. The Participant shall take part in the conference at his/her own risk. The Conference Organizer cannot be held liable by delegates for damages or theft of property to hotel and/or facilities used for the purposes of the Meeting. The Participant will participate in the Meeting with full intent to respect the facilities in use and are liable for any damages to the hotel or the conference venue for which they are personally responsible. Verbal agreements shall not be binding if these have not been confirmed in writing by the Conference Organizer.
The Conference Organizer does not assume liability for consequential damages resulting from possibly erroneous and/or incomplete contents of presentations and/or event documentation.
ARTICLE 14: INSURANCE
As the Conference Organizer cannot be held liable for loss, injury or damage to any person or property or for any additional expenditure incurred due to changes, whatever the cause, the Participant is advised to make his/her own arrangements for health and travel insurance.
ARTICLE 15: Data Protection
The Conference Organizer will collect and store all personal data for the preparation and execution of the Conference.
ARTICLE 16: COMPLAINTS PROCEDURE
If, by any chance, the Participant is not satisfied with the services of the Conference Organizer, the Participant may also submit a formal complaint. The complaint has to be filed in a timely matter. In principle, a complaint is to be submitted within one year after the action that is the subject of the complaint occurred. The Conference Organizer is not held to consider a complaint submitted after this period and will only do so for exceptional cases.
The Participant may submit the complaint via the online form. the subject of the complaint should be stated clearly, and to which Conference Organizer employee(s) it concerns. If the complaint refers to an incident, it should be described and the date on which the incident took place and the meeting/course name in relation to the incident should be mentioned. Within five working days the Participant will receive a written confirmation with an indication of the period in which the Participant may expect a substantive response. This period can run up to 28 days after receipt of the complaint.
The Conference Organizer’s management will present the Participant with a written solution (per e-mail). If necessary, a meeting can be arranged with the management. If no reply is received from the Participant within five working days of the dispatch of the written response, the complaint will be considered settled.
If the Participant does not agree to the solution presented, the Participant may refer the complaint to an independent, third party, Mr. Marsja Wierenga, a lawyer in Utrecht, the Netherlands. Depending on the complaint, a hearing is conducted and a decision will be made. The decision of the lawyer is final and binding.
For any questions contact our Compliance Officer via firstname.lastname@example.org
The Conference Organizer works on the principle that complaints are handled confidentially, and that individuals are only made aware of the complaint if it is deemed necessary. Complaints are registered and are kept on record for up to two years after the date of the complaint.
ARTICLE 17: APPLICABLE LAW
The agreements concluded with the Conference Organizer are exclusively governed by Dutch law.
ARTICLE 18: MODIFICATION OF THESE TERMS AND CONDITIONS
The Conference Organizer is entitled to make changes to these conditions. Virology Education will send the modified conditions upon request.