GENERAL TERMS & CONDITIONS

Definitions

These Terms & Conditions for delegates apply to every person registering as a regular delegate (or Young Scientist, Student, Company Representative) for the 36th International Workshop of the European Helicobacter and Microbiota Study Group 2023 (EHMSG 2023),

to be held in Antwerp, Belgium from September 7 - 9, 2023 (hereafter referred to as “the conference"), organised by the European Helicobacter and Microbiota Study Group (hereafter referred to as “the conference organisers”).

All references to a date or a deadline, mentioned in these terms and on other conference documents, refer to the Central European Summer Time Zone (CEST).

 

Conference Fees

The reduced registration fees are only applicable if they have been paid to the congress account before the according deadlines are over. Registering without performing an actual payment will automatically set your balance to the higher fee applicable.

The deadlines are as follows:

Early fee deadline: July 1, 2023

Regular fee deadline: July 2 - August 20, 2023

Late fee: Onsite

NOTE: Online pre-registration will close on August 20, 2023. After this date registration will still be possible, but only onsite at the conference venue on September 7 - 9, 2023.

All participants will have to pay the fee mentioned in the registration to be granted access to the conference. Participants paying through bank transfers will only be granted access once the payment has been received by the EHMSG Conference organisers. Bank payments will be possible only until August 20, 2023.

Conference registration

Only online registrations will be accepted. An invoice will be sent after the receipt of your registration, a confirmation of payment will be sent upon receipt of payment in full. If the full payment has not been received before the deadline indicated, the registration will remain valid, however the due fee will be increased according to the payment period (early/regular/on site).

To be able to register as a student or postgraduate trainee, individuals must present proof of fulltime enrolment at a recognised university or college or an according programme (i.e. student ID, confirmation of head of department, etc.) either by fax at the time of pre-registration or during the on site registration process.

The registration fee for delegates, Young Scientists, students and company representatives, includes entry to all conference sessions, corporate satellites, the exhibition and poster area, the welcome reception (limited to 100 persons - first come-first served!), provided that sufficient seating space is available. Please note that the security personnel of the conference center are responsible for granting or denying access to conference halls in case of overfilling, according to room capacities and national legislation. The conference organiser cannot guarantee available space in every session.

Entry to any conference sessions or the exhibition is not allowed for persons accompanying a delegate. 
Parents/guardians of accompanying children agree to take full responsibility for them while at the conference or a social event.
 
The conference organisers cannot guarantee that a conference bag and other conference materials will be available for late registrations. All conference materials will be distributed onsite.
If the maximum delegate capacity is reached, the conference organisers reserve the right to refuse additional registrations.


Registration confirmation/receipt

A registration confirmation/receipt will be sent by email after the registration (online or paper), a related payment and any necessary documents have been received by the registration department. Delegates may be requested to present this registration confirmation/receipt at the registration counter as proof of their registration and payment.


Methods of payment

Payments should be made in advance and in EURO only, using a credit card or by bank transfer.
All bank fees and money transfer costs must be paid by the transmitter. Any negative balance will be collected on site. Indicate the registration number and the delegate’s full name as a reference on all bank transfers.



Cancellation policy

Provided you are a consumer, you have the right to withdraw from this online registration order within 14 days without giving any reason by law. The right of withdrawal is excluded if the delegate has requested access to the conference prior the 14-day withdrawal period.

Notice of cancellation (e.g. in case of sickness, lack of funding or any other personal reasons) must be made in writing by email or fax to the EHMSG Congress Office. The notification must include all relevant information regarding the bank account to which a possible refund may be remitted. The cancellation will not be effective until a written acknowledgement from the EHMSG Registration Department is received.

Registration fees may be refunded as follows:

Written cancellation received:

- before July 5, 2023: 50% refund

- after July 6, 2023: no refund

The date of the email receipt or fax ID will be the basis for considering refunds. Please indicate your bank details on your written cancellation. Refunds will be made after the conference.

In the case of over-payment or double payment, refund requests must be made in writing and sent to the EHMSG Registration Department, by email.

No refunds will be granted for unattended events or early termination of attendance, in case of cancellation of speakers, lack of space in the conference room or any other incidents during the conference, which are beyond the control of the conference organisers.

By registering to the 9th ImmunoTherapy of Cancer Conference participants agree that neither the organising committee nor the congress office assume any liability whatsoever. Participants are requested to make their own arrangements for health and travel insurance. The conference fee does not include insurance.

Cancellations made after the deadline (July 5, 2023) cannot be refunded for any reason.


Cancellation of the conference

In the event that the conference cannot be held or is postponed due to events beyond the control of the conference organisers (force majeure, pandemic) or due to events which are not attributable to wrongful intent or gross negligence of the conference organisers, the conference organisers cannot be held liable by delegates for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, costs for additional orders, financial losses, etc.
 
Under these circumstances, the conference organisers reserve the right to either retain the entire registration fee and to credit it for a future conference, or to reimburse the delegate after deducting costs already incurred for the organisation of the conference and which could not be recovered from third parties.

 

COVID-19 regulations

To avoid the spread of Covid-19 and to guarantee a safe congress for our participants and industry partners, the congress organisers will strictly follow the rules stated at the time as issued by the Belgian authorities. In addition, the congress organizer has the right to implement even stricter regulations.

For the duration of the congress, any legal regulations in force at the time of the event shall apply. Prior to the congress, the relevant regulations will be published without delay on the conference website in accordance with the governmental decrees. With your registration and participation in the congress, you engage to comply with the applicable regulations.

Please note, that regulations can change at short notice so please be sure to visit our website frequently. Please be aware that travel regulations may differ from country to country. Please inform yourself about travel restrictions on the official websites of the embassy or consulate in your country.

 

Photographs & Video Streaming

The organiser may without the further consent of the participants use and release pictures and videos taken during the congress for reports of the congress and/or in future marketing materials. By registering to this congress, attendees agree that photographs or sound or video recordings taken during the congress that could include recognizable images or voices of those in attendance may be posted on the congress website. All recordings are treated sensitively and discreetly. Names will not be published. The congress is held in a public space, therefore we do not prohibit participants, exhibitors, sponsors, or news organisations from photographing, video or audio-taping some congress activities. The organiser reserves the right to use images taken at the congress with your photograph and/or likeness on social media and/or in future marketing materials. The organiser is NOT responsible for individual attendee’s use of your image or likeness.

 

Data Protection and sharing of Contact Details

Personal data

The protection of your data and the observance of your right of informational self-determination with regards to the collection, processing and use of your personal data are important to us.

For further information on data protection please visit “general data protection regulations

As a rule the EHMSG will not store any credit card data.

In order to facilitate border entry and visa applications, the organiser will share contact details of concerned delegates only if required by the authorities.

 

Further use of your data

Newsletters
Your consent provided, the organiser will contact you with regular newsletters ahead and during the meeting (e.g. ‘Daily News’, information on the availability of the conference app), with an invitation to complete a post conference survey after the conference, as well as with announcements of future conferences. You may unsubscribe of these mailings at any time, this will not affect official correspondence from the conference secretariat.

Emailings on behalf of third parties

Consent provided, the organiser periodically performs e-mailings to delegates on behalf of third parties regarding activities at the conference or other communications, which may be of interest to professionals in the field (e.g. information on corporate satellites). Email contact details of delegates will not be passed on to third parties in this context.
You may unsubscribe of these e-mailings at any time, this will not affect official correspondence from the conference secretariat.



Modification of the programme

The conference organisers reserve the right to modify the programme. No refunds can be granted in case of cancellation of speakers, lack of space in the conference room or any other incidents during the conference which are beyond the control of the conference organisers.

Lost name badge

The conference name badge must be worn at all times during the conference. Access to the conference venue will not be granted without the name badge issued by the conference organiser. If a delegate loses, misplaces or forgets the name badge, a handling fee of EUR 100,- will be charged for a new name badge. Upon handing out a new name badge, the lost badge will be deactivated and become invalid.

Letter of Invitation

Individuals requiring an official Letter of Invitation from the conference organisers can request one during online registration. To receive a Letter of Invitation, delegates must first register to the conference and submit any necessary data.
The Letter of Invitation does not financially obligate the conference organisers in any way. All expenses incurred in relation to the conference, the registration and the attendance are the sole responsibility of the delegate.


Visa requirements

It is the sole responsibility of the delegate to take care of his/her visa requirements. Delegates who require an entry visa must allow sufficient time for the application procedure. Delegates should contact the nearest Belgian embassy or consulate to determine the appropriate timing of their visa applications.
Note: Belgian embassies and consulates-general are independent decision-making agencies for visas, sometimes after specific checks have been made with other countries. You cannot appeal against the rejection of a visa application, neither can the EHMSG intervene on your behalf in case of a rejection or to speed up the procedure.

Delegate registration details will be shared with the Belgian immigration authorities to assist in the immigration process. However, the conference organisers and/or the EHMSG Registration Department will not directly contact embassies and consulates on behalf of visa applicants.

The registration fee minus a handling fee of EUR 100.- will be refunded after the congress if the visa was applied for in time and proof is shown that a visa could not be granted even though all requested documents were submitted. Refund requests must be made in writing and sent to the EHMSG registration department, by email, no later than July 15, 2023, after which requests for such refunds cannot be taken into consideration.


Travel-health insurance

Individuals must have travel-health insurance for the duration of their stay in Belgium. This insurance can be obtained from any approved insurer. Individuals need to check with the responsible embassy/consulate for a list of approved insurers available in their country.
 
Individuals must have insurance for their entire stay in Belgium and therefore are encouraged to ensure and pay for the correct number of days. The visa will only be given for the dates that are covered by the insurance policy, which need to relate to the travel dates.



Liability

The conference organisers 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 organizers - for whatever legal reason - shall be limited to intent and gross negligence. The liability of commissioned service providers shall remain unaffected by this. The delegate shall take part in the conference at his/her own risk. Oral agreements shall not be binding if these have not been confirmed in writing by the EHMSG.


Fulfillment and jurisdiction

The terms of this contract shall be fulfilled in Antwerp, Belgium and, in the event of any legal claims arising from either party, Vienna, Austria shall be the sole court of jurisdiction.