Definitions
These Terms & Conditions for delegates apply to every person registering as a regular delegate for the European Human Genetics Conference 2021 – Virtual Conference (ESHG 2021 – Virtual Conference), to be held virtually (hereafter referred to as “the conference”), organised by the Wiener Medizinische Akademie GmbH (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 Time Zone (CET/CEST).
Conference Fees
All participants will have to pay the fee mentioned in the registration to be granted access to the virtual platform. Participants paying through bank transfers will only be granted access to the platform once the payment has been received by the ESHG 2021 – Virtual Conference organisers. Bank payments will be possible only until June 1, 2021.
Conference registration
To register for the conference, an account needs to be created on the event registration platform. Only fully completed and paid online registrations will be accepted.
Once the payment has been received, an invoice will be sent to your contact email address.
The registration fee includes access to all virtual conference sessions (live and on-demand), corporate satellites, sponsor pages and e-Poster pages. All sessions will be available as on-demand sessions for registered participants until September 1, 2021. The conference organiser cannot guarantee a steady access to all virtual sessions.
The registration fee includes 20% of Austrian VAT.
Methods of payment
Payments should be made in advance, using a credit card or by bank transfer.
All bank fees and money transfer costs must be paid by the transmitter. Please indicate the invoice number as well as the delegate’s full name as a reference on all bank transfers. Due to the nature of the virtual conference, payments through bank transfer will only be possible until May 20, 2021. Please note that if you select bank transfer as your payment method the payment will need to reach the conference organiser’s bank account by June 1, 2021 in order to ensure access to the virtual conference platform. If your payment is received after June 1, 2021 we cannot guarantee timely access to the virtual conference platform. Participants that selected bank transfer as their preferred payment method can always ask the conference organiser to change their payment method to credit card.
Cancellation policy
Notice of cancellation (e.g. in case of sickness, lack of funding or any other personal reasons) must be made in writing by email to the ESHG 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 ESHG Conference Registration Department is received. Registration fees may be refunded as follows:
Written cancellation received:
– until May 20, 2021: 100% refund
– between May 21 and June 1, 2021: 50% refund
– after June 1, 2021: No refund
The date of the email receipt 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 ESHG Conference Registration Department, by email.
No refunds will be granted for unattended events or early termination of attendance, in case of cancellation of speakers, problems or disruptions in the virtual platform where the sessions are being streamed or any other incidents during the virtual conference, which are beyond the control of the conference organisers.
By registering to the ESHG 2021 – Virtual Conference participants agree that neither the organising committee nor the congress office assume any liability whatsoever. Cancellations made after the deadline (June 1, 2021) cannot be refunded for any reason.
Functionality of the virtual conference platform
The conference organiser’s subcontractors provide a high level of availability of their network, cannot however give any guarantee that their network will operate without any interruptions or malfunctions.
No assurances or guarantees can be given about the availability, quality, operation or support services for data traffic, on the networks, or lines of the participant’s Internet provider.
The conference organiser is not liable if the provision of the services is interrupted, partially restricted, or impossible as a result of force majeure. Force majeure is for example considered natural phenomena of significant intensity (avalanches, floods, etc.), conflicts, terrorism, strikes, unexpected official restrictions, power cuts, computer viruses, worms, Trojan horses etc.
Cancellation of the virtual conference
In the event that the virtual conference cannot be held or is postponed due to events beyond the control of the conference organisers (force majeure) 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 participants 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 organiser reserves 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.
Modification of the programme
The conference organiser reserve the right to modify the programme. No refunds can be granted in case of cancellation of speakers during the virtual conference which are beyond the control of the conference organisers.
Photographs & Video Streaming
The organiser may without the further consent of the participants use and release pictures and videos taken during the virtual conference for reports of the conference and/or in future marketing materials. By registering to this virtual conference attendees agree that photographs or sound or video recordings taken during the virtual conference 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 virtual space, therefore we do not prohibit participants, exhibitors, sponsors, or news organisations from photographing, video or audio-taping some of the virtual conference activities. The conference organiser reserves the right to use images taken at the virtual conference 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 regard to the collection, processing and use of your personal data are important to us.
The WMA GmbH will collect and store all personal data for the preparation and execution of the European Human Genetics Conference 2021 (ESHG 2021 – Virtual Conference). In accordance with data protection and other applicable laws, sensitive data will be deleted after the conference, whereas personal data, payment history and correspondence will be stored for the period prescribed by law (currently 7 years).
As a rule the WMA GmbH will not store any credit card data.
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 annoucements of future ESHG 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.
Lead retrieval system
At the time of registering you will be asked if you agree to share your contact information with the companies in whose corporate satellite or company corner you visit. This information contains name, last name, academic title, city, country, email, and institution as provided during the registration process.
The organisers ask for your permission to pass on the data to the companies during registration. Please note that, should you opt-out at the time of registration, but agree to share your information at the time of attending the corporate satellite or company corner during the virtual conference, this consent will overrule the original opt-out.
Please do report any misuse of the lead retrieval to the exhibition management.
Our full Data Protection policy can be found here.
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 organisers – 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 virtual conference at his/her own risk. Oral agreements shall not be binding if these have not been confirmed in writing by the ESHG.
Fulfilment and jurisdiction
The terms of this contract shall be fulfilled in the ESHG 2021 virtual conference, in the event of any legal claims arising from either party, Vienna, Austria shall be the sole court of jurisdiction.
General Terms and Agreements as per January 28, 2021.
Definitions
These Terms & Conditions for delegates apply to every person registering as a regular delegate (ESHG member/non-member, post-graduate trainee/counsellor/student) for the European Human Genetics Conference 2021 (ESHG 2021), to be held in Glasgow, Scotland from June 12-15, 2021 (hereafter referred to as “the conference”), organised by the Wiener Medizinische Akademie GmbH (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 Time Zone (CET/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 onsite.
The deadlines are as follows:
| Early fee deadline |
April 3, 2021 |
| Regular fee deadline |
May 23, 2021 |
Conference registration
Only fully completed 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 uploading their student ID during registration or by sending the ID via fax or email immediately after completing the registration or during the on site registration process.
The registration fee for delegates, students and postgraduate trainees, counsellors, ESHG member or non-member, includes entry to all conference sessions, corporate satellites, the exhibition and poster area, the networking mixer, the opening session and the closing session, provided that sufficient seating space is available. Please note that the security personnel of the conference centre 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.
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 on-site. If the maximum delegate capacity is reached, the conference organisers reserve the right to refuse additional registrations.
The registration fees include 20% of UK VAT for physical participation and 20% of Austrian VAT for online-only participation.
Registration confirmation/receipt
A registration confirmation/receipt will be sent by email after the online registration or when the related payment and 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 EUR 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 invoice as well as the registration number and the delegate’s full name as a reference on all bank transfers.
Registration name change
A handling fee of EUR 50.- will be charged for every name change to an existing conference registration. A new registration form for the substitute delegate should NOT be submitted. Name changes will be accepted by email indicating the old and new names including the required contact details until May 23, 2021. After this date, all name changes must be carried out on-site and paid directly.
Cancellation policy
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 ESHG conference 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 ESHG conference registration department is received.
Registration fees may be refunded as follows:
Written cancellation received:
– until April 3, 2021: 75% refund
– between April 4 and May 23, 2021: 25% refund
– after May 23, 2021: no refund
The date of the email receipt date or fax ID will be the basis for considering refunds. 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 ESHG conference office by email.
By registering to the ESHG 2021 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 (May 23, 2021) 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) 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.
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 50.- 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 through the online registration form or by contacting the ESHG 2021 conference office. To receive a Letter of Invitation, delegates must first register to the conference and submit any necessary data, as stated on the online form. 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 British embassy or consulate to determine the appropriate timing of their visa applications.
Note: British embassies and consulates-general are independent decision-making agencies for visas. You cannot appeal against the rejection of a visa application, neither can the ESHG intervene on your behalf in case of a rejection or to speed up the procedure.
Delegate registration details will be shared with the British immigration authorities to assist in the immigration process. However, the conference organisers will not directly contact embassies and consulates on behalf of visa applicants.
The registration fee minus a handling fee of EUR 50.- will be refunded after the conference 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 conference office by email.
Travel health-insurance: Individuals must have travel-health insurance for the duration of their stay. 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. The visa will only be given for the dates that are covered by the insurance policy, which need to relate to the travel dates.
Photographs & Videostreaming
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 regard to the collection, processing and use of your personal data are important to us.
The WMA GmbH will collect and store all personal data for the preparation and execution of the European Human Genetics Conference 2021 (ESHG 2021). In accordance with data protection and other applicable laws, sensitive data will be deleted after the conference, whereas personal data, payment history and correspondence will be stored for the period prescribed by law (currently 7 years).
As a rule the WMA GmbH 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 with British immigration authorities, 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 annoucements of future ESHG 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 satellite symposia). 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.
Lead retrieval system
A number of exhibitors will be using a lead retrieval system linked to the participant data base and may ask you to scan your badge in order to obtain your contact information (‘replacing a business card swap’). This information contains postal address, email and phone number as provided during the registration process.
The organisers ask for your permission to pass on the data to the exhibitor during registration. Please note that, should you opt-out at the time of registration, but agree to have your badge scanned during the conference, this consent will overrule the original opt-out.
Obviously the scanning of your badge should always happen on a volountary basis. Please do report any misuse of the scanning device to the exhibition management.
Our full Data Protection policy can be found here.
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 ESHG.
Fulfilment and jurisdiction
The terms of this contract shall be fulfilled in Glasgow, United Kingdom and, in the event of any legal claims arising from either party, Vienna, Austria shall be the sole court of jurisdiction.
General Terms and Agreements as per October 2020.
