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Terms & Conditions

Acceptance

These EADV Meeting Registration Terms and Conditions (the “Terms”) shall apply to all Applicants to any Spring Symposium or Congress (the “Meetings”) of the European Academy of Dermatology and Venereology (the “EADV”).

By using the EADV online registration system to register for a Meeting the Applicant acknowledges and accepts these Terms.

The EADV reserves all rights to amend these Terms at the EADV’s sole discretion. The amended Terms shall be published on the EADV website and become effective as from the time of their posting. Any registration after the posting of such amended Terms constitutes the acceptance to the modified Terms.

In the event of a conflict, these Terms will prevail over the Registration Form.

By accepting these Terms, the participant agrees to be contacted by the EADV at any time for future communications.

Application

The Applicant applies to any Meetings through the online or the onsite official EADV’s Registration Form. The online application is valid only if the registration form is submitted online during the pre-registration period.

The Registration Form must be filled in truthfully and diligently and carry legally binding signatures of the Applicant.

The Applicant is in general asked to present a copy of an official identity card, passport or another acceptable identification document.

Applicants must be over the age of 18 to register for any Meetings.

Fees

For each Meeting specific registration fees and deadlines as outlined on the relevant EADV Meeting Registration webpage apply.

All references to registration fees or special tickets mentioned in this and other Meeting documents are quoted in EURO currency, VAT included, insofar, based on local regulations, EADV is liable to account for VAT.

All prices may be subject to changes.

Payments

The Applicant is the sole debtor of all payments. All amounts have to be received according to the published deadlines.

The EADV reserves the right to add to the fees administrative reimbursements in case payments and/or requested documentation are not in fulfilment of the published deadlines.

Bank transfer payments are admitted only during the pre-registration period.

Cancellation of Registrations and Refunds

All cancellations must be notified in writing (by e-mail) to the EADV Registration Department.

Refunds will be processed according to the method of payment chosen to pay the registration.

Reimbursements of registration fee (deducting a cancellation penalty of EUR 50 and, in case of bank transfer, deducting an additional EUR 20 of handling fee) will be granted on the condition that the notification of the cancellation reaches the EADV Registration Department by the respective deadline as outlined on the EADV Meeting Registration webpage. After this date, no refund is granted.

Other Refunds

Refunds are not granted (or credits given) for unattended meetings or early termination of attendance.

No refund will be processed neither if Applicants submitting and paying their registration fee as non-members become members at a later stage, nor if members incorrectly register as non-members. This will be applied to any registration processed and finalised incorrectly.

Refunds will not be processed in case the Visa Application has been refused by the Embassies/Consulate Offices.

In case of overpayment or double payment, refund requests must be accompanied by a valid proof of such circumstances.

Refund will not be processed if no CME are attained.

Requests for refunds shall be sent to the EADV Registration Department up until 2 months after the closure of the EADV Meeting concerned. Requests submitted after this period will not be considered.

Visa requirement – Invitation letters

It is the sole responsibility of the Applicant or of the Group Contact Person to take care of any visa requirements. Applicants or Group Contact Persons who require an entry visa must allow sufficient time for the visa application procedure. Applicants or Group Contact Persons should contact the nearest local Embassy or Consulate of the country where the Meeting will be held to determine the appropriate timing and conditions of the visa application.

Applicants and Group Contact Persons shall request an invitation letter from the online registration system. The EADV invitation letter will only be issued upon completion of registration and receipt of the full pre-payment of the registration fee.

EADV invitation letters are issued exclusively for visa purposes and do not represent any financial commitment from the EADV. The EADV refuses to carry any costs connected with the VISA application or participation in the Meeting.

In case that the Visa Application is refused by an Embassy/Consulate Office, no refund will be processed.

The EADV may at its discretion assist any Applicants during the immigration process. However, the EADV will not contact embassies and consulates on behalf of visa applicants.

Liability Disclaimer, Applicant’s Insurance

The EADV cannot be held liable for any hindrance or disruption to the Meeting, in particular if arising from political, social or economic events or any other unforeseen incidents beyond control.

The EADV accepts no liability for any personal injuries or loss or damage to property of Meeting participants which are somehow in connection with the Meeting.

All Applicants commit to effect adequate personal, health and travel insurances.

Registration of a participant entails acceptance of these conditions.

Cancellation of Meetings

In the event that a Meeting cannot be held or is postponed due to events beyond the control of the EADV or due to events which are not attributable to unlawful intent or gross negligence of the EADV, the EADV cannot be held liable for any damages, costs, or losses incurred, such as for example transportation costs, accommodation costs, costs for additional orders or financial losses.

In case of cancellation the EADV reserves the right at the EADV’s own discretion to either retain the entire registration fee and to use it for future Meetings, or to reimburse the registration fee, deducting costs already incurred for the Meeting and which could not reasonably be recovered.

Data – Completeness and Accuracy

The Applicant represents, warrants and grants that the information and any data regarding the Applicant provided while somehow dealing with the registration or any portions thereof are complete and accurate. The EADV cannot be held liable for any consequences out from not complete and/or not accurate information and/or data provided.

Use of Private Data

The data made available through the Registration Portal for Congresses and Symposia are gathered and treated by the EADV in compliance with the Swiss regulation on data protection and the General Data Protection Regulation. We advise you to read full EADV Privacy Policy on www.eadv.org/privacy.

Transferring the data to the holder of the stand

During EADV Congress you have the right to transfer the data collected by EADV to another controller (“the holder of the stand”, “Exhibitor”). It might happen through scanning a badge, SpotMe QR code or other means.

Each participant shall consider that by accepting any scanning of the badge, SpotMe QR code or other means at any stand at the Congress or Symposium, the participant gives authorization to the EADV to transfer the data of the participant to the Exhibitor.

EADV is obliged to make this process possible but does not take any responsibility for what happens with the data after it is being transferred to Exhibitor. We advise to make sure that Exhibitor presents Privacy Policy and read it carefully. It might occur that purposes described by the Exhibitor might include the promotion of pharmaceutical products and similar.

Transfer of the data from EADV to Exhibitor does not mean the removal of original data from EADV. If you wish the data to be removed or have any request or questions, please contact us at any time by writing to eadvoffice@eadv.org.

Third-party registration

EADV does not officially support or authorize any third-party organization that creates registrations for individuals or groups. We strongly advise to register accordingly to official fees and only on EADV´s official websites (find more on eadv.org or contact eadvoffice@eadv.org).

If third party organization creates a registration on behalf of the data subject, it is a third-party responsibility to make sure that the data has been obtained in lawful way and with the consent of the data subject, accordingly to the General Data Protection Regulation 2016/679. EADV reserves the right to stop processing the data and share information with law enforcement in response to legal requests or if we have a good-faith belief that the law requires us to do so.

Photo and Video – Authorisation

The Applicant acknowledges and accepts that any EADV Meetings are usually documented in their entirety or even only in part by EADV appointed official photographers so that photos and/or videos where the Applicant appears may be published (also for promoting the EADV and any of its activities) in traditional and/or digital media.

Sundry

Verbal agreements are not binding.

All references to a date or a deadline, mentioned in this and other Meeting documents, refer to the Central European Time Zone (CET) and Central European Summer Time (CEST).

The registration badge is the only identification document for all participants during the whole Meeting. The loss (or forgetfulness) of the registration badge corresponds to the loss of the right of access to the meeting. For the reprinting of the registration badge an administrative fee (EUR 20) will be charged.

Name changes must be notified in writing to the Registration Department. An administrative fee (EUR 30) will be charged. Name changes are possible during the pre-registration period only, no name change will be accepted onsite.

Groups are allowed to process a limited number of name changes. If the name change is requested for more than the 25% of the participants within the group, the EADV will apply the registration fee in force at the time of the request.

Any claims shall be filed in writing via registered mail to the seat of EADV. Claims are not considered if they do not clearly indicate the registration number (if not available: the member’s number; if not available: the correct and complete contact details) of the claimant, the precise description of the essential facts and the specific request(s) of the claimant. Claims are further not considered if they don’t reach the seat of EADV within 4 weeks after the relevant Meeting. EADV processes only considered claims and answers in writing to the claimant within another 4 week after elapsing of the claim deadline.

Governing Law and Jurisdiction

All legal relationships between the parties relating to the scope hereof shall be governed solely by Swiss law.

In the event of any controversies arising from these General Terms and Conditions or related thereto or related to the Registration, inclusive of issues such as validity, nullity, violation or termination thereof, the parties involved shall first attempt to reach a settlement. Failing this within one month from the time when the controversy arose, the same shall be brought exclusively before the ordinary Court at the seat of EADV. At present the seat of EADV is in Lugano, Switzerland and the ordinary Court is therefore the “Pretura del Distretto di Lugano”, Lugano.

Beware of scams

Beware of scams

Please beware of scam companies pretending to offer accommodation and registration to the EADV Congress (adding a percentage of commissions)!

Only trust information from our official websites:

·         eadv.org

·         eadvbudva2018.org

·         eadvparis2018.org

·         eadv.org/team (to contact the EADV Staff)

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