Terms and Conditions Registration

TERMS AND CONDITIONS REGISTRATION

Definitions

These Terms & Conditions for Delegates are valid for every person registered as a regular delegate, student, retiree and oral presenters to attend the European Technical Coatings Congress (ETCC) 2018, to be held in Amsterdam, the Netherlands, from 26-29 June 2018 (hereinafter referred to as “the congress")

 All references to the age of a person, mentioned in this and other congress documents, refer to the age of that person as of 26 June 2018 (the first congress day), unless otherwise specified.

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


Congress registration

Only fully completed (digital) registration forms will be accepted. The registration will only be confirmed upon receipt of payment in full. If the full payment has not been received before the respective registration fee deadline the registration will be cancelled. If the maximum delegate capacity is reached, the congress organizers reserve the right to refuse additional registrations.

To be able to register as a regular delegate, individuals must be at least 18 years old. Delegates may be asked to present an official identity card stating their age.

To be able to register as a student individuals must be at least 18 years old and present proof of fulltime enrolment at a recognized university or college at both the time of registration and during the congress. Student identification must be kept available during all times at the congress. Student  delegates may be asked to present an official identity card stating their age.

The registration fee for regular delegates, student, retirees and oral presenters includes entry to all congress sessions (26-29 June 2018), the exhibition and poster area, and the opening and closing sessions. For the Summer School an additional fee is required.

If the completed registration form, the payment in full and the required supporting documents (if applicable) are received on or before 1 June 2018, congress materials are guaranteed. If the completed registration form and/or the full payment and/or the required supporting documents (if applicable) are received after 1 June 2018 (including onsite registrations), the congress organizers cannot guarantee that congress materials will be available. All congress materials will only be distributed onsite.

Accompanying children under the age of 18 years must be registered and are required to request for a Parent/Guardian Consent Form in order to attend the congress. Accompanying children must be in the presence of a regular delegate at all times when they are in the congress venue or when they are attending congress-affiliated activities outside of the congress venue. The regular delegate they are accompanying will be held responsible for all actions of the accompanying child.

Accompanying children have only access to the exhibition and poster area (ONLY if they accompany the regular delegate their registration is attached to). Accompanying children are not allowed to take part in the congress sessions. Accompanying children may also register for the congress dinner, provided their parent/guardian has agreed to take full responsibility for them during that time.


Payment and confirmation

All costs referred to are in Euro (€) and include 21% Dutch VAT. All payments must be made in Euro (€); no other currency will be accepted. Full payment is due for the registration fees.
A registration confirmation/invoice will be sent by email once the ETCC 2018 Registration Department has received the fully completed registration form, the related payment and any required supporting documents. Delegates are requested to bring their registration confirmation/invoice to congress in order to receive their name badge onsite.


Invoice

 A registration confirmation/invoice will be sent by email once the ETCC 2018 Registration Department has received the fully completed registration form, the related payment and any required supporting documents. Delegates are requested to bring their registration confirmation/invoice to congress in order to receive their name badge onsite.

Methods of payment

The registration fee must accompany all congress registrations. Payments should be made in advance and in EURO only, using a credit card or by bank transfer. Personal cheques, company cheques or Euro cheques are not accepted. All bank fees and money transfer costs must be prepaid by the transmitter. Clearly indicate ETCC 2018 and the delegate’s name as a reference on all bank transfers.


Registration name change

A name change fee of EUR 50 will be charged for every name change to an existing registration. A new registration form for the substitute delegate should NOT be submitted. Name changes will be accepted by email and should indicate the old and new names and any changes in contact information. Changes can be made until 15 June 2018. After this date, all name changes must be carried out onsite. In case of a name change, the delegate agrees to take over all booked items of the originally registered delegate.


Cancellation policy

Notification of cancellation must be made in writing and sent to the ETCC 2018 Registration Department by email. The notification must include all relevant information regarding the bank account to which a possible refund may be remitted.

Refunds will be made in the same form as the original transaction. For original payments made by bank transfer, the cancellation notification or refund request must indicate all relevant information regarding the bank account to which a possible refund may be remitted. Credit will not be given for unattended events or early termination of attendance. Requests for refunds of any additional items ordered (such as the Summer School and the congress dinner) will not be accepted.

If the written notification of cancellation (including all relevant information regarding the bank account if applicable) is received on or before 10 May 2018, 50% of the registration fee will be refunded. We regret that no refund requests will be accepted after 10 May 2018. The cancellation will not be effective until a written acknowledgement from the ETCC 2018 Registration Department is received.

In the case of overpayment or double payment, refund requests (including all relevant information regarding the bank account if applicable) must be made in writing and sent to the ETCC 2018 Registration Department, by email, no later than 12 July 2018. A handling fee of EUR 50 will be charged. No refund requests will be accepted after 12 July  2018. The refund will not be effective until a written acknowledgement from the ETCC 2018 Registration Department is received.


Cancellation of the congress

In the event that the congress cannot be held or is postponed due to events beyond the control of the congress organizers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the congress organizers, the congress organizers 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 congress organizers reserve the right to either retain the entire registration fee and to use it for a future congress, or to reimburse the delegate after deducting costs already incurred for the organization of the congress and which could not be recovered from third parties.


Modification of the programme

The congress organizers reserve the right to modify the programme, which is published as an indication only.

Lost name badge

The congress name badge must be worn at all times during the congress. Access to the congress venue will not be granted without a proper name badge. If a delegate loses, misplaces or forgets the name badge, a handling fee of EUR 50 will be charged for a new name badge. 

Invitation letter for visa application

It is the sole responsibility of the attendee to take care of his/her visa requirements. Attendees who require an entry visa must allow sufficient time for the application procedure. Attendees should contact the nearest embassy or consulate to determine the appropriate timing of their visa applications. It is recommended to apply for a visa at least 3 months in advance of the ETCC 2018.
If you need a visa please make sure you leave enough time to apply and to have the relevant accompanying sponsor letters. The congress secretariat will only provide invitation letters for visa for registered and paid participants. You can request to receive a visa invitation letter during the online registration process, please have your passport details at hand. The letter will be sent to you by e-mail once you have completed your registration and payment online.
The letter of invitation does not financially obligate the congress organizers in any way, nor does it guarantee an entry visa to the Netherlands. All expenses incurred in relation to the congress are the sole responsibility of the delegate.
Delegate registration details may be shared with the Dutch immigration authorities to assist in the immigration process. However, the congress organizers and/or the ETCC 2018 Registration Department will not directly contact embassies and consulates on behalf of delegates.

Photographs and videos

The congress organizers reserves the right to photograph and videotape the congress and delegates and to use such photographs and videos in any internal and external communication referring to the congress or ‘’Stichting Fatipec-Congres’’, such as on its websites and intranet, or other publications. By registering you consent to such uses.

Data protection and sharing of contact details with third parties

The ‘’Stichting Fatipec-Congres’’ will collect, process, transfer and store delegates personal data only for (i) the preparation and execution of ETCC 2018.  Data protection is warranted in accordance with the European General Data Protection Regulation (GDPR). Delegates’ personal data will be retained securely and only be accessible on a ‘need to know’ basis by duly authorized persons.

The data as entered in the congress profile (i.e. full name, gender, email, phone, fax, full home address, organisation/affiliation/company details, profession/occupation) will be shared with the following entities and persons (i.e. third parties), in countries which legislation might not ensure an adequate level of data protection:

 

  • the ETCC 2018 Registration Department, c/o MCI Amsterdam, The Netherlands of delegates registering for ETCC 2018
  • In order to facilitate border entry and visa applications, the respective required details of delegates will also be shared with the Netherlands immigration authorities.

 

The delegates herewith irrevocably authorize the ’Stichting Fatipec-Congres’’ to collect, process and transfer their personal data to the above listed third parties and authorities. The delegates further expressly acknowledge and agree that any personal data disclosed in connection with the congress profile and registration form will be subject to the laws of the country where it is transferred and may not be covered by Dutch law. The ’Stichting Fatipec-Congres’’ cannot assure delegates that the laws and regulations in the recipient country will necessarily offer the same level of confidentiality or data protection as under Dutch law and may require the above listed third parties and/or authorities to whom the personal data is transferred, to disclose all or any part of the personal data to other authorities or third parties.

The ’Stichting Fatipec-Congres’’ will nevertheless contractually ensure that your personal data will be processed by the above listed third parties to the same extent as it is authorized for itself under Dutch law. The ’Stichting Fatipec-Congres’’ will also ensure that all third parties which will process your personal data have implemented appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction or accidental loss, alteration, unauthorised disclosure or access, and which provide a level of security appropriate to the risk represented by the processing and the nature of the data to be protected.

 

You have the right to access and rectify your personal data by contacting the congress secretariat (MCI Amsterdam) by email .

Photographs and videos

The congress organizers reserves the right to photograph and videotape the congress and delegates and to use such photographs and videos in any internal and external communication referring to the congress or ‘’Stichting Fatipec-Congres’’, such as on its websites and intranet, or other publications. By registering you consent to such uses.


Insurance and Liability Disclaimer

The congress secretariat (MCI Amsterdam) works as an agent on behalf of the ‘’Stichting Fatipec-Congres’’ who is in charge of the organisation of ETCC 2018. Neither the congress secretariat nor the ‘’Stichting Fatipec-Congres’’ may be held responsible for any loss, injury or damage to any property, whatever the cause may be. Liability of persons and enterprises providing means of transportation or other services, however, remains unaffected.
It is recommended that delegates obtain adequate cover for travel, health and accident insurance before they depart from their countries. The ‘’Stichting Fatipec-Congres’’and the congress secretariat as organizers cannot accept responsibility for personal injuries, or loss of, or damage to, private property belonging to the Congress delegates. Should, for any reason outside the organizers' control (including but not limited to acts of terrorism, extreme weather conditions and/or industrial action) the venue or speakers change, or the congress be cancelled, the organizers will endeavour to re-schedule, but shall not be held responsible for any costs, damages or expenses incurred by registrants. If for any reason the organizers decide to make material changes to this event, they are not responsible for airfares, hotels or other costs incurred by registrants. The delegate takes part in the event, all tours and trips at their own risk. Further, the organizers may not be held liable for any costs or damages incurred resulting from acts outside of their control including but not limited to force majeure, strikes and/or public manifestations. Only written arrangements are binding. The sole legal venue is The Netherlands.
Registration of a delegate entails acceptance of these conditions. In any disputes that may arise concerning the execution or interpretation of the present General Regulations, both parties agree that they will be subject to Dutch law and that the commercial courts of The Hague will be competent, without prejudice to the ‘’Stichting Fatipec-Congres’s’’right to initiate proceedings under the laws and before the courts of the delegate’s registered office in the event any sums are due by the delegate to the ‘’Stichting Fatipec-Congres’’.