Conference Secretariat
| For further information on Registration, Hotels, Special Requirements, Exhibition Space, Conference Sponsorship, please contact: | For further information on the Scientific Programme, Abstract Submissions, and general enquiries, please contact: |
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ECFS 2010 Fax: +49 30 24603 200 Phone for Registration queries: Phone for Hotel queries: Phone for Sponsoring/Exhibition info: |
European Cystic Fibrosis Society |
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General Terms and Conditions
Definitions
K.I.T Group- Association & Conference Management is the Professional Congress Organiser (PCO) of the European Cystic Fibrosis Conference, 16-19 June 2010 in Valencia, Spain. The PCO leads the conference secretariat and is responsible for registration services, hotel accommodation, abstract management, sponsorship opportunities, exhibition management and social events and is hereafter referred to as K.I.T. Group.
These General Terms and Conditions are valid for each attendee registered for the Cystic Fibrosis Conference, 16-19 June 2010 in Valencia, Spain (hereafter referred to as the ”Conference”). Any registered person, delegate, accompanying person, student, media representative, speaker, or exhibitor is considered an attendee.
Conference Registration
The registration deadlines are as follows:
Early registration deadline: 24 March 2010, 24.00 CET
Standard registration deadline: 26 May 2010, 24.00 CET
Late / On-site registration: from 27 May 2010
Only fully completed registration forms will be accepted. The registration fee is based on the date of the receipt of the registration form and the payment in full in accordance with the deadlines mentioned above. Should one deadline be missed, the next applicable fee will be charged automatically. The registration will only be confirmed upon receipt of payment in full.
Pre-registration deadline: 09 June 2010, 24.00 CET
After the pre-registration deadline, registrations are only possible on-site.
If the maximum attendee capacity is reached, the organisers reserve the right to refuse any registration.
Categories of Registration and transportation card
To be eligible to register for the conference, attendees must be at least 18 years old. Attendees may be asked to present an official identity card stating their age.
The registration fee for Regular Delegates, Allied Health Professionals and Doctoral/PhD Students includes entry to the opening ceremony and welcome reception, all scientific sessions and workshops, satellite symposia, poster and exhibition areas, morning and afternoon coffee breaks on all days of the conference, conference material including conference programme, abstract book, conference bag, and certificate of attendance.
For Medical or Scientific / Allied Health Professional Delegates who are members of the ECFS, please note that your membership number is required for registration.
To be able to register as an Allied Health Professional (Nurses, Psychologists, Physiotherapists, Dieticians, Social Workers, and Pharmacists) a supporting letter of your Head of Department is required (This is not applicable for ECFS Members). Registering Doctoral/PhD Students must send a supporting letter from the student’s Head of Department or a valid student ID providing proof of full time enrolment at a recognised university or college. All documents must be sent to the ECFS Registration Department (c/o K.I.T. Group GmbH).
E-Mail: ecfs2010@kit-group.org
Fax: +49 (0) 30 24603 200
Hotline: +49 (0) 30 24603 338
The registration fee for accompanying persons includes entry to the opening ceremony and welcome reception, poster and exhibition areas, and Valencia Card (free public transportation in zone AB, discounts in museums, shops…see www.valenciacard.es for details). Entry to all scientific sessions and workshops as well as satellite symposia is not included.
To register as a media representative, please contact the ECFS Registration Department at ecfs2010@kit-group.org in order to receive a media registration form. There is no registration fee for accredited media representatives. However, to register as a media representative, you must submit a copy of your official press card.
Registrations for more than ten persons will be handled separately as a group booking. Please contact the ECFS Registration Department at ecfs2010@kit-group.org.
Registration Information for CF Patients
ECFS Policy Statement on conference attendance by individuals with Cystic Fibrosis: The European Cystic Fibrosis Conference is a scientific forum, designed for attendance by Scientists and Health Professionals. In our effort to safeguard individuals with cystic fibrosis from the risk of cross infection, the ECFS strongly discourages people with CF from attending the conference. Individuals with CF wishing to attend the conference, regardless of the ECFS recommendation, will do so entirely at their own risk and will be asked to contact the registration counter for a sticker to put on their badge.
Conference Material
If the registration form and full payment are received no later than the standard registration deadline, a conference bag is included in the registration fee for Delegates, Students, Speaker and Media Representatives. If the registration form and/or full payment are received after the standard registration deadline, K.I.T Group cannot guarantee that a conference bag will be available. All conference materials will be handed out on-site at the Conference Material counter.
Methods of Payment
Payment is required at the time of registration. It should be made in EUR only, using one of the following methods:
1. Credit card (Visa, Master/Eurocard, and American Express): Attendees should complete the relevant section of the registration form.
2. Bank transfer: Payment should be made in EUR to:
K.I.T Group GmbH
Association & Conference Management
Commerzbank Berlin, Kurfürstendamm 237, 10719 Berlin, Germany
| Bank Sorting Code: | 100 800 00 |
| K.I.T. Account Number: | 05 140 018 02 |
| SWIFT-CODE: | DRESDEFF100 |
| IBAN: | DE23 1008 0000 0514 0018 02 |
| Reference: | ECFS 2010, participant number, name |
Please note that all transfer costs must be prepaid by the transmitter.
Cheques will not be accepted.
Letter of Confirmation/Payment Receipt
A letter of confirmation/payment receipt will be sent by email once the ECFS Registration Department has received the fully completed registration form and the related payment. Attendees must present this confirmation/payment receipt at the registration counter as proof of their registration and payment.
Letter of Invitation
Individuals requiring an official Letter of Invitation can request one during the online registration process or from the ECFS Registration Department. To receive a Letter of Invitation, attendees must first register to the conference and submit payment in full. Letters of Invitation will not be sent after the standard registration deadline.
The Letter of Invitation does not financially obligate the conference organisers in any way. All expenses incurred in relation to the conference are the sole responsibility of the attendee.
Visa Requirements
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.
The organisers will not directly contact embassies and consulates on behalf of visa applicants.
In the event that a Visa application is unsuccessful, but was applied for in due time, the registration fee, minus a handling fee of 30 Euro can be refunded. To receive the refund, the official proof from the Embassy confirming that a visa could not be granted, must be sent to ECFS Registration Department no later than 30 days after the conference.
Certificate of Attendance
A Certificate of Attendance for registered delegates can only be acquired in the designated areas of the conference centre. They cannot be issued after the conference.
Registration Name Change
A handling fee of 30 EUR will be charged for every name change to an existing conference registration. A new registration form for the substitute attendee should NOT be submitted. Name changes will only be accepted until the pre-registration deadline (9 June 2010) by email or fax indicating the new and old names as well as the new contact details (address, fax, email). Name changes will not be possible after the pre-registration deadline or on-site.
Registration Cancellation Policy
Notification of cancellation must be made in writing and sent to the ECFS Registration Department by email or fax. The notification must include all the relevant information regarding the bank account to which a possible refund may be remitted.
If the written notification of cancellation for booked registrations and Physiotherapy Short Courses is received before the early registration deadline (24 March 2010), a full refund minus a handling fee of 50 EUR will be made. For cancellations received between 25 March and 12 May, a full refund minus a 150 EUR (50 EUR for students and accompanying persons) cancellation fee will be made. No refunds will be made for cancellations received after this date.
If the written notification of the cancellation is received before the standard deadline (26 May 2010), a full refund for the Round Tables will be made. No refunds will be made for cancellations received after this date.
Cancellations concerning the Conference Dinner must be sent in writing (fax, letter or email) to K.I.T. Group. If the written notification of the cancellation is received by 12 May 2010, a full refund for the Conference Dinner cancellation will be made. No refunds will be made for cancellations received after this date
Credit will not be given for unattended events or early termination of attendance.
Modification of the Conference Programme
The conference organisers reserve the right to modify the programme.
Hotel Reservation
Hotel accommodation is subject to availability and will be allocated on a first come, first served basis. Rates indicated are per room and night in EURO (€) and include Spanish VAT and breakfast.
Bookings for more than 10 rooms will be handled separately as a group reservation.
Hotel Payment
Upon receipt of the hotel booking form together with the full credit card details, K.I.T. Group will confirm your booking.
K.I.T. Group will charge the credit card on 5 May 2010 with the entire amount due for accommodation and send out an accommodation invoice. Alternatively a bank transfer for the entire amount (free of bank fees) can be made by this date. From 6 May 2010 only credit card payments will be accepted and the provided credit card will be debited upon receipt of the booking.
No invoice will be sent until K.I.T. Group has received the full payment.
Should K.I.T. Group not be able to debit the provided credit card on 6 May 2010, the hotel reservation will be cancelled in accordance with the cancellation conditions.
Hotel Changes and Cancellations
All changes and cancellations must be sent in writing (fax, letter or email) to K.I.T. Group. Please note that hotels will not accept any changes or cancellations directly.
K.I.T. Group will charge a processing fee of 50 EUR for cancellations received until 16 March 2010. For cancellations received between 17 March and 5 May 2010, K.I.T. Group will charge a cancellation fee amounting to the cost of one night. For cancellations received after 5 May 2010, no refunds will be possible, and K.I.T. Group reserves the right to charge the full confirmed stay, if the hotel room cannot be resold.
For a reduction in the length of stay or in the case of a no-show, no refunds will be made. The entire number of nights booked on the hotel booking form and confirmed by K.I.T. Group will be charged. No-shows will be released at 9.00 the following day, and the accommodation will not be refunded.
Data Protection and Sharing of Contact Details
The acquisition, handling (which includes saving data, changes, transmission, blocking and erasing) and utilization of all personal registration data is executed within the guidelines of the effective data protection regulations.
The conference organisers and K.I.T Group will collect and store all data for the preparation and execution of the European Cystic Fibrosis Conference 2010. In addition, the conference organisers and K.I.T Group periodically share contact details of attendees with third parties that may use these details to contact attendees regarding activities at the conference or other communications which may be of interest. Therefore data might be passed on to third parties unless otherwise explicitly indicated by the attendee. Your complete contact details will only be forwarded if:
• your explicit consent is given,
• a third party has proven to the conference organisers and K.I.T. Group that you have violated the rights of this third party and has thus demanded the disclosure of your data, or
• the conference organisers and K.I.T. Group are obliged to give out your data due to for example a court order or an official order.
As some conference exhibitors and/or satellite holders may use the Lead Capture Technology attendees can use their name badge like a business card with them to communicate their complete contact details. In this case you decide to whom you provide your data. Please note that offering your badge to be scanned at an exhibition stand and/or at the entrance to a satellite symposium implies your acceptance that the respective company receives your complete contact details from the organisers and may contact you, using these data.
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 and K.I.T Group (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the conference organisers and K.I.T. Group, the conference organisers and K.I.T Group cannot be held liable by attendees for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc.
Under these circumstances, the conference organisers and K.I.T Group reserve the right to either retain the entire registration fee and to use it for a future conference, or to reimburse the attendee after deducting costs already incurred for the organisation of the conference and which could not be recovered from third parties.
Liability
The conference organisers and K.I.T Group 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 and K.I.T Group- for whatever legal reason - shall be limited to intent and gross negligence. The liability of commissioned service providers shall remain unaffected by this. The attendee 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 conference organisers and K.I.T. Group GmbH.
Fulfilment and Jurisdiction
This contract is subject to the law of Denmark in terms of registration fees and to the law of Germany in terms of housing. The terms of this contract shall be fulfilled in Valencia, Spain and in the event of any legal claims arising from either party, Denmark shall be the sole court of jurisdiction in terms of registration fees and Germany shall be the sole court of jurisdiction in terms of housing.
Salvatori Clause
If there is a determination of these Terms and Conditions to be ineffective or impracticable, then the validity of the Terms and Conditions remaining are not impaired. The parties are obligated to cooperate in order to replace the ineffective or impracticable clause by an effective or feasible clause, which results in the ineffective or impracticable clause being closed.
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