Registration Terms and Conditions

Registration Terms and Conditions

Payment
Payment can be made by credit card (Visa, MasterCard) or by bank transfer. Bank transfers cannot be accepted from 15 March 2019.
For payment by bank transfer, please see the banking details included on your invoice and quote the name of the participant on all transfers. Any charges associated with the transfer must be paid by the participant.
Registration fees must be paid in full before conference registration can be confirmed. All fees should be remitted within 10 days of registration.

Please see your invoice for bank details.

Changes and cancellations
Notification of changes and cancellations must be made in writing to the ESM-EVBO 2019 Registration Department at registration@esm-evbo2019.org.
Registration name changes can be made until 13 March 2019 for a fee of 50 EUR and after 14 March 2019 for a fee of 75 EUR.
Refunds for cancellations received by 1 December 2018 will be made in full less a cancellation fee of 80 EUR.
If written notification of cancellation is received by 28 February 2019, 50% of the registration fee will be refunded. No refunds will be made for cancellations as of 1 March 2019.

Student registration
Student registrations must be accompanied by a confirmation letter signed by a supervisor on university letterhead. The document must be uploaded during the registration process.
An additional cancellation fee of 100 EUR applies for student registrations deemed to be false.

Letter of Invitation
Individuals requiring an official Letter of Invitation from the conference organizers can request one through the online registration form or by contacting the ESM-EVBO 2019 Conference Secretariat. To receive a Letter of Invitation, delegates must first register for the conference, pay in full and submit any required supporting documentation (if applicable). The deadline to request a Letter of Invitation is 31 March 2019.
The Letter of Invitation does not financially obligate the conference organizers in any way, nor does it guarantee an entry visa to The Netherlands. All expenses incurred in relation to the conference 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.
Delegate registration details may be shared with immigration authorities to assist in the immigration process. However, the conference organizers and/or the ESM-EVBO 2019 Conference Secretariat will not directly contact embassies and consulates on behalf of delegates.

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

Fulfillment and jurisdiction
This contract is subject to the law of Maastricht, The Netherlands. The terms of this contract shall be fulfilled in Maastricht, The Netherlands and, in the event of any legal claims arising from either party, Maastricht, The Netherlands shall be the sole court of jurisdiction.