3rd EPATH Conference – Inside Matters –
Terms & Conditions
Terms and Conditions
These Terms and Conditions are between EPATH and the person who completes the relevant booking/registration form (“You”) for events managed by EPATH as described in the booking/registration form (“Event”). EPATH is in charge of registration of the 3rd Epath Conference – “Inside Matters”.
Confirmation of bookings
1. All bookings are subject to availability and acceptance by Epath, which will be confirmed in writing (including by e-mail) after Epath has received the completed booking/registration form, the related fee if required (the “Fee”), and anything else that Epath may require.
2. Upon Epath's written confirmation to you of its acceptance of your booking for a place at the Event there shall be a legally binding contract between Epath and You to which these terms and conditions apply.
3. Epath reserves the right to refuse to accept any booking in its absolute discretion.
Fees
4. Fees for the Event are correct at the time of publication. Epath reserves the right to change the Fees at any time but changes will not affect registrations which have already been confirmed by Epath. The Fees (where required) are payable at the same time as you submit your booking and/or registration form by credit card or cheque. You acknowledge that Epath cannot guarantee places held on a provisional basis and that places may sell out.
5. The Fees include:
(i) Admission to all scientific sessions
(ii) Admission to the Opening Reception on April, 11th, and Conference Walking Dinner and After Party on April, 12th
(iii) Refreshment Breaks (including lunch on April, 12th)
(iv) Conference package including programme book.
Registration fees do not include the attendance of a partner or additional companion at the scientific presentations or other social events within the conference (e.g. Conference Dinner). Add-on fees apply for the Conference Walking Dinner (100 euro). Exceptions are made for those needing assistance due to reduced mobility.
Accommodation is being sold as separate item. Specific cancellation conditions for accommodation may occur. If this is the case, these will be clearly indicated on the website and registration page.
6. The Fees do not include travel to or from the Event, unless stated otherwise.
7. Under VAT Excise regulations delegates from all countries are required to pay VAT @ 21% on all Events taking place in Belgium. For Events in other countries, delegates are required to pay any VAT, excise duty or other sales tax which is applicable.
Changes, Cancellations and Postponements
8. Whilst our programs are correct at the time of going to press, in certain circumstances it may be necessary for Epath to alter the content, format, venue or timing of an Event. All delegates will be notified of such changes prior to the Event.
9. If you cannot attend an Event for which you have registered, please contact Epath as soon as possible (and in any event no later than 24 hours before the Event) at epath@of-cores.com. Telephone's amendments will not be accepted. Epath may at our absolute discretion allow you to send a substitute in your place or allow you to attend the next available Event (provided that Epath has received the details of such substitute).
The Organising Committee must be notified in writing of any registration cancellation by fax or e-mail (contact@epath.eu). The following cancellation conditions apply, and are subject to change without notice:
10. If you notify us that you wish to cancel your attendance at an Event for which a Fee is payable, then cancellation charges shall apply as follows (please note that refunds may take up to 7 working days), which you agree represent a genuine pre-estimate of the costs Epath will incur as a result of cancellation:
Members and Non-members:
REFUNDS WILL BE GRANTED AS FOLLOWS:
100% refund granted from November 1 – December 31 (An administrative fee of EUR 30 will apply)
75% refund granted from January 1 – January 31
50% refund granted from February 1 – February 28
0% refund granted from March 1st and beyond
The cancellation conditions mentioned above are subject to change without notice.
Regardless of the above criteria we will honour all refunds at 100% if we are notified of cancellations within 72 hours of purchase. Please be aware that payment by credit card (particularly when using different valuta) may incur a fee from the credit card provider. Hence, this fee will be subtracted from your refund.
To obtain a refund, please email us at epath@of-cores.com, and we will provide a refund within a couple of days. Please note it can take up to a week for a refund credit to appear on your credit card. If after registering, you are unable to attend, you will be given the opportunity to send a colleague in your place. Any name change should be made in writing to the Conference Coordinator or Managers.
The refund will be processed by bank transfer, within 7 working days after reception of the bank account details.
11. In case of cancellation of a hotel room booked at the Marriott Park Hotel Rome the following cancellation fee applies:
From 270 to 60 days prior to the event: a cancellation fee of 50% on all booked hotel services at Marriott Park Hotel Rome will be applied.
From 59 days prior to the event: a cancellation fee of 100% will apply on all booked hotel services at Marriott Park Hotel Rome
12. Epath may in exceptional circumstances need to postpone or cancel an Event, and we will notify you as soon as reasonably practicable of any such postponement or cancellation. If an Event is cancelled, or if an Event is postponed and you cannot attend the rearranged date, we will refund any fees you have paid in advance. You agree that Epath liability to you will be limited to the amount of the Fees you have paid and Epath will not be liable to you for any expenditure, damage or loss incurred by you as a result of the cancellation or postponement.
Your attendance at the Event
13. Please advise us of any special access requirements at the time of making your booking.
14. Epath reserves the right, without any liability, to refuse you admission or eject you from the Event for failure to comply with these Terms; or if in Epath's opinion you represent a security risk, nuisance or annoyance to the running of the Event.
15. You must not record, film or take photographs at the Event unless expressly permitted by Epath.
16. Please note that for promotional purposes, the Event or part of it may be filmed by audio, visual, audio-visual or electronic means. You agree to permit Epath to use and distribute such footage, which may feature images of you, in all or any media whether now known or hereafter to be invented throughout the world in perpetuity for the purposes of advertising, publicity, reporting and otherwise in relation to the exploitation of such recordings.
17. You are responsible for arranging your own appropriate insurance cover in connection with your attendance at the Event. To the maximum extent permitted by law, Epath shall not be liable for any kind of loss or damage to you or your personal property, unless caused by our negligence.
18. Materials distributed by or on behalf of Epath at an event may not be reproduced without Epath's permission.
Epath Liability
19. Views expressed by speakers are their own and Epath disclaims all liability for advice given or views expressed during an Event. Materials distributed at an Event are intended for information only and should not be relied upon.
20. To the maximum extent permitted by law, Epath shall not be liable to you for any direct, indirect, economic or consequential loss or any loss of business, use, profit, anticipated profit, contracts, revenues, goodwill or anticipated savings arising in connection with this Agreement, even if you have been advised of the possibility of such loss or damage.
Your details
21. By submitting registration details, you agree to allow Epath and companies associated with the Event to contact you regarding their services. If you do not wish to receive such communications please email epath@of-cores.com.
22. You agree that the contact details of registered delegates will be placed on the attendee list which will be passed to sponsoring companies and to all attendees for them to see who is at the conference for the purpose of networking and meetings. If you do not wish to be included on this list please email epath@of-cores.com at the time of making your booking.
23. Information about Epath and the privacy policy is available on https://www.eiseverywhere.com/ehome/index.php?eventid=348566&tabid=751556
Other
24. These terms contain the entire agreement between you and Epath.
25. If any provision of these terms is held to be invalid, illegal or unenforceable for any reason by any court of competent jurisdiction, such provision shall be severed and the remainder of the provisions will continue in full force and effect as if the terms had been executed with the invalid, illegal or unenforceable provision omitted.
26. Any express or implied waiver to perform any obligations under these terms will not prevent the subsequent enforcement of them.
27. These terms shall be governed by Belgian law and you hereby irrevocably submit to the exclusive jurisdiction of the Belgian courts. Nothing in this clause shall limit Epath's right to take proceedings against you in any other court of competent jurisdiction.
28. If you have any questions about these Terms & Conditions, please contact epath@of-cores.com.
