The following Terms and Conditions apply to all Congress Participants.
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In these Terms and Conditions, the following definitions are used:
1.1. Congress refers to the 45th International Viola Congress 2018
1.2. IVC refers to the organization behind the Congress, part of the Dutch Viola Society.
1.3. Registration refers to the act of filling in and submitting the Congress Registration Form, and fulfilling the financial obligations specified therein.
1.4. A Participant is a person who registers for the Congress as (Young) Delegate, Associate, or (Young) Auditor.
1.5. Congress Manager refers to either the IVC Chairman or the IVC Congress Production Manager.
1.6. The Primary Congress venue is the Hofpleintheater, owned and operated by the organization Hofplein Rotterdam.
1.7. The Secondary Congress venue is the Gereformeerde Kerk Vrijgemaakt (GKV), Simonstraat 8-10, Rotterdam; owned and operated by the church community of the same name..
1.8. The term Congress venues refers to the primary and/or secondary venues mentioned above. This excludes any other venue, managed and operated by other organisations.
1.9. The term Presentation refers to any lecture, lecture-recital, recital, workshop or masterclass that is part of the Congress programme.
1.10. The term Congress event refers to any Presentation, plenary session or other event that is part of the Congress programme.
2.1. By clicking the Submit button in the online Congress Registration Form, the Participant is liable to pay the indicated Amount Due for registration to the Congress.
2.2. The Amount Due indicated in the Congress Registration form at the time of submission is calculated based on the Participant’s inputs. The IVC will manually verify these inputs. If it is determined that the Participant owes a higher sum than calculated in the original form (due to incorrect inputs), a follow-on invoice will be sent to the Participant. In such cases, the Participant has to complete also the extra payment before Registration can be considered completed.
2.3. Payments to the IVC are accepted in EURO currency only.
2.4. All payments to the IVC are free of VAT (Dutch BTW).
2.5. Payments to the IVC shall be made exclusively by bank transfer (*). Other forms or means of payment (e.g. Credit cards, cheques, or cash payments) are not accepted. During the Congress, the IVC may or may not accept additional forms of payment.
(*) The online payment service TransferWise is recommended for international transfers from outside Europe. This allows to convert a local bank or credit card payment into an international bank transfer. The end result is the same (from IVC’s point of view).
2.6. All bank transaction costs shall be covered by the Participant, also in the case of refunds being paid by the IVC.
3. CONGRESS REGISTRATION
3.1. Registration is mandatory for everyone attending the Congress.
3.2. Registration is personal, and cannot be done as a group, or on behalf of someone else.
3.3. The Registration can be changed after Registration Form submission, provided that a written request is sent (by e-mail) by November 1st, 2018 to firstname.lastname@example.org. The change is subject to evaluation and acceptance by the Congress Manager, and subject to conformance with the specific cases listed in clauses 3.3.1 and 3.3.2. below.
3.3.1. The Registration can be changed in cases where the Participant Category and/or Ticket Type are updated in a positive direction, such as:
- Upgrade of Participant Category to Delegate
- Upgrade of Ticket Type from Day Pass to Week Pass
- Increase the number of Day Passes
In each of the cases above, the Participant will have to pay the difference in rate for the new Ticket Type and/or Category based on the rates in effect on the date of receiving the request (not the rates valid on the original date of registration).
3.3.2. The following Registration changes may be requested free of charge:
- Change the date(s) of attendance/validity for Day Passes
- Change of personal information or preferences not affecting the Registration fee.
3.3.3. The following Registration change requests will not be allowed:
- Downgrade of Participant Category from Delegate to anything else
- Downgrade of Ticket Type from Week Pass to Day Pass
- Reduce the number of Day Passes.
- Change of personal information affecting the Registration fee (e.g. date of birth)
3.4. Cancellation of Registration may be requested in writing by sending an e-mail to: email@example.com.
- If a Cancellation request is received before October 1st, 2018, the IVC will refund 100% of the paid Congress fees, minus €10 cancellation fee.
- If a Cancellation request is received before November 1st, 2018, the IVC will refund 50% of the paid Congress fees, minus €10 cancellation fee
- If a Cancellation request is received on or after November 1st, 2018, the IVC will not refund any paid Congress fees.
- Any fee paid for Dutch Viola Society membership is non-refundable.
3.5. A Registered Participant not showing up to attend the Congress (in part or in whole) is not entitled to refunds: No-show is not in any way equivalent to Cancellation.
3.6. The IVC will issue personalised badges to all registered Participants upon arrival, subject to verified payment of all due Registration fees. The following rules apply to use of Badges:
- Badges are required to enter and stay on Congress venues.
- Badges must be worn visibly at all times while on the Congress venues, except when the Participant is actively presenting or performing as part of an official Congress Presentation.
- Badges are not transferable or replaceable.
- A Participant who loses his/her badge will have to re-register at full price.
3.7. Participants with disabilities may be accompanied by their Personal Assistant (carer) free of charge. The Personal Assistant must still Register (as Associate), but will be waived from obligation to pay congress fees. The disabled Participant must contact the IVC prior to Registration (firstname.lastname@example.org) to clarify such cases.
3.8. In the unlikely event that the Congress itself would be cancelled, the Participant will receive a 75% refund on the paid Congress fees.
4. PROTECTION AND USE OF DATA
4.1. The data provided by the Participant for Registration may be used by IVC and the Congress venue operators for internal use. Internal use includes logistics planning, accounting, website, databases, mailing lists, as well as the on-line and printed Congress program guide.
4.2. The Congress newsletter and essential information related to the Congress will be sent to all Participants. A Participant may request to be removed from the mailing list.
4.3. The IVC will never disclose any of the Participant’s information to third parties except as noted in clause 4.1.
4.4. Upon completed Cancellation of Registration (with or without refund), the IVC will erase all of the Participant’s registered information from the Registration Database.
4.5. Within 6 months of the end of the IVC (i.e. by May 24th, 2019), the Registration Database of the IVC will be deleted entirely.
4.6. The Participant grants permission to the IVC to record and use photos or videos containing his/her likeness, for the purpose of promoting the Congress in print, video, or online media. No royalty, fee, or other compensation shall become payable to the Participant by reason of such use.
4.7. Congress events must not be recorded (audio/video) by anyone without prior and express written authorization from the IVC.
5. RESPONSIBILITIES AND LIABILITY
5.1. The Participant shall not inflict damage to the buildings, equipment or furniture of the Congress venues. Any damage charges in connection with the restoration or protection of the buildings, equipment, or furniture will be at the expense of the Participant.
5.2. The Participant shall have accident and liability insurance coverage.
5.3. The Participant, his successors, and assigns, hereby releases and holds harmless the IVC, Hofplein Rotterdam and GKV, their directors, officers, members, agents, employees and volunteers from all claims, damages, liabilities, losses, and expenses (including attorney’s fees), of any kind and nature whatsoever, arising from or related to the Participant’s attendance to the Congress.
5.4. The Participant shall indemnify and keep IVC as well as our local partners (Hofplein Rotterdam and GKV) fully indemnified from and against all actions, claims and demands brought against these resulting (directly or indirectly) from any infringement of intellectual property rights of any third party affected by the Participant.
5.5. The IVC will not be responsible for any third party liability incurred by Participants as a result of any alteration of format, date and location of the Congress.
5.6. A Participant with disabilities must contact the IVC prior to Registration (email@example.com) to discuss any special need. The IVC unfortunately cannot guarantee the availability of facilities for disabled participants other than those already provided by the Congress venues.
6. GENERAL REGULATIONS
6.1. Any specific local regulations issued by Hofplein Rotterdam or GKV will become parts of these Terms and Conditions.
6.2. In case of infringement of these Terms and Conditions, IVC reserves the right to refuse or cancel the Participant’s Registration without reimbursement of expenses, and to refuse admission to the Congress venues.
6.3. All points not covered herein are subject to the decision of the Congress Manager.
6.4. Place of jurisdiction for disputes concerning the present agreement is Rotterdam, The Netherlands. The Registration agreement shall be governed and construed according to Dutch laws.