These terms and conditions apply to the registration process for the event organised by ETA srl. –EUBCE 2024 from 24-27 June 2024.

By registering to attend EUBCE 2024, you are agreeing to the following terms and conditions.

We invite you to read these carefully:

You can register for the event online: EUBCE 2024 Registration.

We cannot take responsibility if bookings made through other methods do not reach us.

When you book online you will receive an auto-acknowledgement by email. A receipt will be available in the user area once you have completed your registration and payment.

If you do not receive the confirmation email in your inbox, please check your spam folder. If you still cannot find the confirmation email, please contact the registration team at registration@etaflorence.it

If you cannot register online, please call for assistance: +39 055 5002280.

We accept and process registrations on the understanding that you have followed all the internal procedures for your organisation and you will be charged accordingly.

By registering, you are confirming that the information you submit is accurate and complete.

Registrations are made at your own risk and we cannot take responsibility for registrations booked in error. This responsibility lies with your organisation, or you if you are booking as a private individual. Furthermore, the organizer will not refund the registration fee or any other costs should you register in error and fail to cancel with adequate cancellation notice.

Minimum age

Registration by anyone who is under 18 is unauthorised and in violation of these Terms and Conditions. By agreeing to these Terms and Conditions, you must hereby accept that identification is to be provided on request. By registering for the event you represent and warrant that you are 18 years of age or older, and that you agree to and will abide by all of the Terms and Conditions.

Badge

The name badge should be picked up onsite at the registration desk.

The registration desk will be located at the entrances to the Marseille Chanot Conference Centre, and will be open during the following hours:

• Sunday, 23 June, 15.00 – 18.00
• Monday, 24 June, 08.00 – 18.00
• Tuesday, 25 June, 08.00 – 18:00
• Wednesday, 26 June, 08.00 – 18:00
• Thursday, 27 June, 08.00 – 16.00

For organisational and security reasons, the name badge must be worn at all times during the event. Access to the different areas will not be granted without a proper name badge. Registrants may not share passes between multiple registrants.

Onsite Registration

There will be no onsite registration at the event. This is to avoid long waiting times and crowding in the entrance area.

Name Change

Name change is permitted at any time and at no cost. The substitute must work for the same company as the original registrant, must be in the same registration category (or additional fees may apply) and invoicing information must stay the same. Name changes must be notified in writing to the Registration Team along with full contact details of the substitute. Once the event has started, a name change is no longer allowed.

Categories with reduced registration fees

Student

Student (PhD student included) registration requires proof of status, i.e. either a copy of a valid 2024 student ID card or an official letter from the educational institution, confirming that the registrant is a full-time student at the time of the event. This document should be uploaded during the registration process. Without this document, ETA reserve the right to proceed with regular registration and to charge the corresponding registration fee.

Speaker/Poster presenter

Available only to speakers/poster presenters who take part in the conference programme. If you register with the reduced price and later cancel your presentation, ETA reserve the right to charge the full amount for your registration. Speakers and poster presenters will be contacted directly by the Conference Secretariat with instructions on how to register. For more information, please contact: registration@etaflorence.it

Discount code

Any discount code must be applied at the time of registration and may not be applied retroactively once the registration has been completed. The discount code will only be valid if the registration and payment terms have been met. If the invoice is not paid on time, the discount arrangements lapse automatically.

Discount codes may not be combined and are not transferable.

Payment methods

Credit card

• Accepted credit cards: Visa, MasterCard
• The online registration system uses secure encryption to protect your card and personal details
• A receipt will be available in the user area at the end of the registration and payment
• All costs are to be borne by the ordering

Bank Transfer

Please mention invoice number, name(s) of participant(s) and your organisation.

Cheques are not accepted.

Cancellation/Refund Policy

There will be NO refund for cancellations of:

• Exhibition Visitor passes
• Conference dinner tickets

Cancellations must be notified by e-mail to the Registration Team and will be subject to the following conditions:

• Cancellation received on or before 23/04/2024: refund of fee 50%
• Cancellation received after 24/04/2024 or no-shows: no refund possible

Any applicable refund will be processed after the event.

Any refund to credit card payments may only be credited back to the original credit card and cannot be refunded to a different card or bank account.

Visa Invitation Letter

An invitation letter will only be provided to registrants who have registered and paid the required registration fees. Registrants who need an official invitation letter in order to obtain a visa should ask this immediately during the registration process or send their request to the Registration Team or filling the form  link with the requested  information

Please note that ETA srl will not be able to contact or intervene with any Embassy or Consulate office on behalf of a registrant. The invitation letter does not financially or legally obligate ETA srl in any way. All expenses incurred in relation to the event and to obtaining a visa are the sole responsibility of the registrant.  ETA srl do not accept any responsibility for travel, accommodation and/or other costs incurred due to the rejection of a registrant’s visa application.

The invitation letter is sent by e-mail. If the visa invitation letter needs to be originally signed and stamped by ETA srl, please note that it will be sent by via standard post.

In case an express delivery is needed, tick the related option during the registration process. An additional cost will be debited.

ETA srl does not assume any costs for express delivery.

Should the visa application be denied or not approved in time to attend the event, ETA srl will only refund the full registration fee if the registrant provides the Registration Secretariat with an official document from the concerned Embassy/Consulate rejecting the visa and the application was submitted in due time. Please note that a notification sent to ETA srl after the event will not be accepted.

Photographs and videos

The organiser reserves the right to photograph and videotape the conference and social events and all its attendees and to use these photographs and videos in any internal and external communication related to EUBCE including, but not limited to, its websites and mobile applications, social media pages, event daily news, conference programme, newsletters, publications and annual reports.

By registering for the event, the registrant explicitly agrees to the use of his/her image in any EUBCE publicity material without any compensation in perpetuity. Any personal data will be solely used in accordance with current EU and Italian data protection legislation and will not be disclosed to a third party without the registrant’s prior written consent.

Data Protection

By registering for this event, you (the registrant) agree that your personal data will be processed by ETA SRL (Via A. Giacomini 28, 50132 Firenze, Italy) for registration and handling purposes, as well as to send you information in connection with all ETA events.

Furthermore, your full name, e-mail address and the contact details you used to register will be shared with a selected provider (more info at registration@etaflorence.it) in order to set-up your account for the conference app.
Any personal data will be solely used in accordance with current EU and Italian data protection legislation and will not be disclosed to a third party without the registrant’s written consent. If you do not submit the data indicated as “required”, we cannot complete your registration. Please refer to ETA’s Data Protection Policy which you can consult at: link

Your personal data may be used for the purposes of contact tracing for COVID-19.

Disclaimer

ETA srl  may not be held responsible for any loss, injury or damage to any property, whatever the cause may be in relation to this event. Liability of persons and enterprises providing means of transportation or other services, however, remains unaffected.

ETA srl reserves the right to amend, postpone or withdraw the event for any reason should any circumstances arise that are outside ETA’s control (i.e. force majeure including, but not limited to, fire, flood, strikes, labour disputes, war, blockades, riots, acts and/or threats of terrorism and the unavailability of means of transport). ETA will endeavour to amend or postpone the event but shall not be held responsible for any costs, damages or expenses incurred by registrants.

There may be circumstances that affect you that are beyond ETA’s control such as force majeure (please see above). In these instances, the decision and responsibility to attend or not rests solely with you and ETA is unable to refund registration fees for events that take place despite the circumstances.

In cases falling outside of force majeure, ETA will try to provide adequate notice should ETA  have to cancel or amend an event but reserves the right to amend or cancel an event at any time without liability for any travel, registration, accommodation or other costs.

Any travel/accommodation costs incurred are entirely the registrants’ responsibility. ETA does not accept any liability for reimbursement of travel costs unless otherwise stated.

All issues, questions and disputes concerning the validity, interpretation, enforcement, performance or termination of this Collaboration Agreement shall be exclusively governed and construed in accordance with Italian law. All disputes shall be submitted to the exclusive jurisdiction of the courts of Florence, without prejudice to ETA’s right to initiate proceedings under the laws and before the courts of the registrant’s registered office in the event that any sums are due by the registrant to ETA.