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Registration Terms & Conditions

These terms and conditions apply to the registration to the event organised by WindEurope asbl/vzw – Conference & Exhibition 2017 Amsterdam. The registration service will be performed on our behalf by MCI Geneva (MCI).

By registering to attend WindEurope Conference & Exhibition 2017 yourself or on another’s behalf, you are agreeing to the following terms and conditions, please read these carefully:

You can register to the event online: https://windeurope.org/confex2017/registration/

We cannot take responsibility if bookings made by other methods do not reach us. When you book online you will automatically receive your registration confirmation by e-mail once you have completed and paid your registration. Please bring this confirmation along with you to the event (or have it available on your phone). You will be able to print your name badge by scanning the barcode displayed on your confirmation at a self-print station in the registration area.

If you do not receive the confirmation e-mail in your inbox, please check your spam folder. If you still do not see the confirmation e-mail, please contact the WindEurope Registration Secretariat c/o MCI at [email protected]vents.

If you cannot register online, please call the helpdesk for assistance: +41 22 33 99 703.

We accept and process registrations on the basis that you have followed all the internal procurement procedures of your organisation and you will be charged accordingly. By registering, you are also 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, WindEurope and MCI 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 and/or admittance to WindEurope Conference & Exhibition 2017 shall be limited solely to participants who are 18 years of age or older, due to current health and safety regulations and legislation in effect. Any registration by anyone who is under 18 is unauthorized and in violation of these Terms and Conditions and will automatically result in the forfeit of their registration. You hereby accept that identification is to be provided upon request. By registering to the event you represent and warrant that you are 18 years of age or older, and that you agree to and to abide by all of the Terms and Conditions.

Badge

The name badge may be picked up onsite at the registration desk and will NOT be mailed in advance.

The registration desk will be located at the Entrance K of the RAI Amsterdam, Europaplein 22, 1078 GZ, Amsterdam, The Netherlands and available during the following hours:

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 (blank badges are not permitted).

Registrants may not share a pass between multiple registrants. If a badge is lost or forgotten, an administrative fee of 80 EUR will be charged for the reprint of the badge after identity verification (passport, driving license or other recognized identification documents).

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 Secretariat along with full contact details of the substitute. Once a badge has been issued onsite, a name change is no longer allowed.

Lost/forgotten badge

In case of a lost or forgotten badge, please come to the registration help desk in entrance K. A replacement badge will only be provided after verification of identification (ID card, passport, driving license or any other recognised identification paper).

Categories with reduced registration fees

Members

Only direct members of WindEurope, having paid their 2017 membership fees can benefit from the member registration price. If your company/organisation is not a member yet and would like to benefit from the discount, please submit your membership application before registering. The processing period for new membership contracts is two weeks. If the membership status is not valid at the date of registration (either due to non-payment or to the contract processing period), the non-member fee will be charged. Any reimbursements will be made only after receipt of the membership payment.

Academic/Non-profit/NGO

Available to those with a current full-time position at an educational institution, a non-profit organisation or a non-governmental organisation. An official letter from the institution/organisation confirming the full-time employment status must be provided. This document should be uploaded during the registration process. Without this document, WindEurope and MCI reserve the right to proceed with regular registration and to charge the corresponding registration fee.

Student

Student (PhD student included) registration requires proof of status, i.e. either a copy of a valid 2017-2018 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, WindEurope and MCI 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, WindEurope and MCI reserves 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 [email protected].

Onsite Registration

Please be aware that onsite registration rates will be higher than the online rates, please refer to the available rate grid on https://windeurope.org/confex2017/registration/ for more details.

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 be valid only 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, are not transferable and are not available onsite.

Invitation code

If you have received an invitation code, you are entitled to a free 1-day or a free 3-day Exhibition or Conference & Exhibition pass, depending on the type of invitation. Please note that it is not possible to combine several invitation codes. You may only enter one invitation code. However, you will be able to purchase additional passes for other days and/or options during the online registration process.

Payment methods

Credit card (recommended method)

Bank transfer

Please indicate the participant’s name and “WINDEUROPE 2017” on ALL payments. All costs are to be borne by the ordering customer.

The bank transfer option will no longer be available after 25/10/2017. Only credit card payments will be accepted after that date.

Cancellation/refund policy

There will be NO refund for cancellations of:

Cancellation of combined Conference & Exhibition passes must be notified by e-mail to the Registration Secretariat and will be subject to the following conditions:

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.

Group Reservation

An invoice to be settled upon receipt will be issued upon written confirmation. This invoice will act as a contract, and once issued, the above payment and cancellation conditions will apply.

All payments should be made before the beginning of the WindEurope Conference & Exhibition 2017; otherwise, badges will not be given to the group leader or participants. Badges will be not given to the participants in the event that the final invoice has not been settled before.

Modifications and/or new registrations made on-site will require immediate payment (by cash or credit card).

In accordance with DIRECTIVE 2011/7/EU, late payment interest will be charged in the amount of 8% above the European Central Bank’s base reference rate.

Upon receipt of your payment, we will send you an email with an internet link giving you direct and personalized access to our group registration tools. In your personalized area, you will be able to enter the personal details of each of the participants of your group.

You will have until Wednesday 25 October 2017 to complete the submission of your list of participants. All cancellations are to be communicated by e-mail to MCI for processing.

For groups larger than 9 participants, paid by credit card and with an amount to be paid above 1.500 EUR, MCI will charge an extra 4% credit card fee of the amount due.

VAT

Registration to WindEurope events falls into the exception foreseen at the article 52 of the EU VAT directive 2006/112/CE.

The VAT rate of the country where the event takes place applies when paying a registration. Even if your organisation is VAT registered, WindEurope has to apply local VAT and pay this VAT to the Dutch authorities.

The WindEurope VAT number for this event is: NL820963239B01

Invoice

If you pay by credit card, you will access your legal tax invoice via the confirmation e-mail you will automatically receive upon completion of your registration. If you pay by bank transfer, you will receive an invoice via the confirmation e-mail upon completion of your registration. Payment is due within 7 days after submitting your registration. Once your payment has been received, you will be sent a notification by e-mail including your registration confirmation for badge pick-up.

The invoice will be issued using the invoice details you will provide on the registration form. Please make sure you provide us with the correct information. An administrative fee may apply if an invoice has to be re-issued due to changes in the invoicing information.

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 Secretariat with the following information: registration number, first name, last name, birth date, country of origin, passport number, passport issue date and passport expiry date.

Please note that neither WindEurope nor MCI will 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 WindEurope or MCI in any way. All expenses incurred in relation to the event and to obtaining a visa are the sole responsibility of the registrant. WindEurope and MCI 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 WindEurope, please note that it will be sent by via standard post. In case an express delivery is needed, the registrant shall arrange pick-up of the document on his/her own and will be responsible for all associated costs. WindEurope does not assume any costs for express delivery.

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

Photographs and videos

WindEurope reserves the right to photograph and videotape the WindEurope Conference & Exhibition 2017 in Amsterdam and all its registrants (i.e. delegates, visitors and exhibitors) and to use these photographs and videos in any internal and external communication related to WindEurope, including, but not limited to, its websites and mobile applications, social media pages, event daily newspapers, conference programme, newsletters, exhibition publications and annual reports.

By registering for the event, the registrant explicitly agrees to the use of his/her image in any WindEurope publicity material without any compensation in perpetuity. Any personal data will be solely used in accordance with current EU and Belgian 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 WindEurope (WindEurope asbl/vzw, 80 Rue d’Arlon, 1040 Brussels, Belgium) and MCI Geneva (9, Rue du Pré-Bouvier, 1242 Satigny, Geneva, Switzerland) for registration and handling purposes, as well as to send you information in connection with all WindEurope’s events. Any personal data will be solely used in accordance with current EU and Belgian 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.

Disclaimer

WindEurope 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.

WindEurope reserves the right to amend, postpone or withdraw the event for any reason should any circumstances arise that are outside WindEurope’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). WindEurope 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 WindEurope’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 we are unable to refund registration fees for events that take place despite the circumstances.

In cases falling outside of force majeure, WindEurope will try to provide adequate notice should WindEurope 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 or accommodation or other costs.

Any travel/accommodation costs incurred are entirely the registrants’ responsibility. WindEurope 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 Belgian law. All disputes shall be submitted to the exclusive jurisdiction of the Dutch speaking courts of Brussels, without prejudice to WindEurope’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 WindEurope.

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