WindEurope Workshops | Terms and conditions

Registration fees

Wind Turbine Sound 2016 registration fees are subject to Polish VAT.

Registration fees include:

Access to all sessions.
Access to all workshop presentations shortly after the event.
All refreshment breaks, lunches and drinks receptions.
Workshop dinner on 17 November 2016.

Member registration fee is reserved exclusively for those companies that pay a direct membership fee to WindEurope.

Student (PhD student included) registration requires proof of status. Either a copy of a valid 2016-2017 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 reserves the right to proceed with regular registration and to charge the corresponding registration fee.

Oral presenter/Poster presenter: If a presenter registers with the reduced price and later cancel his/her presentation, WindEurope reserves the right to proceed with regular registration and to charge the corresponding registration fee.

If participants are found to be ineligible for the registration fees under which they have registered, WindEurope reserves the right to audit and adjust the registration fees applied.

Payment method

Credit card online (recommend method)

Payment by credit card is available only through the online registration.
Accepted credit cards are: Visa, MasterCard and American Express⁽¹⁾.
The online system uses secure encryption to protect your card and personal details.
Credit cards will be debited in Euro.

Bank transfer⁽¹⁾

Payment of the applicable registration fees must have been made within 7 days after registration to secure the participation. Payment should be made, in EURO only and free from all bank charges, to the following bank account:

Do NOT forget to indicate the following reference in the purpose of payment: Last name – Registration number.

PLEASE NOTE: BANK TRANSFER DEADLINE: FRIDAY 20 OCTOBER 2016.
After this date, only credit card payment will be accepted.

If full payment is not received before the event, WindEurope will require onsite payment by credit card to enter the event. The name badge will not be given unless all fees for this badge have been paid.

If a bank transfer is done shortly before the event starts, a copy of the bank transfer will be required in the event that registration fees were not credited to the event account on time. Purchase orders will not be accepted as proof of payment. Payment is still required to access the event.

⁽¹⁾ If you choose to pay with American Express or by bank transfer, please note that an administrative fee of €6.20 (VAT excluded) will be applied.

No cash payment will be accepted onsite.

Registration confirmation

You will receive your registration confirmation by e-mail once you have completed your online registration.

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.

Cancellation and refund policy

WindEurope is aware that your business environment is continuously changing, and our aim is to support you with a flexible approach when it comes to WindEurope event registration cancellations. However, please keep in mind that we commit expenses for each participant well in advance of the event and we must strictly adhere to the cancellation and refund policy outlined below.

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

Cancellations received on or before 27 October 2016: refund of fee minus a cancellation fee of 75 EURO.
Cancellations received after 27 October 2016 or no-shows: no refunds possible and registration fees may not be transferred to a different WindEurope event.

There will be no refund to participants not attending coffee breaks, luncheons or evening functions included in their registration fees.

Any applicable refunds will be processed after the event. Any refunds to credit card payments may only be credited back to the original credit card and cannot be refunded to a different card.

In case of overpayment or double payment, refund requests including valid proof of the overpayment or double payment must be made in writing and sent to the WindEurope Registration Secretariat no later than one month after the closure of the event.

Name changes

Name change is permitted at any time and at no cost. 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 change must be notified in writing to the WindEurope Registration Secretariat along with full contact details of the substitute.

Once a badge has been issued onsite, name change is no longer allowed. Sharing of passes is not permitted.

VAT

Registration to WindEurope events falls into the exception foreseen at the article 52 a) of the EU VAT directive 2006/112/CE: ‘Article 52: The place of supply of the following services shall be the place where the services are physically carried out: (a) (…), scientific, educational, (…) or similar activities, including the activities of the organisers of such activities and, where appropriate, ancillary services; (…)’.

Therefore, even if your organisation is VAT registered, WindEurope has to apply local VAT and pay this VAT to the Polish Authorities.

Please note that VAT paid by companies and other taxable entities can only be reclaimed if the client’s VAT number is mentioned on the invoice. If applicable, please fill out your company’s VAT number in the corresponding field on the registration form.

The WindEurope VAT number for this event is: PL5233007930

Invoice

If you pay by credit card, your receipt of payment will be included in the confirmation e-mail you will receive upon completion of your online registration.

If you pay by bank transfer, a proforma invoice will be included in the confirmation e-mail you will receive upon completion of your online registration so you can proceed with payment. Payment is due within 7 days after registration to secure your participation. Once your payment has been received, you will be sent a notification by e-mail including your legal tax invoice.

Please note that we are issuing a pro forma invoice that should be considered as an invitation to pay to comply with the new invoicing rules implemented by Belgian legislation. Basically, according to the EU Directive 2006/112/EC, a regular invoice must be issued only once the service has been supplied (or if a payment has been made upfront). This is the reason why Belgian Authorities highly recommend not to issue a regular invoice in advance. Moreover the Belgian law stipulates that a regular invoice can only be issued upon occurrence of the tax point (i.e. transaction date or payment date, whatever comes first – in case of continuous services this would be the settlement period or the payment date, whatever comes first). The legal tax invoice will be issued once we have received the payment.

NOTE: The invoice will be issued using the invoicing details provided 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.

Invitation letter/Visa requirements

An invitation letter will only be provided to participants who have registered and paid the required registration fees in full. Participants who need an official invitation letter in order to obtain a visa should send their request to the WindEurope 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 WindEurope will not be able to contact or intervene with any Embassy or Consulate office on behalf of a participant. The invitation letter does not financially obligate WindEurope in any way. All expenses incurred in relation to the event and to obtaining a visa are the sole responsibility of the participant. WindEurope does not accept any responsibility for travel, accommodation and/or other costs incurred due to the rejection of a participant’s visa application.

Invitation letter is sent by e-mail. If original invitation letter is required, please note that it will be sent by regular mail. In case an express delivery is needed, the participant 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.

WindEurope will grant visa invitation letters up to four (4) weeks prior to the event date. Within four (4) weeks to the event date visa invitation letters cannot be guaranteed.

Should the VISA application be denied or not approved in time to attend the event, WindEurope will refund the full registration fee if and only the participant provides the WindEurope Registration Secretariat 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 after the event will not be accepted.

Photographs and videos

WindEurope reserves the right to photograph and videotape all WindEurope events and participants and to use these photographs and videos in any internal and external communication related to WindEurope events, including, but not limited to, its websites and mobile application, social media pages, WindEurope Daily newspapers, WindEurope Programme, newsletters, exhibition publications, and its annual reports. Participants hereby consent to such uses.

Data protection

By registering for this event, you (the participant) agree that your personal data will be processed by WindEurope (WindEurope asbl/vzw, 80 Rue d’Arlon, 1040 Brussels, Belgium) for registration and handling purposes, as well as to send you information in connection with WindEurope events. If you do not submit the data indicated as ‘required’, we cannot complete your registration. WindEurope’s selected partners may also use your contact details for direct marketing purposes, provided that you opt to receive such information when completing the registration form. You further agree that your personal data may be transferred to countries outside the European Economic Area, such as the US. You have the right, upon request and gratuitously, to object to the processing of your personal data for direct marketing purposes. You also have the right to access and rectify your personal data by writing to [email protected].

Disclaimer

WindEurope may not be held responsible for any loss, injury or damage to any property, whatever the cause may be. Liability of persons and enterprises providing means of transportation or other services, however, remains unaffected. Should, the venue or speakers change, or should the event be cancelled for any reason outside the organisers’ control (including, but not limited, to acts of terrorism, extreme weather conditions and/or industrial action), the organisers will endeavour to re-schedule, but shall not be held responsible for any costs, damages or expenses incurred by registrants. If for any reason the organisers decide to make material changes to this event, they are not responsible for airfares, hotels or other costs incurred by registrants. The customer takes part in the event, all tours and trips at his/her own risk. Furthermore, the organisers may not be held liable for any costs or damages incurred as a result of events outside of their control, including, but not limited to force majeure, strikes and/or public manifestations. Only written arrangements are binding. The sole legal venue is Brussels. Registration of a participant entails acceptance of these conditions.

In any disputes that may arise concerning the execution or interpretation of the present General Regulations, both parties agree that they will be subject to Belgian law and that the commercial courts of Brussels will be competent, without prejudice to WindEurope’s right to initiate proceedings under the laws and before the courts of the participant’s registered office in the event that any sums are due by the participant to WindEurope.