General terms and conditions

Definitions

The Amiconi Consulting SA, on behalf of the BLACKSWAN Foundation and E-Rare, act as the Professional Congress Organizer (PCO) of the RE(ACT) Congress 2016 to be held in Barcelona, Spain from March 9-12, 2016.

The PCO, hereafter referred to as RE(ACT) Congress Secretariat, oversees the Conference Secretariat and is responsible for registration services, abstract management, sponsoring and exhibition management.

Congress Secretariat and Registration:

congress (at) react-congress.org; +41 91 9213812

These General Terms and Conditions are valid for each attendee registered for the 3rd International Congress on Research of Rare and Orphan Diseases (hereafter referred to as “RE(ACT) Congress”), to be held in Barcelona, Spain March 9-12, 2016.
Any person, delegate, allied professional, student, media representative, speaker, or exhibitor may be considered an attendee.

Conference Registration

The registration deadlines are as follows:

Early registration deadline: 30^th November 2015
Standard registration deadline: 18^th January 2016
Late registration (incl. on-site registration): from the 19^th of January 2016

Only fully completed registrations will be accepted. The registration fee is based on the date of receipt of registration and payment in full in accordance with the deadlines mentioned above. Should a deadline be missed, the fee for the next applicable deadline will be charged automatically. Registration will only be confirmed upon receipt of payment in full.

The registration fee for delegates, allied healthcare professionals and students includes entry to all official conference sessions, the exhibition and poster area(s) and the Opening Ceremony. It also includes the conference bag, containing the official conference material and lunch/coffee breaks.

To be eligible to register for the conference, attendees must be at least 18 years old. Attendees may be asked to present an official identity card stating their age.
Should the maximum attendee capacity be reached, the organizers reserve the right to refuse any registration.

MSc./PhD Students, research students, Students and Patient organization representative

MSc./PhD Students, research students have to provide a confirmation signed by the head of department at the moment of their registration by e-mail or together with the hardcopy of the registration form. Students have to provide a copy of the Student’s ID or a confirmation signed by the head of department at the moment of your registration by e-mail or together with the hardcopy of the registration form. Patient organization representative have to provide a confirmation signed by the head of the organization at the moment of your registration by e-mail or together with the hardcopy of the registration form.

If proof cannot be presented the regular participant registration fees apply. Confirmations handed in at a later stage cannot be considered.

Methods of Payment

Payment is required at the time of registration. It should be made in Euro only, using one of the following methods:

Credit card (Visa, Master/Eurocard, American Express): Attendees should complete the relevant section of the Registration Form.
Bank Transfer: Attendees should complete the relevant section of the Registration Form. Payment should be made in Euro to:

Think Rare Sàrl, Chemin de la Riaz 11, 1418 Vuarrens, Switzerland

Bank:
Think Rare Sàrl

SWIFT-CODE: POFICHBEXXX

IBAN: CH45 0900 0000 1218 6674 1

Reference: RE(ACT) Congress 2016, Last Name, Participant Number

Please note that all transfer costs shall be prepaid by the sender. Cheques will not be accepted.

Letter of Confirmation/Payment Receipt

An email of confirmation/payment receipt will be sent by email once the RE(ACT) Congress Secretariat has received the fully completed registration form and the related payment. Attendees must present this confirmation/payment receipt at the registration counter as proof of their registration and payment.

Visa Requirements

It shall be the sole responsibility of attendees to take care of their visa requirements. Attendees who require an entry visa must allow sufficient time for the application procedure. Attendees should contact the nearest embassy or consulate to determine the appropriate timing of their visa applications.

The organizers will not directly contact embassies and consulates on behalf of visa applicants.

The registration fee minus a handling fee of Euro 75 will be refunded after the conference if the visa was applied for in time and an official proof from the embassy confirming that a visa could not be granted, is forwarded to the RE(ACT) Congress Secretariat no later than 30 days after the congress (April 8, 2015).

Certificate of Attendance

A Certificate of Attendance for regular delegates, Allied Healthcare Professionals and students/post-docs shall only be available on site during the conference. No certificate shall be issued after the conference.

Registration Cancellation Policy

Notification of cancellation shall be made in writing and sent to the RE(ACT) Congress Secretariat by e-mail or fax. The notification shall include all the relevant information regarding the bank account to which a possible refund may be remitted.

If the written notification of cancellation is received before the early registration deadline (October 31, 2015), a handling fee of Euro 75 will be charged.
For cancellations received until December 31, 2015, 50% of the paid registration fee will be refunded. No refunds will be made for cancellations received after this date.

Refund requests will be processed after the conference only. They shall be made in writing and sent to the RE(ACT) Congress Secretariat by e-mail no later than 30 days after the conference (April 8, 2016). No refund request will be processed after this date.
Credit will not be given for unattended events or early termination of attendance.

Modification of the Conference Program

The conference organizers reserve the right to modify the program, which is published as an indication only.

Film, Photo and Video Recordings

The RE(ACT) Congress Secretariat works together to create a comprehensive overview of the conference interactions and events that may be of promotional interest to the society. Accordingly, please be advised that you may be filmed or photographed at any time (in the session rooms, poster area, etc.) and any presentations you deliver (Best Poster session, etc.) may be recorded.

Data Protection, Processing of Credit Card Details and Sharing of Contact Details

The acquisition, handling (which includes saving data, changes, transmission, blocking and erasing) and utilization of all personal registration data is executed pursuant to the prevailing data protection regulations. The RE(ACT) Congress Secretariat will collect and store all data.

When you register you will be asked to complete the online form providing for: your name, address, e-mail address and telephone number. The above collected information is required to process and finalize your bookings (including sending booking confirmation e-mail to you). Should you choose to make the payment for your bookings with credit card, your credit card details (i.e. credit card type and number, CVC code, expiration date, credit card holder name) will also be collected.

All data will be saved and processed.

In order to protect and safeguard the personal data provided to us, appropriate business systems and procedures have been implemented. For example, your credit card information is transmitted to us through a secure server protocol, which encrypts all your personal and credit card details. The encryption method used is the industry standard “Transport Layer Security (TLS)” technology. Our TLS certificate has been issued by utn.usertrust.com.

Furthermore, we have implemented and use security procedures and technical and physical restrictions for accessing and using personal information. Only authorized employees are permitted to access personal information for performing their duties in respect of our services. Our server and network are protected by firewalls against unauthorized access and we have intrusion detection systems that monitor and detect unauthorized (attempts to) access to or misuse of our servers.

Your credit card details will be kept by the RE(ACT) Congress Secretariat until three months after the end of the conference.

The Conference Organizer periodically share contact details of attendees with third parties that may use these details to contact attendees regarding activities at the conference or other communications which may be of interest. Selected data might therefore be passed on to third parties unless otherwise explicitly indicated by the attendee. Your contact details will only be forwarded if:

Your explicit consent is given
A third party has proven to the conference organizers that you have violated the rights of this third party and has thus demanded the disclosure of your data, or
The conference organizers are obliged to give out your data due to for example a court order or an official order.

Cancellation of the Conference

In the event that the conference cannot be held or is postponed due to events beyond the control of the conference organizers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence on the part of the conference organizers, the conference organizers shall not be held liable by attendees for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc. Under these circumstances, the conference organizers reserve the right to either retain the entire registration fee and to use it for a future conference, or to reimburse the attendee after deducting costs already incurred for the organization of the conference and which could not be recovered from third parties.

Liability

The conference organizers shall be held liable in the framework of a duty of care as a respectable businessman according to statutory provisions. The liability of the conference organizers – for whatever legal reason – shall be limited to intent and gross negligence. The liability of commissioned service providers shall remain unaffected by same. Attendees shall take part in the conference at their own risk. Oral agreements shall not be binding if same have not been confirmed in writing by the conference organizers.

Fulfillment and Jurisdiction

This contract is subject to the law of Lausanne, Switzerland. The terms of this contract shall be fulfilled in Lausanne, Switzerland in the event of any legal claims arising from either party, Lausanne, Switzerland shall be the sole court of jurisdiction.

Salvatori Clause

Should any clause in these Terms and Conditions be found to be ineffective or impracticable, the validity of the remaining Terms and Conditions shall not be impaired. The parties undertake to cooperate in order to replace the ineffective or impracticable clause by an effective or feasible clause, which results in the ineffective or impracticable clause being null and void.