1. Registration and payment
Submission of an online or written registration is regarded as a firm booking and acceptance of these terms and conditions, however the booking will not be confirmed until full payment has been received.
Payment in full must be received at time of registration and no later than 14 days after the booking has been made. In case the booking is made within the 14 days prior to the event date, payment has to be received by EuropeActive within 48 hours, but at least before the event start date.
In case full payment is not received on time, the delegate(s) will be refused entry to the EuropeActive events. We accept payment by PayPal and bank transfer, please note that all transfer charges must be met by the sender.
2. Privacy
EuropeActive first and foremost collects data in relation to the processing of registration fees and to ensure correct delivery of the event experience to participants. The personal information supplied in connection with this booking will be held by EuropeActive as a record of attendees and parties expressing interest. By registering for an EuropeActive event the parties concerned are agreeing that the EuropeActive team may use that personal information to contact them (by email, direct mail, telephone), in order to supply information relevant to this event. Participants have the rights to have their personal data deleted at all times, upon written request to EuropeActive, with the exception of data that EuropeActive is required to keep by law, i.e. for financial reporting.
EuropeActive does not share delegate information with partners and (event) sponsors, unless it is specifically needed for correctly organising of the event itself. All delegates are aware of and agree to EuropeActive's data protection policy, which can be found on our website.
3. Notice of filming and photography
When entering a EuropeActive event, delegates enter an area where photography, audio and/or video recording may occur. EuropeActive reserves the right to use any photograph/video/audio taken at any EuropeActive event without the expressed written permission of those included within the photograph/video/audio. EuropeActive may use the photograph/video/audio in publications or other media material produced, used or contracted by EuropeActive including but not limited to: press releases, email communications, brochures, invitations, books, websites, etc.
To ensure the privacy of individuals, excluding those in attendance as a presenter, speaker, moderator or panel member, images will not be identified using full names or personal identifying information without written approval from the photographed subject. A person attending a EuropeActive event who does not wish to have their image recorded for distribution should make their wishes known to EuropeActive’s Event Manager via events@europeactive.eu or by mail: EuropeActive Event Manager, The House of Sports, Avenue des Arts 43 / Kunstlaan 43, 1040 Brussels, Belgium at least 14 days before the event date. If this is the case, a designated seat in the conference room will be selected for this person. People seated in this area will not be identifiable in any footage taken.
By participating in a EuropeActive event or by failing to notify EuropeActive, in writing, their desire to not have their photograph/video/audio used by EuropeActive, delegates are agreeing to release EuropeActive, its directors and employees and each and all persons involved in taking photographs/videos/audio from any and all claims involving the use of their picture or likeness.
Participants have the rights to have their personal data deleted at all times, upon written request to EuropeActive, with the exception of data that EuropeActive is required to keep by law.
Any person or organisation not affiliated with EuropeActive may not use, copy, alter or modify EuropeActive photographs, graphics, videography, audio files or other, similar reproductions or recordings without the advance written permission of an authorized designee from EuropeActive.
4. Cancellation and postponement
4.1 Any delegate wishing to cancel their registration must notify EuropeActive in writing. Cancellation charges will apply as follows:
• Any time before 14 days before the event date: cancellation without costs
• Between 14 and 8 days before the event starts: 50% of the delegate fee
• Between 8 and 4 days before the event starts: 75% of the delegate fee
• Less than 4 days before the event starts: 100% of the delegate fee
• Non-arrivals (“no show”) are liable for 100% of the delegate fee
4.2 In the unlikely event of the programme being cancelled by EuropeActive (not including force majeure, see 4.3), a full refund will be made. In case the event fee includes additional services (i.e. books, publications, online workshops) that will still be delivered or take place, the refund will only apply to the actual cancelled part of the event package.
Liability will be limited to the amount of the fee paid by the delegate and there will not be any additional liability to EuropeActive, including event planners, speakers and/or any other individual associated with the event organisation.
4.3 It may be that a conference cannot be held or is postponed due to events beyond the control of the conference organisers (“force majeure”) or has to be changed due to events which are not attributable to wrongful intent or gross negligence of the event organisers. This includes travel and other restrictions being imposed by national or local authorities.
When the full event is cancelled (not postponed), liability will be limited to the amount of the fee paid by the delegate and there will not be any additional liability to EuropeActive and/or any other individual associated with the event organisation. Under these circumstances, the conference organisers reserve the right to refund the fees paid minus a 25% admin fee plus any bank transfer fee incurred. In case the event fee includes additional services (i.e. books, publications, online workshops) that will still be delivered or take place, the refund will only apply to the actual cancelled part of the event package.
When the event is postponed to a later date, delegates have the change to ask for a refund if the new date is not agreeable. Under these circumstances, the conference organisers reserve the right to refund the fees paid minus the costs for additional services (i.e. books, publications, online workshops) that will still be delivered or take place. Therefore the refund only applies to the actual cancelled part of the event package.
When the full event is changed from a physical to a virtual event, a refund will be made for the difference between the virtual fee and the participation fee for the physical event. In case the event fee includes additional services (i.e. books, publications, online workshops) that will still be delivered or take place, the refund will only apply to the actual cancelled part of the event package.
5. Substitutions
Substitutions may be made at any time. If you wish to substitute a delegate, you must notify EuropeActive in writing at the earliest opportunity and at least 72 hours before the event begins.
6. Changes and postponement
EuropeActive reserves the right to make alterations to the event programme, venue and timings at any time. In the event of it being found necessary, for whatever reason, that the event is being postponed or the dates being changed, the organisers shall not be liable for any expenditure, damage or loss incurred by the delegate. If by re-arrangement or postponement the event can take place, the registration between the delegate and EuropeActive shall remain in force and will be subject to the cancellation schedule above.
7. Liability
Views expressed by speakers, moderators, panellists, sponsors and/or other presenters at our events are their own. EuropeActive cannot accept liability for any advice given or views expressed, by any speaker, moderator, panellist, sponsor and/or other presenter at the event or in any material provided to delegates. In addition, EuropeActive shall not be responsible or liable for any direct or indirect loss or damage of any sort incurred as the result of the services or information provided in connection with the event.
It is the responsibility of the delegate to arrange appropriate insurance cover in connection with their attendance at the conference. EuropeActive cannot be held liable for any loss, liability or damage to personal property.
8. Website, voting tools, apps and links
The event website, the presentations and the regular EuropeActive website may link to other sites, social media channels and networking or polling tools provided for the convenience of delegates. The contents of these websites and/or online resources are maintained by their owners, for which EuropeActive takes no responsibility. Neither can responsibility be taken for contents of any website linking to this website.
9. Visa requirement
It is the sole responsibility of the attendee to take care of his/her 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. EuropeActive is happy to assist in the process by sending a visa referral letter – available upon request.
10. Notice
EuropeActive reserves the right at all time to change, amend, add or remove any of the above terms without prior notice. If one or more of the conditions outlined in these Terms & Conditions should be or become invalid, the remaining conditions will continue to be valid and apply. These Terms & Conditions apply to all participants of this event, including speakers, sponsors and exhibitors.