These Terms and Conditions for delegates apply to every person registering as a regular delegate for the 20th International Postgraduate Course of the International Association of Endocrine Surgeons to be held in Salzburg, Austria from March 18-19, 2021 (hereafter referred to as “the conference”), organised by the Wiener Medizinische Akademie GmbH (hereafter referred to as “the conference organisers”).
All references to dates or deadlines, mentioned in these terms and on other conference documents, refer to the Central European Time Zone (CET).
The reduced registration fees are only applicable if they have been paid to the congress account before the according deadline. Registering without performing an actual payment will automatically set your balance to the higher fee applicable onsite.
The deadline is as follows:
Early fee deadline
September 30, 2020
Only fully completed online registrations will be accepted. An invoice will be sent after the receipt of your registration and a confirmation of payment will be sent upon receipt of payment in full. If the full payment has not been received before the deadline indicated, the registration will remain valid. However, the due fee will be increased according to the payment period (early/regular/onsite).
To be able to register as a surgeon in training, individuals must present proof of fulltime enrolment at a recognised university or college or an according programme (i.e. student ID, confirmation of head of department, etc.) either by uploading their proof of enrolment during registration or by sending the ID via fax or email immediately after completing the registration or during the onsite registration process.
The registration fee includes entry to all conference sessions, corporate satellites and the exhibition and poster area, provided that sufficient seating space is available. Please note that the security personnel of the conference venue / staff onsite are responsible for granting or denying access to conference halls in case of overcrowding, according to room capacities and national legislation. The conference organisers cannot guarantee available space in every session.
The conference organisers cannot guarantee that conference bags and other conference materials will be available for late registrations. All conference materials will be distributed onsite.
If the maximum delegate capacity is reached, the conference organisers reserve the right to refuse additional registrations.
The registration fees include 20% Austrian VAT.
Registration confirmations/receipts will be sent by email after online registration, after related payments and after the 20th International Postgraduate Course of the International Association of Endocrine Surgeons Conference registration department (hereafter referred to as “the registration department”) has received all necessary documents. Delegates may be requested to present these registration confirmations/receipts at the registration counter as proof of their registration and payment.
Methods of payment
Payments should be made in advance and in EUR only, using a credit card or by bank transfer.
All bank fees and money transfer costs must be paid by the transmitter. Any negative balance will be collected onsite. The delegates are requested to indicate the invoices as well as the registration numbers and their full names as a reference on all bank transfers.
Registration name changes
A handling fee of EUR 50.00 will be charged for every name change to an existing conference registration. A new registration form for the substitute delegate should NOT be submitted. Name changes will be accepted by email indicating the old and new names including the required contact details until Friday, March 12, 2021. After this date, all name changes must be carried out onsite and paid directly.
Notice of cancellation (e.g., in case of sickness, lack of funding or any other personal reasons) must be made in writing by email or fax and addressed to the 20th International Postgraduate Course of the International Association of Endocrine Surgeons Congress Office. The notification must include all relevant information regarding the bank account to which a possible refund may be remitted. The cancellation will not be effective until a written acknowledgement from the registration department is received.
Registration fees may be refunded as follows:
Written cancellation received:
– before September 30, 2020: 75% refund
– after September 30, 2020: no refund
The date of the email receipt or fax ID will be the basis for considering refunds. Please indicate your bank details on your written cancellation. Refunds will be made after the conference.
In the case of over-payment or double payment, refund requests must be made in writing and sent to the registration department by email.
No refunds will be granted for unattended events or early termination of attendance, in case of cancellation of speakers, lack of space in the conference room or any other incidents during the conference, which are beyond the control of the conference organisers.
By registering for the 20th International Postgraduate Course of the International Association of Endocrine Surgeons, participants agree that neither the organising committee nor the congress office assume any liability whatsoever. Participants are requested to make their own arrangements for health and travel insurance. The conference fee does not include insurance.
Cancellations made after the deadline (September 30, 2020) cannot be refunded for any reason.
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 organisers (force majeure), or due to events which are not attributable to wrongful intent or gross negligence of the conference organisers, the conference organisers cannot be held liable by delegates for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, costs for additional orders, financial losses, etc.
Under these circumstances, the conference organisers reserve the right to either retain the entire registration fee and to credit it for a future conference, or to reimburse the delegates after deducting costs which already incurred for the organisation of the conference and which could not be recovered from third parties.
Modification of the programme
The conference organisers reserve the right to modify the programme. No refunds can be granted in case of cancellation of speakers, lack of space in the conference room or any other incidents during the conference which are beyond the control of the conference organisers.
Lost name badges
The conference name badges must be worn at all times during the conference. Access to the conference venue will not be granted without the name badge issued by the conference organisers. If a delegate loses, misplaces or forgets the name badge, a handling fee of EUR 50.00 will be charged for a new name badge. Upon handing out a new name badge, the lost badge will be deactivated and become invalid.
Letters of Invitation
Individuals requiring official Letters of Invitation from the conference organisers can request them through the online registration form or by contacting the registration department. To receive Letters of Invitation, delegates must first register for the conference and submit any necessary data, as stated on the online form.
Letters of Invitation do not financially obligate the conference organisers in any way. All expenses incurred in relation to the conference, registration and attendance are the sole responsibility of the delegates.
It is the sole responsibility of the delegates to take care of their visa requirements. Delegates who require entry visas must allow sufficient time for the application procedure. Delegates should contact the nearest Austrian embassy or consulate to determine the appropriate timing of their visa applications. Note: Austrian embassies and consulates-general are independent decision-making agencies for visas, sometimes after specific checks have been made with other EU countries. Neither can you appeal against the rejection of a visa application, nor can the 20th International Postgraduate Course of the International Association of Endocrine Surgeons intervene on your behalf in case of a rejection or to speed up the procedure.
Delegate registration details will be shared with the Austrian immigration authorities to assist in the entry process. However, the conference organisers and/or the registration department will not directly contact embassies or consulates on behalf of visa applicants.
The registration fee minus a handling fee of EUR 25.00 will be refunded after the conference if the visa was applied for in time and proof is shown that a visa could not be granted even though all requested documents were submitted. Refund requests must be made in writing and sent to the registration department, by email, no later than March 31, 2021, the date after which requests for such refunds cannot be taken into consideration.
Travel health insurance
As a part of a visa application, individuals must have travel health insurance for the duration of their stay in the EU. This insurance can be obtained from any approved insurer. Individuals need to check with the responsible embassy/consulate for a list of approved insurers available in their country.
Individuals must have insurance for their entire stay in the EU and therefore are encouraged to ensure and pay for the correct number of days. Visas will only be given for the dates that are covered by the insurance policy, which need to relate to the travel dates.
Photographs and video streaming
The organisers may, without the further consent of the participants, use and release pictures and videos taken during the congress for reports on the congress and/or in future marketing materials. By registering for this congress, attendees agree that photographs or sound or video recordings taken during the congress that could include recognisable images or voices of those in attendance may be posted on the congress website. All recordings are treated sensitively and discreetly. Names will not be published. The congress is held in a public space, therefore we do not prohibit participants, exhibitors, sponsors or news organisations from photographing, video- or audiotaping congress activities. The organisers reserve the right to use images taken at the congress with your photograph and/or likeness on social media and/or in future marketing materials. The organisers are NOT responsible for individual attendees’ use of your image or likeness.
The protection of your data and the observance of your right of informational self-determination with regard to the collection, processing and use of your personal data are important to us.
For further information on data protection, please see “general data protection regulations”.
As a rule, the conference organisers will not store any credit card data.
In order to facilitate border entry and visa applications, the organisers will share contact details of concerned delegates only if required by the authorities.
The conference organisers shall be held liable, in the framework of a duty of care, as respectable businesspeople according to statutory provisions. The liability of the conference organisers – for whatever legal reason – shall be limited to intent and gross negligence. The liability of commissioned service providers shall remain unaffected by this. The delegates shall take part in the conference at their own risk. Oral agreements shall not be binding if these have not been confirmed in writing by the conference organisers.
Fulfilment and jurisdiction
The terms of this contract shall be fulfilled in Vienna, Austria and, in the event of any legal claims arising from either party, Vienna, Austria shall be the sole court of jurisdiction.
General Terms and Agreements as per October 18, 2019.