Terms & Conditions

Terms & conditions

SIETAR Europa reserves the right to modify these terms and conditions at any time. This version was last updated and published on 29 February 2024.

SIETAR Europa Lille Congress 2024

Congress Delegate Terms and Conditions

These are the terms that govern attendance at and participation in the SIETAR Europa Lille Congress in June 2024. By booking for the congress the registered participant is agreeing to these terms, which form a legal contract between SIETAR Europa and the registered participant under French law. If you are booking on behalf of another delegate, it is your responsibility to ensure that the person attending is aware of, understands and accepts these terms.

1. The Congress

Payment of the congress fee entitles you to admittance to all the sessions in person. There is no online version of the congress except that the plenaries will be streamed live free of cost.  All other costs associated with your attendance (including, but not limited to, any travel and accommodation expenses) shall be borne solely by you; SIETAR Europa is not liable for such costs.

SIETAR Europa reserves the right to alter any or all aspects of the congress (including, but not limited to, the congress content, programme and presenters) without liability to delegates for expenses that may have been incurred.

SIETAR Europa also reserves the right to move the entire event onto a virtual platform should it decide, or be advised, that running the event face-to-face is not possible, safe or practicable. In such circumstances SIETAR Europa will endeavour to notify all participants as quickly as possible to avoid participants incurring costs, such as for accommodation and travel, all of which SIETAR Europa is not liable for. In this case, SIETAR will refund the difference in ticket price between on-site attendance and virtual attendance. In the circumstance of you attending or presenting via a virtual platform, SIETAR Europa is not liable for any technical problems you may have during the event.

You will be provided with access to a recording of the event if one is made.

Whilst every effort will be made to provide a stable and effective experience for virtual delegates, SIETAR Europa cannot guarantee there will be no technical issues during the event, but will endeavour to reduce these to a minimum and resolve any issues as they arise. SIETAR Europa cannot be held liable for any delegate plans, commitments or activities which may be affected as a result of unintended technical difficulties during the event.

Any opinion, idea or information given within the event by a speaker or other participant does not represent the views of SIETAR Europa, its staff or volunteers.

2. Booking & Attendance

To receive the early bird discount, booking and full payment must reach SIETAR Europa no later than 23.59 UTC on 31 March 2024, although this may be extended. The congress fees will increase to the standard rate from 1 April 2024 or at a later date if this is extended.

The deadline to book and pay for the congress is 23.59 UTC on 10 May 2024. Full payment must also be received by this date. 

Bookings can only be paid for online. It will not be possible to pay for your online booking onsite at the Registration Desk in Lille. 

Payment of congress fees must be made in full before admittance to any congress sessions or events. Any additional bank charges incurred in making payment for the congress are the liability of the attendee.

If a company or institution is paying on behalf of a delegate, it is the delegate’s responsibility to ensure payment is made in time.

If you wish to benefit from the member discount you must hold a valid membership at the time of your booking and payment. Refunds of payments made in error using non-member rate fees will not be issued.

The details you supply on your booking form will be used to create your delegate badge. If you find any of the details you supplied to be incorrect, you can edit them online in your profile. Changes to your badge information after 3 May 2024 will incur administrative charges.

If you misplace your badge whilst at the congress, please go to the Registration Desk where we will be able to print you a replacement. This will incur a €10 reprint fee.

Only the named delegate can collect their badge. Badges may not be used by anyone other than the named delegate to gain access to sessions and events.

If the named delegate is not able to attend, the badge cannot be transferred to another individual unless notice is given to the SIETAR Europa office at [email protected] by 3 May 2024. Administrative charges will apply for such changes.

SIETAR Europa undertakes to let delegates know of any and all updates and changes to information about the event. It is the responsibility of the delegate to inform SIETAR Europa of any change of contact information, including email address. This should be done by emailing [email protected].

Any interruption in communication caused by a delegate changing their details, or not checking their emails, shall be the responsibility and liability of the delegate.

SIETAR Europa will take photographs, videos, screenshots and recordings of any or all parts of the congress, and SIETAR Europa may use, reproduce and/or publish in any way whatsoever (without any payment being due to you) any photographs and/or video/audio that may pertain to you (including your image, likeness and/or your voice). You agree that such material may be used in our publications, public affairs releases, broadcast material and on our website and social media channels, or for other related purposes. This agreement will continue until you notify us in writing that permission is withdrawn.

3. Congress speakers

The terms outlined above for congress delegates will also apply to congress speakers, who must register as participants by the process described above.  

4. Changes to your booking after payment has been made

If you need to make a change to your booking, for example where a delegate can no longer attend and another will come in their place, you must put your request in writing to the SIETAR Europa Office at [email protected] by 17.00 (CET) on 3 May 2024, Administrative charges of €20 will apply. After this date changes to your booking cannot be made. All administrative charges must be paid in full before admittance to any conference sessions or events.

 5. Cancellations, Refunds and Insurance

Congress booking cancellations received on or before 15 April 2024 will incur a 50 per cent cancellation charge on any fees paid.

Conference booking cancellations received after 15 April 2024 will not be refunded.

Any other refund requests must be made in writing to the SIETAR Europa office at [email protected] and will be at their discretion.

SIETAR Europa holds no liability should a specific event or session within the conference be cancelled.

SIETAR Europa cannot provide refunds, or be held liable for any costs incurred, due to any possible effects of a Coronavirus Event or similar virus outbreak. Such effects are outside of the control of SIETAR Europa. A Coronavirus Event is an event or delay caused by, or arising from or in relation to the Coronavirus (being Covid19/ SARS-COV2 Coronavirus or any mutation or development thereof) epidemic or pandemic that prevents, postpones, cancels or delays any bookings, sales or refunds by SIETAR Europa under this agreement and other contracts with third parties, or performance of any obligations by the Company under this contract, including (but not limited to) losses and disruptions which caused such delay or postponement of sale, bookings or refunds.

Without limitation to any other provision of this agreement, SIETAR Europa shall not be in breach of this agreement nor liable for delay in performing, or failure to perform, any of its obligations under this agreement, or obliged to provide refunds if such delay or failure results from events, circumstances or causes beyond its reasonable control. In such circumstances it shall at its sole discretion be entitled to reschedule to an alternate date or to transfer the event online.

If SIETAR Europa is required to restrict numbers attending as a result of a Coronavirus Event or similar virus outbreak, then priority will be given to attendees by date order of booking. If because of such restrictions SIETAR Europa is unable to accommodate your booking it will refund your ticket price in full.

SIETAR Europa recommends that all delegates purchase appropriate insurance to cover their congress trip as well as any losses, changes or cancellations.

6. Delegates with disabilities

We take the needs of any who are disabled or who have other access requirements very seriously.  However, it is your responsibility to check with the venue that your access requirements can be met. If you have other requirements, please contact us at [email protected] to discuss whether additional provision can be made available. Such provision will be at the discretion of SIETAR Europa and may incur an additional charge.

7. Privacy Policy

Any personal information submitted on your booking form will be used by SIETAR Europa in accordance with the SIETAR Europa Privacy Policy https://sietareu.org/policies 

8. Acceptance

When you register for tickets you confirm that you and all persons included in the registration have read, understood and accepted these terms and conditions.

All enquiries relating to these terms and conditions should be directed to: [email protected]