These Terms & Conditions for delegates apply to every person registering as a regular delegate (patients’ representatives, academics, health care professionals, industry, payers, regulators and policy makers, students and postgraduate trainees) for the 8th European Conference on Rare Diseases & Orphan Products 2016 (ECRD 2016), to be held in Edinburgh, UK at the EICC from 26 – 28 May, 2016 (hereafter referred to as “the conference”), organised by the European Organisation for Rare Diseases – EURORDIS (hereafter referred to as “the conference organisers”).
All references to a date or a deadline, mentioned in these terms and on other conference documents, refer to the Central European Time Zone (CET).
Only fully completed registration forms will be accepted. An invoice will be sent after the receipt of your registration, 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 (earlybird/full).
To be able to register as a student or postgraduate trainee, 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 fax at the time of pre-registration or during the on-site registration process.
The registration fee for delegates, students, and postgraduate trainees, includes entry to all conference sessions, the exhibition and poster area, the welcome reception and the Opening and Plenary sessions, provided that sufficient seating space is available. Please note that the security personnel of the conference centre are responsible for granting or denying access to conference halls in case of overfilling, according to room capacities and national legislation.
The conference organiser cannot guarantee available space in every session. The conference organisers cannot guarantee that a conference bag and other conference materials will be available for late registrations. All conference materials will be distributed on-site. If the maximum delegate capacity is reached, the conference organisers reserve the right to refuse additional registrations.
A registration confirmation/receipt will be sent by email after the registration (online or paper), a related payment and any necessary documents have been received by the registration department. Delegates may be requested to present this registration confirmation/receipt at the registration counter as proof of their registration and payment.
Methods of payment
Payments should be made in advance and in EURO (€) 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 on site. Indicate the registration number and the delegate’s full name as a reference on all bank transfers.
The cancellation deadline for ECRD 2016 is 15 April 2016. Cancellation requests can be made by mail, fax or email. For information on how to contact DIA, click here: (insert link to contact page). The postmark date for letters or date of receipt for faxes and emails will be the basis for considering refunds. No cancellation request dated later than 15 April 2016 will be eligible for a refund.
Approved cancellation requests will be refunded in full, less a processing fee of:
• 25€ for members, non-members, academics, HCP, government workers, policy makers, students and postgraduate trainees
• 100€ for members of the pharmaceutical industry, ERTC members and consultants
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 delegate after deducting costs 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.
The conference name badge 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 organiser.
Letter of Invitation
Individuals requiring an official Letter of Invitation from the conference organisers can request one through the online registration form or by contacting the ECRD 2016 Registration Department. To receive a Letter of Invitation, delegates must first register to the conference and submit any necessary data, as stated on the online form.
The Letter of Invitation does not financially obligate the conference organisers in any way. All expenses incurred in relation to the conference, the registration and the attendance are the sole responsibility of the delegate.
EU Citiziens do not need a visa when visiting the UK. However, you must apply for a standard visitor visa if you live outside of the European Union or Switzerland. Citizens from the USA, South Africa, Australia or New Zealand do not require a visa to visit the UK but are prohibited from work. However, you must still have the same documents required to get a visa, ready to present when arriving at the UK border. If you qualify for British citizenship then you might not need a standard visa.
Follow this link here to see if you qualify for a visa: https://www.gov.uk/check-uk-visa
You can apply for a visa up to 3 months before your date of travel to the UK. You should get a decision on your visa within 3 weeks. It is £85.00 to apply for the standard visitor visa.
By clicking on this link; https://www.gov.uk/standard-visitor-visa/overview it will explain how long it could take to process your visa dependent on what country you are based.
When you apply you’ll need to provide:
- A current passport or other valid travel identification
- One passport sized colour photograph
- Evidence that you can support yourself during your trip e.g bank statements or pay-slips for the last 6 months
- A page in your passport that’s blank on both sides for your visa
- A certified translation of any documents that aren’t in English or Welsh
For more information on what you need and how to apply visit this website; https://www.gov.uk/standard-visitor-visa/apply
If you are under 18 there are different travel restrictions depending on if you’re travelling alone, or being accompanied by an adult. All of the specific information is on the website here: https://www.gov.uk/standard-visitor-visa/if-youre-under-18
Release of Rights for EURORDIS
The proceedings of ECRD 2016 Edinburgh will be recorded on video for live and delayed webcasting; they will also be photographed. It is probable that most of the ECRD 2016 Edinburgh participants will be captured on these media. Both the recordings and the photographs will be used for any of EURORDIS’ non-commercial purposes, including – but not limited to – promoting future ECRD conferences, informing about EURORDIS and its activities, for fundraising purposes and to raise awareness around the raise disease cause. EURORDIS undertakes to use these materials in such a way as not to cause embarrassment or discomfort to the delegate(s) portrayed.
In registering for ECRD 2016 Edinburgh you accept: to appear in these materials; to waive all copyright; and to waive all right to payment or other compensation; to waive all right to consultation or notice with respect to the use of these materials for a duration of 10 years as from the date of the Event.
For the avoidance of doubt, in registering for ECRD 2016 Edinburgh, you do not object to EURORDIS: a) storing copies of the Media Materials for the Specified Purposes or storing your contact details on its database in case they need to contact you; b) live broadcasting the Event and reusing the broadcast for the Specified Purposes; c) posting Media Materials on social media during the Event.
EURORDIS cannot be held liable for any direct or indirect damages that would be caused to you due to the use of the Media Materials for the Specified Purposes within this declaration. Such possible damages include – but are not limited to – any damages caused during the creation of the Media Materials or as a result of an article, comment, social media post, opinion in which the Media Materials would be presented.