General Terms & Conditions

Definitions

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 European Conference on Rare Diseases & Orphan Products 2014 (ECRD 2014), to be held in Berlin, Germany at the andel’s Hotel from May 8 – 10, 2014 (hereafter referred to as “the conference”), organised by the European Organization 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).

Conference registration

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, corporate satellites, 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.

Registration confirmation/receipt

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.

Cancellation policy

The cancellation deadline for ECRD 2014 is 25 March 2014. 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 25 March 2014 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.

Name badge

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 2014 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.

Visa Requirements

EU citizens do not need a visa to stay in Germany for less than 90 days. Generally, non-EU citizens need a Schengen visa for short tourist of business trips to Germany, but there are exceptions. To see the list of countries whose citizens do/do not require visas, follow this link.

All visas cost €60. The time required to process a short stay visa is between 2-10 working days, but for long stay visas the processing could take several months, so make sure to apply for a visa well in advance.

In general, visas must be submitted along with all necessary documents in person at the German mission responsible for the country of residence. To find the mission responsible for your country of residence, follow this link.

For information about requirements for a Schengen (short stay) visa, click here
For application forms and additional information about visas for Germany, follow this link.

Data protection

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.

The conference organiser, EURORDIS, and the conference co-organiser, DIA, will collect and store all personal data for the preparation and execution of the European Conference on Rare Diseases & Orphan Products 2014 (ECRD 2014). Data will not be shared with any third parties.

During the registration process, your authorisation will be requested to include your contact details in the list of participants that will be printed and distributed to all on-site participants at the conference.

In order to facilitate border entry and visa applications, the ECRD will share contact details of concerned delegates with German immigration authorities.