These EADV Meeting Registration Terms and Conditions (the “Terms”) shall apply to all Applicants to any Spring Symposium or Congress (the “Meetings”) of the European Academy of Dermatology and Venereology (the “EADV”).
By using the EADV online registration system to register for a Meeting, the Applicant acknowledges and accepts these Terms.
The EADV reserves all rights to amend these Terms at the EADV’s sole discretion. The amended Terms shall be published on the EADV website and become effective as from the time of their posting. Any registration after the posting of such amended Terms constitutes the acceptance to the modified Terms.
In the event of a conflict, these Terms will prevail over the Registration Form.
By accepting these Terms, the participant agrees to be contacted by the EADV at any time for future communications.
The Applicant applies to any Meetings through the online or the onsite official EADV’s Registration Form. The online application is valid only if the registration form is submitted online during the pre-registration period.
The Registration Form must be filled in truthfully and diligently and carry legally binding signatures of the Applicant.
The Applicant is in general asked to present a copy of an official identity card, passport or another acceptable identification document.
Applicants must be over the age of 18 to register for any Meetings.
For each Meeting specific registration fees and deadlines as outlined on the relevant EADV Meeting Registration webpage apply.
All references to registration fees or special tickets mentioned in this and other Meeting documents are quoted in EURO currency, VAT included, insofar, based on local regulations, EADV is liable to account for VAT.
All prices may be subject to changes.
The Applicant is the sole debtor of all payments. All amounts have to be received according to the published deadlines.
The EADV reserves the right to add to the fees administrative reimbursements in case payments and/or requested documentation are not in fulfillment of the published deadlines.
Bank transfer payments are admitted only during the pre-registration period.
Cancellation of Registrations and Refunds
All cancellations must be notified in writing (by e-mail) to the EADV Registration Department.
Independently of the method used to pay the registration (Credit Card or Bank Transfer), every refund will be processed via bank transfer.
Reimbursements of registration fee (deducting an administrative fee of EUR 50 and, in case of bank transfer, deducting an additional EUR 20 of handling fee) will be granted on the condition that the notification of the cancellation reaches the EADV Registration Department by the respective deadline as outlined on the EADV Meeting Registration webpage. After this date, no refund is granted.
Refunds are not granted (or credits given) for unattended meetings or early termination of attendance.
No refund will be processed neither if Applicants submitting and paying their registration fee as non-members become members at a later stage, nor if members incorrectly register as non-members. This will be applied to any registration processed and finalised incorrectly.
In case of overpayment or double payment, refund requests must be accompanied by a valid proof of such circumstances.
Refund will not be granted if no CME are attained.
Requests for refunds shall be sent to the EADV Registration Department up until 2 months after the closure of the EADV Meeting concerned. Requests submitted after this period will not be considered. Refunds, if due, will only be issued via bank transfer. Every refund will be processed deducting and administrative fee of EUR 50 (an additional deduction of EUR 20 will be applied for those registrations paid via bank).
Visa requirement – Invitation letters
It is the sole responsibility of the Applicant or of the group contact person to take care of any visa requirements. Applicants or group contact persons who require an entry visa must allow sufficient time for the visa application procedure. Applicants or group contact persons should contact the nearest local Embassy or Consulate of the country where the Meeting will be held to determine the appropriate timing and conditions of the visa application.
Applicants and group contact persons shall request an invitation letter by completing the online form on the EADV Meeting webpage. The EADV invitation letter will only be issued upon completion of registration and receipt of the full pre-payment of the registration fee.
EADV invitation letters are issued exclusively for visa purposes and do not represent any financial commitment from the EADV. The EADV refuses to carry any costs connected with the VISA application or participation in the Meeting.
The EADV may at its discretion assist any Applicants during the immigration process. However, the EADV will not contact embassies and consulates on behalf of visa applicants.
Liability Disclaimer, Applicant’s Insurance
The EADV cannot be held liable for any hindrance or disruption to the Meeting, in particular if arising from political, social or economic events or any other unforeseen incidents beyond control.
The EADV accepts no liability for any personal injuries or loss or damage to property of Meeting participants which are somehow in connection with the Meeting.
All Applicants commit to effect adequate personal, health and travel insurances.
Cancellation of Meetings
In the event that a Meeting cannot be held or is postponed due to events beyond the control of the EADV or due to events which are not attributable to unlawful intent or gross negligence of the EADV, the EADV cannot be held liable for any damages, costs, or losses incurred, such as for example transportation costs, accommodation costs, costs for additional orders or financial losses.
In case of cancellation the EADV reserves the right at the EADV’s own discretion to either retain the entire registration fee and to use it for future Meetings, or to reimburse the registration fee, deducting costs already incurred for the Meeting and which could not reasonably be recovered.
Data – Completeness and Accuracy
The Applicant represents, warrants and grants that the information and any data regarding the Applicant provided while somehow dealing with the registration or any portions thereof are complete and accurate. The EADV cannot be held liable for any consequences out from not complete and/or not accurate information and/or data provided.
Data – Authorisation to Use
The data made available through the online registration system are gathered and treated by the EADV in compliance with the Swiss regulation on data protection, in particular in compliance with Sec. 4 of the Swiss Federal Law of June 19, 1992 on Data Protection. All data are treated by the EADV only for organisational purposes, in particular for the registration to Meetings as well as for the monitoring of credits for the Continuing Medical Education of the participants.
At any Congress and Symposium each participant receives one badge carrying the family name and the first name of the participant as well as a QR code. Through the QR code all data on this form can be accessed through software at the sole disposal of the EADV. Each participant shall consider that by accepting any scanning of the badge / or SpotMe QR code at any stand at the Congress or Symposium, the participant gives his/her authorisation to the EADV to transfer the data of the participant regarding his/her postal address and e-mail to the holder of the stand (usually a pharmaceutical company), including the authorisation to use said data for purposes such as the promotion of pharmaceutical products and similar.
Photo and Video – Authorisation
The Applicant acknowledges and accepts that any EADV Meetings are usually documented in their entirety or even only in part by EADV appointed official photographers so that photos and/or videos where the Applicant appears may be published (also for promoting the EADV and any of its activities) in traditional and/or digital media.
Verbal agreements are not binding.
All references to a date or a deadline, mentioned in this and other Meeting documents, refer to the Central European Time Zone (CET).
The registration badge is the only identification document for all participants during the whole Meeting. The loss (or forgetfulness) of the registration badge corresponds to the loss of the right of access to the meeting. For the reprinting of the registration badge an administrative fee (EUR 20) will be charged.
Name changes must be notified in writing to the Registration Department. An administrative fee (EUR 30) will be charged. Name changes are possible during the pre-registration period only, no name change will be accepted onsite.
Groups are allowed to process a limited number of name changes. If the name change is requested for more than 25% of participants within the group, the EADV will apply the registration fee in force at the time of the request.
Any claims shall be filed in writing via registered mail to the seat of EADV. Claims are not considered if they do not clearly indicate the registration number (if not available: the member’s number; if not available: the correct and complete contact details) of the claimant, the precise description of the essential facts and the specific request(s) of the claimant. Claims are further not considered if they don’t reach the seat of EADV within 4 weeks after the relevant Meeting. EADV processes only considered claims and answers in writing to the claimant within another 4 weeks after elapsing of the claim deadline.
Governing Law and Jurisdiction
All legal relationships between the parties relating to the scope hereof shall be governed solely by Swiss law.
In the event of any controversies arising from these General Terms and Conditions or related thereto or related to the Registration, inclusive of issues such as validity, nullity, violation or termination thereof, the parties involved shall first attempt to reach a settlement. Failing this within one month from the time when the controversy arose, the same shall be brought exclusively before the ordinary Court at the seat of EADV. At present the seat of EADV is in Lugano, Switzerland and the ordinary Court is therefore the “Pretura del Distretto di Lugano”, Lugano.