TERMS & CONDITIONS: congress registration
Introduction and terminology
Within the terms and conditions, the following terms refer to:
Society = SETGYC
Event = Biennial Congress
Currency: € EURO
By registering to the Congress, you agree that we may share your personal data, and any other information you submit in the registration process with:
- All Society board members
- All staff of WATS.ON Ltd. (the event Organiser)
- Congress sub-committees
- Third-party subcontractors when we do not have the in-house capacity required for certain functions (such as graphic design and printing)
- any data accessible from the delegate list cannot be shared with any third parties; the delegate list is for the use of delegates only
Booking and payment
Society members benefit from a lower fee to attend the annual meeting. An active and paid membership must be in place in order to be able to register to the annual meeting at the lower member rate.
In order to attend the event as a delegate, the relevant registration fee must be paid in full immediately on booking or prior to the event. If an invoice is requested, payment will be required by return and prior to the event.
In all cases, if payment is not received within these required time limits, the organiser reserves the right to cancel the booking. Payment must be made by bank transfer or credit card. When paying by bank transfer, all bank fees and money transfer costs must be prepaid by the transmitter. Payments by bank transfer must be received within 2 weeks of your invoice date.
Upon completion of the online registration process, an automated confirmation will be emailed. Confirmation by the organiser of the delegate place at the event forms a binding commitment for payment of the full relevant registration fee by the delegate.
Upon payment (or receipt of payment by SETGYC), a separate automated confirmation of payment will be emailed. You should print and retain both and bring these to the meetings as validation in the case of any system error.
Cancellations and substitutions
Cancellations and refunds are subject to the following cancellation policy:
- For cancellations received by 18 April: 95% refund
- For cancellations received by 30 April: 80% refund
- For cancellations received by 20 May: 50% refund
- For cancellations received after this date: NO REFUND
Refund / cancellation requests must be sent in writing. Where possible refunds will be processed within 3 weeks of receipt; however, based on timing and congress workload, refunds may not be processed until after the congress.
When fees are grouped into early bird and regular fees, Early bird rates are payable within 2 weeks of invoice receipt; any that remain unpaid 2 weeks after the early bird deadline will be moved to the regular fee.
In the case of cancellation where a delegate wishes to move their registration to a colleague, this is not a problem; please request this in writing with email@example.com.
Membership cannot be transferred, and if the registration was a member-fee registration, the colleague the registration is transferred to will need to purchase relevant membership. Refunds for differing registration fees will not be given.
Registration fees do not include membership, or any accommodation or travel costs; registration fees give you access to the Congress including scientific sessions, and catering as advertised in the event programme.
Photography, filming and social media
Scientific data presented at the Event, which includes invited speaker, oral and poster presentations is strictly CONFIDENTIAL. Recording/filming sessions and presentations, and photographing posters, is forbidden.
We may take photos and/or film at the EVENT to remember all the great times we had together. We post the photos on Flickr, and SETGYC and WATS.ON Ltd. may use the resulting photos and films on their websites and social medial accounts, and occasionally for online and printed marketing materials. If you would like us to remove an image, please contact us at firstname.lastname@example.org.
All materials (online and printed), images, photographs and films which are produced by, or on behalf of, SETGYC, are the property of SETGYC, and should not be reproduced without written permission. If publication rights are required for any reason an email should be sent to email@example.com that outlines the use and reason for using such data. All information on the site is believed to be correct at the time of publishing by SETGYC.
SETGYC may use written quotations submitted by you on the event Feedback forms in future marketing/promotional material. We will not identify you by name unless you give permission.
Some of the SETGYC website content links to, or is derived from, third-party websites; SETGYC cannot be held responsible for incorrect content on these sites, and users are advised to check the privacy, cookie, and other policies of these sites.
We will contact you with information regarding your registration, the event you registered for, the congress survey and certificate, and any associated programme items of the event.
Any other communication you receive from SETGYC, including marketing communications, will be based on the preferences you stipulate in ‘My Communication Preferences’ in your online account.
To the full extent allowed by law and insofar as it is reasonable to do so, the delegate agrees not to hold the organiser liable for any damage or loss suffered or incurred by the delegate during the course of the event, including consequential (i.e. losses which are not incurred as a direct consequence of the event leading to any claim) or indirect losses or loss of profit, through registering for the event, attending the event, alteration of the event schedule, cancellation of the event, or any error or omission on the part of the organiser. This provision does not reduce or restrict the organiser's liability for death or personal injury caused by the organiser's negligence or liability for fraud on the part of the organiser.
Delegates are responsible for taking appropriate insurance (including travel) cover in connection with their attendance at the event.
In the event of inappropriate behaviour by any delegate in the view of the organiser or the event venue operator, the delegate may be refused entry or asked to leave and excluded from the event without refund or compensation.
Delegates may be asked to undergo reasonable security searches at the Event venue.
In the event of fire, flood or without limit other causes that the organiser reasonably believes to be substantial or that are beyond the organiser's control, the organiser reserves the right to change the times, dates and the venues of the event, without incurring any liability to you.
The organiser reserves the right, at its sole discretion, to amend or cancel sessions or events at the event at any time.
We have a separate Terms & Conditions: abstract submission document in place, and you will be asked to agree to it when you submit an abstract.
International data transfers
Please note that some partner societies may be based in the US and may require us to transfer your personal data outside of the EU, without the adequate protections in place as stipulated by EU data protection regulations. In this instance:
- the partner societies agree to the Society’s requirements regarding data protection
- No unnecessary data will be shared
- Data will be transferred securely.
By registering to the event, you accept these terms and conditions.
SETGYC reserves the right to amend these terms and conditions at any time.
These terms and conditions were updated on 29/11/2021.