These Terms & Conditions apply to everyone registering for EPTDA’s 2022 Warsaw Convention, to be held in Warsaw, Poland from September 28-30, 2022 (hereafter referred to as the “Convention”) and organized by the European Power Transmission Distributors Association, with registered office in 1831 Machelen, Grensstraat 7, Company Number 0866.898.896, Belgium VAT number BE 0866.898.896 (hereafter referred to as “EPTDA”).
1. Convention registration
Only fully completed registration forms will be accepted. A registration confirmation/receipt will be sent by email to the convention registrant after receipt of the online registration. A registrant may indicate a third-party payer.
Prices are expressed in EUR and VAT exclusive. Unless otherwise mentioned on the invoice, the payment term is thirty (30) calendar days as from the invoice date. Invoices can validly be paid by bank transfer or electronic payment to the account number specified by EPTDA, citing the relevant reference details and within the due date mentioned on the invoice. The registrant will bear potential costs linked to the payment of the invoice (if any).
In case an invoice is not paid by the due date, the defaulting registrant or, where applicable, his third-party payer, will receive a reminder. In case of persistent non-payment after due date and despite having received a payment reminder, the EPTDA may opt to charge without notice an interest on arrears calculated at the legal rate. In addition, the EPTDA may opt to claim a penalty from the registrant or his third-payer amounting to 15% of the invoiced total with a minimum amount of 60 Euro.
2. Travel and accommodation booking
Special group rates have been secured at the Hilton Warsaw City Hotel. These preferred conditions apply for hotel stays between 26 September and 1 October 2022, subject to availability. All bookings are subject to the Hilton Warsaw City Hotel room bookings policies. To benefit from the preferred conditions, hotel bookings should be done prior to the 31/07/2022. Reservations received after this date will be subject to availability.
According to the Hilton Warsaw reservation policy, individual reservations can be cancelled without penalty until 31/07/2022.
In case of cancellation, from 01/08/2022 until 7 days prior to arrival, Hilton Warsaw holds the rights to charge the individuals the first night of the stay. In case of cancellation, early departure or other changes less than 7 days prior to arrival or non-arrival or no-show, the hotel holds the right to charge the individuals full length of the stay as reserved as cancellation fees. All the reservation for the guests without credit card or with not valid credit card or incorrect credit card details will not be confirmed by the hotel.
By registering to the Convention, delegates agree to make their own arrangements for health and travel insurance. The Convention fees do not include such insurance.
3. Cancellation policy
Written notices of cancellation must be made in writing by email to the EPTDA Bureau at firstname.lastname@example.org. The notification must include all relevant information regarding the bank account to which a possible refund may be remitted. The cancellation will not be effective until a written acknowledgement from the EPTDA Bureau.
Registration fees will be refunded as follows:
- Cancellation before 31 August 2022: 100% refund minus an administrative handling fee of 100 EUR.
- Cancellation after 31 August 2022: no refund (unless following justifiable reasons upon acceptance by the EPTDA).
Please indicate your bank details on your written cancellation. Refunds will ALWAYS be made after the Convention. In the case of over-payment or double payment, refund requests must be made in writing and sent to the EPTDA Bureau, by email.
No refunds will be granted for no-shows, in case of cancellation of speakers, or any other incidents during the conference, which are beyond the control of EPTDA.
4. COVID-19 Cancellation Policy
In the event the EPTDA 2022 Annual Business Convention is cancelled due to the COVID-19 pandemic restrictions in Poland, beyond EPTDA’s control, the following recourse is offered:
Registrant to the Convention
- Option 1: Registrant’s fee will be refunded in full upon request.
- Option 2: Registrant’s fee will be rolled forward to EPTDA’s next live event
Sponsoring of the Convention
- Option 1: Sponsorship will be refunded in full upon request.
- Option 2: Sponsor contract will be rolled forward to EPTDA’s next live event.
Booking of a hotel room by the registrant (direct contract between the registrant and Hilton Warsaw City Hotel)
- The reservation will be cancelled free of charge.
This policy applies ONLY to a full event cancellation originated by EPTDA due to the COVID-19 pandemic restrictions in Poland. For cancellations originated by the Registrants / Sponsors, for any reason including COVID-19 concerns, the standard cancellation policy applies (Section 3. Cancellation policy).
All rights in all presentations, documentation and materials published or otherwise made available as part of the convention (including but not limited to any documentation packs or audio or audio-visual recording of the convention are owned by EPTDA or are included with the permission of the owner of the rights.
6. Modification of the program
EPTDA reserves the right to modify the program. No refunds can be granted in case of cancellation of speakers or any other incidents during the convention which are beyond the control of the conference organizers.
7. Data protection and sharing of contact details
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 EPTDA will collect and store all personal data for the preparation and execution of the Convention.
The EPTDA periodically performs e-mailings to delegates regarding activities at the Convention or other communications, which may be of interest. Email contact details of delegates will not be passed on to third parties. Participants may opt out of these emailing at any time. This will not affect official correspondence from the EPTDA Secretariat, but, if opted out, delegates may miss (event) communications.
EPTDA shall be held liable in the framework of a duty of care as a respectable businessman according to statutory provisions. The liability of EPTDA – for whatever legal reason – shall be limited to intent and gross negligence. The liability of commissioned service providers shall remain unaffected by this. The delegate shall take part in the conference at his/her own risk. Oral agreements shall not be binding if these have not been confirmed in writing by EPTDA.
9. Fulfilment and jurisdiction
In the event of any legal claims arising Belgium law will be applicable and only the competent courts of Brussels, Belgium shall be the sole competent courts of jurisdiction.