These Terms & Conditions apply to everyone registering as delegate / spouse / companion for the Annual Business Convention 2022 (ABC 2022), to be held in Warsaw, Poland from March 16-18, 2022 (hereafter referred to as the “Convention”), organized by the EMEA Power Transmission Distributors Association (hereafter referred to as “EPTDA”).

1. Convention registration

Only fully completed registration forms will be accepted. In compliance with the EU legislation, a pro forma invoice will be sent upon registration while the original invoice will be issued and sent upon receipt of payment in full. If the full payment has not been received before a deadline indicated, the registration will remain valid, however the due fee will be increased according to the payment period (early bird/regular).

A registration confirmation/receipt will be sent by email after the online registration.

Payments should be made in advance and in EUR only, using a credit card or by bank transfer. All bank fees and money transfer costs must be paid by the transmitter.

2. Travel and accommodation booking

Special group rates have been secured for the Convention delegates and their spouses/companions at the Hilton Warsaw Hotel and Convention Center. These preferred conditions apply for hotel stays between 14 and 19 March 2022, subject to availability. All bookings are subject to the Hilton Warsaw Hotel room bookings policies. To benefit from the preferred conditions, hotel bookings should be done prior to the 31 January 2022. Reservations received after this date will be subject to availability.

Individual reservations can be cancelled without penalty until 31 January 2022.

In case of cancellation, from 1 February 2022 until 7 days prior to arrival, the hotel 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 conference fee does not include such insurance.

3. Cancellation policy

Written notices of cancellation must be made in writing by email to the EPTDA Bureau. 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 7 February 2022: 100% refund minus an administrative handling fee of 100 EUR.
  • Cancellation after 7 February 2022: no refund.

Please indicate your bank details on your written cancellation. Refunds will 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 Hotel and Convention Center)

  • 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).

5. Content

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 organisers.

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.

8. Liability

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

The terms of this contract shall be fulfilled in Warsaw, Poland and, in the event of any legal claims arising from either party, Brussels, Belgium shall be the sole competent court of jurisdiction.