General Terms and Conditions

These Terms and Conditions for delegates apply to every person registering for the First International Conference on Vitamin B12 Deficiency in Clinical Practice, to be held in Rotterdam, The Netherlands, May 19th – 20th, 2022 (hereafter referred to as ‘the conference’).
All references to a date or a deadline, mentioned in these Terms and in other conference documents, refer to the Central European Time Zone (CET).

Payment of registration fees
Conference registration fees can be paid in euros.

Methods of payment
By Visa, MasterCard or American Express. No other cards are accepted. Payments should be made in advance and in euros only, by credit card or bank transfer. Your credit card company will convert these costs to the currency of your credit card. All bank fees and money transfer costs must be paid by the transmitter. Indicate the registration number and the delegate’s full name as a reference on all bank transfers.

By completing our online registration form, you accept our cancellation terms and conditions.

No deductions or withholdings
All fees that have to be paid in accordance with the terms, included in these General Terms and Conditions, are free from all deductions and withholdings whatsoever.

If the law requires deductions or withholdings from the fees you owe us and that fall under the General Terms and Conditions, you pay an amount that, after the deductions, corresponds with the amount that we would have received without the obligation to make a deduction.

Groups, agents, third party bookings
The registration office of the conference is unable to process group registrations or registrations supplied by an agency. Registration, payment and all conference correspondence must be made directly to the registered delegate and not via a third party. If we receive a Conference registration and/or payment from a third party, the registration will not be processed and the funds will be returned automatically to the bank account they originated from, whereby any costs to be incurred are deducted.

Cancellation policy
Notice of cancellation must be made in writing by email or fax to the registration office of the conference. 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 registration office of the conference is received. Registration fees may be refunded as follows:
Written cancellation received before January 1st 2022: 50% refund; written cancellation received after January 1st 2022: no refund.
The date of the email receipt or fax ID will be the basis for considering refunds. Please indicate the preferred method of reimbursement (bank transfer, incl. account number or cheque) on your written cancellation. Refunds will be made after the conference.
In the case of over-payment or double payment, refund requests must be made in writing and sent by email to the registration office of the conference .
No refunds will be granted for unattended events or early termination of attendance, 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 organizers.

Conference attendance
The conference is only accessible to certified healthcare professionals, general practitioners, physicians, biomedical and nutrition scientists (etcetera), management and health policy makers. By registering, you accept that non-healthcare professionals, including children, will not be able to access the congress area.

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 after receipt of the full payment. 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 (early/regular/on site). The conference organizers 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 capacity of delegates is reached, the conference organizers reserve the right to refuse additional registrations.

Cancellation of the conference
In case the conference cannot take place or is postponed due to events beyond the control of the conference organizers (force majeure) or due to events that are not to unlawful intent or gross negligence on the part of the conference organizers , the conference organizers 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 organizers 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 organizers of the conference and which could not be recovered from third parties.

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 registration office of the conference will collect and store all personal data for the preparation and execution of the conference on October 29 and 30 2020.
In order to facilitate border entry and visa applications, the conference will share contact details of concerned delegates with the immigration authorities of The Netherlands.
Email contact details of delegates will not be passed on to third parties.

Fulfillment and jurisdiction
The terms of this contract shall be fulfilled in Rotterdam, The Netherlands.

Letter of Invitation
Individuals requiring an official letter of invitation from the conference organizers, can request one through the online registration form or by contacting the registration office of the conference. To receive a letter of invitation, delegates must first register for the conference and submit any necessary data, as stated in the online form. The letter of invitation does not financially obligate the conference organizers in any way. All expenses incurred in relation to the conference, the registration and the attendance are the sole responsibility of the delegate.

The organizers of the conference shall be held liable in the framework of a duty of care according to statutory provisions. The liability of the conference organizers – 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 the registration office of the conference.

Lost name badge
The name badge of the conference 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 organizers. If a delegate loses, misplaces or forgets the name badge, a handling fee sixty euros will be charged for a new name badge. Upon handing out a new name badge, the lost badge will be deactivated and become invalid.

Modification of the program
The conference organizers reserve the right to modify the program. 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 organizers.

Photographs, video-streaming, etcetera
The conference organizers may without the further consent of the participants use and release pictures and videos taken during the conference for reports of the conference and/or in future marketing materials. By registering for the conference, attendees agree that photographs or sound recordings or video recordings taken during the conference that could include recognizable images or voices of those in attendance, may be posted on the conference website. All recordings are treated sensitively and discreetly. Names will not be published. The Conference is held in a confined space. The organizers reserve the right to use images taken at the conference with your portrait and/or likeness on social media and/or in future promotion materials. The organizers are not responsible for individual attendee’s use of your image or likeness.

Registration name change
A handling fee sixty euros will be charged for every name change to an existing conference registration. A new registration for the substitute delegate should not be submitted. Name changes will be accepted by email or fax indicating the old and new names, including the required contact details until January 1st 2022. After this date, all name changes must be carried out on-site.

Registration confirmation and receipt
A registration confirmation and receipt will be sent by email after the registration, a related payment and any necessary documents have been received by the registration office of the conference. Delegates may be requested to present this registration confirmation and receipt at the registration counter as proof of their registration and payment.

Travel-health insurance
As a part of a visa application, individuals must have travel-health insurance for the duration of their stay in the European Union.
This insurance can be obtained from any approved insurer. Individuals need to check with the responsible embassy or consulate for a list of approved insurers, available in their country.
Individuals must have insurance for their entire stay in the European Union and therefore are encouraged to ensure and pay for the correct number of days. The visa will only be given for the dates that are covered by the insurance policy, which need to relate to the travel dates.

Visa requirements
It is the sole responsibility of the delegate to take care of his or her visa requirements. Delegates who require an entry visa must allow sufficient time for the application procedure. Delegates should contact the nearest embassy or consulate of The Netherlands to determine the appropriate timing of their visa applications.
Note: The embassies and consulates-general of The Netherlands are independent decision-making agencies for visas, sometimes after specific checks have been made with other European Union countries. You cannot appeal against the rejection of a visa application, neither can the conference intervene on your behalf in case of a rejection or to speed up the procedure.
Delegate registration details will be shared with The Netherlands immigration authorities to assist in the immigration process. However, the conference organizers and/or the registration office of the conference will not directly contact embassies and consulates on behalf of visa applicants.
The registration fee minus a handling fee of twenty-five euros will be refunded after the conference if the visa was applied for in time and proof is shown that a visa could not be granted even though all requested documents were submitted. Refund requests must be made in writing and sent to the registration office of the conference, by email, no later than January 1st 2022, the date after which requests for such refunds cannot be taken into consideration.

We wish you a pleasant stay during the conference!