Terms and Conditions
CORESTA SSPT 2017 Meeting
CORESTA in conjunction with delfort is holding the CORESTA SSPT 2017 Meeting in Kitzbühel, Austria, in October 2017. These terms and conditions (T&Cs) govern the registration and attendance by an Attendee at the Meeting.
"Accompanying Person" means an individual who is accompanying a Delegate and has completed the appropriate Registration, which entitles that individual to participate in the Accompanying Person Programme but does not entitle the individual to attend any of the talks or lectures given during the Meeting;
"Accompanying Person Programme" has the meaning set out at Condition 3.9 below;
"Attendee" means an individual who is either a Delegate or an Accompanying Person;
"Meeting" means the 'CORESTA SSPT 2017 Meeting', which is due to take place at the Venue from 8 October until 12 October 2017 inclusive;
"CORESTA" means the association whose purpose is to promote international cooperation in scientific research in relation to tobacco and related tobacco products;
"Delegate" means an individual who has completed the appropriate Registration which entitles that individual to attend any of the talks or lectures given during the Meeting;
“delfort” means the company that organises the CORESTA SSPT 2017 Meeting
"Intellectual Property" means any and all rights in and to patents (including supplementary protection certificates), copyrights, moral rights, industrial design rights, trade marks, service marks, business or trade names, domain names, get-up, database rights, topography rights, business or trade secrets, confidential information, know-how and all other property rights (whether registered or unregistered, registrable or unregistrable), together with all other rights of a similar or corresponding character or nature and all applications and/or rights to apply for the same anywhere in the world;
"Losses" means all losses, claims, liabilities, costs, charges, expenses and damages of any kind irrespective of whether they were reasonably foreseeable or avoidable or arising directly or indirectly;
"Registration" means the registration process set out at Condition 2 below to be completed by individuals wishing to attend the Meeting or the Accompanying Person Programme whereby places for the Meeting and the Accompanying Person Programme (as applicable) are booked and paid for;
"Venue" means the K3 Conference Center, Kitzbühel.
2. ORDERING PROCESS AND PAYMENT
2.1 Registration for the Meeting may be undertaken through the Meeting Website operated by delfort's agent, from 29 April 2017 until 27 September 2017 (inclusive, GMT +01:00), subject to availability.
2.2 Payment for Delegate and Accompanying Person fees (as set out below) should be made at the time of purchase via the Meeting website. Any queries should be directed to the registration team by email at firstname.lastname@example.org by phone on +43 5224 595 521. Registration will not be confirmed and attendance at the Meeting will not be guaranteed until payment has been received in full by delfort.
3.1 There are a limited number of delegate places for the Meeting and Accompanying Person Programme and delfort accepts no responsibility if places are unavailable.
3.2 All Attendees must be at least 18 years of age and delfort will not admit delegates who they reasonably believe to be under 18. Proof of age might be requested on attendance.
3.3 delfort may refuse registration and/or attendance to the Meeting and/or the Accompanying Person Programme to any individual for any reason whatsoever, at its absolute discretion.
3.4 Registration fees are non-transferable, non-exchangeable and refundable only in accordance with Condition 9 below, unless otherwise agreed by delfort at its absolute discretion. Places which have been booked for the Meeting and/or the Accompanying Person Programme may not be transferred to a third party. Entry will be refused where delfort believe that an individual is attempting entry to the Meeting in breach of the Condition 3.5.
3.5 Registration fees will not cover any events, expenses, costs or charges incurred by any Attendee, other than as specifically set out below.
3.6 The Delegate Registration fees are as follows:
(a) If the Delegate is not a member of CORESTA ("Non-Member Delegate Registrations"):
(i) for Registrations completed before and including August 1st, 2017, midnight GMT +01:00: € 910,00, incl. 20% Austrian VAT
(ii) for Registrations completed on or after August 1st, 2017, midnight GMT +01:00: € 1045,00, incl. 20% Austrian VAT
(b) If the Delegate is a member of CORESTA ("Member Delegate Registrations"):
(i) for Registrations completed before and including August 1st, 2017, midnight GMT +01:00: € 630,00, incl. 20% Austrian VAT
(ii) for Registrations completed on or after August 1st, 2017, midnight GMT +01:00: € 730,00, incl. 20% Austrian VAT
3.7 Registrations must be received by 12:00 pm August 1st, 2017 (GMT +01:00) in order for the preferential rate to apply. Where registrations have not been received by this deadline, the Delegate Registration fees set out at Condition 3.6(a)(ii) and 3.6(b)(ii) above will apply.
3.8 The cost of the Delegate Registration will entitle one person to the following:
(a) entrance to all plenary sessions, talks and presentations taking place at the Meeting (as highlighted below at Condition 4);
(b) attendance at the welcome reception, networking afternoon and gala dinner;
(c) refreshments during any breaks and lunches during the Meeting; and
(d) Meeting bag and information documents.
Accompanying Person Registration
3.9 The Accompanying Person Registration fee is as follows:
(i) for Registrations completed before and including August 1st, 2017, midnight GMT +01:00: € 315,00, incl. 20% Austrian VAT
(ii) for Registrations completed on or after August 1st, 2017, midnight GMT +01:00: € 365,00, incl. 20% Austrian VAT
The Accompanying Person Registration fee will entitle one person to the following:
(a) entrance to the welcome reception, networking afternoon and gala dinner;
3.10 The Accompanying Person Registration fee also includes entry to/participation in the following events of Accompanying Persons Program:
October 9, Glass Artisanry Riedel and Medieval Fortress in Kufstein
October 10, Swarovski Crystal World in Wattens, Historic City Center and visit Ski-Jump in Innsbruck
October 12, visit to Sportalm Fashion Factory Mountain Lunch, Horse Carriage in Kitzbühel
3.11 Any Accompanying Person is under no obligation to attend any event and delfort accepts no liability for any Losses incurred by an Accompanying Person during attendance at such Additional Events. Further details of the Additional Events are found on the Meeting website.
3.12 For the avoidance of doubt, the Accompanying Person Registration fee does not include entry to any of the Meeting plenary sessions, talks and presentations, not the related breaks and lunches.
4. MEETING PROGRAMME
4.1 The intended Meeting Programme is as follows:
(a) Sunday 8 October 2017 - Registration;
(b) Monday 9 October 2017 - Plenary Session: Welcome, Invited Speakers, Technical Presentations;
(c) Tuesday 10 October 2017 - Technical Presentations;
(d) Wednesday 11 October 2017 - Technical Presentations; and
(e) Thursday 12 October 2017 - Technical Presentations / Closing Speech.
4.2 A more detailed Programme will be provided as part of the Meeting papers. The Meeting Programme above is provisional only and CORESTA reserves the right to alter this Programme at any time.
5.1 The Registration fees do not include accommodation during the Meeting, which should be arranged and paid for by the Attendees. delfort has negotiated rates with the hotels Rasmushof, Kitzhof, Tenne and Kaiserhof that can be found on the accommodation link via the Meeting website. delfort shall have no liability whatsoever for any Losses incurred by any Attendees at such accommodation.
6.1 Attendees will be responsible for securing any insurance deemed necessary for attending the Meeting and/or the Accompanying Person Programme.
7. DELFORT'S RIGHT OF REFUSAL
7.1 delfort reserves the right in their absolute discretion to exclude or remove from the Meeting any Attendee whose presence (in the sole opinion of delfort) is or is likely to be undesirable and cause disruption to the Meeting. Examples of these types of behaviour include, but are not limited to: abuse of Attendees either physically or verbally, causing damage to any property owned by delfort, other Attendees or the Venue, disrupting any speakers or discussions at the Meeting and any other behaviour or action that in the opinion of delfort is likely to cause harm, offence, loss or disruption to the Meeting in any way whatsoever.
7.2 All Attendees may be searched upon entry to the Meeting. Any Attendees who refuse to be searched will be refused entry to the Meeting. Any Attendee carrying property which is considered (in the sole opinion of delfort) to be dangerous or antisocial will be refused entry to the Meeting.
7.3 Any Attendee who is refused entry will not be entitled to a refund of their Registration fees and delfort accepts no liability whatsoever to any Attendee who is refused entry on any grounds.
7.4 Any Attendee who is in breach of any part of this Condition 7 will be liable for all Losses incurred by delfort, the Venue Owners, other Attendees and any other third parties arising as a result of their breach.
7.5 The unauthorised use of photographic and recording equipment during any part of the Meeting is prohibited. delfort or its authorised persons are entitled to confiscate and/or destroy tapes, films or any other recording in breach of this Condition 7.5. Any Attendee who is caught using any photographic or recording equipment may be asked to leave the Meeting and refused re-entry. delfort shall have no liability to any Attendee removed from the Meeting in line with this Condition 7.5.
8. CHANGES TO THE MEETING
8.1 delfort accepts no responsibility for any cancellations of any of the sessions, evening events or for any change to the order that speakers appear or times that events are due to take place.
8.2 delfort gives no guarantee that any advertised speakers will be present at the Meeting nor that specific Attendees will attend at the Meeting.
8.3 In the event that the dates for the Meeting are changed, Attendees are entitled to cancel their Registrations and request a full refund. delfort will not be responsible for any other costs incurred by an Attendee as a result of such cancellation, including any charges relating to cancelled accommodation.
9. CANCELLATION AND REFUND
9.1 delfort reserves the right to cancel the Meeting for any reason on 30 day's written notice to the Attendee in which event delfort shall refund the Attendee the entire cost of any Registration fees. delfort will not be responsible for any other costs incurred by an Attendee as a result of such cancellation, including any charges relating to cancelled accommodation.
9.2 The Attendee is entitled to cancel their Registration at any time. However, a refund of the Registration fees will only be available to the Attendee if delfort receives a cancellation request on or before September 24th, 2017 midnight (GMT +01:00) – Full refund (less € 30 handling fee). Where delfort receives a cancellation request any time after September 24th, 2017 midnight (GMT +01:00) and no shows – No refund and delfort shall have no further liability to any Attendees. All cancellation requests must be communicated via email to the delfort registration team and delfort will have no liability for any cancellation requests which fail to be submitted for any technical reason whatsoever. Cancellation requests received via any other means will not be accepted.
10. VISA REQUIREMENTS AND LETTERS OF INVITATION
10.1 If an overseas individual needs a visa to attend the Meeting and is required by the Austrian authorities to demonstrate a reason for entry in Austria, then an Attendee can apply to delfort to provide a letter of invitation to the Meeting which can be shown to any such authorities as evidence in a visa application ("Letter of Invitation via link on the website"). delfort is not obliged to provide any such Letter of Invitation and does so in its sole and absolute discretion. If delfort refuses to provide any Letter of Invitation, any Registration fees which have been paid will be refunded. delfort does not warrant that any Letters of Invitation will be accurate, correct, or accepted by the relevant authorities in a visa application and delfort accepts no liability whatsoever in relation to any such Letters of Invitation.
10.2 Where an individual requires a Letter of Invitation from delfort, this must be made clear at the time of Registration.
11. INTELLECTUAL PROPERTY
11.1 The Attendee shall not use, nor acquire, nor seek to acquire by these T&Cs or any activity under it, nor represent in any way that it is entitled to any rights in or to CORESTA Intellectual Property which, together with all goodwill attaching thereto, is and shall remain the sole property of CORESTA.
11.2 The Attendee undertakes not to alter, supplement, interfere with or obscure CORESTA's Intellectual Property used in relation to or at the Meeting. This includes, but is not limited to, all materials provided at the Meeting and any materials provided by CORESTA or a third party whether communicated orally or otherwise. Any such materials cannot be used or copied or transferred to any other media by any Attendee for any purpose other than for use at the Meeting. In particular, the Attendee shall not be entitled to:
(a) make recordings of any talks, seminars, presentations or other audiovisual aspects of the Meeting;
(b) photocopy or make electronic copies of any physical or digital materials provided to the Attendees during the Meeting; and/or
(c) distribute, circulate or make available to third parties via the Internet or otherwise, materials provided to Attendees during the Meeting.
11.3 The Attendee shall at all times indemnify and keep indemnified CORESTA from and against any and all Losses, incurred or suffered by them in relation to any unauthorised use by the Attendee (or any person acting on its behalf) of any of CORESTA's Intellectual Property.
12.1 delfort cannot be held responsible for the failure of any third parties to provide goods or services at the Meeting and who fail to fulfil their obligations associated with this Meeting.
12.2 delfort is not responsible in any way whatsoever for the content, accuracy or reliability of any information provided, considered, discussed or presented at the Meeting.
12.3 Save in the case of death or personal injury caused by the negligence of delfort, and except in relation to Indirect Losses (defined below), (in respect of which delfort shall have no liability), the liability of delfort under these T&Cs whether for breach of contract, negligence or otherwise, shall not exceed an amount equal to the Registration fees paid by the Attendee. For the purposes of this paragraph, "Indirect Losses" means any indirect or consequential loss including but not limited to loss of profits, loss of revenue, loss of goodwill, loss of custom, loss of business, and loss of reputation, whether foreseeable or unforeseeable.
13. DATA PROTECTION
13.1 delfort requires certain information about the Attendee in order to process Registrations and to organise and host the Meeting. The Attendee must ensure that they have obtained the consent of any third parties upon whose behalf they are making a Registration to provide their information before doing so. delfort will only use the information supplied by the Attendee in accordance with this clause 13.
13.2 The information delfort requires from the Attendee includes their name, address, email address, and telephone number (“Contact Information”). delfort will also need details of any food allergies and preferences and/or disabilities and/or serious medical conditions (such as epilepsy) affecting the Attendee so that delfort can make suitable catering arrangements and provision for the Attendee's health and safety during the Meeting (“Medical Information”). In addition, if the Attendee requires a Letter of Invitation to support their visa application, delfort will require the Attendee's passport details, including their nationality, passport number and date of issue (“Passport Information”). Finally, delfort will require payment details in order to process a Registration (“Payment Information”).
13.3 The Attendee's Contact Information will be used by delfort to organise and host the Meeting. delfort may pass the Attendee's Contact Information to third parties who are assisting delfort with organising and hosting the Meeting. Following the Meeting, CORESTA will retain the Attendee's Contact Information in order to notify the Attendee of future CORESTA meetings and to keep a record of attendance at the Meeting. Such Contact Information may be passed to third parties hosting future meetings. If the Attendee does not wish for their Contact Information to be used in this way, they should notify CORESTA by email at email@example.com. Following the Meeting, other third parties involved in organising the Meeting, will not retain the Attendee's Contact Information.
13.4 The Attendee's Medical Information and Passport Information will only be used by delfort in order to organise and host the Meeting and to issue the Attendee with a Letter of Invitation if required. Such information will be kept confidential but may be passed to third parties in order to assist delfort with organising and hosting the Meeting. The Attendee's Medical Information and Passport Information will be permanently deleted from delfort’s records (and those of any third parties assisting delfort) within three months of the end of the Meeting.
13.6 The data collected from the Attendee may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). It may also be processed by staff operating outside the EEA who work for delfort or for one of their suppliers or affiliates. By submitting personal data, the Attendee agrees to this transfer, storing and processing.
13.7 delfort will take reasonable technical and organisational security measures to prevent the loss, misuse, alteration or unlawful disclosure of information it collects from the Attendee. However, the transmission of information via the internet is not completely secure and although delfort will do its best to protect the Attendee's personal data, delfort cannot guarantee the security of data transmitted to its website and the Attendee acknowledges and agrees that any transmission is at their own risk.
13.8 The Austrian Data Protection Act 2000 (Datenschutzgesetz 2000) (DSG), based on Directive 95/46/EC on data protection (Data Protection Directive) gives individuals the right to access information held about them. The Attendee's right of access can be exercised in accordance with the Act.
14.1 All Attendees will be bound by any terms imposed by any third parties providing services and/or goods at the Meeting.
14.2 delfort shall not be liable to the Attendee by reason of cancellation of the Meeting, either as a whole or in part, for any non performance of their obligations under these T&Cs or for any amendments or alterations to all or any of the rules or regulations of the Meeting, in each case to the extent that such occurrence is due to circumstances not within delfort's reasonable control.
14.3 No failure or delay by any party to exercise any right, power or remedy will operate as a waiver of it nor will any partial exercise preclude any further exercise of the same, or of some other right, power or remedy (whether provided by law, equity or these T&Cs).
14.4 None of these T&Cs are intended to confer a benefit on or be enforceable by any third parties under the Contracts in conformity with the Austrian Data Protection Act 2000 (Datenschutzgesetz 2000) (DSG), based on Directive 95/46/EC on data protection (Data Protection Directive).
14.5 If any provision of these T&Cs is found by any court or other authority to be illegal, invalid or unenforceable then that provision shall, to the extent required, be severed from these T&Cs and shall be of no effect without, so far as possible, modifying any of the other provisions which shall remain in full force and effect.
14.6 These T&Cs set out the entire agreement between the parties and supersede any previous agreement or arrangement between the parties relating to the subject matter of it.
14.7 These T&Cs shall, in all respects, be construed and interpreted and shall receive effect in accordance with Austrian law and the parties each submit to the exclusive Austrian jurisdiction.