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ELIA Events Terms and Conditions

ELIA Events Terms and Conditions

 

Attendance

It might be necessary for reasons beyond our control to change the content and timing of the programme, the speakers, the date, the venues or the format at time prior to the event date. Registered participants will be notified as soon as possible about these changes.

Participants need to cover their own travel and accommodation costs, unless specifically notified otherwise.

ELIA recognises that on occasions participants will book onto events and subsequently find that they are unable to attend. In these situations, ELIA asks that participants notify ELIA Conference Manager of their need to cancel an event booking as soon as possible. The information below outlines the action to be taken in case of cancellation.

Cancellation by participants on events for which there is an attendance charge:

1 General
If you need to cancel your booking/s for a chargeable event, our cancellation policy is as follows:

1.1 Please send cancellation details to the ELIA Conference Manager by email: janja.ferenc@elia-artschools.org or by telephone: +31 (0)20 330 11 16.

1.2 Please inform the ELIA Conference Manager if you wish to send a replacement participants, including their requirements (e.g., diet, access etc), so ELIA can ensure that the best possible service at the event will be offered to them.

2 Events Cancellation Policy

2.1 If you notify ELIA of your cancellation up to five (5) weeks prior to the start date of the event, a full refund will be provided.

2.2 If you notify ELIA of your cancellation less than five (5) weeks prior to the event the 50% of the cost will be refunded.

2.3 If you notify ELIA of your cancellation less than two (2) weeks prior to the event fee will not be refundable anymore.

2.4 If you have booked a place at an event and do not attend without notifying ELIA of your cancellation, the event fee will not be refundable anymore.

2.5 A full refund will be provided for cancellation requests received from 5 weeks before until the end of the event for valid proven reasons, including: the unexpected illness or injury of you that deems you unfit to travel, in all cases only by order of a licensed doctor (or in the case of a Covid-19 infection, a positive test result); the hospitalization or death of a family member; pregnancy complications only by order of a licensed doctor; unforeseen natural disasters at home or the destination; terrorism or mandatory evacuation at destination.

2.6 It is recommended that if the participants cannot attend, a substitution for their place is found. A substitution will be arranged free of charge.

3 Cancellation of the Event

In the case that the event cannot be held or is postponed due to reasons beyond the control of the conference organisers (force majeure[1]), the conference organisers cannot be held liable by participants for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc.

Under these circumstances, the conference organisers reserve the right to either retain the entire registration fee and to credit it for a future conference, or to reimburse the participant after deducting costs already incurred for the organisation of the conference and which could not be recovered from third parties.

4 Privacy Policy

ELIA is committed to ensuring the security and protection of the personal information that we process, and to provide a consistent approach to data protection according to the demands in the GDPR. For more information please read the ELIA’s privacy policy.

4.1 When registering for an ELIA event, participants are asked to create a user into the ELIA database. Their main details are stored here for the sole purpose of informing current participants of the event updates, or future ELIA conferences and projects. Under no circumstances will the database data  be sold for commercial purposes.

4.2 Registered participants are listed into the event overview which will be distributed to the event’s participants. Usually this data will include: name, surname, institution, job title and country. These details may also be available to parties directly associated with the ELIA event, including the venues and accommodation suppliers, for logistics purpose only.

Participants are asked separately in the event registration form whether they do not wish to share their email addresses with the other event participants.

4.3 By registering, participants give ELIA permission to produce audio, photography and video recordings during the ELIA event and to publish these materials on the ELIA website and other Conference materials.

4.4 With the registration to an ELIA event, participants may subscribe to ELIA Newsletter. Any user can unregister from the ELIA Newsletter anytime using the “Unsubscribe” link included in all newsletters. The ELIA Newsletters are solely sharing information relevant to ELIA’s members and higher arts education institutions.

5 Liability

5.1 ELIA reserves the right to amend any section of the ELIA event programme if necessary at any time. ELIA will not accept liability for damages of any nature sustained by departicipants or accompanying persons, or loss of, or damage to their personal property as a result of the ELIA event in question.

5.2 Participants should make their own arrangements with respect to personal insurance, along with travel insurance. ELIA strongly recommends that participants take out comprehensive medical and travel insurance, which should cover the possibility of flight cancellation due to strikes and other causes.

6 Anti-harassment Policy

ELIA is dedicated to providing a harassment-free event experience for everyone. ELIA does not tolerate harassment of anyone in any form. Event participants violating this rule may be sanctioned, or expelled from the event without a refund at the discretion of ELIA staff and the Event organisers.

 

 

Updated in April 2024


 

 

[1] Force majeure includes, without limitation, acts of God, floods, lightning, storm, fire, explosion, war, military operations, acts of terrorism or threats of any such acts, any strike action, lock-outs or other industrial action, a pandemic, epidemic or other widespread illness.