Terms & Conditions

Registration

• All registration fees are quoted in Euro (€) and taxes are included.
• Payment in any other currency will not be accepted.
• Invoices with an address in the European Union must be provided with a VAT Number. The invoicing address and VAT number can be set up during the registration process.
• Any modification on VAT number, address or financial documentation, requested after the issuing of the invoice or receipt, will result in an administrative fee of € 50.
• Registration fees are based on the applicable- on the date of payment- fee. The prices indicated are only applicable if BOTH the registration request AND payment are received before midnight, Central European Time (GMT +2), of the relevant registration deadline; otherwise the higher registration fee will apply.
• A confirmation email will be sent to you upon completion of your registration. For your registration to be valid and completed, the outstanding amount mentioned should be less or equal to zero.
You are advised to have this confirmation, in your easily accessible records, should there be a need to present it, at the registration desk at the Congress venue.

Payment Details

You may pay by debit / credit card (AMEX is not accepted) or bank transfer* till close of registration (May 31, 2024, time CET 08.00).
If the payment is not submitted by the deadline for the fee applicable, the outstanding amount will be changed to the one that corresponds to the next registration period.
From June 1, 2023, onwards: you may pay by credit card ONLY at the registration desk, operating through the Congress days. 

Cancellation & Alteration Policy

For any cancellation or alteration of your registration, the Professional Congress Organizer (CONVIN S.A) must be notified in writing by e-mail at delegates2024@eapdcongress.com
 Registration cancellations or alterations are subject to the following conditions:

Registration Cancellation
• Until February 29 2024: full refund will be given , minus  €30 administrative fee
• From March 1, 2024 till March 31, 2024 onwards: 30% refund will be given 
• From April 1, 2024:  No refund granted.

Alterations / Name changes
• Until March 31, 2024 : name changes are permitted, upon payment of a € 30 administrative fee.
• From April 1, 2024 onwards: no name changes will be accepted.
• Non-shows at the Congress will be charged the full fee.
• A fixed price of €40 will be charged for the replacement of lost badges during Congress dates.
• All refunds will be processed two (2) months after the closing of the congress; respective bank charges are the responsibility of the delegate.

Workshops 
• Please note that after the confirmation with payment, Workshops are non-refundable.

Hospitality Services
The Professional Congress Organizer (CONVIN SA) is the official EAPD 2024 partner for hospitality services (i.e., hotel accommodation, land arrangements etc.) and is the only agency offering hospitality services in the city of Athens on behalf of EAPD 2024.

Individual Reservations: Participants can book their hotel room/other services online at the official Conference online services form.

Group Reservations: For group bookings (5 rooms or more) please contact EAPD 2024 hospitality services team by e-mail: registrations@eapdcongress.com    
Group reservations are not accepted online as different terms and conditions apply. 

 
Hotel Reservation Terms
• Room rates are quoted in Euro, per room, per night, including Breakfast and VAT.   
• Check-in time is 15:00; check-out time is 11:00.
• Rooms are available from June 11th to June 15th 2024. Any query for extension of dates will be handled upon request and will be subject to hotels' availability.   
• The official accommodation partner for “EAPD 2024” is the Professional Congress Organizer (CONVIN SA). Any queries regarding the accommodation should be addressed only to CONVIN S.A.. Please note that hotel will not accept any changes, cancellations or payments directly.
•No reservation will be handled without the accommodation form fully completed and accompanied by the credit card details for the full payment.     
• A confirmation letter will be sent by email within 7 working days of the properly filled in accommodation form receipt and relevant payment.
• Your accommodation booking will be secured and valid only upon receipt of the full payment to the Professional Congress Organizer & Official Housing Agency (CONVIN SA).  
• In case taxes and / or VAT change, the Professional Congress Organizer (CONVIN SA) reserves the right to change the rates accordingly. 
• All bank charges associated with any refund will be the responsibility of the delegate.   
• For any special requirements (disabled person, specific dietary requirements, non-smoking room etc.) you may contact the Professional Congress Organizer (CONVIN S.A.) at registrations@eapdcongress.com
• Any Pre & Post Conference room nights must be fully paid following the confirmation of the availability, within the specific deadline date given through correspondence by CONVIN SA.
• The Professional Congress Organizer (CONVIN SA) cannot be held liable for any damage or loss of any hotel property during the stay of the guests/delegates. The guests will be exclusively and solely responsible for any damage or loss caused in the hotel rooms, or any public areas within the hotels’ premises.

Cancellation Policy
Any cancellation of your hotel booking is acceptable only in writing by e-mail to registrations@eapdcongress.com.
Pre or Post-Conference confirmed extra dates, will be granted with full cancellation charges after payment is received.  

• A minimum 3-night stay will apply for the Congress nights: June 12th to 15th 2024.
• After payment, room reservations will be non-refundable.
• In case of change of the arrival date, or check-in time, please inform the Professional Congress Organizer (CONVIN S.A.) in advance, so that your reservation will not be considered as non-show.
• Full cancellation fees apply for non-shows.

Alterations/Name changes Policy
• Name changes to the room bookings should be communicated in writing by e-mail to registrations@eapdcongress.com otherwise the initial reservation will be automatically considered as cancelled.
• Until April 29th, 2024, a name change can apply without any charge.
• From April 30th to May 31st, 2024, an administration charge of € 30 applies (per room).
• After May 31st, 2024, no alterations/ name changes will be accepted or, therefore, made.
• Alterations in the total days of stay will be subject to the cancellation policy hereby mentioned.

**All refunds will be processed two (2) months after the closing of the Conference and bank charges associated with this will be the responsibility of the delegate.


 Social Events Terms 
• Please note that after the confirmation with payment, Social Events'  tickets are non-refundable.


Miscellaneous
By registering all individuals engaged are subject to the EAPD 2024 Congress Policy


Liability and Insurance
No right to further claims or waiving of fees will arise, should the Organizers be obliged to alter the schedule of congress proceedings.
Participants are encouraged to make arrangements on their own insurance regarding cancellation, travel, loss of personal belongings, accident, etc.. The EAPD 2024 Organizers accept no liability.
In the event of special or unforeseen circumstances beyond their control, the Organizers shall be entitled to cancel or modify the Congress dates. Registered delegates shall not be entitled to compensation for any loss or damage incurred as a consequence of such a cancellation or change.


Data Privacy Statement
The information you supply in the online form is required to process your registration and will be held in the customer data files of the organizer(s).
Your personal data will be maintained by the Organizers as long as it has not been known to your objection. In any case you retain the rights provided by the applicable law (i.e right to request access your personal data, correction, opposition to the processing of all or some of them, deletion etc.).
For further details HERE


Phishing Awareness
You are strongly advised to be alert for unauthorized agents who may contact you directly by email or phone, offering their services.
CONVIN S.A is the only authorized agency for EAPD 2024, as the officially appointed Professional Congress Organizer.