Registrations
* For Physical or Virtual Participation
• All registration fees are quoted in Euro (€). Physical registration fees include all taxes. Virtual registration fees are applicable of 24%VAT.
• 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 or address, requested after the issuing of the invoice, 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 +1), on 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 (if physically attending) at the registration desk at the conference venue.
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Special Note: |
Payment Details
You may pay by credit card or bank transfer* till the close of registration (May 30th 23:59 CET).
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 then on:
• Physical attendees | can pay by credit card ONLY at the registration desk, operating throughout the Conference days.
• Virtual attendees | can pay by credit card ONLY through the on line registration platform operating from May 30th to June 17th, 2022.
Bank Details:
BANKHAUS BAUER
POSTFACH 100423, 70003 STUTTGART, GERMANY
ACCOUNT NUMBER (IBAN): DE32600301000030950007
BIC: BHBADES1XXX
Deposit reason: "COV11" & DELEGATE' S NAME
Account holder: CONVIN S.A.
Bank charges: Responsibility of the payer
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 registrations@citiesonvolcanoes11.com.
Registration cancellations or alterations are subject to the following conditions:
* For Physical attendance
Registration Cancellation
• Until March 25, 2022 you may convert to virtual and you will get as a refund the registration cost difference, minus 50 € administrative fee.
• From March 26-April 30, 2022 you may convert to virtual and you will get as a refund the registration cost difference, minus 100 € administrative fee.
• From May 1, 2022 onwards you may convert to virtual but there will be no refund.
Alterations / Name changes (only for new registrations)
• Until March 25, 2022: a name change can apply with no additional fee.
• From March 26–April 30, 2022: name changes are permitted, upon payment of a € 30 administrative fee per change.
• From May 1, 2022 onwards: no name changes will be accepted.
• Non-shows at the Conference will be charged the full fee.
* For Virtual attendance
Registration Cancellation
Upon completion of virtual registration, 100% cancellation fee applies.
Alterations / Name changes
• Until March 25, 2022: a name change can apply without penalty.
• From March 26–April 30, 2022: name changes are permitted, upon payment of a € 30 administrative fee per change.
• From May 1, 2022 onwards: no name changes will be accepted.
**All refunds, either for physical or virtual attendance (including price difference for those who wish to change from physical to virtual participation) 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.
Hospitality Services
The Professional Congress Organizer (CONVIN S.A.) is the official 11th Cities on Volcanoes Conference (COV11) partner for hospitality services (i.e. hotel accommodation, land arrangements etc.) and is the only agency offering hospitality services in the city of Heraklion on behalf of the "11th Cities on Volcanoes Conference (COV11)”.
CONVIN S.A. taking into consideration the global situation, provides a choice of hotels which are flexible with the cancellation terms and at the same time aligned with COVID-19 protocols, concerning certification & compliance.
Individual Reservations: Participants can book their hotel room/other services online at the official Conference online services form.
Hotel Reservation Terms
• Room rates are quoted in Euro, per room, per night, including Breakfast and VAT.
• Please note that a new tax is charged in Greek accommodation units and imposed as of January 1, 2018. According to this “stayover tax”, the amount of 0,50 euros will be applied in 2* hotels, 1,50 euros in 3* hotels, 3,00 euros in 4* hotels and 4,00 euros in 5* hotels, on top of the room rate per night. These amounts should be paid directly at the hotel by the guests.
• Check-in time is 15:00; check-out time is 11:00 (amended due to COVID-19).
• Rooms are available from June 12,2022 until June 17, 2022. Any query for extension of dates will be handled upon request and will be subject to hotels' availability.
• The official accommodation partner for the 11th Cities on Volcanoes Conference is the Professional Congress Organizer (CONVIN S.A.) Any queries regarding the accommodation should be addressed only to CONVIN S.A.
Please note that hotels will not accept any changes, cancellations or payments directly, except the stayover tax settlement mentioned above, which has to be paid upon departure.
• No reservation will be handled without the accommodation form fully completed and accompanied by the credit card details or bank transfer receipt 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 .
• In case no payment is received within 7 working days from submission of this form, the Professional Congress Organizer (CONVIN S.A.) will have the right to cancel the reservation.
• Your accommodation booking will be secured and valid only upon receipt of the full payment to the Professional Congress Organizer & Official Housing Agency (CONVIN S.A.)
• The bank charges are additional and are the responsibility of the payer. In case taxes and / or VAT change, the Professional Congress Organizer (CONVIN S.A.) reserves the right to change the rates accordingly.
• In case of payment through Bank Transfer, please forward the bank slip for cross-reference purposes to our Hospitality Department at reservations@citiesonvolcanoes11.com.
• 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 reservations@citiesonvolcanoes11.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 S.A.
• The Professional Congress Organizer (CONVIN S.A.) 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.
• Due to COVID-19 pandemic, your stay in Crete during the Conference is under your own responsibility.
Cancellation & Alteration Policy
Any cancellation of your hotel booking is acceptable only in writing by e-mail to reservations@citiesonvolcanoes11.com. The below mentioned cancellation terms apply only on the Conference dates (June 12, 13, 14, 15, 16,17). Pre or Post-Conference confirmed extra dates, will be granted with full cancellation charges.
• For written cancellations received until March 30, 2022, no cancellation fees will apply.
• From April 1, 2022 onwards: No refund granted for any cancellation received, unless there is an official travel ban on the delegate’s country.
• 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
Name changes to the room bookings should be communicated in writing by e-mail to reservations@citiesonvolcanoes11.com.
• Until April 15 2022, a name change can apply without any charge.
• In case of name change after April 16 2022, an administration charge of € 30 applies (per room).
• 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.
Miscellaneous
By registering, all individuals engaged are subject to the Cities on Volcanoes 11 Hybrid Conference Policy
More specific and with reference to physical (in-person) attendance:
By registering, you automatically accept to respect on site the following instructions:
The Cultural and Conference Center of Heraklion is the conference venue. Please visit the relevant section to find out more regarding the venue policy.
• Hazardous substances are not allowed on the premises
• Safety & security measures need to be respected
Protocols are applicable during the current COVID-19 pandemic, concerning in person attendance of the Conference. By registering for in-person attendance, delegates of 11th Cities on Volcanoes (COV11) accept to adhere to rules and regulations applicable, as stated in the aforementioned link. The Organizers, will assume no responsibility for fines, fees or penalties due to non-compliance of delegates and reserve the right to refuse attendance in cases of non-compliance to pandemic protocols within venue premises.
Liability and Insurance
No right to further claims or waiving of fees will arise should the Organizers be obliged to alter the programming of conference proceedings.
Participants are encouraged to arrange their own insurance for, health, cancellation, travel, loss of personal possessions, accident etc. on their behalf. IAVCEI and the Professional Congress Organizer (CONVIN S.A.) accept no liability.
In the event of serious special or unforeseen circumstances or serious circumstances beyond its control, the organizers shall be entitled to cancel or modify the dates of the event. You shall not be entitled to compensation for any costs or damages 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). It may be used for marketing and communication purposes by the IAVCEI and the Professional Congress Organizer (CONVIN S.A.) only. You have the absolute right to access, amend and oppose any use of this personal data by writing to registrations@citiesonvolcanoes11.com.
The information included in the abstract(s) that you submit will be made available to the conference reviewers, who are the session conveners. Full papers of these abstracts may be published in scientific journals.
The information you provide to us will remain in the Company's archives, electronically and access will only be allowed to persons under the control of the Company and only on its instructions, by the applicable legislation.
Your personal data will be maintained by the Company 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 to your personal data, correction, opposition to the processing of all or some of them, deletion etc.).
Should you want your personal data removed, please let us know at info@convin.gr
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, as the officially appointed Professional Congress Organizer.
