Terms & Conditions
Registrations
* For both Physical or Virtual Participation
• 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), 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 Congress venue.
Payment Details
You may pay by credit card or bank transfer* till close of registration (April 30th 2023, 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 April 13th 2023, ownwards:
• Physical attendees | can pay by credit card ONLY at the registration desk, operating through the Congress days.
• Virtual attendees | can pay by credit card ONLY through the on line registration platform operating from 12 to 18 May 2023.
Bank Details
EFG EUROBANK
ACCOUNT NUMBER (IBAN): GR2902600530000790201238790
BIC: ERBKGRAA
Deposit reason: DELEGATE'S FULL NAME or COMPANY NAME
Account holder: CONVIN SA
NOTE: As all bank charges (yours and the ones of the beneficiary) are the responsibility of the payer, you must select ‘OUR’ at the charge options in order to cover them.
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 registration@wtc2023.gr
Registration cancellations or alterations are subject to the following conditions:
* For Physical attendance
Cancellation Policy
• Until January 13th 2023, you may convert to virtual and you will get as a refund the registration fee difference, minus 50 € administrative fee.
• From January 13th 2023 - April 30th 2023, you may convert to virtual and you will get as a refund the registration fee difference, minus 100 € administrative fee
• From April 30th 2023, onwards you may convert to virtual but there wll be no refund.
Alterations / Name changes Policy
• Until March 15th 2023 : a name change can apply with no additional fee
• From March 15th 2023 - April 30th 2023 : name changes are permitted, upon payment of a € 50 administrative fee per change.
• From April 30th 2023 onwards: no name changes will be accepted .
• Non-shows at the Congress will be charged the full fee.
* For Virtual attendance
Cancellation Policy
• Until January 13th 2023, you may cancel and you will get a refund minus € 50 administrtaive fee.
• From January 13th 2023 - April 30th 2023, you may cancel and you wil get a refund minus 100 € administrative fee.
• From April 30th 2023 ownwards you may cancel but there will be no refund.
Alterations / Name changes Policy
• Until March 15th 2023: a name change can apply with no additional fee
• From March 15th 2023 – April 30th 2023 : name changes are permitted, upon payment of a € 50 administrative fee per change.
• From April 30th 2023 ownards : no name changes will be accepted.
The available options for pre-registered participants will be:
For participants registered for physical attendance:
A. Retention of registration => Convert to virtual participant + 30% Refund of the amount of the respective fee
B: Cancellation of registration => The normal cancellation policy applies (i.e. the Contingency Plan is not valid for such option).
For participants registered for virtual attendance:
A. Retention of registration => No Refund will apply
B: Cancellation of registration => The normal cancellation policy applies (i.e. the Contingency Plan is not valid for such option).
**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 Congress and bank charges associated with this will be the responsibility of the delegate.
Cancellation & Alteration Policy for Accompanying person registration
• Until April 11th 2023, cancellations are allowed with refund, minus 100 € administrative fee.
• From April 12th 2023 onwards, cancellations for Accompanying person registrations will be subject to 100% cancellation fees.
Contingency Plan (Back-up Plan) for WTC 2023
GTS’ target for WTC 2023 is to organize a successful congress in every aspect, highlighting the quality, high standards and principles of the Organizers.
In order to provide a clear and transparent agreement with the pre-registered participants, the Organizers have prepared a Backup Plan in case certain unforeseen circumstances necessitate that WTC 2023 has to be converted to a purely virtual congress. Hence, the Contingency Plan (Back-up plan) refers to the actions that the organizers will implement along with the financial arrangements that will apply.
More specifically, should a world health crisis (pandemic) occur that will be announced at least three months in advance of the Congress by a well reputed and established International Authority (i.e. World Health Organization etc), the Organizers may activate the following contingency plan early in advance (i.e. 60 – 90 days) of the congress dates:
Contingency plan:
A Postponement of the congress for a later date
Depending on the crisis situation, a modification plan will be set that will include the postponement of the congress for a later date within 2023. The most probable period will be early Autumn 2023.
In that case Registrations will be transferred for the new congress dates and no refund policy applies
B Altering the congress into a purely virtual one
In the worst-case scenario that the congress cannot take place by means of physical presence and if no other postponement arrangement can be agreed (i.e. a new postponement with one year shifting of all upcoming congresses), WTC2023 will be carried out purely virtually.
Hospitality Services (Physical attendance)
The Professional Congress Organizer (CONVIN S.A.) is the official WTC 2023 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 the WTC 2023.
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.
Group Reservations: For group bookings (5 rooms or more) please contact WTC 2023 hospitality services team by e-mail: registration@wtc2023.gr.
Group reservations are not accepted online as different terms and conditions apply.
Indicative benefits for Group Reservations:
o An ideal selection of hotels next to the conference venue and in other central locations
o Group check-in
o Hospitality desk at the hotel during conference dates
o Dedicated personnel before the conference and onsite to support your stay in Athens
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 “stay-over 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 12.05.2023 until 18.05.2023. Any query for extension of dates will be handled upon request and will be subject to hotels' availability.
• The official accommodation partner for WTC 2023 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 stay-over tax settlement mentioned above, which has to be paid at the hotel reception.
• 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, they cannot be deducted from the services total amount. 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 registration@wtc2023.gr
• 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 registration@wtc2023.gr
• Any Pre & Post Congress 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 Athens during the Conference is under your own responsibility.
Cancellation Policy
Any cancellation of your hotel booking is acceptable only in writing by e-mail to registration@wtc2023.gr The below mentioned cancellation terms apply only on the Conference dates (May 12th to May 18th, 2023). Pre or Post-Congress confirmed extra dates, will be granted with full cancellation charges after confirmation and payment of services.
• For written cancellations received until January 31, 2023, no cancellation fees will apply.
• For written cancellations received between February 1, 2023 and 28 February, 2023 a charge of one (1) night cancellation fee will apply.
• For written cancellations received between March 1, 2023 and March 24, 2023 a charge of two (2) nights cancellation fee will apply.
• For written cancellations received from March 25, 2023 onwards: No refund granted, unless there is an official travel ban of 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 no-show.
• Full cancellation fees apply for No-shows.
* Above cancellation policy applies also to participants who already have a hotel reservation booking and decide to convert to a virtual attendance.
Alterations / Name changes Policy
Name changes to the room bookings should be communicated in writing by e-mail to registration@wtc2023.gr otherwise the initial reservation will be automatically considered as cancelled.
• Until March 15th, 2023, a name change can apply without any charge.
• From March 16th to April 17th 2023, an administration fee of € 30 will apply per name change (per room).
• From April 18th onwards: no alterations/ name changes will be accepted and, 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 Congress and bank charges associated with this will be the responsibility of the delegate.
• For any tour cancellation received until February 28th 2023, an administrative fee of EUR 20,00 will apply (the rest of the amount will be fully refunded).
• From March 1st to March 31st 2023, 50% cancellation fee will apply for any tour cancellation.
• From April 1st 2023 onwards, 100% cancellation fee will apply for any tour cancellation.
Technical Visits', Special Events' & Gala Dinner Terms
• Please note that after the confirmation with payment, the Technical Visits' tickets are non-refundable.
• Please note that after the confirmation with payment, the Special Events' tickets are non-refundable.
• Please note that after the confirmation with payment, the Gala Dinner tickets are non-refundable.
Miscellaneous
By registering, all individuals engaged are subject to the WTC2023 Hybrid Congress Policy
Liability and Insurance
Participants are encouraged to arrange their own insurance for, health, cancellation, travel, loss of personal possessions, accident etc on their own behalf. The Organizers accept no liability.
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, as the officially appointed Professional Congress Organizer.
