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 Conference venue.
Payment Details
You may pay by credit card or bank transfer (till close of registration June 20th, 2021).
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 through the Conference days.
• Virtual attendees | can pay by credit card ONLY through the on line registration platform operating from 14 February 2021 to 10 July 2021.
Bank Details
BANKHAUS BAUER
POSTFACH 100423, 70003 STUTTGART, GERMANY
ACCOUNT NUMBER (IBAN): DE32600301000030950007
BIC: BHBADES1XXX
Deposit reason: "EURO 2021" & DELEGATE' S NAME
Account holder: CONVIN SA
Bank charges: Responsibility of the payer
Conversion & Cancellation 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@euro2021athens.com
Registration cancellations or alterations are subject to the following conditions:
* For Physical attendance
Conversion to virtual attendance:
• Until May 25th, 2021, with an administrative cost of € 40.
• From May 26th - June 9th, 2021, with an administrative cost of € 70. After this date 100% cancellation fee applies.
* For Virtual attendance
• Conversion to physical attendance until May 16th , 2021 by paying only the difference in fees, with no extra administrative cost, upon availability (max 1000 physical attendees).
• From May 26th - June 9th, 2021, with an administrative cost of € 70
• From June 10th onwards you can still convert your registration to physical. After this date 100% cancellation fee applies.
Alterations / Name changes Policy
• Until March 29th, 2021: a name change can apply without penalty
• From March 30th, 2021 – May 25th, 2021: name changes are permitted, upon payment of a € 30 administrative fee per change.
• From May 26th, 2021 , 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.
Authors
Authors attending the hybrid conference provide automatically the following permissions:
-Authorization to stream & record
Given the hybrid format of the EURO 2021, and regardless of your in person or virtual participation, your presentation will be streamed online and recorded for viewing after the Conference completion, according to participants’ time zones. For this purpose, you are kindly requested to state your approval in the field below.
-Authorization to archive and publish
The EURO will include the scientific content of the EURO 2021 in its website and in any conference minutes. For this purpose, you are kindly requested to state your approval of including your Faculty participation in the field below.
Conference Dinner Cancellation
From June 25th, 2021, 100% cancellation fee applies.
Hospitality Services
The Professional Congress Organizer (CONVIN S.A.) is the official “EURO 2021” 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 EURO 2021 Conference.
CONVIN S.A. taking into consideration the global situation, provides a choice of hotels which are flexible with the cancelation 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 "EURO 2021" hospitality services team by e-mail: reservations@euro2021athens.com. 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 “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 July 11th until July 14th. Any query for extension of dates will be handled upon request and will be subject to hotels' availability.
• The official accommodation partner for “EURO 2021” 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.
• 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@euro2021athens.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@euro2021athens.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 Athens during the Euro 2021 Conference is under your own responsibility.
Cancellation Policy
Any cancellation of your hotel booking is acceptable only in writing by e-mail to reservations@euro2021athens.com. The below mentioned cancellation terms apply only on the Conference overnights, July 11th, July 12th and July 13th. Pre or Post-Congress confirmed extra dates, will be granted with full cancellation charges after their confirmation of availability and payment.
• For written cancellations received until May 28th 2021, no cancellation fees will apply.
• For written cancellations received between May 29th and June 18th, 2021, a charge of one (1) night stay will apply.
• For written cancellations received between June 19th and July 2nd, a charge of two (2) nights stay will apply.
• From July 3rd, 2021 onwards: No refund granted for any cancellation received.
• 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.
* Above policy applies also to participants who already have a hotel reservation booking and decide to register for a virtual attendance.
Alterations / Name changes Policy
• Name changes to the room bookings should be communicated in writing by e-mail to reservations@euro2021athens.com, otherwise the initial reservation will be automatically considered as cancelled.
• Until June 19th 2021, a name change can apply without any charge.
• From June 20th until July 2nd, an administration charge of € 30 applies (per room).
• After July 2nd, 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.
Miscellaneous
By registering, all individuals engaged are subject to the EURO Hybrid Conference Policy.
With reference to physical (in-person) attendance:
By registering, you automatically accept to respect the following Instructions:
University Of West Attica (UNIWA - Campus 2) is the Conference venue. Please visit the relevant section to find out more regarding the venue policy.
Hazardous substances are not allowed in the premises
Safety & security measures need to be respected
Protocols are applicable during the current COVID-19 pandemic, with reference to in person attendance of the Conference. Please visit the Useful Information website page for more. By registering for in-person attendance, delegates of EURO 2021 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.
With reference to virtual (on line) attendance:
All virtual attendees of the Hybrid EURO 2021 Conference must comply with the Virtual Attendee Policies on the Hybrid EURO 2021 Conference
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 own behalf. EURO 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 EURO 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@euro2021athens.com
The information included in the abstract(s) that you submit will be made available to the Conference reviewers. 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, in accordance with 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 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.
