Event Terms and Condition 2020
Definitions
In the Terms and Conditions of Registration, the following definitions apply:
‘The Event’ means ‘Joint Sessions of Workshops’ being organised by the ECPR and being held in Toulouse, France between 14 and 17 April 2020.
‘Registrant’ means any person, in the capacity of Participant or Scholar, registered to attend the ‘Joint Sessions of Workshops’.
‘Venue’ means the Sciences Po Toulouse
Terms and Conditions
Upon receipt of registration, the ECPR will email confirmation to the address in your MyECPR account. All registrants must pay the applicable fee in full by the stated deadline, as detailed on the website and invoice and at the time of booking. Invoices and receipts are accessible through your MyECPR account.
If payment is not received, the ECPR reserves the right to cancel your registration. The registration fee allows participation in one Workshop only. All registrations must be paid in full prior to the event and before admittance to the event is permitted. The ECPR reserves the right to reject any registration without explanation.
Payment can be made by credit/debit card or PayPal using the ECPR online payment system. The ECPR uses PayPal as a merchant for card transactions, a personal PayPal account is not required to make payment; simply select ‘Check Out as a Guest’ or ‘Pay by card’ at the PayPal login page.
If you are in a country where PayPal is not available, or if you are having difficulty paying by card, please contact jointsessions@ecpr.eu
You can also pay by bank transfer. Please include the invoice number as the payment reference to ensure your registration is processed efficiently. Payments made by bank transfer may take up to five working days to process. You can access your invoices in MyECPR under My Invoices.
Certificates of Attendance will be issued after the event, provided that the ECPR has a record of your attendance. The ECPR cannot issue certificates during the event.
It is your responsibility to obtain the necessary visas, and the relevant entry regulations from your embassy or consulate. Depending on the purpose of travel and your country of origin, different types of visas will apply. See Schengen Visa Information. Visa invitation letters will be issued by request only, seven working days following receipt of registration fees. The ECPR cannot offer any advice on visas.
It is your responsibility to arrange travel insurance. The ECPR is not liable for death, injury, loss or damage sustained by a registrant because of circumstances associated with the event or deemed to be out of ECPR’s control.
Security
The ECPR is not responsible for the security of any registrant, nor for their personal belongings. All registrants accept and acknowledge that neither the ECPR nor the venue maintains insurance covering any property and/or liability, and it is the sole responsibility of the registrant to obtain insurance.
For security purposes, all participants must sign in at the registration desk on site, and collect and wear their name badge for the duration of the event.
ECPR Code of Conduct
The ECPR strives to ensure that all Key Personnel and Registrants can work and learn in an environment free from harassment or abuse. Key Personnel reserve the right to remove Registrants from any workshop or situation either temporarily or permanently where they feel their actions are negatively impacting on others and/or where the ECPR’s Code of Conduct has been contravened.
The ECPR will not refund any registration fees or pay any costs to Registrants who are removed from a workshop. Removed registrants have the right of appeal. All appeals and or complaints should be sent in writing to complaints@ecpr.eu.
All Registrants must comply with the Venue Code of Ethics, whilst present onsite. The ECPR and the Venue reserve the right to refuse anyone entry to the venue at their discretion.
Travel and accommodation
The ECPR is not responsible for your personal travel, accommodation or food/beverages during the event. If you have any questions regarding local amenities, please visit a member of the ECPR staff at the registration/information desk.
Student discount
To be eligible for a discounted student registration fee, you must provide proof of student status by the registration deadline. Proof of student status is valid in the form of either a University ID card (valid for the period that the event is being held) or a letter from your institution confirming that you will be a student at the time of the event. If you fail to show valid proof, you will be charged the standard registration fee.
Please email proof of student status to jointsessions@ecpr.eu.
Scheduling and programming
In extreme circumstances, it may be necessary to change the event date or venue, or to cancel the event entirely. In the event of a date/venue change or cancellation, the ECPR will offer a full refund of all fees paid, but we will not accept liability for any claim other than a paid registration fee.
The ECPR reserves the right to change and amend the event schedule at its own discretion and for the benefit of the academic programme and event organsation. In the event of a Workshop cancellation, all participants will be informed as early as possible, and the ECPR will endeavour to reallocate. If reallocation is not possible, we will offer you a full refund of your registration fee.
Social events and excursions
Social events and excursions organised by the local hosts may require additional payments to a third party. These payments are subject to their own terms and conditions. In such cases, the ECPR is not liable for bookings, payments or delivery of the social event or excursion, nor for the welfare of those taking part.
Cancellation policy
In line with the Office of Fair Trading and EU Distance Selling regulations, you are entitled to a seven-day cooling-off period, starting on the day that the ECPR receives your registration fee. During this period, you have the right to cancel and receive a full refund.
After the seven-day cooling-off period and before midnight UK time on the registration deadline, you may cancel your registration and still be eligible for a refund of 50% of your registration fee.
Cancellations/withdrawals after the registration deadline are not eligible for a refund. Refunds will be made using the same method as the original payment.
If you have registered and paid but cannot attend the event, email jointsessions@ecpr.eu immediately.
Recording of ECPR events
The ECPR will record all events in the form of photography, filming and audio recording.
Photographers are asked particularly to cover the plenary programme (welcome addresses, lectures, prize giving); receptions and activity within the exhibition or registration areas. The ECPR will record interactions such as discussions in workshops, roundtables and presentations. This approach provides an overall flavour and atmosphere of an event, which can then be used to both document the current, and promote future iterations of, the event.
The ECPR may use this media on its websites, social media channels and print materials (reports, banner stands, posters etc). In some cases, a close-up of a person or group of people may be used; the ECPR will ensure no personal identification (such as name badges) can be seen.
All media is held on a secure server and is not shared, sold or passed to third parties. If you do not want to be filmed or photographed during the event, please notify either the photographer, a member of the ECPR staff, or a student helper in a red ECPR T-shirt. If you think we may have historic media of you that you want removed and deleted, please email membership@ecpr.eu.
Allergies
It is your responsibility to advise the ECPR of any allergies when you register. The ECPR will notify the venue, however you are also advised to take necessary precautions on-site, and to alert event catering staff.
Data protection
The ECPR will comply with all applicable data protection and privacy legislation in force from time to time in the UK including the General Data Protection Regulation (EU) 2016/679; the Data Protection Act 2018; the Privacy and Electronic Communications Directive 2002/58/EC (as updated by Directive 2009/136/EC) and the Privacy and Electronic Communications Regulations 2003 (SI 2003/2426) as amended.
To register for an ECPR event, you must have an account in the ECPR user database, MyECPR. You can use this account to specify your research interests, and you may subscribe to one or more of our general mailing lists, from which you can opt out at any time.
By registering for an event and ticking the consent box, you hereby grant the ECPR, and the Academic Team affiliated with the event, the right to use your personal data for essential data processing in relation to the event prescribed. You also agree that the ECPR and the Academic Team may publish your personal information as part of the results of the event or for academic programming, and may pass such information to the governing body, or any affiliated organisation for publishing results either for the event alone or combined with or compared to other events. The ECPR will retain your personal data indefinitely for historical research and statistical purposes. The ECPR will use your data only for activities relating to the processing of membership, and event organisation. This includes but is not limited to: the preparation of a printed programme and searchable event-specific data on the ECPR website, the creation of a mobile event app (if relevant), and the creation of name badges.
Third parties are only permitted to use this data for the purpose intended and are required to securely and responsibly destroy end-of-life data.
For further information about the use of and access to your personal data, details of organisations with whom the ECPR regularly shares its data, information about how long your data is retained and how to change your consent options, please read ECPR’s Privacy Policy.
Any comments, complaints or questions concerning the use of your personal information should be addressed by directing your comments to the ECPR’s DPO at dpo@ecpr.eu; you may also contact the Information Commissioner’s Office (ICO).
Your MyECPR account
Please log in to MyECPR regularly and check that all information, including your institutional affiliation, is correct and up-to-date. If you think you might have multiple MyECPR accounts associated with email addresses you no longer use, please email membership@ecpr.eu.
Questions? Email jointsessions@ecpr.eu.
