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Event Terms and Conditions 2020

Definitions

In the Terms and Conditions of Registration, the following definitions apply:

‘The Event’ means the ‘The General Conference 2020’ being organised by the ECPR and being held in Innsbruck, between 26 and 29 August 2020.

‘Registrant’ means any person, in the capacity of Participant or Scholar, registered to attend the ‘The General Conference 2020’.

‘Key Personnel’ means any person, including Staff, Instructors, Teaching Assistants, Academic Convenors or Executive Committee members, employed, contracted or otherwise directed by the ECPR to deliver certain elements of the event.

‘Venue’ means the University of Innsbruck, Austria.

Terms and Conditions

Upon receipt of registration, the ECPR will send an email confirmation to the address stored in your MyECPR account. All registrants must pay the applicable fee in full by the stated deadline, as detailed on the 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. 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 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 email the generalconference@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.

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 the ECPR’s control.

Security

The ECPR is not responsible for participants 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, collect and wear their name badge for the duration of the event.

Conduct and behaviour

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 the event, 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 the event. 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.

Certificate of Attendance

Certificates of Attendance are issued only upon completion and after the event. The ECPR and its Key Personnel reserve the right to withhold the issue of Certificates of Attendance.

Travel and accommodation

The ECPR is not responsible for organising, paying for or providing your personal travel, accommodation or food/beverages during the event. If you have any questions regarding local amenities, please see the local information listed on the website and visit a member of the ECPR’s staff at the registration/information desk onsite at the event.

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, the ECPR will not accept liability for any claim other than a paid 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, please email the generalconference@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’s 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 and medical conditions

It is your responsibility to advise the ECPR of any allergies and medical conditions you have which may impact your health and wellbeing during the event when you register. You should also inform the Instructor and Teaching Assistant at the beginning of your course in cases where they might need to take action to safeguard your health and wellbeing. While details of any food-related allergies will be passed on to catering staff by the ECPR, you should remain vigilant and aim to check ingredients with catering staff where possible.

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, you hereby grant the ECPR, and the Academic Team affiliated with the event, the right to use your personal data in accordance with the ECPR Privacy Policy and 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 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 the 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 into 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 them to: generalconference@ecpr.eu.