Event Terms and Conditions

Definitions

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

‘The Event’ refers to the ‘Summer School of the Standing Group on International Relations’ organised by ECPR and held at Ramon Llull University, Barcelona and virtually, between 12-15 July 2022.

‘Registrant’ refers to any person registered to attend the Event.

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

‘Venue’ refers to Ramon Llull University, Barcelona and the digital event held online.

Terms and Conditions

Upon receipt of registration, ECPR will send an email confirmation to the address stored in your My ECPR account.

Funding will not be provided for the travel, accommodation, meals or insurance costs for students attending the Summer School in person unless otherwise specified.

Travel arrangements

When arranging travel and accommodation, ensure that your booking is refundable. It is your responsibility to arrange appropriate travel insurance. ECPR is not liable for reimbursing the cost of travel or accommodation made by participants.

Please closely monitor the official travel guidelines of your home country. Please refer to the information found on the Spain Travel Health's website for the latest and most accurate information about travelling to and within Spain.

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 available on the website or visit a member of ECPR’s staff at the registration/information desk on-site at the Event.

Security

ECPR is not responsible for participants belongings. All Registrants accept and acknowledge that neither 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.

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, ECPR is not liable for bookings, payments or delivery of the social event or excursion, nor for the welfare of those taking part.

Allergies or medical conditions

It is your responsibility to advise ECPR of any allergies and medical conditions you have which may impact your health and wellbeing during the Event when you register. While details of any food-related allergies will be passed on to catering staff by ECPR, you should remain vigilant and aim to check ingredients with catering staff where possible.

Conduct and Behaviour

ECPR strives to ensure that all attendees can work and learn in an environment free from harassment or abuse. To this end, everyone is expected to adhere to ECPR’s Code of Conduct.

ECPR reserves the right to refuse anyone access to the Event at their discretion.

ECPR reserves the right to investigate any breaches of the Code of Conduct and to take further actions, where required. Violations of the Code of Conduct can be reported in person or via our complaints procedure, in writing, to complaints@ecpr.eu.

Certificate of Attendance

Certificates of Attendance will be issued after the Event if you have a role within the event and have been marked present. ECPR reserve the right to withhold the issue of certificates.

Scheduling and programming

The schedule may undergo last minute changes. ECPR will endeavour to keep all attendees informed of any cancellations or changes, where possible.

Recording of ECPR Events

ECPR may record all events in the form of photography, filming and audio recording. ECPR will record interactions such as discussions in panels, roundtables and presentations.

ECPR may use this media on its websites, social media channels and digital materials (reports, etc). In some cases, a close-up of a person or group of people may be used; 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 us immediately by emailing membership@ecpr.eu.

Data Protection

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 ECPR's user database, My ECPR. 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 ECPR, and the Key Personnel affiliated with the Event, the right to use your personal data in accordance with ECPR's Privacy Policy and in relation to the Event prescribed. You also agree that ECPR and the Key Personnel 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. 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 digital programme and searchable event-specific data on ECPR website, and the creation of a mobile event app 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 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 ECPR’s DPO at dpo@ecpr.eu; you may also contact the Information Commissioner’s Office (ICO).

My ECPR Account

Please log into your My ECPR regularly and check that all information, including your institutional affiliation, is correct and up-to-date. If you think you might have multiple My ECPR accounts associated with email addresses you no longer use, please email us at support@ecpr.eu.

Questions? Email sgconferences@ecpr.eu.