Event Terms and Conditions

Definitions

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

‘The Event’ refers to the ‘Winter School’ organised by ECPR and held virtually and in person, between 6 and 17 February 2023.

‘Registrant’ refers to any person registered to attend the ‘Winter School’.

‘Key Personnel’ refers to 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’ refers to the digital event, held online and in-person event, held at the campus of KU Leuven.

Terms and Conditions

Upon receipt of registration, ECPR will email confirmation to the address in your My ECPR account. All registrants must pay the applicable fee in full immediately - as detailed on the website and invoice (downloadable from your My ECPR Account) and at the time of booking.

If payment is not received, ECPR reserves the right to cancel your registration. Fees are charged per course and all registrations must be paid in full prior to the event and before admittance to the event is permitted. ECPR reserves the right to refuse anyone access to the event at their discretion.

Payment can be made by credit/debit card or PayPal using the ECPR online payment system. 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. The registration fee does not include travel, accommodation, meals or insurance unless otherwise specified.

If you are in a country where PayPal is not available, or if you are having difficulty paying by card, please email payments@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 My ECPR under My Invoices.

Please note that invoices cannot be changed once they have been issued. If billing details are incorrect, please cancel your registration and re-register by entering the correct details.

Travel arrangements

If you plan to attend an on-campus course, please do not book travel or accommodation until your course is confirmed. All courses will be confirmed or cancelled by 19 December 2022. After this date, the course list will be confirmed and unless you receive a course cancellation email, your course will be confirmed and you can then book your travel and accommodation.  

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 Belgian government’s website for the latest and most accurate information about travelling to and within Belgium.

Visas are the responsibility of the individual. Depending on the purpose of travel and your country of origin, different types of visas will apply. Enquire well in advance about entry regulations at the embassy or consulate in your home country. Visa letters will be supplied only when we have received your registration fee in full and after the 7-day cooling-off period. ECPR cannot offer any further advice on visas.

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 and 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. 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 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 and ECTS Credits

Certificates of Attendance are issued only upon completion of all live teaching sessions. ECTS Credits are issued only upon successful completion of the required work and in accordance with the credit scheme, as detailed on the ECPR website at the time of registration. ECPR and its Key Personnel reserve the right to withhold the issue of Certificates of Attendance or ECTS Credits.

Scheduling and programming

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

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 ECPR receives your registration fee. During this period, you have the right to cancel and receive a full refund provided you have not attended or engaged with the Event.

After the seven-day cooling-off period and before midnight UK time on 6 January 2023, you may cancel your registration and still be eligible for a full refund of your registration fee.

Cancellations/withdrawals after 6 January 2023 are NOT eligible for a refund. Refunds will be made using the same method as the original payment.

Course changes are at the sole discretion of ECPR. If you have registered and paid but cannot attend the event, please email methodsschool@ecpr.eu immediately.

Recording of ECPR events

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

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; 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 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 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 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. 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 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 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 membership@ecpr.eu.

Questions? Email methodsschool@ecpr.eu