Event Terms and Conditions
The following definitions apply:
‘The Event’ refers to the ‘The Joint Sessions of Workshops 2023’ organised by ECPR and held at the Sciences Po Toulouse and online, between 25 and 28 April 2023.
‘Registrant’ refers to any person registered to attend the ‘The Joint Sessions of Workshops 2023’.
‘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 the Sciences Po Toulouse and the digital event, held online.
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 by the stated deadline, as detailed on the invoice and at the time of booking. Invoices and receipts are accessible through your My ECPR account.
If payment is not received, ECPR reserves the right to cancel your registration. All registrations must be paid in full prior to the Event. ECPR reserves the right to refuse anyone access to the event at its discretion.
Payment can be made by credit/debit card, or PayPal using ECPR’s 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 firstname.lastname@example.org.
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 invoice in My ECPR under My Invoices.
Please note that invoices cannot be changed once they have been issued. If your billing details are incorrect, please cancel your registration and re-register entering the correct details.
ECPR is not liable for reimbursing the cost of travel or accommodation made by participants. It is your responsibility to arrange appropriate travel insurance and we advise that you ensure that your travel and accommodation bookings are refundable.
Please closely monitor the official travel guidelines of your home country. Please refer to the France Diplomatie website for the latest and most accurate information about travelling to and within France.
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.
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 seven-day cooling-off period. ECPR cannot offer any further advice on visas.
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. 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 in writing by following our complaints procedure, to email@example.com.
Certificate of Attendance
A Certificate of Attendance is issued automatically to participant who have a role within the Event and have had their badge scanned at the registration desk. ECPR reserves the right to withhold the issue of Certificates of Attendance.
Scheduling and programming
ECPR will endeavour to keep all attendees informed of any scheduling and programming changes or cancellations, where possible.
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 22 March 2023, you may cancel your registration and still be eligible for a full refund of your registration fee.
Cancellations/withdrawals after 22 March 2023 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 firstname.lastname@example.org 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 email@example.com.
Please read the ECPR’s Privacy Notice.
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 firstname.lastname@example.org.
Questions? Email email@example.com