Event Attendance Terms and Conditions

European Consortium for Political Research. ECPR is a charitable incorporated organisation (CIO) number 1167403 and our registered office is at ECPR, Harbour House, 6–8 Hythe Quay, Colchester, CO2 8JF, United Kingdom.

These are the terms and conditions to which we will allow you to register and attend as a participant at our event. ECPR events are intended only for academic, or professional audiences.

1. Definitions

1.1. In this Agreement the following terms have the following meanings:

2. Confirmation Process

2.1. Once you complete your online registration form, please check the order carefully before confirming it. After you have confirmed and submitted your registration you will receive an email confirmation from us which sets out your order details and other useful information.

2.2. If you do not receive our email confirmation within 24 hours of you submitting our online registration form, please contact us at sgonference@ecpr.eu as soon as possible before the start of the event. It is your responsibility to update us of any changes to your contact details so that we can contact you.

2.3. Submitting an event booking through our online event booking system does not guarantee you a place at any of our events. We will issue an automated email confirmation of your booking request. Your place at the event is not guaranteed until (a) payment of the registration fee is received or (b) you receive an email from us confirming your place is booked.

3. Venue and Special Requirements

3.1. You must comply with the rules and regulations governing the venue. If you bring any property to the venue, you do so at your own risk. We are not responsible for any loss and/or damage to such property. If you are using car parking facilities at the venue, you do so entirely at your own risk. We do not accept any responsibility for any loss and/or damage resulting from your use of such car parking facilities.

3.2. 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. 

3.3. We reserve the right to refuse admission to any person whom we consider in our absolute discretion to be unsuitable for admission to the event or to remove such person after the start of the event. If the event organiser considers that your behaviour at an event is such that it is detrimental to the reputation of ECPR and not in the best interests of the other attendees at an event, then your participation in the event may be terminated forthwith, by asking you to leave the event. Examples of behaviour which may lead to your exclusion from an event are: (a) making racist or homophobic comments; (b) making exaggerated claims regarding your business in order to promote it; (c) drunk or disorderly behaviour; (d) being aggressive or making demeaning comments about other participants at the Event. In the event that you are excluded from the event because of this, you will not be entitled to any refund.

3.4. We strive 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 our Code of Conduct. We reserve 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 complaints@ecpr.eu.

3.5. It is your responsibility to advise us of any allergies, special dietary requirements and medical conditions you have which may impact your health and wellbeing during the event or which might mean you need assistance or particular means of access when you register.

3.6. Any 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, we are not liable for bookings, payments or delivery of the social event or excursion, nor for the welfare of those taking part.

3.7. A passport or ID must be presented on the first day of the event, and name badges must be worn at all times. 

4. Event Changes

4.1. We reserve the right to make any changes to the event at any time without prior written notice. For example, such changes may include changing the programme (including, but not limited to, the speakers), date, time and/or the venue. Additionally, any discounts or offers advertised for a particular event may be time limited and/or subject to availability and will be subject to additional terms and conditions.

5. Cancellations

5.1. We reserve the right to cancel an event at our sole discretion for any reason and at any time. In the event of such a cancellation, we will refund any registration fees paid, and we will use reasonable endeavours to notify you of such cancellation.

5.2. In line with the Consumer Contracts Regulations 2013 , if you are a consumer, as opposed to a business customer, you are entitled to a 14-day cooling-off period, starting on the day that we receive 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.

5.3. After the 14-day cooling-off period (if you are a consumer) and before midnight UK time on 29 April 2024, you may cancel your registration and still be eligible for a full refund of your registration fee. Refunds will be made using the same method as the original payment.

5.4. Cancellations/withdrawals after 29 April 2024 are NOT eligible for a refund.

5.5. If you have registered and paid, but cannot attend the event, please email sgconference@ecpr.eu immediately.

6. Registration Fees and Payment

6.1. Registration fees are correct at the time of going to press but may be subject to changes.

6.2. We are not liable for reimbursing the cost of travel or accommodation made by you. It is your responsibility to arrange appropriate travel insurance and monitor the official travel guidelines of your home country and the country you are travelling to.

6.3. Please note that payment of all registration fees must be made in full prior to the start of the event. Payment of any bank transfer charges is your responsibility.

6.4. All sums payable by you under this Agreement are subject to any applicable tax, levy, or similar governmental charge, including value added or sales tax which we shall add at the applicable rate for the country the event takes place in.

6.5. All sums due under this Agreement shall be paid in full without any set-off, counterclaim, deduction or withholding (other than any deduction or withholding of tax as required by law).

6.6. If any registration fees due have not been paid when they are due, we reserve the right to cancel your registration without warning at any time prior to the first date of the event. If we do not exercise our rights of cancellation prior to the event, delegates whose registration fees have not been paid by the start of the event shall be required to pay on-site to gain entry.

6.7. Notwithstanding any other right or remedy we may have, if you breach this clause 6, we may terminate this Agreement immediately by giving you written notice.

7. Data Protection

7.1. To the extent that you provide us with Personal Data under this Agreement, we shall process such Personal Data as an independent Data Controller and in accordance with ECPR’s Privacy Notice.

7.2. In the run up to and during the event, ECPR will be sending emails to inform you of important information relating to the event, such as changes to the programme or reminders.

7.3. Where necessary, we may share your data with the UNODC for security clearance and whilst booking group accommodation at OeAD.  

8. Intellectual Property

8.1. Any and/or all IP in the event materials shall be our sole and exclusive property (or the appropriate third-party owner(s), if any) and you shall not acquire any rights in such event materials, including any developments or variations of them. Nothing in this Agreement grants you any IP rights in the event materials. You agree not to reproduce, sell, and/or copy (in whole or in part) the event material, except for purposes of post-event references. If you would like to use the event materials for anything else, please email sgconference@ecpr.eu.

8.2. You must own the copyright to any materials you submit or have proof of permission for using any content therein that was not originally created by the attendee. Papers uploaded for the event are made available only to the event’s attendees via our event platform. All materials submitted remain your property and can be deleted at any time by you.

8.3. We may record all events in the form of photography, filming, and audio recording. We may also record interactions such as discussions in workshops, roundtables, and presentations. We may use this media on our websites, social media channels and print materials (reports, banner stands, posters, etc). Images published on social media might be reused or reshared by others, which would adversely affect our ability to fully honour your Article 17 Right to Erasure in respect of those images. In some cases, a close-up of a person or group of people may be used; We 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. You are not permitted to film or record the event or any part of it.

9. Term and Termination

9.1. This Agreement shall be effective from (and including) the day that we confirm your booking until (and including) the last day of the event (‘Term’).

9.2. We may terminate this Agreement with effect at any time immediately by giving you 15 days’ prior written notice.

9.3. We shall be entitled to terminate this Agreement in accordance with clauses 6.7 (Registration Fees and Payment) and 10.4 (Force Majeure).

10. General

10.1. Notices. All notices under this Agreement shall be in writing and shall be sent to the email address specified by you. The notice shall be deemed to have been given if sent by email within 12 hours of delivery to the sender’s ISP provided within that time no notice of delivery failure has been received.

10.2. Opinions. The views and opinions of invited speakers at the event are not those of ECPR. ECPR does not certify the accuracy of information provided by speakers. Being invited to present at ECPR events does not constitute or imply endorsement or recommendation by ECPR of the speaker’s business or organisation.

10.3. Disputes. If a dispute arises between us out of or in connection with this Agreement, we shall negotiate in good faith to resolve the dispute. This clause shall not restrict either you or us from initiating any proceedings in respect of a matter where either party has reasonable cause to do so to avoid damage to its business or to protect or preserve any right of action it may have, or from applying for or obtaining emergency or interlocutory relief.

10.4. Force Majeure. We shall not be liable to you for any delay or failure to perform hereunder due to a natural disaster, actions or decrees of governmental bodies, communicable disease, epidemic, any curtailment to or cancellation of public transport, strikes or walkouts, acts or threats of terrorism or civil unrest, communications line failure or any other reason which (a) hinders, delays or prevents us in performing any of our obligations, (b) is beyond our control of without our fault or negligence, and (c) by the exercise of reasonable diligence we are unable to prevent or provide against (‘Force Majeure Event’). In such circumstances, we shall be entitled to a reasonable extension of the time for performing such obligations. If the period of delay or non-performance continues for 30 or more calendar days, we may terminate this Agreement by giving you five business days written notice. In such circumstances we reserve the right not to refund your registration fees and advise that insurance should be taken to cover such eventualities. A Force Majeure Event shall not entitle you to delay payment of any sums under this Agreement.

10.5. You are responsible for making your own way to the venue for the event, and you shall remain liable for all payments under this agreement irrespective of any failure of transport or other reason why you are unable to attend the event.

10.6. Third party Rights. Unless expressly stated, no provision of this Agreement is enforceable by, or intended to benefit, any person who is not a party to this Agreement.

10.7. Amendments and changes. We may revise our Agreement from time to time and will post the most current version on our website as soon as possible after the revised Agreement become effective. For this reason, please check our website regularly.

10.8. Severability. If any provision of this Agreement is held by a court to be unenforceable, then that provision shall be deemed to be amended to the extent necessary, and in a manner consistent with the intentions of the parties, to make it and the Agreement fully enforceable. The unenforceability of any provision of this Agreement shall not affect the remaining provisions.

10.9. No Waiver. A delay in exercising, or failure to exercise, any right or remedy in connection with this Agreement shall not operate as a waiver of that right or remedy. The waiver of a right to require compliance with any provision of this Agreement in any instance shall not operate as a waiver of any further exercise or enforcement of that right. The waiver of any breach shall not operate as a waiver of any subsequent breach. No waiver in connection with this Agreement shall, in any event, be effective unless it is in writing and refers expressly to this clause.

10.10. Further assurance. Each party shall do and execute, or arrange for the doing and executing of, any act and/or document reasonably requested of it by any other party to implement and give full effect to the terms of this Agreement.

10.11. Remedies cumulative. The remedies under this Agreement are cumulative and no remedy is exclusive of any other remedy except as expressly stated.

10.12. Status of parties. Nothing in this Agreement shall create or be deemed to create a partnership or joint venture or relationship of employer and employee or principal and agent between the parties.

10.13. We will not be liable to you, or any other person making a booking or attending an event in your place, for any loss or damage, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, even if foreseeable, arising under or in connection with:

10.13.1. Cancellation, including any expenses incurred by you in arranging attendance at an event;

10.13.2. Change;

10.13.3. Loss of profits, sales, business or revenue;

10.13.4. Loss of anticipated savings;

10.13.5. Loss of use or corruption of software, data or information;

10.13.6. Business interruption;

10.13.7. Loss of business opportunity, goodwill or reputation;

10.13.8. Any indirect or consequential loss or damage; or

10.13.9. Loss resulting from reliance or action or failure to act based on material delivered at the event.

10.14. Nothing in these terms shall limit or exclude our liability for: (a) death or personal injury caused by our negligence, or the negligence of our employees, agents or subcontractors (as applicable); (b) fraud or fraudulent misrepresentation; or (c) breach of the terms implied by section 12 of the Sale of Goods Act 1979 or section 2 of the Supply of Goods and Services Act 1982.

10.15. Subject to Clause 10.13: (a) we shall not be liable to you, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, for any loss of profit, or any indirect or consequential loss arising under or in connection with any contract between us; and (b) our total liability to you for all other losses arising under or in connection with any contract between us, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, shall be limited to the sum paid by you for any tickets to that event.

10.16. Entire Agreement. This Agreement sets out the entire understanding of the parties in relation to their subject matter and supersede any prior understanding or agreement between the parties whether oral or written. Nothing in this Agreement shall, however, limit or exclude any liability for fraud or fraudulent misrepresentation.

10.17. Governing Law and Jurisdiction. This Agreement and any dispute or claim arising out of or in connection with it whether in contract, tort (including negligence), breach of statutory duty or otherwise shall be governed by, and construed in accordance with, the laws of England, and shall be subject to the exclusive jurisdiction of the English courts.

10.18. Certificate of Attendance. A Certificate of Attendance is issued automatically to participants who have a role within the event and have had their badge scanned at the registration desk. We reserve the right to withhold the issue of Certificates of Attendance.