Terms & Conditions
This page lists the Terms and Conditions applying to the EHMA 2022 Annual Conference, hereinafter the ‘Event’, taking place on 15 – 17 June 2022 in Brussels, Belgium organised by the European Health Management Association ASBL, hereinafter ‘EHMA’. These Terms and Conditions also apply to any and all Conference pre- and post-programme activities and social activities connected to the Event programme. EHMA agrees to accept registrations and bookings for the Event based on compliance with these Terms and Conditions.
In these Terms and Conditions, references to ‘Delegates’ shall include any and all individuals who register independently or are registered by a third party through the Event registration form. The registering person has the responsibility to ensure that the registered Delegate is aware of and complies with these Terms and Conditions. By means of the registration, Delegates agree to comply with these Terms and Conditions.
The registration service is provided by the European Health Management Association (EHMA) ASBL, Rue Belliard 15-17, 1040 Brussels, Belgium, registration number 0598968565.
By registering to the Event, Delegates agree to complete the online registration form with current, complete and accurate information. EHMA reserves the right to reject any bookings at its absolute discretion.
EHMA shall provide the Event at the time and dates set out in the registration form. However, EHMA can, at its absolute discretion, make changes to the times, dates, contents, programme or any other details of the Event.
EHMA shall organise and deliver the Event in full compliance with any official standing laws and regulations of the hosting country – Belgium and Région de Bruxelles-Capitale – concerning COVID-19 at the time of the Event. EHMA shall monitor continuously the evolution of local COVID-19 regulations. Should the COVID-19 regulations prevent EHMA from delivering the Event in-person, the cancellation shall be considered caused by force majeure. EHMA shall immediately inform delegates and will deliver the Event online.
Delegates agree to comply with these Terms and Conditions, to pay the fee listed in the registration form and connected invoice, all applicable laws and regulations relating to the Event and the venue.
Delegates attending the Event in-person must fully comply with any safety measures required by EHMA, the venue and any competent authorities concerning COVID-19. Failure to comply may result in the Delegate being denied the participation to the Event.
COVID-safety measures and booking with confidence
EHMA will regularly update the information regarding the safety measures adopted and required by all Delegates attending the Event in-person (e.g. CovidSafe ticket, use of masks, social distancing, etc.).
If the Event in-person was to be cancelled due to COVID-19 regulations, the cancellation shall be considered caused by force majeure. EHMA shall immediately communicate the cancellation to all Delegates. EHMA shall deliver the Event online. All Delegates’ in-person registrations shall be transferred to online tickets. The difference of cost from in-person to online fee shall be reimbursed to the Delegates. Social dinner fees will be refunded.
Delegates shall book their flights and accommodation independently. EHMA recommends Delegates to prefer flexible and refundable tickets and accommodation options. Should the in-person Event be cancelled or should Delegates be unable to attend the Event due to COVID-19 restrictions, EHMA declines any and all responsibilities over the cost for travel and accommodation incurred in by Delegates.
If a Delegate cannot attend the in-person Event due to positive testing to COVID-19, EHMA will substitute the in-person ticket with an online access or refund the participation fee upon provision of relevant medical certificate.
Delegates shall pay their registration fees by either credit card via Stripe or bank transfer, as per details provided in the invoice. All amounts payable are to be paid free and clear of currency control restrictions, bank charges, fees, duties or other transactional costs, for which delegates are responsible.
While EHMA tries to ensure that all prices displayed and quotes are accurate, errors may occur. If EHMA discovers an error, EHMA shall inform the Delegates as soon as possible and give the option of confirming the booking at the correct price or cancelling the contract. If Delegates do not respond after three attempts of contact, EHMA will treat the booking as confirmed at the correct rate communicated, and these Terms and Conditions will enter into force.
Transfers, Cancellation & Refunds
Registrations are not considered as confirmed until the full payment has been received by EHMA. Only upon receipt of the payment, EHMA will confirm the Delegate registration in writing and provide Delegates access to the Event.
Delegates may transfer their booking to another delegate at any time upon written notice to [email protected]
Delegates have the right to cancel their registration at any time with a clear written statement to [email protected].
If Delegates decide to exercise their right of cancellation by Monday, 18 April 2022 (included), the Event fee will be refunded, less an administrative charge of €50, or a credit note will be issued for the unpaid invoice raised.
If Delegates decide to exercise their right of cancellation after Monday, 18 April 2022, there will be no entitlement to any refunds and the invoice raised connected to the booking will be due in full.
Cancellation policy summary
Until 18 April 2022 – Full refund, less administrative charge of €50, or a credit note is issued
After 18 April 2022 – No refund and invoice raise due in full
Use of Materials
Delegates agree not to reproduce, copy or translate any of the Event materials or create derivative works from them or modify them or in any way commercially exploit them without EHMA’s prior written consent. Delegates agree to refrain from live streaming or webcasting any and all Event sessions without prior written permission from EHMA.
EHMA’s Liability and Disclaimer
EHMA shall not be liable for the cancellation of the Event due to ‘force majeure’ (e.g. natural disaster, outbreak of severe contagious epidemic, major strikes, failure of transportation, acts of war, terrorism, government orders or regulations, etc.). EHMA shall not be liable for any loss of profits, business or any other indirect or consequential loss. Nothing in this contract shall be taken to exclude or limit EHMA’s liability for death, personal injury, fraudulent misrepresentation or where such exclusion or limitation of liability is otherwise not permitted by the law.
EHMA provides no warranty as to the accuracy of the content of the Event and Delegates’ use of or reliance on such content is entirely at their own risk. Descriptions or references to a product or publication within the Event does not imply endorsement of that product or publication and to the fullest extent permitted by the law, the Event is provided on an “as is” basis without any guarantees, conditions or warranties as to accuracy. Further, EHMA makes no (and expressly excludes all) conditions, representation or warranties, expressed or implied, whether by statute, common law, or otherwise, to the greatest extent permitted by the law.
Delegates agree to indemnify EHMA (cover all EHMA losses) against any and all expenses, losses, liabilities, damages or costs incurred or suffered by EHMA in relation to any claims or proceedings which arise in any way from Delegates’ participation or attendance to the Event or from any breach of these Terms and Conditions, including but not limited to any damages suffered by the venue as a result of an act or omission by Delegates.
Privacy and Data Protection
By registering to the Event, Delegates enter their personal information (Personal Data) in the database of EHMA. EHMA collects and stores Personal Data for the preparation and implementation of the Event.
It may be necessary for EHMA to transfer some or all of Delegates’ Personal Data as provided in the registration form to third parties associated with the provision of the Event. By registering for the Event, Delegates agree with EHMA transferring some or all of Delegates’ Personal Data as deemed appropriate and to the processing of such Personal Data in accordance with these Terms and Conditions.
EHMA does not sell Delegates’ Personal Data to third parties. To protect the safety of personal information, EHMA servers and network are protected by firewalls against unauthorised access. Only authorised employees are permitted to access Personal Data to performing their duties in respect of the services.
The application of these Terms and Conditions enters into effect from the finalisation of the Delegates’ registration online until the day after the Event. The obligations linked to the registration will remain into effect until any and all obligations are respected.
Questions and complaints
To contact EHMA in relation to these Terms and Conditions, please email federica[email protected]. Ay complaints may be sent in writing to [email protected]. Each complaint will be assessed individually and the final decision will be notified to the plaintiff in writing.
These Terms and Conditions may be subject to change.
First published on 28 January 2022