These Terms & Conditions for delegates apply to every person registering as a regular delegate for the IDF-PRIMER-2023, to be held in Bengaluru, India from 11th to 13th August 2023 (hereafter referred to as “the conference”), organised by the PRIMER (hereafter referred to as “the conference organisers”).
All references to a date or a deadline, mentioned in these terms and on other conference documents, refer to the Indian Standard Time Zone (IST).
CONFERENCE REGISTRATION :
Only fully completed registration forms will be accepted. An invoice will be sent after the receipt of your registration, a confirmation of payment will be sent upon receipt of payment in full. If the full payment has not been received before the deadline indicated, the registration will remain valid, however the due fee will be increased according to the payment period (early/regular/on site).
To be able to register as a student or postgraduate trainee, individuals must present proof of fulltime enrolment at a recognised university or college or an according programme (i.e. student ID, confirmation of head of department, etc.) either by mail at the time of pre-registration or during the on site registration process.
The registration fee for delegates, students and postgraduate trainees, includes entry to all conference sessions, the exhibition and poster area, the networking mixer, the opening session and the closing session, provided that sufficient seating space is available. Please note that the security personnel of the conference centre are responsible for granting or denying access to conference halls in case of overfilling, according to room capacities and national legislation. The conference organiser cannot guarantee available space in every session.
The conference organisers cannot guarantee that a conference bag and other conference materials will be available for late registrations. All conference materials will be distributed on-site.
If the maximum delegate capacity is reached, the conference organisers reserve the right to refuse additional registrations.
REGISTRATION CONFIRMATION/RECEIPT : A registration confirmation/receipt will be sent by email after the online registration, a related payment and any necessary documents have been received by the registration department. Delegates may be requested to present this registration confirmation/receipt at the registration counter as proof of their registration and payment.
METHODS OF PAYMENT :
Payments should be made in advance and in INR only, using a credit/debit card or UPI/Wallet or by bank transfer.
All bank fees and money transfer costs must be paid by the transmitter. Any negative balance will be collected on site. Indicate the registration number and the delegate’s full name as a reference on all bank transfers.
REGISTRATION NAME CHANGE : A handling fee of Rs. 2000/– will be charged for every name change to an existing conference registration. A new registration form for the substitute delegate should NOT be submitted. Name changes will be accepted by email indicating the old and new names including the required contact details until August 08, 2023. After this date, all name changes must be carried out on-site and paid directly.
CANCELLATION POLICY :
Notice of cancellation (e.g. in case of sickness, lack of funding or any other personal reasons) must be made in writing by email to the IDF-PRIMER-2023 Conference Secretariat. The notification must include all relevant information regarding the bank account to which a possible refund may be remitted. The cancellation will not be effective until a written acknowledgement from the IDF-PRIMER-2023 Conference Registration Department is received.
Registration fees may be refunded as follows:
Written cancellation received:
– before August 1, 2023: 50% refund
– after August 1, 2023: no refund
The date of the email receipt date will be the basis for considering refunds. Please indicate your bank details on your written cancellation. Refunds will be made after the conference.
In the case of over-payment or double payment, refund requests must be made in writing and sent to the IDF-PRIMER-2023 Conference Secretariat, by email.
No refunds will be granted for unattended events or early termination of attendance, in case of cancellation of speakers, lack of space in the conference room or any other incidents during the conference, which are beyond the control of the conference organisers.
By registering to the IDF-PRIMER-2023 participants agree that neither the organising committee nor the congress office assume any liability whatsoever. Participants are requested to make their own arrangements for health and travel insurance. The conference fee does not include insurance.
CANCELLATION OF THE CONFERENCE :
In the event that the conference cannot be held or is postponed due to events beyond the control of the conference organisers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the conference organisers, the conference organisers cannot be held liable by delegates for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, costs for additional orders, financial losses, etc.
Under these circumstances, the conference organisers reserve the right to either retain the entire registration fee and to credit it for a future conference, or to reimburse the delegate after deducting costs already incurred for the organisation of the conference and which could not be recovered from third parties.
MODIFICATION OF THE PROGRAMME : The conference organisers reserve the right to modify the programme. No refunds can be granted in case of cancellation of speakers, lack of space in the conference room or any other incidents during the conference which are beyond the control of the conference organisers.
LOST NAME BADGE : The conference name badge must be worn at all times during the conference. Access to the conference venue will not be granted without the name badge issued by the conference organiser. If a delegate loses, misplaces or forgets the name badge, a handling fee of Rs. 1000/- will be charged for a new name badge. Upon handing out a new name badge, the lost badge will be deactivated and become invalid.
LETTER OF INVITATION :
Individuals requiring an official Letter of Invitation from the conference organisers can request one through the online registration form or by contacting the IDF-PRIMER-2023 Conference Secretariat. To receive a Letter of Invitation, delegates must first register to the conference and submit any necessary data, as stated on the online form.
The Letter of Invitation does not financially obligate the conference organisers in any way. All expenses incurred in relation to the conference, the registration and the attendance are the sole responsibility of the delegate.
DATA PROTECTION AND SHARING OF CONTACT DETAILS :
The protection of your data and the observance of your right of informational self-determination with regard to the collection, processing and use of your personal data are important to us.
The PRIMER will collect and store all personal data for the preparation and execution of the IDF-PRIMER-2023.
In order to facilitate border entry and visa applications, the PRIMER will share contact details of concerned delegates with Indian immigration authorities.
The PRIMER periodically performs e-mailings to delegates on behalf of third parties regarding activities at the conference or other communications, which may be of interest. Email contact details of delegates will not be passed on to third parties. Participants may opt out of these emails at any time. This will not affect official correspondence from the conference secretariat.
A number of exhibitors will be using a lead retrieval system linked to the participant data base and may ask you to scan your badge in order to obtain your contact information. This information contains postal address, email and phone number as provided during the registration process. Scanning of your badge should always happen on a voluntary basis. Please do report any misuse of the scanning device to the exhibition management.
LIABILITY : The conference organisers shall be held liable in the framework of a duty of care as a respectable businessman according to statutory provisions. The liability of the conference organizers – for whatever legal reason – shall be limited to intent and gross negligence. The liability of commissioned service providers shall remain unaffected by this. The delegate shall take part in the conference at his/her own risk. Oral agreements shall not be binding if these have not been confirmed in writing by the IDF-PRIMER-2023.
FULFILMENT AND JURISDICTION :
The terms of this contract shall be fulfilled in Bengaluru, India and, in the event of any legal claims arising from either party, Bengaluru, India shall be the sole court of jurisdiction.