1. Interpretation and Definitions
In this Agreement:
I. This Agreement means the registration application provided at ipra-cee.com, booking form or on-site registration and these Conference Terms and Conditions.
II. Event means the 2nd IPRA CEE Regional Conference to be held in Sofia, Bulgaria on 6th November 2013 to 19 April 2013.
III. Organizer United Partners, a company registered in Sofia, Bulgaria, with its place of business at 120 Kiril I Metodii Str., Sofia 1202, Bulgaria
IV. Conference Manager means a representative of the Organizer to manage the conference logistics of the Event.
V. Venue means the Hilton Conference Center
VI. Registrant and Delegate. Registrant means any person registering to attend the conference. Once payment of all the agreed fees has been received, the Registrant will become a Delegate.
VII. Registration Form means the online individual registration page.
2. Agreement
2.1 By completing and submitting the Registration Form or checking “I have read and agree to the Conference Terms and Conditions” on the Registration Form, Delegate agrees to accept and abide by this Agreement and all amendments thereto and decisions of the Conference Manager and Organizer. The Registration Form becomes a binding agreement between Organizer and Registrant once the Registrant submits the Registration Form. The individual who accepts the terms of this Agreement on behalf of a Delegate warrants that he or she is authorized to enter into agreements that are binding on the Delegate(s).
3. Role of Conference Manager
3.1 The Conference Manager is acting as authorized representative of and for the Organizer under this Agreement in managing all aspects of the conference.
1. Registration Guidelines
1.1 Registration to attend the conference must be made via the online registration page at ipra-cee.com, which must be completed in full online, or on-site. No alterations to these Conference Terms and Conditions can be accepted without the signed written consent of the Organizer. Submission of Registration Form shall not be deemed as automatic registration for the Event. A confirmation of registration will be issued by the Conference Manager upon acceptance of the Registration Form and once receipt of payment has been verified.
1.2 Registrations must reach the Conference Manager no later than 5 November 2013. Registrations received by the Conference Manager after 5 November 2013 will not be processed and the Registrant should proceed with on-site registration during the Event’s official registration opening hours.
1.3 On the receipt of the Registration Form by the Conference Manager, the Registrant shall be bound by these Conference Terms and Conditions. The Organizer shall have the full power to interpret and amend these Conference Terms and Conditions, provided that it provides notice of such amendments to any Registrants or Delegates who may be affected by the amendment(s).
2. Payment Terms
2.1 Any Registration Form received without payment in full will not be processed until payment is received.
2.2 Individual Registrants must pay online via credit card or bank transfer in order to confirm their booking.
2.3 All the payments via epay are in BGN and if the amount is in EUR, than it will be charged in BGN according to the Bulgarian National Bank exchange rate 1 EUR = 1.95583 BGN.
3. Costs
3.1 The Delegate will be charged and will pay the Venue directly for all goods and services not included in the Delegate package.
3.2 The Delegate shall be responsible for paying for the Delegate’s own costs and expenses for attending the Event, including meals, travel and hotel accommodation. The Organizer will not accept any invoices or charges for any costs and expenses incurred by the Registrant or Delegate.
4. Cancellation by Delegate
4.1 Should a Delegate wish to cancel attendance, notice must be sent in writing by the Delegate to the Conference Manager on or before 20 October 2013. Cancellation will be deemed to have occurred when written notification has been received by the Conference Manager.
4.2 An administration fee of the amount set out below shall be payable by the Delegate and deducted from any refund for cancellation of attendance:
4.3 No refunds will be made for any cancellation received after 20 October 2013. Delegate agrees that this is a genuine pre-estimate of the loss and damage incurred by Organizer.
4.4 Refunds, if any, will be reimbursed 60 days after the Event.
5. Prohibition of Transfer
5.1 The rights of the Delegate are not transferable or assignable to any other person without the prior written consent of the Conference Manager. Once written consent has been given, the Delegate may transfer their registration to another person within their company.
5.2 The Conference Manager reserves the right to refuse passage and attendance to the Event, to a replacement individual who is not the named Delegate where consent has not been given in accordance with the provisions of this clause.
5.3 No transfers will be accepted after 20 October 2013.
6. Postponement, abandonment or speaker cancellation
6.1 None of the Organizer, Conference Manager, nor Venue are responsible for any loss occurred due to cancellation, abandonment, postponement or curtailment in whole or in part of the Event.
6.2 If the Organizer has to alter the content or timing of the Event, including the conference or exhibition portions, for any reason whatsoever, the Organizer is not liable to refund Registrant or Delegate fees or pay for additional costs incurred by the Delegate.
6.3 The Delegate shall not have any claim against the Organizer, Conference Manager, or Venue in respect of any loss or damage consequent upon the failure for whatever reason to hold the Event, or of the Venue(s) at which the Event, or any portion of the Event, is scheduled to take place becoming wholly or partially unavailable for the holding of the Event. It shall be solely at the discretion of the Organizer, if, in its judgment by re-arrangement or postponement of the period of the Event, or any portion of the Event, or by substitution of another Venue(s) for the holding of the Event, or any other reasonable manner, the Event, or any portion of the Event, can take place.
7. Insurance
7.1 Registration fees do not include insurance of any kind. It is strongly recommended that all Delegates take out an adequate insurance policy. The policy should include loss of fees through cancellation of participation in the Event, or through cancellation of the Event, or any portion of the Event, loss of international/domestic air fares through cancellation for any reason, loss of tour monies through cancellation for any reason including airline or related services strikes, failure to utilize tours or pre booked arrangements due to airline delay, Force Majeure or any other reason, medical expenses, loss or damage to personal property, additional expenses and repatriation should travel arrangements have to be altered.
7.2 None of the Organizer, Conference Manager, nor Venue can take any responsibility for any Delegate failing to arrange its own adequate insurance.
8. Compliance
8.1 The Delegate shall comply with all Venue regulations, health and safety and other regulatory requirements and any and all applicable Government rules and regulations.
8.2 The Delegate must comply with any reasonable instructions given by the Venue or any other authorized authority regarding fire or other emergency precautions.
8.3 The Delegate shall not do anything which in the Organizer’s reasonable opinion is or may be prejudicial, defamatory, dangerous, harmful or otherwise in contravention of what was envisaged under this Agreement.
8.4 The Organizer reserves the right to exclude or remove from the Event any person whose presence or action, in the opinion of the Organizer, is or is likely to be undesirable or may put the safety and wellbeing of the other Delegates, or Event sponsors or staff at risk.
9.1 The Conference Manager will make every effort to operate all activities and events according to the confirmed services. Deviation from a pre-agreed program is sometimes necessary depending on local factors, including weather, road conditions, flights or other factors beyond the Organizer’s control. However, this will be done only if necessary and the Delegate will be informed in advance when possible. The Organizer reserves the right to amend, modify, substitute, cancel or reschedule itineraries if deemed necessary.
9.2 Should the activity date selected not achieve the minimum number of participants required in order to run the activity, the Conference Manager will notify the Delegate in advance and suggest an alternative. If the alternative activity is not suitable to the Delegate, a refund will be made in full.
10. Limitation of Liability
10.1 The Delegate agrees that his/her participation in the Event is wholly at his/her own risk (including risk to property and persons). Subject to Clause 12.2, none of the Organizer, Conference Manager, Venue nor any Event sponsor or exhibitor, warrant or guarantee and specifically exclude from any liability to the Delegate in relation to:
i. any difference between estimated and actual number of visitors to the Event or any portion of the Event;
iii. timeliness or quality of services, or failure or deficiency in provision of services, that are the responsibility of the providers and operators of a Venue for the Event;
iv. cancellation, postponement, part time opening or relation of the Event either as a whole or in part, subject to clause 10.2 below;
v. cancellation or postponement of any speakers or other representatives scheduled to appear at the Event (or which the Delegate has been notified may appear the conference portion of the Event). The Organizer has the right to substitute speakers at the Event without any prior notice; and
vi. any event or circumstance outside the Organizer’s control, including, but without limitation, to any delay, failure or interruption resulting directly, or indirectly from industrial action, blackout, fire, war, explosion, terrorism, SARS or other virus, civil or military unrest, government sanction, pandemic, or ministerial action having the force of law, earthquake, flood, or labor dispute, which impacts upon, prevents or limits the operation of the Event, or any portion thereof, or performance of Organizer’s obligations under this Agreement.
In all such circumstances, the Organizer is entitled to retain all moneys paid by the Delegate.
10.2 The Organizer, Conference Manager, and Venue and Event sponsors:
i. exclude from this Agreement all terms, warranties, conditions and guarantees implied or imposed by law, to the fullest extent permitted by the laws of Bulgaria;
ii. exclude all liability for injury to or death of the Delegate; and
iii. exclude all liability for any indirect, special, economic or consequential loss or damage or loss of revenue, profits, goodwill, bargain or opportunities or loss of anticipated savings incurred or suffered by the Delegate.
10.3 To the extent of any liability to the Delegate which is not able to be excluded at law, the Organizer, Conference Manager, Venue and Event sponsors and exhibitors limit their aggregate combined liability to an amount that does not exceed the fees paid under this Agreement, in respect of any liability under or in relation to this Agreement, the performance of this Agreement or any activity contemplated by this Agreement, whether for breach of contract, tort (including without limitation negligence) or under any statute or otherwise.
11. Indemnification
11.1 The Delegate indemnifies each of the Organizer, Conference Manager, Venue and Event sponsors and exhibitors against all suits, claims, cost, loss, expense, damage and liability which they or any one of them may suffer or incur arising from any loss or damage to property and/or injury to or death of any person whatsoever (including any Delegate, member of the public, agent or contractor) however caused by any act, omission or default of the Delegate, and/or breach by the Delegate of any obligation or warranty under this Agreement.
12. General
12.1 This Agreement is governed by the substantive laws of Bulgaria.
12.2 Waiver by Organizer of a breach of this Agreement, or of any rights created by or arising under this Agreement, must be in writing and signed by the Organizer and variation, and variation of any part of this Agreement must be in writing and signed by the Organizer to be effective.
12.3 Nothing in this Agreement will be construed to place the parties in the relationship of partners, joint ventures or fiduciaries, nor may either party act as agent for the other.
12.4 No statement or representation about the Event or otherwise concerning the subject matter of this Agreement may be relied upon by the Delegate unless expressly set out in this Agreement to the extent permitted at law.
12.5 The Delegate may not assign its rights or obligations under this Agreement.
12.6 The Conference Manager, Venue and Event sponsors and exhibitors may rely on each of the covenants, agreements, exclusions, releases and indemnities given or made under this Agreement as if each were a party to this Agreement and each is an intended third party beneficiary of this Agreement.
12.7 This Agreement is subject to the provisions of any applicable law which cannot be excluded and any invalid, unenforceable, or void part will be severed to the extent invalid, unenforceable, or void and the remainder will remain in full force and effect.
12.8 The Delegate consents under all applicable privacy laws, to the disclosure of all of the Delegate contact information to contractors appointed by the Organizer to assist in the organization or management of the Event, and to use of such contact information by the Organizer for the purpose of informing the Delegate of other products services and events promoted by the Organizer, the Conference Manager, or any of their respective related bodies corporate. The Delegate may obtain details of the information the Organizer holds about it, or request in writing that related contact information should not be used.
1. Rates and Dates
1.1 The Organizer has negotiated preferential rates at Hilton Hotel Sofia.
1.2 These rates are valid for stays 5-7 November. Should the guest require arrival and/or departure outside these dates, the hotel has the right to apply their standard rack rates.
1.3 These preferential rates only apply to fully registered Delegates.
1.4 All rates published are subject to applicable local taxes.
1.5 Meals are not included except where specified by the hotel.
1.6 The Organizer strongly recommends that interested persons register and request accommodation as soon as possible to increase their chance of securing their hotel preference. Should the selection no longer be available, a member of the Conference Manager’s team can propose suitable available alternatives.
2. “On Request” Rooms
2.1 Hotel reservations are taken on a first-come, first-served basis and are allocated from the Event negotiated room blocks. If the negotiated room blocks or dates do not meet your needs or preferences, contact the Conference Manager’s hotel department so they may assist you.
3. Conference Registration, Cancellation and Replacement
3.1 Cancellation of registration may result in revocation of any preferential rates received.
3.2 Should the Delegate wish to transfer the registration to a colleague, the Delegate must inform the hotel and Conference Manager.
4. Hotel Confirmations
4.1 Hotel preliminary confirmations will only be issued upon receipt of complete payment of registration fee.
5. Hotel Payment
5.1 The hotel will contact the Delegate to request credit/debit card details as guarantee of the booking. Once the card is successfully verified, the hotel will confirm the reservation, directly to the Delegate.
5.2 Hotel reservations will not be fully confirmed unless guaranteed to the hotel either by credit/debit card or by any other medium accepted by the hotel. All Delegates will be required to pay for their stay, meals, any extras and incidentals, directly to the hotel upon check-out.
5.3 In case of credit/debit card unsuccessful verification, the Organizer will endeavor to contact the Delegate to resolve any issue prior to automatically cancelling their hotel reservation.
6. Hotel Cancellations and Amendments
6.1 Please refer to hotel booking Terms and conditions.
6.2 For further information on Event hotels and reservations, contact: Alexandra Yankulova
alexandra.yankulova [at] hilton.com
© IPRA Central & Eastern Europe 2013, iDEAworx
