Terms and Conditions

GENERAL TERMS & CONDITIONS FOR PARTICIPANTS

Definitions
These terms & conditions for delegates apply to every person registering for the 5th Quadrennial Meeting of The World Federation of Neuro-Oncology Societies (WFNOS 2017), to be held in Zurich, Switzerland from May 4 - 7, 2017 (hereafter referred to as “the congress"), organized by the WMA Kongress GmbH (hereafter referred to as “the congress organizers”).

All references to a date or a deadline, mentioned in these terms and on other congress documents, refer to the Central European Time Zone (CET).

Congress 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 register as a PhD student, resident or trainee, individuals must present proof of fulltime enrolment at a recognized university or college or an according programme (i.e. student ID, confirmation from the head of department, etc.) either by fax at the time of pre-registration or during the onsite registration process.

The registration fee for delegates and students includes entry to all congress sessions, industry sponsored symposia, the industry exhibition and poster area, the networking event. Please note that the security personnel of the congress centre are responsible for granting or denying access to congress halls in case of overfilling, according to room capacities and national legislation. The congress organiser cannot guarantee available space in every session.

Parents/guardians of children agree to take full responsibility for them while at the congress site or a networking event.

The congress organisers cannot guarantee that a congress bag and other congress materials will be available for late registrations. All congress materials will be distributed on-site.

If the maximum delegate capacity is reached, the congress 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
All fees include 8% VAT according to Swiss tax law. Payments should be made in advance and in EURO only, using a credit card 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 /  or invoice number and the delegate's full name as a reference on all bank transfers.

Registration name change
A handling fee of EUR 20.- will be charged for every name change to an existing congress registration. A new registration form for the substitute delegate should NOT be submitted. Name changes will be accepted by email or fax indicating the old and new names including the required contact details until April 10, 2017. After this date, all name changes must be carried out on-site.

Cancellation policy
Notice of cancellation must be made in writing by email or fax to the WFNOS 2017 congress office. The notification must include all relevant information regarding the bank account to which a possible refund may be remitted (incl. IBAN and BIC). The cancellation will not be effective until a written acknowledgement from the WFNOS 2017 registration department is received. Registration fees may be refunded as follows:
Written cancellation received:   

  • until January 22, 2017: 75% refund
  • between January 23 and March 19, 2017: 25% refund
  • after March 19, 2017: no refund

The date of the email receipt date or fax ID will be the basis for considering refunds. Refunds will be made after the congress.

In the case of over-payment or double payment, refund requests must be made in writing and sent to the WFNOS 2017 registration department, 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 congress room or any other incidents during the congress which are beyond the control of the congress organizers.

By registering to the WFNOS 2017 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 congress
In the event that the congress cannot be held or is postponed due to events beyond the control of the congress organisers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the congress organisers, the congress 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 congress organisers reserve the right to either retain the entire registration fee and to credit it for a future congress, or to reimburse the delegate after deducting costs already incurred for the organisation of the congress and which could not be recovered from third parties.

Modification of the programme
The congress organisers reserve the right to modify the programme. No refunds can be granted in case of cancellation of speakers, lack of space in the congress room or any other incidents during the congress which are beyond the control of the congress organisers.

Lost name badge
The congress name badge must be worn at all times during the congress. Access to the congress venue will not be granted without the name badge issued by the congress organiser. If a delegate loses, misplaces or forgets the name badge, a handling fee of EUR 50.- 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 congress organisers can request one through the online registration form. To receive a letter of invitation, delegates must first register to the congress and then submit any necessary data, as stated on the online form.

The letter of invitation does not financially obligate the congress organisers in any way. All expenses incurred in relation to the congress, the registration and the attendance are the sole responsibility of the delegate.

Visa requirements
It is the sole responsibility of the delegate to take care of his/her visa requirements. Delegates who require an entry visa must allow sufficient time for the application procedure. Delegates should contact the nearest Swiss embassy or consulate to determine the appropriate timing of their visa applications. Note: Swiss embassies and consulates-general are independent decision-making agencies for visas, sometimes after specific checks have been made with other Schengen countries. You cannot appeal against the rejection of a visa application; neither can the WFNOS 2017 organising office intervene on your behalf in case of a rejection or to speed up the procedure.

Delegate registration details will be shared with the Swiss immigration authorities on request to assist in the immigration process. However, the congress organisers and/or the WFNOS 2017 registration department will not directly contact embassies and consulates on behalf of visa applicants.

The registration fee minus a handling fee of EUR 25.- will be refunded after the congress if the visa was applied for in time and proof is shown that a visa could not be granted even though all requested documents were submitted. Refund requests must be made in writing and sent to the WFNOS 2017 registration department, by email, no later than April 10, 2017, after which requests for such refunds cannot be taken into consideration.

Travel-health insurance
As part of a Schengen visa application, individuals must have travel-health insurance for the duration of their stay in the Schengen zone. This insurance can be obtained from any approved insurer. Individuals need to check with the responsible Schengen embassy/consulate for a list of approved insurers available in their country.

Individuals must have insurance for their entire stay in the Schengen zone and therefore are encouraged to ensure and pay for the correct number of days. The Schengen visa will only be given for the dates that are covered by the insurance policy, which need to relate to the travel dates.

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 WFNOS 2017 organising office will collect and store all personal data for the preparation and execution of the 5th Quadrennial Meeting of The Wolrd Federation of Neuro-Oncology Societies (WFNOS 2017). In order to facilitate border entry and visa applications, the WFNOS 2017 organising office will share contact details of concerned delegates with Swiss immigration authorities on request.

Liability
The congress organizers shall be held liable in the framework of a duty of care as a respectable businessman according to statutory provisions. The liability of the congress organisers - 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 congress at his/her own risk. Oral agreements shall not be binding if these have not been confirmed in writing by the WFNOS 2017 organising office.

Sponsoring and Exhibtion
Both Recipient and Sponsor have taken note of Art. 31-33 of the Swiss Federal Act on Medicinal Products and Medical Devices”  (HMG, SR 812.21) and the Swiss Federal Ordinance on Advertising for Medicinal Products (AWV. SR 812.212) which applies to any information of a general nature regarding health or illness if such information refers either directly or indirectly to a specific Medicinal Product. Both parties agree to abide by these rules.

Abstract Regulations
With the submission of an abstract to WFNOS 2017, the presenting author confirms that all authors are aware of and agree to the content of the abstract and support the data presented; accepts to be the contact person for all correspondence about the abstract and inform co-authors about its status; warrants that the data and conclusions presented in the abstract have not been published prior to the date of the WFNOS 2017 conference. Abstracts containing previously published material will be rejected; states that for studies involving human or animal subjects, permission has been obtained from the relevant regulatory authority, and properly informed consent give where appropriate; accepts responsibility for the accuracy of the submitted abstract; accepts the publication of the abstract within an issue of the Neuro-Oncology Journal; careful typing and proof-reading are essential as the abstract will appear, if accepted, as submitted.

 

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