GENERAL TERMS AND CONDITIONS Registration & Accommodation General Definitions K.I.T. Group GmbH Association & Conference Management is the organizer of the World Health Summit 2012, which will be held from October 21st to October 24th in Berlin, Germany. The organizer leads the World Health Summit Secretariat and is responsible for registration services and hotel accommodation and is hereafter referred to as K.I.T. Group. These General Terms and Conditions are valid for each attendee registered for the World Health Summit 2012 (hereafter referred to as the Summit ). Any person, delegate, accompanying person, media representative or speaker is considered an attendee. Availability Please note that the capacity is limited and that registrations are only accepted based on overall availability. Access to specific sessions cannot be guaranteed. If the maximum number of delegates is reached, the summit organizers reserve the right to refuse access. Language The official summit language is English. No simultaneous translation will be provided, except where indicated otherwise. Locations The summit organizers reserve the right to relocate session to nearby venues at any time. Modification of the Summit Program The summit organizers reserve the right to modify the program, which is published as an indication only. Smoking Policy It is forbidden to smoke in any part of the venue. Registration The registration deadlines are as follows: Early registration deadline: July 31 st 2012, 24.00 CET Pre-registration deadline: October 19 th 2012, 24.00 CET On-site registration: from October 21 st 2012 Only fully completed registration forms will be accepted. The registration fee is based on the date of the receipt of the registration form and the payment in full in accordance with the deadlines mentioned above. Should one deadline be missed, the next applicable fee will be charged automatically. The registration will only be confirmed upon receipt of payment in full. To be eligible to register for the summit, attendees must be at least 18 years old. Attendees may be asked to present an official identity card stating their age. The full registration fee includes admission to the Scientific Program for the full duration of the Summit, Conference Materials, Coffee Breaks and Lunches. To be able to register as an employee for a Non-Profit-Organisation (Non-OECD or OECD Country), you must submit a signed confirmation letter from the organization on the organization s letterhead at the time of registration. 1
Group Registration Registrations for more than ten persons will be handled separately as a group booking. Payment can only be made by bank transfer. Please contact the K.I.T. Group. Media Registration Registration for media representatives is free of charge but please note that the number of media representatives is limited and pre-registration is essential to receive access. To register as a media representative, please contact the World Health Summit Press Office under media@worldhealthsummit.org or refer to the conference website www.worldhealthsummit.org, section Press & Media. Methods of Payment Payment is required at the time of registration. It should be made in EUR only, using one of the following methods: 1. Credit card (Visa, Master/Eurocard, American Express): Attendees should complete the relevant section of the registration form. 2. Bank transfer Payment must be made in EUR to: Account Holder: Bank Name and Address: K.I.T. Group GmbH Association & Conference Management Commerzbank, Kurfürstendamm 237, 10719 Berlin, Germany Bank Sorting Code (BLZ): 100 800 00 Account Number: 05 140 018 00 SWIFT-Code: DRESDEFF100 IBAN: DE77 1008 0000 0514 0018 00 Reference: Participant number, name, WHS Please note that all transfer costs must be prepaid by the transmitter. Cheques will not be accepted. Registration Confirmation / Invoice A registration confirmation / invoice will be sent by email once K.I.T. Group has received the fully completed registration form and the related payment. Attendees must present this confirmation / invoice at the registration counter as proof of their registration. Letter of Invitation Individuals requiring an official Letter of Invitation can request one from the K.I.T. Group. To receive a Letter of Invitation, attendees must first register to the summit and submit payment in full. The Letter of Invitation does not financially obligate the summit organizers in any way. All expenses incurred in relation to the summit are the sole responsibility of the attendee. Visa Requirements It is the sole responsibility of the attendee to care for his/her visa requirements. Attendees who require an entry visa must allow sufficient time for the application procedure. Attendees should contact the nearest Embassy or consulate to determine the appropriate timing of their visa applications. The summit organizers will not directly contact Embassies or consulates on behalf of visa applicants. Certificate of Attendance A Certificate of Attendance for all registered participants will be issued onsite in the conference venue. It cannot be issued after the summit. Program / Conference Materials The Conference Materials, including the final Summit Program, will be available onsite for regularly registered delegates. Availability for late or onsite registrations may be limited. 2
Registration Cancellation Policy Notification of cancellation must be made in writing and sent to K.I.T. Group by email or fax. If the written notification of cancellation is received before August 31 st 2012, 50% of the paid registration fee will be refunded. No refunds will be made for cancellations received after this date. Other additional bookings are non refundable. Refund requests will usually be processed after the summit only and will be made in the same form as the original transaction. For original payments made by bank transfer, the cancellation notification must indicate all relevant information regarding the bank account to which a refund may be remitted. They must be made in writing and sent to K.I.T. Group by email no later than 30 days after the summit. No refund request will be processed after this date. Credit will not be given for unattended events or early termination of attendance. Registration Name Change A handling fee of 50 EUR will be charged for every name change to an existing registration. Name changes will only be accepted by email or fax indicating the new and old names as well as the new contact details (address, fax, email). Therefore please contact the K.I.T. Group. Lost Name Badge The name badge must be worn at all times during the summit. Access to the conference facilities will not be granted without a proper name badge. If an attendee loses, misplaces or forgets the name badge, a handling fee of 50 EUR will be charged for a new name badge. Upon handing out a new name badge, the lost badge will become invalid. Accommodation Hotel Reservation Hotel accommodation is subject to availability and will be allocated on a first come, first served basis. Rates indicated are per room and night in EUR and include German VAT and breakfast. All rates are subject to change. Should the selected hotels be sold out, K.I.T. Group reserves the right to book a hotel in a similar category and charge the corresponding amount due. For bookings of ten or more rooms, please contact K.I.T. Group directly, as these bookings will be handled separately as a group reservation. Hotel Payment Upon receipt of the hotel booking together with the full credit card details, K.I.T. Group will immediately charge a deposit of 35 EUR. K.I.T. Group will charge the credit card on September 12 th, 2012 with the remaining amount due for the accommodation booked, and send out an accommodation invoice. If the hotel room is booked after September 12 th, 2012, the credit card will be debited directly for the full amount of accommodation upon receipt of the booking. No invoice will be sent until K.I.T. Group has received the full payment. Should K.I.T. Group not be able to debit the provided credit card on September 12 th, 2012, K.I.T. Group reserves the right to cancel the room according to the cancellation conditions. The hotel and/or K.I.T. Group reserve the right to debit or credit your credit card account with the amount due for accommodation and any subsequent charges to the reservation. Hotel Changes and Cancellations All hotel changes and cancellations must be sent in writing to K.I.T. Group. Please note that the hotels will not accept any changes or cancellations directly. K.I.T. Group will charge the cost equalling the cost of one night for cancellations received before September 12 th, 2012. For cancellations or reductions in the length of stay received after September 12 th, 2012, K.I.T. Group reserves the right to charge the full confirmed stay. No-shows will be released automatically by the hotel at 9.00am local time the following morning, and no refund will be made. Other Data Protection and Sharing of Contact Details 3
The acquisition, handling (which includes saving data, changes, transmission, blocking and erasing) and utilization of all personal registration data is executed within the guidelines of the German data protection regulations. The summit organizers will collect and store all data for the preparation and execution of the congress. In addition, the summit organizers periodically share contact details of attendees with third parties that may use these details to contact attendees regarding activities at the summit or other communications which may be of interest. Therefore data might be passed on to third parties only if: your explicit consent is given, a third party has proven to the summit organizers that you have violated the rights of this third party and has thus demanded the disclosure of your data, or the summit organizers are obliged to give out your data due to for example a court order or an official order. Attendees can use the name badge with the barcode like a business card with any conference exhibitor and/or satellite holder to give them the complete contact details. Please note that offering your badge to be scanned at an exhibition stand and/or at the entrance to a satellite symposium implies your acceptance that the respective company receives your complete contact details from the summit organizers and may contact you, using this data. When you make a reservation for a hotel you will be asked to complete the online form providing for: your name, address, email address, telephone number, credit card details (i.e. credit card type and number, CVC code, expiration date, credit card holder name) and reservation preferences and smoking preference. This information is required to process, book and complete your reservation (including the sending of a confirmation email of the booking to you). In order to protect and safeguard the personal data provided to us, we have implemented and use appropriate business systems and procedures. For example, your credit card information is transmitted to us through a secure server protocol, which encrypts all your personal and credit card details. The encryption method used is the industry standard Transport Layer Security (TLS) technology. Our TLS certificate has been issued by utn.usertrust.com. Furthermore, we have implemented and use security procedures and technical and physical restrictions for accessing and using personal information. Only authorized employees are permitted to access personal information for performing their duties in respect of our services. Our server and network are protected by firewalls against unauthorized access and we have intrusion detection systems that monitor and detect unauthorized (attempts to) access to or misuse of our servers. Your credit card details will be kept by the Organizer until three months after the end of the Conference. Approximately two weeks prior to the Conference, the Organizer will forward your personal information, credit card information and booking details to the hotel in order to confirm the booking with the hotel. Cancellation of the Summit In the event that the summit cannot be held or is postponed due to events beyond the control of the summit organizers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the summit organizers, the summit organizers cannot be held liable by attendees for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc. Under these circumstances, the summit organizers reserve the right to either retain the entire registration fee and to use it for a future summit, or to reimburse the attendee after deducting costs already incurred for the organisation of the summit and which could not be recovered from third parties. Liability The summit 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 summit 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 attendee shall take part in the summit at his/her own risk. Oral agreements shall not be binding if these have not been confirmed in writing by the summit organizers. 4
Fulfilment and Jurisdiction This contract is subject to the law of Berlin, Germany. The terms of this contract shall be fulfilled in Berlin, Germany and in the event of any legal claims arising from either party, Berlin, Germany shall be the sole court of jurisdiction. Severability Clause If some of these Terms and Conditions are determined to be ineffective or impracticable, then the validity of the Terms and Conditions remaining are not impaired. The parties are obligated to cooperate in order to replace the ineffective or impracticable clause by an effective or feasible clause, which results in the ineffective or impracticable clause being closed. Contacts World Health Summit Organizing Office K.I.T. Group GmbH Association & Conference Management Kurfürstendamm 71 10709 Berlin, Germany Tel. +49 (0)30 24603-240 Fax +49 (0)30 24603-200 registration@worldhealthsummit.org www.kit-group.org 5