Terms and Conditions
PAYMENT AND APPLICABLE FEE
All registration fees must be paid in advance, by bank transfer or by credit card. Payment by credit card can be done through the online secured payment system during the registration process. Participants who have not paid their registration fee upon arrival at the Summit will be asked to pay onsite or will not be allowed to attend.
Regretfully, bank drafts and cheques will not be accepted.
Discounted fees
In order to benefit from the discounted fee, researchers/university delegates and students are asked to send a copy of their university or student card prior to the event to liege2012@biomedicasummit.eu. The same document must be presented upon arrival at the registration desk. If the participant fails to provide such document, the higher registration fee will be due onsite.
Credit card
VISA & Mastercard are the only credit cards accepted. Please enter all relevant information on the registration form. It is also mandatory that the credit cardholder’s name is clearly mentioned if it differs from the registrant’s name. Note that the transaction will be processed through “Mindstream”.
Bank transfer
Bank fees are the sole responsibility of the registrant and should be paid in addition to the registration fees.
The bank transfer must clearly state the name of the Summit and the name of the participant, as unidentified bank transfers cannot be processed. If payment is made for more than one person or by a company, please make sure all names are fully indicated.
Payments by bank transfer are accepted until 11 April 2012. After this date, only credit card payments will be accepted.
Bank transfer to be made in EURO to: MindStream International - Av. Vésale 8C - B-1300 (Belgium)
Bank: Dexia Branch: Wavre Address: Place Alphonse Bosch 15 - B-1300 (Belgium)
IBAN: BE76 0882 5192 8795
SWIFT/BIC code: GKCCBEBB
mentioning “Biomedica 2012 and participant(s) name”
Invoice and VAT
Belgian VAT is applicable on the registration fees and on the catering fee for all types of participants. Please note that VAT on registration fees paid by companies and other taxable entities can only be reclaimed if the customer’s VAT number is mentioned on the invoice. If applicable, please fill out your company’s VAT number in the section “VAT number” on the registration form.
The invoice will be available to download in your registration profile (Review page), immediately if you pay by credit card and within 15 days if you pay by bank transfer.
YOUR REGISTRATION
Your registration will be automatically acknowledged by e-mail, mentioning your personal username (email address) and password to later access your registration profile. This enables you to later review, modify or cancel your registration.
We advise you to bring this document with you and present it upon arrival at the pre-registration desk in order to collect your name badge and conference material.
CANCELLATION POLICY
Any cancellation of registration will be subject to the following conditions:
- Cancelling up to 17 February 2012: 30% of the registration fee will be due for administrative costs
- Cancelling after 17 February 2012 and up to 17 March 2012: 70% of the registration fee will be due for administrative costs
- Cancelling after 17 March 2012: 100% of the registration fee is due. No refund.
All refunds will be processed after the Summit.
NAME CHANGE
Registered participants who are unable to attend the Summit may nominate a substitute (free of charge) participant by notifying in writing the Forum Secretariat before 1 April 2012. The registered participant must provide the name, function, company, country and e-mail address of the new participant. However, we cannot change the invoice or make any other changes. Substitutions after that date will not be allowed.
INVITATION LETTER FOR VISA APPLICATION
Participants must have registered and paid the required registration fees before requesting an official letter of invitation. All requests must be made in writing to the Summit Secretariat. Please note that the organisers will not be able to contact or intervene with any Embassy or Consulate office on behalf of a participant.
PRIVACY STATEMENT
Biomedica Foundation and Mindstream are committed to protecting your privacy when you use any of the online services regarding the Summit registration and Hotel booking and will not share your personal data with any third parties. Your personal data, including your e-mail address, will be used to send you important information related to your registration, the Summit and other activities linked to the Biomedica Foundation.
If you do not want to be included in the distribution list and receive such information, please contact the Summit Secretariat info@biomedicasummit.eu.
DISCLAIMER
Summit Secretariat (c/o Mindstream) works as an agent on behalf of Biomedica Foundation. Neither the Sumit Secretariat nor Biomedica Foundation can be held responsible for any loss, injury or damage to any property, whatever the cause may be. Liability of persons and enterprises providing means of transportation or other services, however, remains unaffected. Should, for any reason outside the organisers' control (acts of terrorism, extreme weather conditions or industrial action) the venue or speakers change, or the event be cancelled, the organisers will endeavour to re-schedule, but shall not be held responsible for any costs, damages or expenses incurred by registrants. If for any reason the organisers decide to make material changes to this conference, they are not responsible for airfares, hotels or other costs incurred by registrants. The customer takes part in the conference, all tours and trips at his own risk. Only written arrangements are binding. Sole venue is Brussels. Registration of a participant entails acceptance of these conditions.
