Terms & Conditions
Prior to processing your booking for LABAT’2020 Conference, you must read the Terms and Conditions and agree to them by selecting the agreement box on the bottom part of the online registration form.
GENERAL TERMS AND CONDITIONS
These Terms & Conditions apply to every person registering as a delegate for the 11th International Conference on Lead-Acid Batteries – LABAT’2020 to be held June 9-12, 2020 in Golden Sands resort, Bulgaria (hereafter referred to as “the conference”), organised by the Lead-Acid Batteries Department (LABD) of the Institute of Electrochemistry and Energy Systems (IEES) at the Bulgarian Academy of Sciences (BAS).
The following Terms and Conditions (“Terms”) are a legal agreement between a registered delegate and LABAT’2020 Conference Secretariat (resp. IEES-BAS) as organizer of the event.
All dates or deadlines, mentioned in these terms and in other conference documents, refer to the Eastern European Time Zone (EET) / Eastern European Summer Time (EEST).
All Conference Fee Rates are announced in the Fees and Payment Info section of LABAT’2020 Conference web-site as well as in the registration forms. The early bird (reduced) or regular registration fees are only applicable if they have been paid in EUR by bank transfer to the IEES-BAS account or by cheque before the respective deadline dates listed below:
10% discount on exhibition fee October 30, 2019
Early bird fee deadline March 15, 2020
Regular fee deadline May 15, 2020
The announced registration fees are VAT exclusive and 20% Bulgarian VAT will be charged additionally.
Registration can be made by submitting a completed online registration form or sending (by e-mail or fax) a completed downloadable registration form in Word format You will receive an invoice after receipt of your registration form and a confirmation of payment when payment is received in full. If the full payment has not been credited to the conference bank account before the corresponding deadline (early or regular registration), the registration will remain valid, however the subsequent (higher) rate will apply automatically.
Students are entitled to register at preferential (reduced) fee rates. They have to prove eligibility for these rates by submitting (by fax or e-mail, immediately after completing the registration) an appropriate document certifying their full time enrolment at a recognised university or college (e.g. student ID card; confirmation duly signed and stamped by the applicant’s organization, etc.).
The registration fee for all participants (industry representatives, academic researchers and students but not accompanying persons) includes entry to all conference sessions, to the exhibition and the poster area; lunch and coffee breaks during all four days of conference; attendance at all ceremonial and conference networking events (get-together cocktail party and conference banquet). Accompanying person’s fee cover only the lunches during the conference days and attendance at the ceremonial and networking events.
All delegates having registered or submitted their registration forms by May 15, 2020 will receive conference materials (bag, printed and electronic copies of conference proceedings, conference program and other additional materials). All registered delegates will receive the conference materials on-site at the conference registration desk.
By registering for the LABAT’2020 Conference participants agree that neither the Organising Committee nor IEES assumes any liability whatsoever. Participants are requested to make their own arrangements for health and travel insurance. The conference fees do not include any insurance.
Every delegate will receive by e-mail a confirmation of his/her registration after the completed online (or MSWord downloaded) registration form and the related payment have been received by the LABAT’2020 Conference Secretariat. Please bring a copy of this confirmation with you to the event (or have it available on your phone/tablet/laptop) as proof of your registration and payment.
METHODS OF PAYMENT
All payments should be made in advance in EUR by bank transfer to the conference organizer bank account:
UniCredit Bulbank, Sveta Nedelya Corporate Branch
Bank address: 7 Sveta Nedelya Sq., 1000 Sofia, Bulgaria
BIC code: UNCRBGSF
IBAN No: BG35 UNCR 9660 3410 0235 07
Beneficiary: Institute of Electrochemistry and Energy Systems (for LABAT’2020)
Please indicate the invoice number and date, as well as the delegate’s full name(s) as a reference on all bank transfers.
All bank fees and money transfer costs must be paid by the sender. Balance payments, if any, are payable on-site at the conference registration desk in cash or by credit cards.
Payments in advance by cheque are also accepted. Please note that attendance is not confirmed until payment has been received, and sending a cheque may delay confirmation of your attendance.
As an exception, payment of regular fees will be possible on arrival by credit cards (Visa & MasterCard) or in cash. Additional bank commissions may be charged on payment by credit cards.
Registered delegate’s substitutions may be made at any time at no cost. No new registration form shall be submitted, provided the substitute works for the same company as the original registrant and belongs to the same registration category (or additional fees may apply). Name changes will be accepted by email indicating the names of the registered delegate and of the substitute, including the required contact details. A declaration of acceptance of the present “Terms and conditions” must be attached to the email or signed on site by the new delegate(s).
Once a delegate’s badge has been issued on-site, a name change is no longer allowed.
Notice of cancellation must be made in writing by email or fax to the LABAT’2020 Conference Secretariat. The notification must include all relevant information regarding the bank account to which a possible refund may be remitted.
Registrations cancelled in writing before May 15, 2020 will be refunded less an administrative fee of 10%.
No refunds can be made for cancellations requested after May 15, 2020.
The date of receipt of the email or fax requesting cancellation will be the basis for considering refunds. Refunds will be made after the conference.
In case of over-payment or double payment, refund requests must be made in writing and sent to the LABAT’2020 Conference Secretariat by email. The over-paid amount less a handling fee of EUR 30 – will be refunded after the conference.
Remember that cancelling your conference registration does not automatically cancel your hotel and travel arrangements. LABAT’2020 attendees are responsible for cancelling their own hotel and travel reservations.
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, visa application costs, 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.
The conference organisers reserve the right to modify the conference programme in case of cancellation of pre-announced lectures. No refunds can be granted in case of non-appearance of speakers or any other incidents during the conference which are beyond the control of the conference organisers.
DELEGATES’ NAME BADGES
Every delegate will receive his/her name badge on-site at the conference registration desk. No name badges will be mailed in advance.
The registration desk will be located in the conference area of INTERNATIONAL Hotel Casino & Tower Suites, Golden Sands Resort, Bulgaria. The registration staff will be available during the following hours:
- Monday, 8 June 2020 16:00 – 20:00
- Tuesday, 9 June 2020 08:00 – 16:00
- Wednesday, 10 June 2020 08:00 – 16:00
- Thursday, 11 June 2020 08:00 – 16:00
- Friday, 12 June 2020 08:00 – 15:00
The delegate’s 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 or forgets the name badge, he/she should visit the conference registration desk. A replacement badge will only be provided after verification of identification (ID card, passport, driving license or any other recognised identification paper).
LETTER OF INVITATION
Participants who require an official invitation letter from the conference organizers in order to apply for entry visa to Bulgaria, to raise travel funds or for administrative purposes should select the appropriate box in the online registration form. Requests for invitation letters should be sent to the Conference Secretariat at least 6 weeks prior to the conference.
Please note that invitation letters will only be issued to participants who have paid their conference registration fees or have submitted an Extended Abstract of accepted presentation.
As per the requirements of the Consular Department of the Bulgarian Ministry of Foreign Affairs, the organizers can issue an invitation letter only for attending the conference, i.e. for the dates of the conference plus 2 to 4 days before and after the event. The issued letter of invitation is not a commitment on the part of the organizers to provide any financial support whatsoever. All expenses incurred in relation to the conference, incl. transport, accommodation and any other costs, are the sole responsibility of the delegate.
Please note that invitation letters for visa purposes are only sent to the address indicated by the applicant in the submitted registration form or the sent letter of request. The provided names and other personal data must be written exactly as in the passport that the applicant will submit to the respective Bulgarian embassy/consulate. The organizers will NOT send invitation letters to embassies, neither by fax/email nor by separate post.
It is the sole responsibility of the delegate to take care of his/her visa requirements. The delegate is responsible for contacting the relevant Bulgarian Embassy or Consulate and for finding out what kind of visa is required. Please allow sufficient time for your application to be processed by the Bulgarian Ministry of Foreign Affairs and for the local Embassy to process your visa.
You cannot appeal against the rejection of a visa application, neither can the LABAT’2020 organizers intervene on your behalf in case of a rejection. In order to facilitate visa applications and entry to Bulgaria, the organiser will share contact details of concerned delegates with Bulgarian consular and border control authorities, only if required by the respective authorities.
As part of the visa application process, applicants must have medical insurance valid for the EU member states for the whole duration of their trip, covering all costs for urgent medical care and emergency hospital treatment for the period of stay indicated in the visa. The insurance amount cannot be less than 30 thousand euro. This insurance can be obtained from any approved insurer available in the applicant’s country.
PHOTOGRAPHS & VIDEO STREAMING
The organiser of LABAT’2020 conference may without further consent of the participants use photographs and videos taken during the conference in any internal and external communications related to LABAT Conference, resp. LABD-IEES-BAS, including, but not limited to, its websites and mobile applications, social media pages, event daily newspapers, conference programme, newsletters, exhibition publications and reports.
By registering for the event, the registrant explicitly agrees to the use of his/her image in any LABD-IEES-BAS publicity material without any compensation in perpetuity. All recordings are treated sensitively and discreetly.
LABAT’2020 is held in a public space, therefore cannot forbid participants, exhibitors, sponsors, or media representatives to take pictures or make video or audio recordings of some conference activities.
The organiser reserves the right to use photographs taken at the conference with your image and/or likeness in future marketing materials. The organiser cannot be held responsible for individual attendee’s use of your image or likeness.
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 issues for us.
The organizer (LABD/IEES-BAS) will collect and store all personal data only for the purposes of the preparation and execution of the LABAT’2020 Conference. In accordance with data protection and other applicable laws, sensitive data will be deleted after the conference, whereas personal data, payment history and correspondence will be stored for the period prescribed by law.
LABD/IEES-BAS will not store any credit card data or any other sensitive data.
In order to facilitate visa applications and entry to Bulgaria, the organiser will share contact details of concerned delegates with Bulgarian consular and border control authorities, only if required by the respective authorities.
Further use of your data:
Newsletters and announcements
Provided you consent to these “Terms and Conditions”, the organiser will contact you (before during and after the event) with regular newsletters providing updated information concerning the conference, as well as with annoucements of future LABAT Conferences or other events organized by LABD/IEES. You may unsubscribe of these mailings at any time and this will not affect the official correspondence from the LABAT Conference Secretariat.
Emailings on behalf of third parties
Your consent provided, the organiser may periodically distribute e-mailings to delegates on behalf of third parties regarding activities during the conference or other communications, which may be of interest to professionals in the field (e.g. information on satellite symposia). However, email contact details of delegates will not be passed on to third parties. You may unsubscribe of these e-mailings at any time and this will not affect the official correspondence from the conference secretariat.
LIMITATION OF LIABILITY
Personal arrangements made by participants, including travel, accommodation and others related to LABAT’2020 Conference, are their sole responsibility. Neither the conference organizer nor the venue shall be held responsible for any loss, theft or damage to your personal belongings, other than caused as a result of the organizer’s or the venue’s negligence or other breach of statutory duty by the organizer or the venue. Attendees will be responsible for paying for any damage they have caused to property at the venue, including the cost of additional cleaning where charged by the venue.
Nothing in these “Terms and Conditions” will operate to limit or exclude liability of each party for death or personal injury arising out of its negligence, or for its fraud nor any other liability which cannot be excluded or limited under applicable law.
Subject to the paragraph above, in no circumstances shall either party be liable to the other party for any loss of business, revenue, profits, anticipated savings or goodwill (whether direct or indirect) or for any indirect, special or consequential loss, arising out of or in connection with these terms and conditions and the event.
The liability of the conference organizers - for whatever legal reason - shall be limited to intent and gross negligence. 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 LABAT’2020 Secretariat.
FULFILMENT AND JURISDICTION
The parties irrevocably agree that the court of Bulgaria shall have exclusive jurisdiction to settle any dispute or claim arising out of, or in connection with, this agreement its subject matter or formation (including non-contractual disputes or claims).
General Terms and Agreements as per October 1, 2019
Accepting these terms and conditions is mandatory for participating in the LABAT’2020 Conference organised by LABD-IEES-BAS.