Terms & Conditions

The terms and conditions of your booking relate to the event (Copenhagen) in question only. The booking form and your answers constitute a legally binding contract and these terms and conditions take precedence over those of any other organisation in every case. This event booking contract is subject to the exclusive jurisdiction of England and Wales.

Please read this carefully before booking your place as a delegate.

EVENT TYPE

ISPIM offers both "in-person" tickets and “virtual” tickets.

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COVID-19

Although the rights and obligations of both ISPIM and booking delegates are already covered in the general clauses below (see pandemics) for the sake of clarity, they are restated in this section with specific reference to the COVID-19 situation and bookings made for this event.

  • ISPIM intends to hold the event as initially promoted, but may change the dates and/or location and/or type of conference (i.e. from hybrid to only virtual) in response to local, national or international disruptions or restrictions caused by the COVID-19 situation. Should this be necessary, ISPIM will transfer booked tickets to the event on the new dates/location/type without penalty, partial or full refund to the delegate.

  • COVID-19, and its knock-on effects on the delegate’s health, transport, funding, ability to travel etc does not exempt the delegate from the standard cancellation penalty schedule and clauses in the general terms below. 

  • A delegate will be refused entry to all parts of the in-person conference site with neither partial nor full refund if the delegate:

    • Does not comply with applicable local law regarding proof of testing/vaccination/recovery or similar or social distancing, face covering use and other preventative measures.​

    • Does not adhere to hygiene measures put in place by ISPIM, the host venue and similar local suppliers such as, but not exclusively, temperature measurement, use of face coverings, sanitation, social distancing and other instructions.

    • Exhibits symptoms such as a cold, running noes, fever, cough, fatigue, flu-like symptoms and/or any other symptom associated with COVID-19.

FEE AND BOOKING:

The fee for the (virtual / in-person) tickets is collected by ISPIM and ISPIM is solely responsible towards the delegate for the provision of the following items:

  • Entry to the Event (Virtual delegates via the Eventsential platform only, and only to the limited sessions being run in a virtual format)

  • Sessions (Only a set of limited, selected sessions are available to virtual delegates, see programme)

  • Delegate badge, digital or otherwise

  • Proceedings publication

  • Welcome reception (Not available to virtual delegates)

  • Lunch & Refreshments during the daytime sessions, if included in programme (Not available to virtual delegates)

  • Conference Dinner & Awards (typically Monday evening), if included in programme (Not available to virtual delegates)

  • Social Networking Dinner (typically Tuesday evening), if included in programme (Not available to virtual delegates)

  • Advanced Workshops (subject to separate fee at ISPIM's discretion, which is non-refundable) if selected by the delegate during the booking process and if available in event programme (Not available to virtual delegates)

  • Junior Researcher Lab (subject to separate fee at ISPIM's discretion, which is non-refundable) if selected by the delegate during the booking process and if available in event programme (Not available to virtual delegates)

NB The fee does NOT include accommodation, travel or any other expenses.

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COMPLAINTS AND RESPONSIBILITY:

In the unlikely event of non-performance of any or all of the above items due to the non-performance of suppliers or people (e.g. caterers, venues, etc) engaged by ISPIM to deliver any of the items, or failure by ISPIM directly, the delegate should complain in writing to ISPIM at admin@ispim.org . ISPIM will respond within 28 days of receipt of the complaint.

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CANCELLATION AND CHANGES BY DELEGATE:

All cancellations must be made in writing to admin@ispim.org.

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Calculations for refunds are as follows:

The credit or debit card fee portion is not refundable in all cases and is not included in the below calculations.

  • For cancellations received and confirmed before the Deadline for “Presenters to Book and submit Documents” as stated on the event website - a full refund less a EUR 300 administration charge for in-person tickets, and EUR 200 for virtual tickets.

  • For cancellations received and confirmed after the Deadline for “Presenters to Book and submit Documents” no refund will be given but a substitute delegate may be nominated.

  • Delegates wishing to change from a virtual ticket type to an in-person ticket type before the Deadline for “Presenters to Book and submit Documents” may do so by paying the difference in the ticket price.

  • Delegates wishing to change from a virtual ticket type to an in-person ticket type after the Deadline for “Presenters to Book and submit Documents” may only do so at ISPIM’s discretion and then by paying the difference in the ticket price plus an admin charge of EUR 100.

  • Delegates wishing to change from an in-person ticket type to a virtual ticket type before the Deadline for “Presenters to Book and submit Documents” may do so, and will be refunded 50% of the difference in price between the tickets.

  • Delegates wishing to change from an in-person ticket type to a virtual ticket type after the Deadline for “Presenters to Book and submit Documents” may do so, but no refund (partial or otherwise) will be made.

  • There are no reasons (including but not limited to illness, inability to travel, COVID-19, visa application rejection, local, regional or international travel restrictions etc) for delegate cancellation which make the above schedule of cancellations inapplicable. Refunds will be made within 28 days of receipt of cancellation notification.

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ACCOMMODATION AND TRAVEL:

ISPIM offers no promise of service and accepts no responsibility regarding accommodation or delegate travel arrangements.

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PROGRAMME:

Whilst the programme is updated and correct prior to Events, ISPIM reserves the right to make changes to the programme, timing, dates, format, location and/or speakers without prior notice. ISPIM will endeavour to conduct Events with the format, content, location, dates and timing displayed in the "final version" of the Event programme. The "final programme" will be as consistent as possible under the circumstances prevailing at the time with the "provisional versions" displayed before the Event. However, the delegate should understand that alterations may be necessary due to circumstances beyond the control of ISPIM.

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In the event of major disruption to the Event (including but not limited to: localised or widespread industrial action; strikes; protests; weather; acts or threats of terrorism; Acts of God; failure or suspension of travel, communication or power providers networks or systems, epidemics, pandemics and similar etc) that necessitate major programme changes, ISPIM may act as follows. The Event and its constituents will go ahead, but at venues, dates, times, with a content, structure and delivery format as close as possible to that in the final or latest draft version of the programme published. ISPIM will take all reasonable measures to ensure that the items are delivered but delegates must accept that this may not be at the same times, dates, format or structure, location, venue or delivery format as originally intended.  ISPIM reserves the right to use alternative media, such as teleconferencing / webinars post-event as an alternative means of conferencing. In such a rescheduling situation, the terms in the section "Cancellation by Delegate" still apply and no refund will be offered.

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ISPIM is not liable for any consequential loss suffered by the delegate for any matter arising from partial or complete non-performance by ISPIM or its subcontractors. Similarly, under no circumstances will ISPIM reimburse the delegate any costs (s)he may have incurred in attending or trying to attend the Event (such as travel, accommodation, meals etc) even in the event of partial or complete non-performance/cancellation by ISPIM. Neither will ISPIM reimburse additional costs that delegates may incur in attending a changed programme, irrespective of whether the changes are minor or major.

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NON-PERFORMANCE OR CANCELLATION BY ISPIM:

ISPIM has sole responsible for the delivery of all items and ISPIM has sole responsibility for providing refunds / partial refunds where appropriate due to non-performance of any or all of the items as set out in the above clause. In the highly unlikely case that ISPIM is unable to provide in full any of the items that when considered collectively constitute the Event:

 

In-person delegate complaints and claims are limited to the following amounts:

  • Sessions and facilities 10% of delegate fee paid per day cancelled

  • Delegate badge 2.5% of delegate fee paid

  • Proceedings publication 2.5% of delegate fee paid

  • Reception (Sunday) 10% of delegate fee paid - if qualifying as per booking and programme

  • Lunch & Refreshments 20% of delegate fee paid - if qualifying as per programme

  • Evening Session (Monday) 17.5% of delegate fee paid - if qualifying as per booking and programme

  • Evening Session (Tuesday) 17.5% of delegate fee paid - if qualifying as per booking and programme

 

Virtual delegate complaints and claims are limited to the following amounts:

  • Online access to Eventsential platform facilities 5% of delegate fee paid per day unavailable

  • Sessions (promoted as having virtual access in the conference programme) 25% of delegate fee paid per day cancelled, or 100% of fee paid if all virtual access to the event and content is not provided by ISPIM due to technical, business or other reason(s). 

  • Proceedings publication 10% of delegate fee paid

 

Under no circumstances are delegates able to claim against ISPIM for incidental costs such as travel, accommodation, meals etc or for any form of consequential losses. Refunds or partial refunds will be made as soon as possible by ISPIM.

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PAYMENT:

Until payment of the Event fee is received in full by ISPIM, ISPIM is under no obligation to hold the booking. If payment in full is not received within 10 days of the booking it may automatically be cancelled by ISPIM with notice to the delegate. Presenters without a confirmed booking will be removed from the programme on the stated deadline.

SPEAKERS:

Views expressed by speakers are their own. ISPIM disclaim any liability for advice given, or views expressed, by any speaker at the Event or in any documentation provided to delegates. ISPIM is not responsible for the "non-attendance" of any, multiple or majority of speakers irrespective of whether they are listed in the provisional or final version of the programme.


Presenters should available to give their presentation at any point during the three days. We cannot entertain individual requests for times or slots because it significantly impairs the quality and coherence of the themed sessions and integrated programme.

DELEGATE ACCESS:

We make every effort to ensure that our Events are accessible and enjoyable for all our delegates. If any delegates have any mobility or other accessibility issues (physical or digital) , they should contact ISPIM prior to booking their Event ticket (admin@ispim.org.)

DIETARY REQUIREMENTS:

We will always provide alternative food options (eg vegetarian and vegan) to delegates who have informed us when booking. We will make every reasonable effort to ensure that other reasonable dietary requirements are met, if informed at the time of booking, but will not be held responsible if they are not met or if we deem that we have not received sufficient notice prior to the Event. Unfortunately we cannot cater for cultural or religious beliefs (eg halal or kosher) but alternative meals will be provided instead (eg vegetarian). Please note that alcoholic drinks will be available at all ISPIM Event social evenings.

DATA:

Your information will be held and used by ISPIM to register you for our Events and to provide you with the relevant associated information. We may contact you with information about other ISPIM Events and Services. You will only receive carefully selected and relevant information. We will never divulge your information to third parties other than if required to do so by law.

NOTICE OF FILMING AND PHOTOGRAPHY:

Please be advised that photos, video and audio footage will be taken at our Events. By entering the Event premises, you give consent to ISPIM to photograph and video record your presence at the Event, and its subsequent release, publication, exhibition, or reproduction to be used for news, promotional purposes, advertising, inclusion on websites, social media, or any other purpose by ISPIM.

VAT:

VAT is charged as per local legislation.