General Terms and Conditions

Definitions

These Terms & Conditions for delegates apply to every person registering as a regular delegate (participants, speakers, sponsors and all the organising staff) for the 2nd European Symposium on Ambulatory Anesthesia and Analgesia, to be held in Zurich, Switzerland from March 8th-9th 2019 organised by the M-A-S
Mobile Anästhesie Systeme AG with the internal name AAA2019 Organisation (hereafter referred to as “the symposium organisers”).
All references to a date or a deadline, mentioned in these terms and on other symposium documents, refer to the Central European Time Zone (CET).

Symposium Fees

The reduced registration fees are only applicable if they have been paid to the symposium account before the according deadlines are over. Registering without performing an actual payment will automatically set your balance to the higher fee applicable onsite.
The deadlines are as follows:


Early fee deadline       December 31th 2018
Regular fee deadline   March 7st 2018

Registration on March 8th 2019 with an extra fee of CHF 10.--
    

Symposium registration

Only fully completed online registrations 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/or on the 8.3.2019).
To be able to register as a student or postgraduate trainee, individuals must present proof of fulltime enrolment at a recognised university or college or an according programme (i.e. student ID, confirmation of head of department, etc.) either by sending the ID email immediately after completing the registration or during the on-site registration process.
The registration fee for delegates, students and postgraduate trainees, counsellors, participants sponsors, speakers includes entry to all symposium lectures, lunch symposium, the exhibitor area, the opening session and the closing session, provided that sufficient seating space is available. The registration fee for the workshops includes entry to one of the sessions of the respective workshops booked. The symposium organiser cannot guarantee available space in every session.
The symposium organisers cannot guarantee that a symposium bag and other symposium materials will be available for late registrations. All symposium materials will be distributed on-site.
If the maximum delegate capacity is reached, the symposium organisers reserve the right to refuse additional registrations.
The registration fees do not include Swiss VAT.

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

Payments should be made in advance and in CHF only, using a credit card, paypal or by bank transfer via Invoice. All bank fees and money transfer costs must be paid by the transmitter. Any negative balance will be collected on site. Indicate the invoice as well as the registration number and the delegate’s full name as a reference on all bank transfers.

Registration name change

A handling fee of CHF 50.-- will be charged for every name change to an existing symposium registration. A new registration form for the substitute delegate should NOT be submitted. Name changes will be accepted by email indicating the old and new names including the required contact details until March 1th 2019. After this date, all name changes must be carried out on-site and paid directly.

Cancellation policy

Notice of cancellation (e.g. in case of sickness, lack of funding or any other personal reasons) must be made in writing by email or fax to the AAA2019 Symposium office. The notification must include all relevant information regarding the bank account to which a possible refund may be remitted. The cancellation will not be effective until a written acknowledgement from the AAA2019 Symposium Registration Department is received.
Registration fees may be refunded as follows:
Written cancellation received:

– before April 7, 2018:                                                              75% refund
– between April 7 and December 31, 2018:                          50% refund
– between January 1, 2019 and February 1, 2019:              25% refund
– from February 1, 2019:                                                          no refund

The date of the email receipt date will be the basis for considering refunds. Please indicate your bank details on your written cancellation. Refunds will be made after the symposium.
In the case of over-payment or double payment, refund requests must be made in writing and sent to the AAA2019 Symposium Registration Department, by e-mail.
No refunds will be granted for unattended events or early termination of attendance, in case of cancellation of speakers, lack of space in the symposium rooms or any other incidents during the symposium, which are beyond the control of the conference organisers.
By registering to the AAA2019 participants agree that neither the organising committee nor the symposium office assume any liability whatsoever. Participants are requested to make their own arrangements for health and travel insurance. The symposium fee does not include insurance. Cancellations made after the deadline of February 1, 2019 cannot be refunded for any reason.

Cancellation of the symposium

In the event that the symposium cannot be held or is postponed due to events beyond the control of the symposium organisers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the symposium organisers, the symposium 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 symposium 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 symposium and which could not be recovered from third parties.

Modification of the programme

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

Lost name badge

The symposium name badge must be worn at all times during the symposium. Access to the symposium venue will not be granted without the name badge issued by the symposium organiser. If a delegate loses, misplaces or forgets the name badge, a handling fee of CHF 30.-  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 symposium organisers can request one through the online registration form or by contacting the AAA2019 Symposium Registration Department. To receive a Letter of Invitation, delegates must first register to the symposium and submit any necessary data, as stated on the online form.
The Letter of Invitation does not financially obligate the symposium organisers in any way. All expenses incurred in relation to the symposium, 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 E.U. countries. You cannot appeal against the rejection of a visa application, neither can the AAA2019 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 to assist in the immigration process. However, the symposium organisers and/or the AAA2019 Registration Department will not directly contact embassies and consulates on behalf of visa applicants.
The registration fee minus a handling fee of CHF 100.-- will be refunded after the conference 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 AAA2019 Registration Department, by email, no later than March 1th, 2019, the date after which requests for such refunds cannot be taken into consideration.

Travel-health insurance

As a part of a visa application, individuals must have travel-health insurance for the duration of their stay in the Switzerland. This insurance can be obtained from any approved insurer. Individuals need to check with the responsible embassy/consulate for a list of approved insurers available in their country.
Individuals must have insurance for their entire stay in Switzerland and therefore are encouraged to ensure and pay for the correct number of days. The visa will only be given for the dates that are covered by the insurance policy, which need to relate to the travel dates.

Photographs & Video Streaming

The organiser may without the further consent of the participants use and release pictures and videos taken during the symposium for reports of the symposium and/or in future marketing materials. By registering to this symposium attendees agree that photographs or sound or video recordings taken during the symposium that could include recognizable images or voices of those in attendance may be posted on the symposium website. All recordings are treated sensitively and discreetly. Names will not be published. The symposium is held in a public space, therefore we do not prohibit participants, exhibitors, sponsors, or news organisations from photographing, video or audio-taping some symposium activities. The organiser reserves the right to use images taken at the symposium with your photograph and/or likeness on social media and/or in future marketing materials. The organiser is NOT responsible for individual attendee’s use of your image or likeness.
Data protection and sharing of contact details

Personal data

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 M-A-S Mobile Anästhesie Systeme AG with the internal name AAA2019 Organisation will collect and store all personal data for the preparation and execution of the AAA2019 symposium. 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 (currently 10years).
As a rule the M-A-S Mobile Anästhesie Systeme AG with the internal name AAA2019 Organisation will not store any credit card data.
In order to facilitate border entry and visa applications, the organiser will share contact details of concerned delegates with Swiss immigration authorities, only if required by the authorities.

Further use of your data:

Newsletters

Your consent provided, the organiser will contact you with regular newsletters ahead and during the meeting (e.g. ‘Daily News’) with an invitation to complete a post conference survey after the conference, as well as with announcements of future AAA conferences. You may unsubscribe of these mailings at any time, this will not affect official correspondence from the conference secretariat.

Emailings on behalf of third parties

Consent provided, the organiser periodically performs e-mailings to delegates on behalf of third parties regarding activities at the conference or other communications, which may be of interest to professionals in the field (e.g. information on satellite symposia). Email contact details of delegates will not be passed on to third parties in this context.
You may unsubscribe of these e-mailings at any time, this will not affect official correspondence from the conference secretariat.

Lead retrieval system

A number of exhibitors will be using a lead retrieval system linked to the participant data base and may ask you to scan your badge in order to obtain your contact information (‘replacing a business card swap’). This information contains postal address, email and phone number as provided during the registration process.
The organisers ask for your permission to pass on the data to the exhibitor during registration. Please note that, should you opt-out at the time of registration, but agree to have your badge scanned during the conference, this consent will overrule the original opt-out.
Obviously the scanning of your badge should always happen on a volountary basis. Please do report any misuse of the scanning device to the exhibition management.

Liability

The symposium organisers shall be held liable in the framework of a duty of care as a respectable businessman according to statutory provisions. The liability of the symposium 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 delegate shall take part in the symposium at his/her own risk. Oral agreements shall not be binding if these have not been confirmed in writing by the AAA2019.
Fulfilment and jurisdiction
The terms of this contract shall be fulfilled in Baden, Switzerland and, in the event of any legal claims arising from either party, Baden, Switzerland shall be the sole court of jurisdiction.


General Terms and Agreements as per January 1st 2018



AAA2019 Organisation

Mobile Anästhesie Systeme AG
Terms & Conditions Representative
Täfernstrasse 16
CH-5405 Dättwil, AG