Terms and Conditions

TERMS AND CONDITIONS

1. Object

The following pages contain our Terms and Conditions (“Terms”) applicable to the 17th European Guide Conference, the 24th European Scout Conference, and the 17th European Guide and Scout Conference (“Conferences”) organised by Scouting Nederland, WAGGGS Europe and the European Scout Region bounded by a specific Memorandum of Understanding (“Organisers”) in relation to the registration, participation, and where applicable cancellation of the attendees (“you”, “your”, “yours”) of the Conferences whether physical or virtual with the use of video or web conferencing tools/platforms.

2. Binding Effect

Upon submission of your completed online registration form, you are considered ‘registered’ (pending payment). Please note that by submitting your registration, you agree to these Terms without modification and you enter into a binding contract with the organisers when you register for the Conferences.

If you register for the Conferences on behalf of a delegation, you agree to these Terms on behalf of the entire delegation and you confirm that you have the authority to do so. In such case, “you” and “your” will also refer to the delegation. If you do not have such authority, or if you do not agree to any portion of these Terms, please do not register for the Conferences.

By submitting your registration you agree to adhere to the rules and measures that are issued by the Dutch government regarding Covid19 and the rules that the organizers will issue during the Conferences to be able to organize the event in line with the measures. The rules for the conferences are liable to change shortly before or during the Conferences due to possible changes in the measures taken by the Dutch government.

If you do not adhere to the Terms and/or measures during the conferences and persist in this behaviour after due warning or cause risk for damages to the organizers, participants or others, the organizers reserve the right to exclude you from further participation in the conferences and/or deny you access to the premises where the conference takes place.

3. Language

The Organisers have translated these Terms into French, the second official language in the Regions. The English language version is the version that governs these Terms. In case of any conflict between the English language version and a translated version, the English language version will prevail.

4. Payment of Fees

You undertake to pay the relevant fees as specified on the registration system if you wish to attend the Conferences. The fees shall be paid in accordance with the conditions set out in the registration system. The participant fee is provisionally set at €795 (in words seven hundred ninety five euro) per person.

The participation fees will be invoiced for the total number of participants per delegation of each member organisation. The invoice will be send to the delegation and will include the participation fees of all registered participants

In case of full non-payment of the total invoiced amount by a delegation, the Organisers have the full right to deny all participants of a delegation from entering and joining all activities of the Conferences. In case of partial non-payments for one or more registered participants, the Organisers have the full right to deny an equal number of participants of the delegation from entering and joining all activities of the Conferences.

5. Registration Confirmation

You agree and understand that your registration for the Conferences is subject to our confirmation, as per the conditions outlined in the registration system.

6. Late Registrations

After 15 May 2022 it is not possible to register for the Conferences. It is however possible to replace participants within the delegation, see section 8.

7. Cancellation by the Organisers

In case of cancellation of your registration and/or cancellation of the Conferences by the Organisers, the paid Conferences fees will be reimbursed to you in due time subject however to the provisions of section 14. The Organisers will carry out such reimbursement using the same means of payment as you used for the initial transaction, unless you have expressly agreed otherwise.

Should the Conferences be postponed or cancelled, the Organisers are not responsible nor liable for any additional costs and/or expenses (other than the paid fees) you may incur due to the postponement and/or cancellation of the Conferences.

If the event is cancelled after the starting date due to a cause beyond control (force majeure), and must be moved or cannot continue according to plan, the organisers may decide to cancel the event. If in such a case the agreement is terminated, participation fees will be refunded, with the exception of the costs for already delivered services that cannot be undone.

8. Cancellation by you

Up to and including 15 May 2022 participation can be cancelled free of charge by you. After this date the participation fee for the registered participants will be fully due. Up to and including 15 June 2022 a participant can be replaced by a new participant, free of charge.

9. Travel and Accommodation

You are fully responsible for making your own travel and accommodation arrangements. It is recommended that you check your visa requirements with your local embassy or consulate. The Organisers will facilitate official invitation letters in case visas are required.

The Organisers will not be liable for any travel or accommodation formalities and/or expenses or if you are unable to attend the Event due to a Force Majeure event or any event out of our control. The Organisers recommend you to subscribe appropriate insurance against cancellation as well as to have adequate health and accident insurance.

10. Health - Assistance - Dietary Requirements

By agreeing to these Terms, you give permission for emergency care in case needed.

If you need any special assistance (e.g. in relation to a person with a physical disability), please contact the event organiser in advance by email to arrange such assistance at the Event.

Where applicable, you will be given the opportunity to mention any dietary requirement in the registration form.

11. Data Protection

By registering and/or by participating to the Conferences wherever physically or virtually via video conferencing or web conferencing platforms/tools, you acknowledge that your personal data will be collected and processed by the Organisers in order to organise the events and manage your participation, as further detailed below.

The organisers will share the below for the purpose of organising the European Conferences. Following this event all parties agree that this agreement terminates and all data shared is destroyed. The personal data (1) to be shared is:

- - - - Clothing size
      - Credit or Debit Card Numbers
      - Date of Birth
      - Email Address
      - Emergency contact
      - Food Preferences
      - Full Name
      - Gender
      - Health Information
      - Home Address
      - Job Position
      - Languages knowledge
      - Members organisation membership
      - Nationality
      - Passport expiry date
      - Passport Number
      - Telephone Number

The special category data to be shared is:

- - - - Dietary requirements which may disclose religious or philosophical beliefs
      - Health

The legal basis for sharing the personal data and in accordance with EU data protection law is legitimate interest, as the parties require the data to be able to provide full service to conference attendees.

The organisers warrant that they will:

- - - - Only ever use the personal data shared for the purposes as specified in this Agreement.
      - Process the personal data in compliance with data protection legislation.
      - Maintain a record of its processing activities if it is processing special personal data
      - Shall not directly or indirectly divulge, publish, copy, photograph, display, present or otherwise disclose to any other person or organisation any information relating to each other without prior agreement in writing.
      - Destroy or return all data files holding personal data to the originator once sharing and processing is complete.
      - Take appropriate technical and organisational measures against the unauthorised or unlawful processing of personal data and against the accidental loss or destruction of, or damage to, personal data. This may include pseudonymisation, encryption and regular testing of the effectiveness of any security measures where appropriate.
      - Immediately notify each other and fully cooperate with each other if it receives any complaint, notice or communication which relates directly or indirectly to the processing of the personal data or to either party’s compliance with the data protection legislation.
      - Notify each other immediately in the event of any potential or actual personal data breach.
      - In the event of a data breach, cooperate with each other fully to investigate and remediate the breach, cooperate with any supervisory authorities and law enforcement, and assist with any notifications as required.
      - Ensure that access to the personal data is limited to those volunteers and employees who need access to the personal data to meet its obligations under this Agreement, and in the case of any access by any person, such part or parts of the personal data as is strictly necessary for performance of that person’s duties.
      - Take reasonable steps to ensure the reliability of its volunteers and employees who have access to the personal data.
      - Notify each other within 1 working day if a request is received from a data subject for access to the shared data.
      - Provide each other with full cooperation and assistance in relation to any request made by a data subject to have access to their personal data which is being shared.
      - Correct personal data when necessary in accordance with data subjects’ right to rectification and notify each other if appropriate of the rectification.
      - Shall not disclose the personal data to any data subject or to a third party other than as provided for in this Agreement.
      - May only authorise a third party (sub-contractor) to process the personal data shared subject to the prior written consent from all parties to this Agreement
      - Assist each other in responding to any enquiry by the Information Commissioner’s Office.

12. Photography and Filming

By registering and/or by participating to the Conferences wherever physically or virtually via video conferencing or web conferencing platforms/tools, you acknowledge that certain sessions and/or social functions may be photographed and/or filmed and/or web streamed and that some of these photos and video recordings can be used for the minutes of Event/meeting, news, promotional purposes, future marketing materials, illustration, information and dissemination activities via Scouting Nederland, WAGGGS or WOSM’s own websites or inclusion in their social media pages which may process personal data according to their own policies. Participation in the Event (whether online or not), indicates your consent to being included in the meeting’s recording. Should you have any concerns about this, or do not wish to be featured in any of these materials, please approach the organisers and inform them before or on the starting day of the Conferences. However you are advised that incidental inclusion of some images of yourself within any recording or photos may take place. Photos and recordings will be publicly available.

13. Intellectual Property

For the purposes of these Terms, “Intellectual Property Rights” are any and all rights (including without limitation copyright, trademarks, trade names, know-how, design software applications, websites, rights in databases, compilations and designs, moral rights) and prerogatives, registered or not, arising from the Dutch and international legislation on the protection of notably patents, design, trademark, as well as know-how and trade secrets.

You agree that all elements made available by the Organisers or made available via the Organisers in connection with the Conferences, including, without limitation, notes, records, studies, reports, brochures, drawings or other documents and tangible items including images, texts, comments, graphics, illustrations, logos, icons, the Organisers’ brand and products names, are (i) the exclusive property of the Hosting Organisation, and/or of its licensors and (ii) could be protected by Intellectual Property Rights. The Organisers reserve all rights not expressly granted under these Terms. Except as explicitly authorised by the Organisers in writing, they may not be sold, licensed, rented, modified, used, distributed, copied, reproduced, transmitted, publicly displayed, publicly performed, published, adapted, edited or translated, in whole or in part by you to any third party outside of the other registered participants for the Event. These Terms do not grant to you any license nor any right to use these elements made available to you except where such use is limited to the purposes of your attendance to the Conferences.

Subject to the provisions of Section 12, should you decide to share at the Conferences, notes, records, studies, reports, brochures, drawings or other documents and tangible items including (or not) Intellectual Property Rights, you are responsible to secure that you have all necessary authorizations to share such material, content and/or information during the Conferences. You understand and agree that the Organisers are not responsible for any further use and/or disclosure of such material, content and/or information by any other participant to the Conferences and/or third-party. You also understand and agree that the Organisers may use such material, content and/or information for the minutes of the Conferences in accordance with these Terms.

14. Force Majeure

The Organisers are not liable for failure to perform the responsibilities outlined in the Terms in the event of a Force Majeure. A Force Majeure is interpreted as an event of a sudden and unexpected nature, related to the catastrophic effect of forces of nature, epidemic or pandemic of infectious diseases, acts of executive and legislative authority, including acts of authority of a state other than the Host Country or the acts of the authorities of international organisations, including in particular those of state authorising including states other than the Host Country, and international authorities, related to the reduction of the effects of the epidemic and pandemic infectious diseases, as well as disorder of collective life (e.g riots, was, state of emergency, strike, etc.) the consequence of which is or may be difficulties of the inability to organise the Conferences caused (among other things) by limitation the entry of participants into the territory of the Host Country, restrictions related to the organisation of mass events, or the withdrawal of participants in the event due to the concern of health, life or guidelines and advices of state or international authorities and organisations. In particular the COVID-19 epidemic or pandemic of COVID-19 disease as well as the actions of state authorities, including countries other than the Host Country, and international lysis, are considered to be a Force Majeure, to the extent that they may hinder or prevent the organisation of The Activities.

Performance under these Terms is deemed to be suspended for the period that the Force Majeure event continues to affect performance. The Organisers and/or you will use our reasonable endeavours to bring the Force Majeure event to a close or to find a solution by which our and/or your obligations under these Terms may be performed despite the Force Majeure event.

15. Liability

You are required to keep your personal belongings (including your computer and/or other devices) with you at all times and The Organisers accept no liability for damage to, or loss of, personal belongings. The Organisers do not accept any liability for any loss (including, without limitation, theft) occasioned on our premises and/or on any premises of any Event being staged at external venues save for any damages caused directly by our negligence in which circumstances and, to the extent permitted by law, our liability shall be limited to your paid Conferences fees.

To the extent permitted by law, The Organisers, and their partners as well as any video conferencing or web conferencing platforms’ system provider for the Conferences and each of its and their respective officers, directors, and other partners and employees, shall not be liable under any circumstances, whether in contract, or otherwise, with respect to the damages suffered in relation with the organisation and/or your registration for and/or participation to the Conferences for:

(a) any indirect, consequential, punitive or exemplary damages, including, but not limited to, damages for loss of profits, loss of data, additional personnel costs or other intangible losses (even if The Organisers have been advised of the possibility of such damages), and/or

(b) the cost of procurement of substitute services, and/or

(c) any matters beyond our reasonable control, including Force Majeure event. You hereby expressly waive all claims against any of the aforementioned organisation and/or physical person for any of the aforementioned damages.

In case of your registration for and/or participation to the Conferences:

- - - - via video conferencing or web conferencing platforms/tools, you are responsible for securing that you have all authorizations to register to the event, attend the event and to that effect to also have an appropriate Internet connection, equipment and compatible browser software in order to utilise the video or web conferencing platform/tool and participate to the event
      - and if you have decided to upload and/or share material, content, data and/or any information, you are responsible for securing that you have all authorizations to upload and/or share such material, content, data and/or information in the frame of the Event ; you agree to indemnify the Organisers in case of any third party intellectual property rights claim infringement. You acknowledge that the Organisers are not responsible nor liable for
        (i) any further use of such material, content, data and/or information by any participant and/or by any third party during and/or after the Conferences and/or
        (ii) any loss, interception, storage and/or use of such material, content, data and/or information across systems that are not controlled by the Organisers where for example the event is attended via video conference or web conferencing platforms/tools.

The organisers are not liable for any damages or cost caused by exclusion from the Conferences due to not adhering to the Terms as defined.

16. Update of Terms and Conditions, Governing Law and Jurisdiction

These Terms are effective from 1 February 2022. and shall apply to your registration for and/or your participation to the Conferences. The Organisers may update these Terms at any time. Consequently, you are invited to regularly refer to the latest Terms in effect when you proceed to registration. You agree that these Terms will be exclusively governed by the laws of the Netherlands, without giving effect to any conflicts of law principles. Any dispute, claim or controversy arising out of, connected with or relating to the conclusion, validity, interpretation or performance of these Terms and/or ulterior agreements that could arise therefrom, will be under the exclusive jurisdiction of the competent courts of the Netherlands.