Terms and Conditions

TERMS AND CONDITIONS FOR PARTICIPATION IN THE JCI EUROPEAN CONFERENCE 2017 IN BASEL, SWITZERLAND

Version 6, 12.05.2016

1. Introduction

The JCI European Conference 2017 in Basel, Switzerland ("Conference") is organized by JCI 2017 European Conference Basel, in Basel, an association established under the laws of Switzerland, registered with the register of commerce of Basel-City, Switzerland under CHE-340.755.106 ("COC"). 

2. Registration

2.1   Any delegate to the Conference must register by using the registration form avail-able under ec2017basel.com. The term “delegate” shall mean all participants, speakers, session chairpersons, husbands, wives, or children, who participate in the Conference.

2.2   All delegates are required to register for the main Conference before they qualify to register for any pre or post Conference activities.

2.3   Registration will not be deemed completed until the required registration fee and documentation have been received by COC.

2.4   Use a separate form for each delegate.

2.5   By registering to the Conference, the delegate accepts COC's terms & conditions.

3. Group Registration

3.1   Registrations for more than twelve (12) delegates (“Group Registration”) can be handled separately under info@ec2017basel.com. 

3.2   The early registration or regular registration fee will be applied when the total amount of the payment for a Group Registration is received by COC within the relevant deadline, even without the list of delegates. The final list with all required details and re-quired registration information of all delegates of the Group Registration must be re-ceived by COC by May 1, 2017 at the latest. The difference between early or regular and onsite registration fee must be paid in order to process the delegate’s registration for every delegate whose name is not included in the final list received by COC by May 1, 2017.

4. Fee

4.1   Conference registration fees and deadlines for early bird, regular and late registra-tion are indicated on ec2017basel.com. The registration fees include 8% Swiss Value Added Tax (VAT).

4.2   Payments must be received by COC no later than the date stated as early or regular registration deadline to be considered as early or regular registration.

4.3   All delegates including speakers and sessions chairpersons must register with full registration fee.

4.4   The registration fee includes admission to the main Conference. Certain programs and events are by invitation only or limited to senators or other particular groups of dele-gates. Additional fees might apply for certain programs and events (sightseeing, tours, sports, courses, etc.). Insurance, transportation to and from the Conference and accom-modation is not included. JCI and COC do not assume any responsibility or liability in this regard.

5. Payment Terms

5.1   Registration is only completed after the registration fee is fully paid. Registration fee must be paid in Euros.  Delegates must bear all bank charges.

5.2   For Credit Cards: Credit card payments will be made through card processing firms. There might be some fluctuation in exchange rate differences depending on the country of origin and the local currency of the cardholder. The credit card information will not be given to third parties.

5.3   For Wire Transfers: 

5.3.1   FOR EURO WIRES ONLY, THE INSTRUCTIONS ARE AS FOLLOWS: 

Bank UBS Switzerland AG
Account owner JCI 2017 Europakonferenz Basel
IBAN CH8200 2332 3317 9544 60F
BIC UBSWCHZH80A

5.3.2   FOR SWISS FRANC WIRES ONLY (LIMITED TO SWISS DELEGATES), THE INSTRUCTIONS ARE AS FOLLOWS: 

Bank UBS Switzerland AG
Account owner JCI 2017 Europakonferenz Basel
IBAN CH1000 2332 3317 9544 01X
BIC UBSWCHZH80A

5.3.3   To ensure the proper account is credited, all wire transfers must indicate the fol-lowing information, either on the wire transfer or by sending an e-mail to info@ec2017basel.com:

Conference Registration Number
Date of wire transfer
Currency and amount of wire transfer
Group reference number (in the case of a group reservation)
Final Beneficiary: JCI 2017 EC Basel

The deadline for wire transfer payment is 10 days prior to Opening Ceremony. 

6. Limited number of places

6.1   The Conference is placed in venues of a suitable size for the event; however there is only a limited number of places available. Should the Conference be sold out, prospec-tive delegates will be informed and a waiting list will operate. The waiting list will function on a ‘first come, first served’ basis, subject to receiving registered delegate cancellations. 

6.2   COC will not be liable for any travel or accommodation expenses incurred by an in-dividual who travels to the Conference without a confirmed registration.

7. Registration Name Change

During the registration process, an invoice will be made available for the delegate. After that, changes to name and address may only be made by giving written notice to COC and paying a EUR 15 handling fee to COC no later than March 31, 2017 (e.g. changed matrimonial status, replacement delegate if unable to attend). Only one name change per registration will be accepted.

8. Cancellations/Refunds

8.1   Once a delegate cancels its registration, refunds will only be given per the following schedule:

Up to the early registration deadline:  75% refund 

Thereafter, up to 30 days before the Opening Ceremony:  50% refund 

Thereafter, up to 10 days before the Opening Ceremony:  25% refund 

10 days or less to the Opening Ceremony:  0% refund. No exceptions made.

8.2   A 5% administrative fee will be deducted from ALL refunds. 

8.3   The relevant date for the refund will be the day of documented receipt of written cancellation by COC.

8.4   NOTE: 50% refunds will be given to delegates who failed to get their visa in time to attend the Conference. Official proof of the embassy confirming that a visa could not be granted is required until 15 days after the Conference. COC will not entertain any re-quests for refunds after 15 days after the end of the Conference. 

8.5   No refunds will be given onsite.  If a delegate failed to receive his/her VISA in time, the refund will be issued after the Conference.

8.6   Process for refund may take up to four weeks. The refund will be credited to the bank account submitted by the delegate. Bank transfer costs must be borne by the dele-gate.

8.7   No refunds will be given for unattended events or for early leave of the Conference for whatever reason.

9. Visa Requirements / Confirmation Letter

9.1   It is the sole responsibility of the delegate to take care of his/her visa requirements. Please apply for your visa in good time. Delegates should contact their nearest em-bassy or consulate to determine the appropriate timing and procedure of their visa appli-cations.

9.2   Upon request of the delegate whose registration is completed, COC assists the delegate in obtaining visa by issuing an official letter (“Confirmation Letter”), provided that COC receives such request on or before 30 April 2017 at the latest.  Confirmation Letter will not be sent after May 1, 2017, and will only be issued if the delegate's name was ap-proved by the National President of the delegate’s national organization. The Confirma-tion Letter is intended to facilitate the delegate's travel and VISA arrangements only, and does in no way imply the provision of any support, financial or otherwise.

10. Name Badge

10.1   Access to the Conference will not be granted without a proper name badge, and it must be worn at all times during the Conference.

10.2   If a delegate loses, misplaces, or forgets the name badge or asks for onsite name changes, an administrative fee of EUR 50 will be charged for a new name badge.

10.3   Official proof of identity will be required to replace a new badge. Upon handing out a new name badge, the lost badge will automatically become invalid.

11. Liability Disclaimer

11.1   The liability of each of COC, JCI, and their representatives, whether in contract, tort, or otherwise, shall be limited to direct damages that are the result of gross negli-gence or willful misconduct of the liable party itself. The liability for vicarious agents is ex-cluded. This limitation of liability shall not apply to bodily injury or death caused by the li-able party itself.

11.2   Delegates are advised to arrange their personal insurance for the duration of the Conference and tours to cover personal accidents, illness, losses or damage to private property.

11.3   While every attempt will be made to ensure that all aspects of the Conference mentioned in this announcement will take place as scheduled, COC reserves the right to make changes (including venue or any other published particulars) with or without giving notice should the need arise. COC may add to, change, delete or end use of a service at any time.  COC cannot promise that a service will always be uninterrupted, timely, secure or error-free. COC may deny or suspend your access to the Conference or any service for inappropriate use or breach of these terms & conditions.

11.4   The Conference and any service, such as website, registration system, conference app, newsletters, etc., are provided "as is" and COC hereby disclaim any warranty whatsoever, including any implied warranty for fitness for a particular purpose.

12. Privacy, Data Protection

12.1   COC will do its best efforts to ensure full protection of personal data that are en-tered in the course of the registration procedure. No other third parties will have access to personal registration information.

12.2   Delegates take note and accept that registration information may be used and shown in the delegates register, on the admission badge, and in the conference app. In particular, COC is allowed (1) to forward delegates' registration information to sponsors of the Conference, (2) to add delegates' e-mail address to the Conference mailing list, and (3) to share the registration information with Junior Chamber International (JCI) Inc., Chesterfield, Missouri, USA.

12.3   Each delegate guarantees to COC that his or her picture submitted to COC in the course of the registration process is clear of any third party rights.

13. Intellectual Property

Speakers, panelist and other delegates presenting or performing agree that they and their materials are filmed or photographed and used by JCI for further promotion on www.jci.cc, in social media and in promotional literature. 

14. Modifications

COC reserves the right to modify these terms and conditions at any time by giving ap-propriate notice. 

15. Promotional literature

No individual or organization may display or distribute publicity material or other printed matter during the conference, unless by prior arrangement with COC. Should a delegate wish to discuss promotional opportunities, please contact sponsoring@ec2017basel.com.

16. No Smoking Policy

Smoking is not permitted at any official Conference event.

Inquiries and Assistance:

For questions or assistance regarding the Conference please contact:                             info@ec2017basel.com

Imprint

JCI 2017 European Conference Basel (CHE-340.755.106)
c/o 4eyes GmbH
Falknerstrasse 52
4001 Basel
Switzerland

info@ec2017basel.com