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The conference organizer and conference secretariat is Virology Education BV (hereinafter “VE”).
Cancellation of registration
In case of cancellation, the following refunds are applicable:
- Cancellation before/on 19 Oct 2025: 50% refund (minus an administration fee of €40)
- Cancellation after 19 Oct 2025: Unfortunately, no refund will be given
If you are unable to attend the conference, a substitute delegate is always welcome at no extra charge, provided that a letter of authorization from the original participant has been received and the conference secretariat has been notified of the name of the substitute delegate before 5 Nov 2025. A statement (email/letter) of cancellation must be sent to Virology Education.
Cancellation of the meeting
In the event that the meeting cannot be held or is postponed due to events beyond the control of VE (force
majeure) or due to events which are not attributable to wrongful intent or gross negligence of VE, VE cannot be
held liable by delegates for any damages, costs or losses incurred, such as costs for transportation, for
accommodation, costs for additional orders, other financial losses, etc. Under these circumstances, VE reserves the
right to either retain the entire registration fee and to use it for a future meeting, or to reimburse the delegate
after deducting costs already incurred for the organization of the meeting and which could not be recovered from
third parties.
Force majeure
The parties’ performance under this contract is subject to acts of God, war, government regulations, threats or acts
of terrorism or similar acts, government travel advisories, disaster, strikes, civil disorder, decrease of transport
facilities, fire, flood, any undesirable weather or any cause beyond the parties’ control, making it unadvisable,
illegal or impossible to perform their obligations under the Agreement. Both parties may cancel the contract for
anyone or more of such reasons upon written notice to the other party.
Liability
VE shall be held liable in the framework of a duty of care as a respectable businessman according to statutory
provisions. The liability of VE – 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
conference at their own risk.
If the meeting is held in-person, VE cannot be held liable by delegates for damages or theft of property for any
applicable hotel and/or facilities used for the purposes of the meeting. The delegates will participate in the meeting
with full intent to respect the facilities in use and are liable for any damages to the hotel or the meeting venue for
which they are personally responsible. Verbal agreements shall not be binding if these have not been confirmed in
writing by VE. VE does not assume liability for consequential damages resulting from possibly erroneous and/or
incomplete contents of presentations and/or event documentation.
Insurance
As VE cannot be held liable for loss, injury or damage to any person or property or for any additional expenditure
incurred due to changes, whatever the cause, participants are advised to make their own arrangements for any
applicable insurances such as health and travel insurance if they attend the meeting in-person.
Modification of the Program
Please note that while speakers and topics were confirmed at the time of publishing, circumstances beyond the
control of VE may demand substitutions, alterations or cancellations of the speakers and/or topics. As such, VE
reserves the right to change or adjust the advertised speakers and/or topics if necessary, without any liability to
participants whatsoever. Any substitutions or alterations will be updated on the meeting web page as soon as
possible. VE reserves the right to modify the program, which is published as an indication only.
Data Protection
VE will collect and store all personal data for the purpose of the preparation and execution of the meeting. The
detailed privacy policy can be located here: www.academicmedicaleducation.com/privacy-policy
Photography and video materials
Please be advised that photographs and videos will be taken at the meeting for use on websites and in the press,
marketing materials, and other publications by VE. By registering to this meeting, participants consent to the above
and the use of images and videos of themselves.
Use of event documentation
Presentations, abstracts, and event documentation are protected by copyright law. Rights to their use may only be
transferred through express written consent by the author or presenter.
Participants are not permitted to copy license materials distributed for informational, educational or training
purposes. License materials are computer programs and/or other licensed data (or databases) in machine readable
form, and their accompanying documentation.
