Event policy

By submitting an event registration, you agree to be bound by these Terms and Conditions.

Your event registration shall be made through the International Civil Society Centre’s event registration portal. You cannot register for an event informally.

Your event registration is a request to participate in an Event organised by the International Civil Society Centre. A binding contract between You and the International Civil Society Centre will only be formed when your request has been reviews and approved and written confirmation of acceptance is sent by the International Civil Society Centre to You (whether or not it is received) using the email address provided at the point of registration. The You should contact the International Civil Society Centre if You have not received confirmation within five (5) days of Your event registration. The International Civil Society Centre reserves the right in its sole discretion to refuse to accept Your event registration request. Your registration request and the Confirmation shall together (also referred to as the Booking) constitute a binding contract between You and the International Civil society Centre which shall be subject to these Terms and to any rules and regulations issued from time to time by the International Civil Society Centre in relation to the specific Event you submit a registration request.

The person submitting the Event registration on Your behalf shall be deemed to have full authority to do so and You shall have no right to claim against the International Civil Society Centre that such person or persons did not have such authority.

You are jointly and severally liable under these Terms with any agent appointed to make the Booking on Your behalf.

The International Civil Society Centre is responsible for the development and setup of the Event, the website/ platform and content. 

You are responsible for the setup of Your own virtual exhibition stand (if applicable) and for any technical requirements to enable You to connect and participate in the Event via the Platform. 

You agree that: 

1.  You will not infringe any copyright, patent, trade mark, trade secret, or other proprietary right, false advertising, unfair competition, defamation, obscenity, piracy, invasion of privacy or rights of celebrity, any discrimination law, securities law or regulation, or of any other right of any person or entity;
2. You will not undertake to create or introduce into the Event, the Website, the Platform or any part thereof any known spyware, virus, Trojan horse, logic bomb or other destructive or malicious software;and
3. You will at all times comply with the provisions of all relevant data protection laws, legislation and regulations.
4. The International Civil Society Centre is not responsible for any occurrence preventing participation in the event that is outside the reasonable control of the International Civil Society Centre; this includes network failure or incompatibility; or maintenance periods, whether scheduled or unscheduled.
5. The International Civil Society Centre reserves the right to add, alter or remove workshop content without prior notice, provided the content still meets the description of that workshop.

Participation in the Event

The details of the Event shown in any material, promotional or logistical supplied by the International Civil Society Centre to You are correct at the time of dissemination but You shall be responsible for checking with the International Civil Society Centre that no alterations have been made. 

The International Civil Society Centre reserves the right (in its absolute discretion) to terminate Your access to the event without explanation. 

Participation Fees

The participation fees include coffee breaks, lunches, dinners and documentation (meals not included for virtual events). Travel and accommodation are not included. The full amount stated on the invoice must be received prior to the first day of the workshop. It is the responsibility of the participant to pay any transfer fees from both the sender’s bank and receiver’s bank associated with the transaction and ensure that the International Civil Society Centre receives the full participation fee as stated on the event invoice. Participants are responsible for ensuring international money transfer fees are added to the final payment. 

PayPal payments: If a participant is making a payment through PayPal, remember to add the transfer fees. Use the PayPal Fee Calculator to determine the correct fee. If using PayPal, the participant is responsible for changing from “Domestic” to “Cross-border” if sending money from a different region/continent. 

Example: When transferring from USA to the Centre’s German PayPal account, against the row “Fee Rate” under Cross-border, select 4.29% + €0.35 (+2.0% from Europe I and North America).

Payment

The Fee shall be payable by You to The International Civil Society Centre in full and in cleared funds into The International Civil Society Centre’s nominated bank account within thirty (30) days of the date of The International Civil Society Centre’s invoice and in any event, no later than 48 hours before the Event. 

The Fee is stated exclusive of any banking fees associated with making the transaction. 

If payment of the Fee in full is not received before the Event, the International Civil Society Centre may (at its sole discretion) either require such payment as a condition of Your entry to the Event or refuse You entry to the Event. No refunds of any proportion of the Fee paid (if any) will be made and any balance of the Fee will remain due and payable where entry to an Event is refused under this clause. 

Any cancellation must be made in writing by mail, e-mail or fax. The date on which the letter is received by the International Civil Society Centre will determine the applicable cancellation charges. These charges are expressed as a percentage of the total participation fee (including accommodation where applicable), and are as follows:

• 31 days or more before the first day of the workshop: no cancellation charge,
• 16 – 30 days before the first day of the workshop: 50% of total workshop fee,
• 15 days or less before the first day of the workshop: 100% of total workshop fee (including accommodation where applicable).

When a workshop is under-subscribed, the International Civil Society Centre reserves the right to change or cancel such a workshop. Participants will be informed as soon as possible. In case of a cancellation participants will be offered an alternative workshop place or a 100% refund.

In the event that a workshop is cancelled due to unforeseen circumstances out of our reasonable control (e.g. illness, natural disaster, adverse weather conditions), participants will be informed as soon as possible and offered an alternative workshop place or a 50% refund of participation fees.

Termination

The International Civil Society Centre reserves the right to terminate any registration request without explanation. Termination shall be treated as a cancellation by You and You will be required to pay the cancellation sums specified with the timeframes requested. 

Indemnity

You shall defend, indemnify and hold the International Civil Society Centre harmless from and against all costs, claims, demands, proceedings, liability, losses and expenses (including reasonable legal fees) whatsoever made against or incurred by the International Civil Society Centre as a result of, related to or arising in connection with

(i) a breach of these Terms by You, and/or

(ii) any acts or defaults of You, your employees or agents in connection with the Event and/or

(iii) any claim brought against the International Civil Society Centre that the Content or any services or software supplied by You infringe, violate, or trespass or constitute the unauthorised use or misappropriation of any intellectual property of any third party. 

Disclaimer, Exclusion of Liability

The Platform is delivered over the Internet, and accordingly, is subject to limitations, delays, and other problems inherent in the use of the internet and electronic communications. The International Civil Society Centre shall not be responsible for any delays, delivery failures, viruses, hacker intrusions or other damage resulting from such problems. 

The International Civil Society Centre makes no representation, warranty, or guarantee as to the reliability, timeliness, quality, suitability, truth, availability, accuracy or completeness of the Platform. The International Civil Society Centre does not represent or warrant that: 

(a) the use of the Platform will be uninterrupted or error free; 

(b) the Platform or the servers that make the services available are free of viruses or other harmful components. 

Use of WordPress Forms

We use WPForms, a WordPress forms plugin. Further information concerning the terms and conditions of use and data privacy can be found at https://wpforms.com/privacy-policy/ 

Use of Whova Inc

We use Whova Inc, an event management system for our Global Perspectives conference. 

Personal Data Whova Collects 

• Whova Services collects information about your usages. This may include information about any IP address used to access Whova Services and your activities on Whova Services. 
• Whova collects information that you provide in creating an account at Whova Services. This may include information such as your name, email address, social network sign- in. They do not provide your information to any third party (subject to Section 5 below). 
• Whova allows you to retain and access Your search history and bookmark profiles on selected Whova Services. You may delete one or all at any time when Whova Services are available. Whova does not share your history and bookmarks with any third party (subject to Section 5 below). 
• Certain functionalities of Whova Services require you to enter Personal Data to access your accounts with third-party websites, such as third-party social networks and websites. Your third-party login credentials will be stored for your convenience of continuously accessing the third-party information upon your requests. They do not use this information for any other purpose. Your third-party login credentials are hashed and stored with the strictest security standards. 

Use and Sharing of Personal Data

• Whova may use Personal Data you provide to Whova Services to create and maintain your account, to personalise your experience, and to send email communications relating to Whova Services. Whova does not sell, exchange, transfer, or give this type of Personal Data to any other company without your consent. 
• Whova may use Personal Data about your use of Whova Services to improve their services. Whova may also use personal data with third parties services and technologies as described below: 
• Monitoring services, such as Google Analytics, to assist Whova in improving its quality of service. 
• Cloud hosting providers, such as AWS, to ensure service availability and permanent storage 

Use of Miro

The Centre uses Miro, an online collaborative whiteboard platform. The provider is Miro DACH GmbH, c/o WeWork, Warschauer Platz 11-13, 10245 Berlin
Further information concerning the terms and conditions of use and data privacy can be found at https://miro.com/legal/privacy-policy/ 

Use of Zoom

The Centre uses the Zoom video conferencing platform. The provider is Zoom Video Communications, Inc., 7601 Technology Way, Suite 300, Denver, USA.   
Information in relation to Zoom’s terms and conditions and data privacy can be found at:  https://zoom.us/privacy

Use of Easy Feedback

The Centre occasionally uses Easy Feedback for post-event evaluation surveys. The provider of the platform is easyfeedback GmbH, Ernst-Abbe-Straße 4, 56070 Koblenz.  Information in relation to easyfeedback’s terms and conditions and data privacy can be found at: https://easy-feedback.com/privacy/data-protection/ 

Use of  Slido

The Centre uses the audience interaction platform Slido. The provider of the platform is sli.do s.r.o., Vajnorska 100/A, 831 04 Bratislava, Slovakia.
Information in relation to Slido’s terms and conditions and data privacy can be found at: https://www.sli.do/terms#privacy-policy