General Terms and Conditions

General Terms and Conditions (GTC) for Conference participants

Dear Conference Participants!

These General Terms and Conditions are issued in order to provide you with detailed information on the conditions for your participation in the Conference organised by us.

Please read the following General Terms and Conditions carefully and only use our services if you agree to the terms and conditions.

This is particularly important because by registering for the Conference, you declare that you have read and accepted these Terms and Conditions and agree to all of their points.

Please let us know, if you have any questions or comments.

  1. Subject of the contract

The present General Terms and Conditions (hereinafter referred to as the GTC) contains the general terms and conditions regarding the registration and participation in conferences (hereinafter referred to as the Conference) advertised on the website of Altagra Organizing and Travel Agency Ltd. (hereinafter referred to as the Organizer) and the rights and obligations of the persons registering for these conference (hereinafter referred to as the Participant).

(Altagra Organising and Travel Agency Ltd. and the Participant together hereinafter referred to as the “Parties”)

  1. The Organizer

Altagra Conference Organisation and Travel Agency Ltd.

1141 Budapest, Cinkotai út 109. fszt. 4.

Tax number: 11886747-2-42

E-mail address: altagra@altagra.hu

  1. Websites

Conference websites operated by the Organiser under the domain www.altagra.hu and other conference websites operated by the Organiser but with their own domain name

  1. Conferences

For the purposes of the T&Cs, “Conference” means congresses, conferences, training courses, seminars, forums, travelling meetings, business meetings, etc.

  1. Participation fee

In the GTC, the participation fee is defined as the actual participation fee plus other services related to the Conference (e.g. accommodation, gala dinner, leisure activities).

  1. Participants of the Conference

The Conference is open to the following persons:

– visitors of the Conference by invitation or application

– exhibitors at the Conference (by individual agreement)

– invited speakers of the Conference

– conference organisers and their subcontractors

  1. Venue and date of the Conference

Information on the venue and the date of the Conference is always given in the invitation/website of the current Conference.

  1. Services provided by the Organiser

A list of the services provided by the Organiser is always included in the current Conference invitation/website.

  1. Registration for the Conference

Registration for the Conference takes place primarily online, as indicated on the website or in the notice of the current Conference. In exceptional cases the Organiser will accept registration by e-mail or post – insisting that it’s essential for this to be in writing.

Registration for the Conference constitutes an order and payment is due. It is the responsibility of the Participant to obtain any necessary permits for registration, the Organiser does not check for the existence of such permits. It is also the responsibility of the Participant to provide details, f.e. the billing address or the tax number correctly. The Organiser excludes all liability arising from incorrectness, typographical errors or the inclusion of false information.

Upon receipt of the application, the Participant will receive a notification  via e-mail that his/her registration has been accepted by the Organiser.

The services ordered will be confirmed by the Organiser or will be included in the order summary generated by the online registration system (which the Participant can download at any convenient time). The online system will also allow the Participant to check whether the invoice has been settled.

  1. Conference participation fee

The following are clearly indicated on the Conference’s website:

– the Conference registration fee

– the content of the participation fee (including VAT)

– discounts which may apply

– the validity of the fees (early, standard, late, on-site – with indication of the deadline for registration)

– refund rate in case of cancellation

  1. Contract

The contract between the parties is concluded by the Participant’s voluntary registration, acceptance of the GTC and downloading of the order summary and the fee request form. The contract is concluded between remote subscribers. The contract is not a written contract, is not filed and is therefore not accessible afterwards.  The conclusion of the contract is evidenced by the electronically stored data, the order summary, the fee claim form and the advance and final invoices. These documents are kept by the Organiser for the period required by accounting and tax legislation. All relevant information published on the website, including payment and cancellation conditions and information on invoicing, shall form an integral part of the contract.

The language of the contract shall be Hungarian for Conferences for Hungarian participants and English for International Conferences.

The contract between the Parties is valid until the closing date of the Conference or until full financial settlement.

 

  1. Payment terms

The fee request will be sent by e-mail within one or two days after the application. The total sum of the participation fee payable in advance.

The Participant may pay the participation fee by bank transfer to the bank account indicated on the fee application form by the deadline specified. The date of payment of the participation fee is the date on which the participation fee is received by the Organiser’s bank account.

 

  1. Billing

Within 8 days of receipt of the participation fee, the Organiser will issue an invoice for the amount received.

The invoice shall be issued in accordance with the accounting and tax legislation in force at the time. The invoice may include an intermediary service. The participation fee may be broken down on the invoice, more information on this is provided in the fee application form.

The invoice shall be sent electronically. Printed invoices will be sent by post only on prior request.

  1. Representation tax

The Organiser declares that the declaration and payment of the so-called representation tax pursuant to § 69 and in particular § 70 (1) (a) and (4) of Act CXVII of 1995 on Personal Income Tax is the obligation of the company paying the Participant, and the Organiser shall not be liable or obliged in this respect.

  1. Rights and obligations of the Participant

The Participant is entitled to attend the Conference, to take notes and to use the materials distributed for his/her own purposes. The Participant shall not be entitled to transfer his/her rights under these GTC to any other person.

During the presentations, the Participant may not engage in any behaviour that would disrupt the proceedings (use of telephone, loud conversations, etc.). The Participant shall comply with the rules of the Conference venue. The participant is fully liable for any damage caused.

It is forbidden to make any sound, image or video recordings at the Conference without the permission of the Organiser.

By registering and paying the participation fee, the Participant is entitled to participate in the Conference, but is not entitled to engage in advertising activities (e.g. leafleting, display of advertising material). This prohibition does not apply to business cards personally handed out . Any commercial activity at the Conference is subject to prior agreement with the Organisers.

The Participant is obliged to wear the identification (badge, neck badge, wristband, etc.) received at the time of registration for the entire duration of the Conference and to present it at the request of the Organisers.  Likewise, the participant must present the invitations and meal tickets if such items were included in the registration package.

  1. Rights and obligations of the Organiser

The Organiser may refuse to admit a participant who fails to pay the entry fee by the deadline.

The Organiser reserves the right to cancel the Conference if the minimum number of participants is not reached. The Organiser is obliged to inform the applicants immediately of the cancellation and to refund the participation fees already paid in full within 8 days of the notification.

The Organiser will take photographs, audio and video recordings of the Conference and make them publicly available electronically, primarily for the purpose of promoting the event and the scientific area. The Organiser will only publish audio and visual material that does not infringe the privacy rights of the persons included. Unless the Organiser receives a request to the contrary from a Participant, the Organiser shall presume that the Participant, by accepting the GTC, has consented to the taking and publication of photographs, audio and video recordings of the Participant.

The Organiser will strive to the best of their ability to ensure that the Programme is being 

carried out as advertised. However, the Organiser reserves the right to change the programme, the topics and the starting times of the lectures.

  1. Liability Insurance

Altagra carries a liability insurance for its activities. Liability insurance does NOT cover any personal injuries to participants resulting from an accident, travel damage, flight delays and baggage damage.

  1. Vis maior

The parties agree that if the performance of this contract by either party becomes impossible for reasons unforeseeable and beyond their control, for which they’re not responsible (force majeure), it may terminate the contract during the period of force majeure by unilateral written notice to the other party, including the reason of termination.

In such a case, the Participant shall reimburse the Organiser for the monetary value of the services provided by the Organiser prior to the date of termination of the contract, and the Organiser shall return to the Participant any advance payment already made but not yet used. The parties shall have no other obligation to pay each other in the event of force majeure.

In relation to the coronavirus epidemic, the parties agree that the existence of the epidemic shall be considered as force majeure if the conference cannot be held due to legislation or official regulations in force prior to the date of the event.

  1. Copyright

The papers presented at the Conference are the intellectual property of the speakers. Any further use of the presentation (publication, lecture, presentation, teaching, sale, distribution, etc.) is subject to the prior written permission of the presenter. Exceptions to this rule are events advertised as online or hybrid events. 

Further use of written material (book of abstracts, abstracts of presentations, proceedings) delivered at the Conference is possible provided the source is acknowledged.

  1. Complaint management

The Participant may send any complaint to the Organiser by e-mail or registered mail using one of the contact details specified above. The Organiser is obliged to investigate the complaint within 8 days and to inform the Participant of the result of the investigation.

In the event of a dispute, the Parties shall endeavour to settle the dispute amicably through negotiation, failing which they may pursue their claims by legal means.

The Participant may also submit a complaint to the Budapest Arbitration Board.

  1. Data protection information

By registering for the Conference, the Participant consents to the processing of his/her data by the Organiser as data controller for the following purposes:

– To comply with the terms and conditions of the contract between the Participants and the Contractor

– Compliance with accounting standards

If the Participant provides, in addition to his/her own personal data, the data of another natural or legal person (typically as a billing address) as a data communicator, he/she is obliged to obtain the consent of the person concerned.

The rules on the protection and processing of personal data are governed by the provisions of the Privacy Policy.

  1. Security

The Organiser will take all reasonable and expected measures to ensure the secure operation of the Website, but does not make any express or implied warranty or guarantee that the Website will be secure, free from computer viruses, spyware or other malicious software, or that it will operate uninterrupted. The Organiser recommends that the participant takes the necessary precautions: use virus and spyware protection software with an up-to-date database, install security updates to the operating system.

  1. Validity of the GTC

These GTC shall enter into force on the date of their publication and shall remain in force until revoked. The Organiser reserves the right to modify these GTC. The modification shall be effective from the date of publication.

  1. Other provisions

The rules of Hungarian law shall apply to any matter not regulated in the GTC.