Event Terms & Conditions
(applicable for in-person and online Elia events)
1. Payment Terms
1.1. To qualify for the Early Bird or Very Early Bird rate (where applicable) for an Elia in-person or online event, you must register by 24:00 CET on the date that registration period ends.
1.2. From the period of the opening of registration until one week prior to the end of the Early Bird registration period, payment must be made within 2 weeks from invoice date.
1.3. Registrations made close to the event dates:
1.3.1. For registrations made one week prior to the Early Bird deadline or later, payment must be received within 4 days after the invoice has been received.
1.3.2. Proof of payment must be sent by email to qualify for the discounted rate, otherwise, the registrant will be reinvoiced for the standard registration fee.
1.4. All of our prices exclude VAT. VAT will be added to your invoice, if applicable, according to Belgian VAT law.
1.5. Payment of all fees must be made by PayPal or by bank transfer when registering and the bank details can be found on your invoice. All bank transfer charges will be paid by the sender.
1.6. All fees must be paid or you must be able to demonstrate that payment has been made in order to attend the in-person or online event.
1.7. No refunds or credits will be granted for no-shows.
All paid registrations are deemed to be binding. Cancellation can be made under the following conditions:
2.1. For in-person events
2.1.1. It is possible to cancel your registration and refunds (less a €75 processing fee) will be given according to the following schedule:
– Up to six weeks before the event: 100% refund
– Three weeks before the event: 50% refund
– Within three weeks of the event: Regretfully, refunds are not available. In the case of visa refusal and upon the submission of the relevant documentation, Elia will refund 100% of the registration fee paid, less an administrative fee of €75, if received more than one month prior to the event.
2.1.2. Substitution registrations will be accepted, an administrative fee of €30 will be charged per registrant.
2.2. For online events
Any attendee who registers will receive access to any materials and recordings of the event.
2.2.1. Very Early bird registrations are non-refundable.
2.2.2. Early bird and full rate registrations:
– Cancellations up to 2 weeks before the event are eligible for a 25% refund.
– Within two weeks of the event regretfully, refunds are not available.
2.2.3. Registrations can be transferred to another person provided Elia is notified.
2.2.4. Webinars tickets are non-refundable, but can be transferred to another person.
2.3. All requests for cancellation, refunds or to arrange substitutions must be received in writing. Please contact us by email firstname.lastname@example.org.
2.4. Elia reserves the right to alter or modify the advertised speakers and/or programme topics. The cancellation schedule listed in 2.1. or 2.2. would apply.
2.5. At the sole discretion of Elia, the conference does not receive a sufficient number of Participants Elia may decide to cancel the event. Elia will do this by notifying registered participants in writing by sending an email to the email address as provided, no later than the end of early bird period. All registered participants are eligible for a full refund of any fees received. For in-person events Elia cannot be held liable for any other costs incurred such as flight tickets, bank fees, production costs, accommodation etc.
3. Force Majeure
Neither party shall be liable or shall be in default of its obligations if such default is the result of acts of God, war or national emergency, acts of terrorism and its consequences, strike, lock-out, fire, explosion, flood, riots, civil disturbance, industrial disputes, natural and nuclear disaster, epidemics, health risks and pandemics or other cause beyond the reasonable control of the party affected. Elia reserves the right to defer or to cancel the conference (without liability to the delegate) in the event of a Force Majeure.
3.1. For in-person events
To the extent that any such circumstance makes it illegal or impossible to conduct the conference or prevents at least 40% of meeting attendees traveling to the venue, then this agreement may be terminated by written notice from the party affected by such occurrence. All claims of both parties under this agreement shall be void.
In case the event cannot be held we are offering delegates three choices:
– Carry forward the initial registration to next year’s in-person conference.
– Apply the registration fee toward Elia membership.
– Cancel registration with an administrative fee of €75 or 20% of registration fee, whichever is greater.
3.2. For online events
In case the event cannot be held on the scheduled date:
3.2.1. If the event is rescheduled, the registration is valid for the new date(s)
3.2.2. If the registrant does not wish to participate in the event or the event is not rescheduled, the registrant will receive a full refund minus a €30 administration fee.
4. Delegate Code of Conduct
For in-person events
For security reasons, and to allow access to conference areas, delegates are requested to wear a delegate badge whilst in the conference venue. If your badge is lost please report to the registration desk for a replacement. Elia reserves the right to (at its sole discretion) refuse admission to, to remove from the Conference or exclude from Conference premises, any person in its absolute discretion, including (without limitation) any person whose behavior or demeanor is considered unacceptable, who fails to comply with these terms and conditions or who, in the opinion of the organiser represents a security risk, nuisance or annoyance to the running of the Conference. You agree to comply with all reasonable instructions issued by the organiser or the venue owners at the Conference and with all applicable policies and regulations of the Conference and Conference venue.
5. Photos and Videos
By registering for and attending any Elia online/ in-person event, you give Elia permission to record your image and use for marketing purposes across Elia marketing channels.
We do not sell or otherwise disclose information about our website visitors, applicants or registrants to third parties except as follows:
Elia reserves the right to amend these terms and conditions from time to time. However, you will be subject to the terms and conditions in force at the time you submit your registration