Event Terms & Conditions

1. Payment Terms

1.1 To qualify for the Early Bird or Very Early Bird rate (where applicable) for an Elia 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 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 event.

1.7 No refunds or credits will be granted for no-shows.

2. Cancellation

All paid registrations are deemed to be binding. Cancellation can be made under the following conditions:

2.1 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 certain cases, a credit for the following year’s conference may be given.

2.2 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.

2.3 Substitution registrations will be accepted, an administrative fee of €30 will be charged per registrant.

2.4 All requests for cancellation, refunds or to arrange substitutions must be received in writing. Please contact us by email registration@elia-association.org.

2.5 Elia reserves the right to alter or modify the advertised speakers and/or programme topics if necessary. The cancellation schedule listed in 2.1 would apply.

2.6 At the sole discretion of Elia, the conference does not receive a sufficient number of Participants Elia may, at its discretion, 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. Elia cannot be held liable for any other costs incurred such as flight tickets, bank fees, productions 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. 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 vis-à-vis registration: 

  1. Carry forward the initial registration to next year’s in-person conference
  2. Apply the registration fee toward Elia membership
  3. Cancel registration for with an administrative fee of €75 or 20% of registration fee, whichever is greater.

4. Delegate Code of Conduct

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 Organizer represents a security risk, nuisance or annoyance to the running of the Conference.

You agree to comply with all reasonable instructions issued by the Organizer or the venue owners at the Conference and with all applicable policies and regulations of the Conference and Conference venue.

5. Photos and Video

If you are attending the event, you are giving permission for Elia to use your image for reporting informational and promotional marketing purposes.

6. Privacy policy

We do not sell or otherwise disclose information about our website visitors, applicants or registrants to third parties except as follows:

For purposes of association events and activities we may disclose specific information about registrations or membership to other registrants, sponsors, partner organisations or other members when permission is provided. If you have any queries about this, please email info@elia-association.org.

Click here to see the full Elia Privacy policy.

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