General Terms and Conditions
K.I.T. Group GmbH Association & Congress Management (hereinafter “K.I.T. Group” or “Organiser”) is the Organiser for the 14th Congress of the European Menopause and Andropause Society on 3 – 5 May 2023 (hereafter referred to as the “EMAS 2023”, “Congress” or “event”).
K.I.T. Group is the administrative organizer of the EMAS 2023, and the Congress Secretariat (staff and technical infrastructure) is provided by K.I.T. Group.
The European Menopause and Andropause Society EMAS is a non-profit, scientific organization and is the key international society promoting health in women and men at midlife and beyond.
The following General Terms and Conditions apply to all services provided by K.I.T. Group GmbH, Berlin.
2. General Terms and Conditions for Registration
These general terms and conditions are valid for each attendee registered for the EMAS 2023. Any registered person is considered an attendee. These General Terms and Conditions are also binding for all group registrations.
3. EMAS 2023 Congress Registration
The registration deadlines are as follows:
Early Registration deadline until: 06.02.2023, 24:00 CET
Standard Registration deadline: 17.04.2023, 24:00 CET
Late Registration from: 18.04.2023, 24:00 CET
We recommend finalizing individual registrations latest by 30 April 2023 via the online form to guarantee a smooth participation at EMAS 2023.
To be eligible to register for EMAS 2023, attendees must be at least 18 years old. Attendees may be asked to present an official identity card stating their age.
Only fully completed registration forms will be accepted. The registration fee is based on the date of the receipt of the registration form or completed online registration as well as the payment in full in accordance with the deadlines mentioned above. The online registration can be completed by clicking the button “register and pay” which can be found at the end of the form. The registration will only be confirmed upon receipt of payment in full.
The registration fee for regular attendees (EMAS members, non-members, students, fellows, nurses, or other healthcare professionals), speakers and media representatives, includes access to the event venue and to the scientific programme, the exhibition and poster area and a certificate of attendance.
The organizers reserve the right to refuse any registration. Any claim for participation in the event is excluded.
If the maximum attendee capacity is reached, the organizers reserve the right to refuse any registration.
4. Reduced Registration Fees
To benefit from the EMAS Member Registration Fee, your membership must be valid for both the time of registration AND during the congress. Please make sure to apply for or to renew your membership if necessary.
Otherwise, the EMAS 2023 Registration Department reserves the right to change the registration fee to the higher non-member fee.
To benefit from the reduced fee, the EMAS 2023 Registration Department may request proof of profession or occupation. You will receive a separate email if needed. The following proofs may be required:
To be able to register as a student or fellow, you must present proof of full-time enrollment at a recognized university or college for both the time of registration and during the congress.
To be able to register as a nurse a supporting letter with business letterhead, signature and stamp from your Head of Department is required describing your status for both the time of the registration and for the time of the congress. Alternatively, you can submit a copy of your registration or practicing certificate or an ID from your institution if your profession is stipulated on it.
5. Media Registration
To register as a media representative, please contact K.I.T. Group at [email protected] to receive a Media registration form. There is no registration fee for accredited media representatives. However, to register as a media representative, you must submit a copy of your official Media or Press card.
6. Group Registration
Registrations for more than ten persons will be handled separately as a group booking. Please contact K.I.T. Group Registration Department at [email protected]. There is no discount for group registrations available. There will be no refund for registrations which were paid, but not used. Please note that for group bookings with a booking value of more than 1.500,00 EUR a handling fee of 2,5% of the calculated total amount will be charged separately. Handling fees are not and under no circumstances refundable.
The EMAS 2023 Registration Department shall not be held responsible for the double booking of an individual attendee or group made by another company or organization.
A payment order will be sent by email to the group manager once the K.I.T. Group Registration Department has received the fully completed registration form. Payment for the group registration shall be transferred immediately upon receipt of the payment order. A final registration invoice shall be issued and sent to the group manager after the congress.
The EMAS 2023 Registration Department will provide the group manager with information on how to communicate the names of their group members. Individual data of each group member such as first name, last name, individual email address and postal address must be provided. New group requests will be considered until 20 April 2023, 24:00 CET (names, required attendee data and payment in full must be made until 25 April 2023) to guarantee a smooth procedure. After that date, only individual online registration will be possible.
7. Methods of Payment
Payment is required at the time of registration. It is mandatory to be made in EUR only, using one of the following methods:
7.1 Credit Card
Visa, AMEX or MasterCard are accepted. Credit cards are debited in EUR only. You will receive from us by e-mail with the confirmation of registration a secure link for payment.
7.2 Bank Transfer – until 25 April 2023
Bank Name: Commerzbank AG, Kurfürstendamm 237, DE-10719 Berlin
Account Holder: K.I.T. Group GmbH
Bank Sorting Code: 100 800 00
K.I.T. Account Number: 05 140 018 01
IBAN: DE50 1008 0000 0514 0018 01
Reference: EMAS 2023, Participant name, Participant number
Please note that all transfer costs must be prepaid by the transmitter. Cheques will not be accepted.
8. Confirmation/Payment Receipt
Only fully completed registration forms will be accepted. The online registration can be completed by clicking the button “register and pay” which can be found at the end of the form. The registration will only be confirmed upon receipt of payment in full.
A letter of confirmation/invoice will be sent by email once K.I.T Group has received the fully completed registration form and the related payment.
9. Certificate of Attendance, CME Credits
A Certificate of Attendance and a Continuing Medical Education (CME) Credit Statement for regular delegates and students/post-docs will be sent by e-mail after the Congress.
Please have a look at 2023.emas-online.org to find out how many CME credits will be allocated to the EMAS 2023 scientific program. Each medical specialist should claim the recognition of the UEMS/EACCME credits at his/her own CME National Authority. The aim of the CME system is to ensure a high level of theoretical and clinical competencies throughout medical specialists´ working lives. The UEMS/EACCME Accreditation Committee guarantees that the CME programs are of a high scientific and educational standard.
10. Registration Name Change
A handling fee of 50 EUR will be charged for every name change to an existing congress registration. A new registration form for the substitute attendee should be submitted, as well as proof of the reduced fee if applicable.
11. Registration Cancellation Policy; Modification of the Congress Programme
Notification of cancellation must be made in writing and sent to the EMAS 2023 Registration Department by email under the following contact details: [email protected]
The notification must include all the relevant information regarding the bank account to which a possible refund may be remitted.
If the written notification of cancellation is received before 6 February 2023, 50% of the paid registration fee will be refunded. No refunds will be made for cancellations received after this date.
Refund requests will be processed after Congress only. They must be made in writing and sent to the EMAS 2023 Registration Department by email no later than 17 May 2023. No refund request will be processed after this date.
Credit will not be given for unattended events or early termination of attendance. Refunds will be credited only to person/entity who / which paid the original registration. In cases of cancellations due to personal matters, after the cancellation deadline, please consult your personal insurance.
The Congress organizers reserve the right to modify the program, which is published as an indication only. There is no claim against the organizer for the implementation of announced or individual program components.
No refunds will be granted in case the program changes (including change of speakers, modification of topic, etc.).
12. Cancellation or Postponement of the EMAS 2023 Congress
In the event that the event cannot be held or is postponed due to events beyond the control of EMAS and/or K.I.T. Group (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of EMAS and/or K.I.T. Group, neither EMAS nor K.I.T. Group can be held liable by attendees for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc. Under these circumstances, the organiser or – on behalf of the organiser – K.I.T. Group reserve the right to either retain the entire registration fee and to use it for a future congress, or to reimburse the attendee after deducting costs already incurred for the organisation of the congress and which could not be recovered from third parties.
13. COVID-19 Regulations: Cancellation of the Congress, cancellation of attendance
If the Face-to-Face Congress cannot take place at the originally scheduled event dates due to government regulations, laws, ordinances and other public orders that apply in connection with the pandemic due to the SARS-CoV-2 (COVID-19) coronavirus and variants (“COVID-19 Regulations”), the organizer shall be released from the obligation to perform. In case of a complete cancellation, registered and fully paid attendees shall receive a refund of the respective participation fee paid. Refunds will be made according to the procedure described above in the section “Cancellation or Postponement of the Congress “.
In the event of cancellation of attendance by an attendee due to the above mentioned COVID-19 regulations in effect at the time of the event in his/her country of residence, the refund will be governed by the principles outlined in the “Registration Cancellation Policy” section above, with the understanding that the attendee will have refunded his/her their registration fee regardless of the time of cancellation for a processing fee of 50.00 EUR.
14. Hygiene and safety regulations, House rules
Attendees are obligated to inform themselves in advance of their participation in Congress about the currently valid regulations, laws, ordinances, and other decrees that apply in connection with the containment of the SARS-CoV-2 (COVID-19) coronavirus pandemic (“COVID-19 Regulations”), and to comply with them. In addition, attendees are required to comply with the hygiene and safety measures and/or concepts enacted by the organizer.
In view of the dynamic development of the coronavirus, each attendee acknowledges that the organizer is entitled to adapt the hygiene and safety measures to the current situation at any time and that attendees are obligated to inform themselves continuously about any changes on the hygiene and safety measures of the Congress, in particular via the Congress website: https://2023.emas-online.org/
By entering the event premises, each attendee accepts the house rules of the Congress premises, which can be viewed at the registration counter. The attendee is aware that the consumption of food and beverages brought to the event is not permitted.
15. Data Protection and Sharing of Contact Details
During the registration process and the execution of the Congress, the personal data of each attendee is processed. All personal data will be processed in accordance with the applicable national data protection regulations and in particular the strict General Data Protection Regulation GDPR (Regulation (EU) 2016/679) and the German Federal Data Protection Act (BDSG).
Personal data will not be forwarded to a third party unless in accordance with Art. 6 Sec. 1 lit a-f GDPR: (a) express consent, (b) performance or conclusion of a contract, (c) fulfilment of a legal obligation, (d) protection of vital interests of the data subject or another natural person, (e) public interest or exercise of official authority, (f) legitimate interest of the data controller and balancing of interests.
In the course of participation in the Congress, personal data may be processed by companies based in third countries outside the European Union (EU)/European Economic Area (EEA). This can lead to disadvantages in the enforcement of data subjects’ rights, a lack of control over the further processing and transfer of data or access by state agencies for control and monitoring purposes without sufficient legal protection. By registering for the Congress, the attendee consents to such data processing insofar as it is necessary for his/her participation and the full use of the Congress services.
Sharing of contact details
Personal data will not be passed on to third parties unless this is necessary for the provision of services to the attendee (e.g., the data required for payment processing will be passed on to the respective payment service provider (credit card company, bank). Please note that in cases of contact with or by the industry partners in the exhibition rooms or at industry events, the respective company is responsible for the processing of personal data and compliance with the GDPR. For your rights according to GDPR, please refer to the data protection notices of the individual companies with which contact is made at the event.
Further information on data protection
Further information on data protection (in particular on the rights as a data subject to information, objection, revocation of consent, blocking and deletion of personal data) can be found in the data protection information of the congress (https://2023.emas-online.org/privacy-policy/) Personal data will only be stored within the scope of the statutory storage obligations. For data protection enquiries, please contact the data protection officer of K.I.T. Group ([email protected]).
17. Film, photo and video recordings
The organizer may create image, film and audio recordings during the Congress for communication or educational purpose. This material can be shared and published within public reporting or used in social networks (Facebook, Twitter, Instagram) about the event without entitlement to remuneration. Each attendee explicitly give his/her consent to the use of images captured at the event for publications and communications relating to the event according to the effective law. You can withdraw your consent at any time by contacting the Congress Secretariat ([email protected]).
18. Intellectual Property Rights
All content (trademarks, brands, copyrights, etc.) displayed at the Congress remain the property of their respective owners and are used for identification purposes only. The content and compilations published by the providers on the event website are subject to the applicable copyright laws. The reproduction, editing, distribution, sharing and/or any kind of exploitation outside the limits of the applicable copyright laws require the written consent of the respective author and/or creator.
Downloads and copies of information, documents, files, presentations, and other content shared are only permitted if explicitly marked and solely for private use. The commercial use of content is prohibited without the consent of the author/creator. Insofar as the content on the event platform website has not been created by the organizer, the copyrights of third parties will be observed. Contributions of third parties are marked as such on the event platform website. Should a copyright infringement nevertheless occur, the organizers require a corresponding notice. The relevant content will then be removed immediately.
20. Liability / Disclaimer of warranty / Digital offerings
The Congress organisers shall be held liable in the framework of a duty of care as a respectable businessperson according to statutory provisions. The liability of the Congress organisers – for whatever legal reason – shall be limited to intent and gross negligence.
To the extent permitted by applicable law, the Executive Committee of EMAS and K.I.T. Group, including all of its management, representatives, fully or partially employed staff, shall not be liable for any direct, indirect or consequential damages of any kind, loss of profits and/or loss of data arising from and in connection with the participation in EMAS 2023. The liability of commissioned service providers shall remain unaffected by this.
The attendee shall take part in EMAS 2023 at his/her own risk. Oral agreements shall not be binding if these have not been confirmed in writing by the Congress organizers.
EMAS and K.I.T. Group do not warrant the adequacy, accuracy and/or completeness of any information conveyed during EMAS 2023 and published on the website.
For any digital offerings that may take place, EMAS and K.I.T. Group do not guarantee uninterrupted and/or error-free access to the platform of EMAS 2023. EMAS and K.I.T. Group endeavour to fix such interruptions as fast as reasonably possible. Each attendee acknowledges that it is his/her responsibility to ensure a secure and stable internet connection, compatible operating system requirements and that the web browser is up to date to avoid connectivity or other technical issues when participating in any digital offerings. Access to the digital offering may be blocked temporarily or permanently if there are concrete indications that the participant is violating or has violated these GTC and/or applicable law or if the organiser(s) have another justified, substantial interest in blocking access. When deciding on blocking, the legitimate interests will be taken into account appropriately.
21. Applicable law, place of jurisdiction
German law shall apply to the exclusion of the UN Sales Convention. As far as legally permissible, Berlin is agreed as the place of jurisdiction.
22. Requirement of written form
Oral agreements have not been made. Changes and/or additions to these terms and conditions must be made in writing to be effective. This also applies to the waiver of the requirement of the written form.
23. Severability Clause
Should individual provisions of these General Terms and Conditions of Business be and/or become invalid and/or impracticable, the remaining provisions shall not be affected thereby. Rather, the parties undertake to replace the ineffective and/or impracticable provisions with legally valid and/or practicable provisions which correspond to the ineffective and/or impracticable ones in economic terms. This also applies to any loopholes.
24. Right of modification
K.I.T. Group may make changes and/or additions to these General Terms and Conditions at any time, subject to the written form requirement. The attendees will be informed of such revisions from time to time. If the changes and/or amendments concern essential parts of the contract and if the rights of the attendees are substantially changed as a result, each attendee with an existing and paid registration will be informed separately with the possibility of consent.
As of 11/11/2022