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Terms and conditions for participants attending of Humpback Whale World
Congress in Reunion Island, Indian Ocean

Definition
These terms & conditions apply to all individually registered participants attending the 2nd edition of HWWC: Humpback Whale World Congress, to be held in Reunion Island from July 3rd to July 7th, 2017. All references to the age of a person, mentioned in this and other Congress documents, refer to the age of that person as of July 3rd, 2017 (the first day of the Congress). All dates or deadlines, mentioned in this and other Congress documents, are on Central European Time (CET).

Eligibility 
Individuals must be at least 18 years old to register for the Congress. Participants may be asked to present an official identity card mentioning their date of birth (e.g. passport, driving license etc.).
To register as a student participant, participants must send via email, with their completed online registration, a letter from the Head of Department or a senior authority of their institution (on an official letter-headed paper) confirming their student “in training” status.
Only duly registered participants will have access to the Congress. Members of the public and children are not allowed in the Congress premises.

Registration fees
Registration Fees for different categories of Congress participant are :

  • Regular : 150 Euros
  • Student : 90 Euros

Registration package (full fee)
Registration Fee covers :

  • Admission to all scientific sessions
  • Entrance to all workshop
  • Entrance to poster & exhibition area
  • Lunches, coffee breaks
  • Name badge and all printed materials
  • Invitation to welcome cocktail and closing ceremony

Methods of payment
Credit cards are the preferred method of payment. Direct bank transfer can also make payments without charges to the beneficiary. The name and registration number of the participant must be clearly stated on the bank transfer for easy traceability.

Currency
All fees will be invoiced and are payable in Euro (€)

Payment via Credit Card
Visa, Eurocard or Mastercard are accepted for credit card payments, which can be made online during the registration process.

Bank transfers for registration should be made only to :
Bank Name : La Banque Postale
Account owner : CETAMADA ANTENNE DE L’ILE DE LA REUNION
Account number : 0560697W018
IBAN : FR76 2004 1010 2105 6069 7W01 854
BIC/SWIFT Code : PSSTFRPPSDR

Privacy Policy
Collection of your Personal Information
The Humpback Whale World Congress website collects personally identifiable information, such as your e-mail address, name, home or work address, and telephone number. HWWC is not responsible for privacy statements or other content on Web sites outside of the conference website and its family of Web sites.

Use of your Personal Information
The HWWC collects and uses your personal information to operate the website and deliver the services you have requested. HWWC also uses your personally identifiable information to inform you of any updates regarding the conference.
HWWC does not sell, rent or lease its customer lists to third parties. In those cases, your unique personally identifiable information (e-mail, name, address, telephone number) is not transferred to the third party. HWWC maintains the confidentiality of your information

Security of your Personal Information
HWWC secures your personal information from unauthorized access, use or disclosure. HWWC secures the personally identifiable information you provide on computer servers in a controlled, secure environment, protected from unauthorized access, use or disclosure.

Replacement
Any replacement (i.e. change of participant’s name) of a confirmed registration is allowed

Cancellation & refund
All cancellations are subject to a 50 EUR administration fee per participant. The deadline to receive the cancellation request is May 1st, 2017. Cancellation requests received after this date are not refunded. No cash refunds will be made for the credit card payments in the case of cancellation.

Letter of Invitation
Individuals requiring an official letter of Invitation from the Congress organizing committee can generate one through their Congress registration profile or by contacting the Congress Secretariat. To obtain a Letter of Invitation, participants must be registered for the Congress and payment must have been received in full. All expenses incurred in relation to the Congress are the sole responsibility of the participant.

Travel Insurance
You should seek and follow the advice of your government before booking travel and accommodation for the Congress and before traveling to the event. You are solely responsible for making your own appropriate travel and other insurance arrangements before booking travel and accommodation for the Congress.

Lost Congress badge 
The Congress name badge must be worn at all times during the Congress. Access to the Congress centre will not be granted without a proper name badge. Should participants lose, misplace or forget their name badge, an administrative fee of EUR 100 will be charged to reprint a new badge.

Cancellation of the Congress
In the event that the Congress is postponed or cancelled due to events beyond the control of the Congress organizing committee (due to a force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the organizing committee, the organizers cannot be held liable by participants for any damages, costs, or losses incurred, such as transportation and accommodation costs, financial losses, and any other miscellaneous expenses.

Modification of the program
The Congress organizers reserve the right to modify the program at any time. All mention of the Congress program is only an indication and are subject to change.

Liability and Damage 
The organizers cannot be held responsible for any personal injury, loss, damage or accident to private property, or for additional expenses incurred as a result of delays or changes in air, rail, road or other services, strikes, illness, weather and other causes.
The Participant shall be responsible for any damage or loss caused by the act, default or negligence of the Participant or his/her guest and shall pay on demand the amount required to remedy any such damage.

Disclaimer
The organizers are not liable for any loss, injury or damage resulting from any action taken or reliance made by you or any third party during the Congress.
The Congress fee does not cover insurance for the delegates. The organizers recommend that delegates take out insurance in their home country to cover pre-journey cancellation for personal reasons and necessary insurance to cover accidents, medical expenses and loss of personal belongings during the trip to Reunion Island, Indian Ocean.

Passport and visas 
If you do need a visa to attend the Congress, please apply as soon as possible.
All delegates requiring an invitation letter for visa application purposes may request it during the online registration. Letters of invitation will not be issued without receiving the registration and payment of the required registration fees. Please note that the organizers will not be able to contact or intervene with any embassy or consulate office on behalf of a delegate.

Governing law
Any dispute resulting from the above terms and conditions will be subject to French law, and by accepting these terms you are submitting yourself to the exclusive jurisdiction of the competent courts in Saint-Denis, Reunion Island, France.

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