Terms & Conditions

TERMS AND CONDITIONS FOR ATTENDEES

Registration Terms and Conditions

Registration fees are based on the registration category and the prices indicated are per person. The entrance to the event is assured only upon receipt of registration fees. Euroheat & Power reserves the right to refuse admission to registered participants whose payment is not settled.

Confirmation

Upon completion of your online registration, you will be sent a confirmation by email. The confirmation is sent to the address provided on the registration form.

Passport and visa – invitation letter

To enter Italy, you will need to show a valid passport, or national identity card if you are an EU/EEA citizen. If you are not an EU/EEA citizen, you will need to show further documentation, please consult your embassy to check the requirements applicable to you.

Attendees must have registered and paid the required registration fees before requesting an official letter of invitation. All requests should be sent by e-mail to [email protected]  Foreign participants should contact the Italian Embassy or Consulate in their home country to determine their particular Visa requirements. Please note that the organisers will not be able to assist participants with their Visa application and cannot intervene with Embassies or Consulates on behalf of any participant.

Please note that the Visa letter only aims at assisting participants who need to obtain a Visa or permission to attend the congress and it is not a commitment from the organisers to cover any kind of expenses or to provide any financial support. All expenses incurred in relation to the congress remain the sole responsibility of the participant.

Press / Journalist registration / EU and Government representatives

Media/press representatives/EU and Government representatives can access the event for free. Please register using your work email address. All registrations will be manually verified. We may ask to provide a copy of a recognised press card and a commissioning letter from the editor of a recognised publication. 

Payment

Payment must accompany the registration. Registrations received without payment will not be processed. All prices are in Euros (€). All payments must be made in Euros (€); no other currency will be accepted. Payment should preferably be processed online during the online registration procedure.

Payment by credit card

The online registration platform is a secured site. Credit and debit cards, Pay Pal or google pay are accepted during the online registration process. Please enter all relevant information on the registration form.

Payment by invoice

To request a ticket payment via invoice, please send an email to [email protected] containing your billing details and reference, VAT number and PO number (if required). Invoice is due 10 days after receipt. Italian VAT Number currently on demand. Invoices will be re-issued once the IT VAT N° is settled.

VAT

Italian VAT is applicable on the registration fees (22%). As stated in the new article 53 of Directive 2006/112/EC, the supply of registrations is subject to VAT applicable in the country where the event is taking place, even when supplied to taxable persons. The VAT charge is therefore applicable to all participants (everyone, entrepreneur or not, valid VAT registration number or not, customer located within the EU or outside of the EU, all must be charged local VAT). In most cases, this paid VAT can be claimed back, if the client’s valid VAT number is mentioned on the invoice. For more information, please check with your tax office or accounting department. If applicable, please fill out your company’s VAT number in the corresponding section on the registration form. Euroheat & Power reserves the right to amend this charge should the VAT rule or rate change.

For EU companies to apply VAT directives and in order to avoid any complications, please make sure your VAT number is officially recognised by the EU Taxation and Customs Union office: http://ec.europa.eu/taxation_customs/vies/vatRequest.html. Should your company not be VAT registered or your EU VAT number not be recognised by the EU site mentioned above, the VAT amount will still be added to your invoice and won’t be refundable. Euroheat & Power cannot be held responsible for any problem you may encounter related to VAT refund.

Invoice

Only digital versions (PDF) of invoices will be sent to participants after completion of your online registration and payment. In accordance with the EU regulation dated 13/07/2010 (please refer to the explanatory note of the EU), which has come into effect on 1 January 2013, we can only issue invoices after the payment has been received or completion of the event.

The invoice issued will use the billing details provided on the registration form so please make sure you have provided us with the correct information (company name, address and VAT number if applicable).

Cancellation & refund policy

Cancellations must be communicated to Euroheat & Power by e-mail to [email protected] and [email protected]

Registrations can be cancelled, for any reason, with a complete refund until 21 April 2023 (30 days before the event). After 21 April cancellations will be refunded if the cancellation is due to government (from your country of residence or Italy) imposed travel restrictions.  Cancellations for any other reason will not be refunded.

Should EHP decide, for any reason, to cancel the event, participants will receive a full refund.

Name changes

Congress registrations are transferable without a fee until 30 April 2019. However, we cannot change the invoice or make any other changes. Please email [email protected] regarding all name changes.

Multi-Booking Discount – Group Packages

Upon prior agreement Euroheat & Power offers special discounts to organisations for booking multiple congress passes. The Multi-Booking Discount – Group Package is only accessible if a minimum five (5) or more Full Congress registration passes are purchased and the complete order paid with one (1) single transaction by the lead organisation. At the time of purchase the purchasing organisation will be sent, via email, a unique Registration Code that can be distributed to the individuals forming part of the delegation. Each individual must be registered and will be required to enter the group Registration Code at the end of registration process. No refunds are available for registering in an incorrect category or missing to enter a discount code and withdrawing registration as a result of this correction.

  • save up to 10% when you book 5 or more full congress delegate passes
  • save up to 20% when you book 15 or more full congress delegate passes

*If you wish to take advantage of the multi-booking discount, please email [email protected].

No Show

Without providing proper notice, another delegate might be prevented from participating in specific sessions, site visits and other congress activities. Therefore, we ask to all attendees to inform us of any cancellations in advance to give another person the possibility to join and reduce food waste.

Insurance

The registration does not include insurance of any kind. Euroheat & Power will not accept any responsibility or liability for injuries or losses sustained as a result of any cancellations, accidents, illness or other occurrences that may arise in connection with the congress or its side and evening events. It is strongly recommended that participants take out insurance to cover loss (including registration fees) incurred in case of cancellation, medical expenses and damage to or loss of personal effects.

Data protection

The personal information that you provide will be imported and kept in a database managed by Euroheat & Power (EHP). By subscribing to this event you agree on receiving communications from EHP (newsletter, events…). To opt out of receiving such information please tick the relevant “opt-out” box when receiving undesired emails. 

Your data will be collected and dealt with by Euroheat & Power, organizer of this event to allow your access to the event, as well as its digital platform. When you register, an account will be created on Swapcard with all the information that you entered. This account will allow you to access to the platform and the attendees’ list to network before, during and after the event.

Your data will be given to Swapcard, our partner and editor of our digital platform.

Your data will be protected and not commercialized. You have the right to access your data, as well as editing or deleting it.

For further information on your data processing and your rights, please refer to Swapcard’s protection of data policy: https://www.swapcard.com/gdpr

Notice of filming and photography

By entering this event, attendees consent to their filming, photography and sound recording as members of the audience. This may be used for marketing or promotional purposes.

Disclaimer

Euroheat & Power (EHP), the organiser, may not be held responsible for any loss, injury or damage to any property, whatever the cause may be. Liability of persons and enterprises providing means of transportation or other services, however, remains unaffected. Should the venue or speakers change, for any reason outside the organisers’ control (including but not limited to acts of terrorism, extreme weather conditions and/or industrial action), or the event be cancelled, the organisers will endeavour to re-schedule, but shall not be held responsible for any costs, damages or expenses incurred by registrants. If for any reason the organiser decides to make material changes to this congress, the organiser is not responsible for airfares, hotels or other costs incurred by registrants. The participant takes part in the Congress, all tours and trips at his own risk. Furthermore, the organiser may not be held liable for any costs or damages incurred resulting from acts outside of its control including but not limited to force majeure, strikes and/or public manifestations. Only written arrangements are binding.

Registration of a participant entails acceptance of these conditions.

In case of disputes concerning the execution or interpretation of the present General Regulations, both parties agree that they will be subject to Belgian law and that the commercial courts of Brussels will be competent, without prejudice to EHP’s right to initiate proceedings under the laws and before the courts of the participant’s registered office in the event any sums are due by the participant to EHP.