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EUROBAT Annual Event 2026 Participants Terms and Conditions

The following Terms and Conditions apply when registering to the EUROBAT Annual Event 2026, hereinafter referred to as the “Event”, as in person, organised by EUROBAT aisbl (hereinafter referred to as the “Organisers”) in the Renaissance Brussels Hotel on 17 June 2026.

Please read this document carefully as you agree to be bound by these Terms and Conditions when completing the registration form. This contract with Organiser will be a Belgian Contract under Belgian Law.

1. Registration Fees and Registration Categories

The “Registrant”, any individual who registers for and/or participates, in person or virtually, in the Event, owes the Organiser the payment of the registration fee. All prices are quoted in Euros and VAT is applicable at the indicated Belgian VAT rate. The registration fees detailed in the confirmation email and related invoice encompass the delivery of Event services as confirmed by the Organiser. There are no refunds for services only partially used. Associate Members receive 1 free participation per company. Registration fee for a second person from the associate member company is 500 euros (+21 %).

2. Cancellations, name changes and no-shows

In the event that the Registrant wishes to cancel his or her ticket, no refund will be given. Registrants who are unable to attend, may nominate a Substitute at no extra cost, provided that they notify the Organiser of the change at least 7 working days prior to the event. If the Registrant fails to notify the Organiser of the change, the Substitute will be required to purchase his or her own ticket. In the event of non-attendance, the Registrant will be liable for the full cost of the ticket.

3. Photography & filming

The Organiser reserves the right to take pictures and film the Event in the Event venue, networking areas, and during any side event connected to the main Event (like a dinner or a site visit). By submitting registration details, Registrant provides his or her consent to the Organiser to publish their image without compensation in publications, on the Internet or in any other printed or electronic materials related to the role, functioning and activities of the Event and of the Organiser. Registrants who do not wish for their image to be used as described above must notify the Organiser in writing at least 5 working days prior to the event.

4. Data Protection

Since May 2018, the EU General Data Protection Regulation (or “GDPR”) has been put into effect. The GDPR requires us to provide Registrants with more information about the processing of their Personal Data.

4.1 Personal Data that You Give Us:

The Registrant gives consent to the Organiser to be contacted as required for the organisation and administration of this Event and also for other similar events/activities planned by the Organiser which are relevant for that audience. Registrant contact details, first and last names, position, company or organisation and email address. Registrant first and last names and the company or organisation the Registrant works for will be made available to all the Event participants, for the purpose of networking and meetings.

4.2 Personal Data We Collect from You:

With regards to the participation to the Event and access to the related website, the Organiser reserves the right to automatically collect the following information:

• Technical information, including the Internet protocol (IP) address used to connect your computer or device to the Internet, browser type and version, time zone setting, operating system and platform;

• Information about your visit, including pages you viewed, length of visits to certain pages, page interaction information; and

• Location information

5. How We Store Your Personal Data.

The Organiser may store Personal Data itself or such information may be stored by third parties to whom the data has been transferred by the Organiser in order to fulfil the terms of this contract. The Organiser takes what he believes to be reasonable steps to protect Personal Data collected via the Services from loss, misuse, unauthorised use, access, inadvertent disclosure, alteration and destruction. However, no network, server, database or Internet or e-mail transmission is ever fully secure or error free. Therefore, Registrants should take special care in deciding what information is electronically provided to the Organiser. Please keep this in mind when disclosing any Personal Data.

6. How To Access, Update, Correct or Delete Your Personal Data.

The Registrant can request access to all their Personal Data stored by the Organiser. The Registrant can also ask the Organiser to correct, update or delete any Personal Data that the Organiser processes, by contacting Mr David Twomey at d.twomey@eurobat.org. It may take up to forty-eight (48) hours for the Organiser to process a request. The Organiser will consider and respond to all requests in accordance with the applicable laws. The Organiser does not accept responsibility for any errors or omissions in the registration form that are not duly notified.

7. How Long We Retain Your Personal Data.

The Organiser retains the Registrant Personal Data for as long as necessary to provide you with our Services, or for other important purposes such as complying with legal obligations, resolving disputes, and enforcing our agreements. The Registrant may ask the Organiser to delete the Registrant’s personal data by contacting Mr David Twomey at d.twomey@eurobat.org. However, the Organiser may retain Personal Data for an additional period as is permitted or required under applicable laws. Even if the Organiser deletes Registrant Personal Data, it may persist on backup or archival media for an additional period of time for legal, taxation or regulatory reasons or for legitimate and lawful business purposes.

8. Copyright

The Organiser reserves all rights to Event documents (regardless in which form), translations, copies and reprints, as well as excerpts. The Event documents may not be reproduced, processed, copied, distributed or made public, even just excerpts, without prior written permission from the Organiser.

9. Onsite Participation

Each Registrant is fully responsible for making their own travel and accommodation arrangements to attend the Event. For security reasons, the Registrant is required to wear the personal badge, provided by the Organiser at the registration desk, during the whole duration of the event, at the conference venue and related networking venues and site visits. The Registrant shall observe the rules, policies and procedures as indicated by the Event Venue and Organiser.

10. Code of Conduct

The Registrant agrees not to trade, transfer or share the event badge and/or access link/login details with third parties. If the Organiser determines that you have violated this policy, they reserve the right to cancel your access and ban you from future editions of the Event. In addition, the Organiser reserves the right to remove you from the event if your participation or behaviour create a disruption or hinder the event.

Participants may not record or broadcast audio or video of the EUROBAT Annual Event. Official registrations will be made available to all participants by the event organisers.

11. Cancellation of on-site activities by the Organiser

The Organiser reserves the right to cancel the on-site activities. In the event of cancellation of the on-site activities, at any time, as a result of the COVID-19 regulations issued by the Belgian Government, any event of 'force majeure' or for other reasons that are beyond the control of the Organiser, the registration fee shall not be refunded and the Organiser shall not be held liable for any other costs or losses incurred, such as transportation costs, accommodation costs, financial losses, etc.

12. Force Majeure

Should circumstances which are beyond our reasonable control and which are reasonably likely to affect the successful delivery of the Event or would make it inadvisable, impracticable, or impossible for us to host the Event as a result of Force Majeure, the Organiser shall use its reasonable endeavours to either reschedule the Event or switch the Event from a Hybrid format to a fully Online format.

The Registrant who attends the on-site Event, agrees to carefully review and comply with the latest health and Safety regulations (including COVID-19 but not exhausted to it) issued by the local Government where the Event takes place. The Registrant also acknowledges and agrees that the Organiser or the Venues cannot guarantee that they will not become infected with COVID-19 or another contagious disease at the Event.

13. Jurisdiction and Attorney Fees

It is the Registrant’s responsibility to comply with the local authority’s regulations.

This Agreement shall be governed and construed by the laws of Belgium. Should any legal action be commenced to resolve any dispute under the Agreement: (i) the Registrant hereby consents to venue and jurisdiction in the state court located in Brussels (location of premises), and agrees that no such action may be brought in a forum not located in Brussels; and (ii) the prevailing party shall be entitled to an award of litigation expenses (including, but not limited to, deposition costs and expert witness fees and expenses), interest, and reasonable attorney fees, in addition to any other remedy obtained.

14. Liability

Neither the Organiser nor its agents or representatives will be responsible for any injury, loss or damage that may occur to Registrant property from any cause whatsoever. Under no circumstances shall the Organiser or its agents or representatives be liable for (i) any special, indirect, incidental, or consequential loss or damage whatsoever, or (ii) any loss of profit, loss of use, loss of opportunity or any cost or damage resulting from any such loss. The Organiser shall not be liable for failure to perform its obligations under the Agreement as a result of strikes, riots, acts of God, or any other cause beyond its control.

15. Other matters

The Event is managed by EUROBAT whose main office is at Avenue Adolphe Lacomblé 59/8, 1030 Brussels, Belgium. All matters not expressly covered in the Agreement are subject to the reasonable decision of the Organiser, which decision shall be final.

EUROBAT
Avenue Adolphe Lacomblé 59
1030 Schaerbeek, Brussels

Belgium
d.twomey@eurobat.org

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