Terms and Conditions
Global Congress on Prostate Cancer Registration Terms and Conditions
e-HIMS bvba is a company, located at Duwijckstraat 17, 2500 Lier, Belgium, specialised in building online learning Healthcare communities. Mirrors of Medicine (MiMe) is a clinical decision programme, which allows physicians to obtain the opinion of key opinion leaders on a certain clinical case.
These Global Congress on Prostate Cancer Registration Terms and Conditions (the “Terms”) shall apply to all participants of any organised or co-organised meeting (symposium, conference or congress) by e-HIMS, hereinafter referred to as “the Congress Organisers”.
The “Congress Organisers” reserve all rights to change, modify, add or remove portions of these “Terms” at its sole discretion at any time and without prior notice; the details of such amendments shall be published on the Global Congress on Prostate Cancer website and become effective as from the time of their posting. Your registration after the posting constitutes your acceptance to the modified “Terms”.
Should you require further information or have any comments on these “Terms”, please contact us at firstname.lastname@example.org.
For each meeting, different registration fees and deadlines apply; the specific registration fees and deadlines are outlined on the specific congress website.
All references to registration fees or special tickets mentioned in this and other meeting documents are in EURO currency.
All references to a date or a deadline, mentioned in this and other meeting documents, refer to the Central European Time Zone (CET).
Meeting (congress, conference or symposium) registration procedure
Registration details are to be submitted electronically via the online registration system.
Only fully completed registrations will be accepted: a personal address (Institution/Company or private) and e-mail address for each participant must be provided during the registration process. Each registration must have a unique email address which must belong to the delegate being registered. Invalid addresses may lead to the cancellation of registration. No claims for compensation can be lodged against the “Congress Organisers” by reason of such cancellation.
A unique e-mail address is required for each participant, since the products related to the meeting (e.g. Certificate of Attendance, online evaluation, online survey, etc…) require a unique e-mail address for each participant/user.
Participants who have been registered via a group will not be contacted regarding their registration, unless the group leader has allowed the “Congress Organisers” to contact the participant directly.
The registration will only be confirmed upon receipt of full payment. For early bird registration, the registration fee has to be paid before the early bird deadline. If the full payment has not been received by the corresponding deadline, a compensation for late payment will automatically apply. Please visit the appropriate Global Congress on Prostate Cancer website to view what is included in the registration fee.
Methods of payment
Payment should preferably be processed online by credit card (MasterCard or Visa) during the online registration procedure.
Payment can also be made by bank transfer. The following information should be communicated while conducting the bank transfer:
- participant name and/or group name
- order number
- name of the congress
Please note that payment by bank transfer is possible only until one week before the Congress. When your bank transfer is arranged one week before the bank transfer deadline, please bring your proof of payment to the registration desk on-site.
Bank transfer details are available on the Global Congress on Prostate Cancer website.
Personal cheques, company cheques or Euro cheques are not accepted.
Following the registration, e-HIMS is required to charge VAT to the participants. The last may - in certain cases and provided a specific claim to the competent tax authorities is submitted – reclaim such VAT. The applicable French tax on submission of the participant’s registration is 19,6% of the total registration fee.
A confirmation of the registration will be sent to all pre-registered participants or group leaders (according to who made the registration) after they have completed their registration. Payment confirmation will be sent by e-mail after the “Congress Organisation” has received the complete registration details and full payment. This confirmation is the only official document that certifies completion of the registration.
For changes of participants or invoice details, a handling fee of 30 EUR is charged for each change (name, address).
Change requests are only processed when they are received by email or fax.
Note: Changes to the VAT number are not possible after payment of registration.
If a VAT number has to be changed, a credit note must be issued (minus 30 EUR administrative charge) and the registration has to be made again.
Notification of cancellation must be made in writing and sent to the “Congress Organisers” by email or fax. Refunding of the registration fee (minus EUR 100 administrative charge) will be granted if the notification of cancellation reaches the “Congress Organisers” by the respective deadline as outlined on the Global Congress on Prostate Cancer website. After this date, registration fees will not be refunded.
All refunds will be processed after the meeting.
There will be no refund for cancellations of accompanying person’s fee unless the activity is cancelled by the organisers, whereupon a total refund is guaranteed.
Participants are responsible for cancelling their accommodations and travel arrangements themselves.
In case of overpayment or double payment, refund requests including valid proof of the overpayment or double payment must be made in writing and sent to the “Congress Organisers”, by email or fax, no later than one month after the meeting closure.
Refunds will not be made for rejected visa applications if the application was not made at least two months before the meeting and unless an official document from the Embassy rejecting the visa is forwarded to the “Congress Organisers”. Rejected visa applications must be communicated to the “Congress Organisers” immediately. Notification of rejections after the meeting will not be accepted.
Refunds will not be made or credits will not be given for unattended events or early termination of attendance.
- The reduction code must be submitted at the time of registration.
- Reduction codes are only valid for the congress registration.
- Reduction codes can have limitations in time, products and type of registration.
- Reduction codes loose validity as of the evening before the congress, at midnight (12 AM).
- Reduction codes are not cumulative.
- The congress organisers reserve the right to cancel online reduction codes at any time.
Visa requirement-Invitation letters
It is the sole responsibility of the participant or the group leader to take care of visa requirements. Participants or group leaders who require an entry visa must allow sufficient time for the visa application procedure. Participants or group leaders should contact the nearest Embassy or Consulate (of the country where the meeting will be held) to determine the appropriate timing of the visa applications.
Participant or group member registration details might be shared with the immigration authorities to assist in the immigration process. However, the “Congress Organisers” will not directly contact embassies and consulates on behalf of visa applicants.
To receive an invitation letter for the Global Congress on Prostate Cancer, participants must first register for the meeting and pay the registration fee in full. They can then contact the “Congress Organisers” to ask for the invitation letter.
The invitation letter for the Global Congress on Prostate Cancer does not financially obligate the “Congress Organisers” in any way. All expenses incurred in relation to the conference and the visas are the sole responsibility of the participant.
Rules regarding non-official meetings and social events
Any kind of scientific meetings (board meetings, symposia, workshops, etc. ) your company wants to organise during the period 12-14 June 2013, involving more than 5 congress delegates, either within the congress venue or at another location in the city of Brussels and surroundings, needs to be approved by the congress organisers. Any formal presentations occurring at hospitality events will be regarded as scientific meetings and should therefore be announced to the congress organisation.
Hospitality events may only be organised outside the official congress hours and not during the official social events (Welcome drink: Wednesday evening).
Violation of the above mentioned rule will have consequences for participation in the official exhibition or symposium programme of future congresses organised by e‐HIMS.
Insurance and liability
The “Congress Organisers” cannot be held responsible for any direct or indirect loss, injury or damage to any property, whatever the cause may be. Normal caution should be exercised by all participants.
The “Congress Organisers” recommend to effect adequate personal, health and travel insurances.
Cancellation of the meeting
In the event that the meeting cannot be held or is postponed due to events beyond the reasonable control of the “Congress Organisers” or due to events which are not attributable to unlawful intent or gross negligence of the “Congress Organisers”, the “Congress Organisers” cannot be held liable by participants for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, costs for additional orders, financial losses, etc.
Under these circumstances, the “Congress Organisers” reserve all rights to either retain the entire registration fee and to use it for a future meeting, or to reimburse the participant the registration fee there from deducting costs already incurred for the organisation of the meeting and which could not be recovered from third parties.
Neither party shall be liable or shall be in default of its obligations if such default is the result of 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’s risks and pandemics or other cause beyond the reasonable control of the party affected.
The “Congress Organisers” reserve the right to defer or to cancel the congress (without liability to the participant) in the event of a Force majeure.
Data protection and sharing of contact details
Fulfillment and jurisdiction
This contract is subject to Belgian law without recourse to its conflicts of law principles. Any legal dispute, controversy or claim arising out of or in relation to these “Terms” and/or the respective meeting, shall be settled by the competent court of law in Mechelen, Belgium.
Global Congress on Prostate Cancer website terms and conditions
These website terms and conditions of use (the “Terms”) apply to your use of the websites (referred to as the “Website”) operated by e-HIMS. The “Website” includes, without limitation, the Global Congress on Prostate Cancer website, prosca.org, and any specific versions or filters thereof, even as any mobile versions, educational materials, publications, guides, presentations, abstracts, etc. available on the “Website”, including data, text, images, videos, and other materials (referred to as “Content”).
e-HIMS reserves the right to change, modify, add or remove portions of these “Terms” in its sole discretion at any time and without prior notice. Please check this page periodically for any modifications. Your use of the “Website” after the posting constitutes your acceptance to the modified “Terms”.
Should you require further information or have any comments on these “Terms”, please contact us at email@example.com.
Copyright - Intellectual Property
The “Website” is owned by e-HIMS. All “Content” in this “Website” is the property of e-HIMS and is protected by copyright and other intellectual property laws.
Use of and access to MiMe educational portal is subject to the MiMe conditions of use (which can be found on the specific website) as well as these “Terms”.
You may not copy, display, distribute, modify, publish, reproduce, store, transmit, create derivative works from, or sell or license any part of the “Content”, products or services obtained from this “Website” in any medium to anyone. Copy, modification or use of any content on the “Website” for any commercial purpose without the authorisation of e-HIMS is a violation of patent, copyright and other proprietary rights including intellectual property rights owned by e-HIMS. Any copying or redistribution for commercial purposes or for compensation of any kind requires prior written permission from e-HIMS.
Any unapproved use may result in actions being taken by e-HIMS to require removal of material concerned from display/distribution and possible legal action.
Content, products and services
e-HIMS reserves the right to add, modify or remove any information, products and/or services from the “Website” at any time and without notice.
Access to certain content is available only to users who have created a ‘MiMe account’, the secured and personalised account that e-HIMS offers at no charge.
User registration, via ‘MiMe’, is required to access personal services online and certain online content. The user is responsible for maintaining the confidentiality of his/her account login details. The user registration is unique and personal. It should not be shared with anyone.
e-HIMS shall not be held responsible for unauthorised use of the user’s account by a third party to whom the user may have, intentionally or not, disclosed his/her account login details.
Links to and from other sites
The “Website” may contain hyperlinks to other sites or resources that are provided solely for your convenience. E-HIMS is not responsible for the availability of external sites or resources linked to the “Website”, and does not endorse and is not responsible or liable for any content, advertising, products or other materials on or available from such sites or resources. Because e-HIMS is not responsible for the availability or accuracy of these outside resources or their contents, you should review the terms and conditions and privacy policies of these linked sites, as their policies may differ from ours.
Links to our “Website” are permitted provided that links are only made to the home page of our “Website”. We reserve the right, in our absolute discretion, to withdraw such permission at any time. Any links created to the website must be notified to and approved by e-HIMS before they are created.
Users should know that by using the “Website” cookies may be placed in the browser files of the user’s computer. Cookies are used in some areas of our site to enable the functionality of this area and ease of use. The cookie does not contain any personal identifying information. Most web browsers automatically accept cookies, but a user can usually modify their browser to prevent cookies from being accepted.
Whilst we take reasonable steps to ensure that our “Website” is available and accessible to permitted users, we do not warrant that our “Website” will be continuously available, or that your use of our “Website” will be uninterrupted or error free or that the “Website” or servers will be free from attack. Access to our “Website” may be suspended temporarily and without notice in the case of system failure, maintenance or repair or for reasons beyond our control.
Although e-HIMS and its editorial board make a conscientious effort to provide high quality information, e-HIMS disclaims any implied guarantee about the accuracy, completeness, reliability, truthfulness or relevance of any information on the “Website”. E-HIMS cannot endorse all statements or opinions made on the “Website”. Under no circumstances will e-HIMS be held liable for any decision taken or acted upon as a result of reliance on the content of the “Website”.
If you believe any of the information contained on this “Website” is inaccurate or misleading or that any third party has used this Website for any improper purposes please inform us immediately.
NEITHER E-HIMS NOR ANY OF ITS AFFILIATES OR PARTNERS OR WEBSITE CONTRIBUTORS SHALL BE LIABLE TO YOU, AS A WEBSITE VISITOR, OR ANYONE ELSE FOR ANY DECISION TAKEN OR ACTED UPON AS A RESULT OF RELIANCE ON THE INFORMATION CONTAINED WITHIN THE “WEBSITE” . IN NO EVENT WILL E-HIMS, ITS AFFILIATES OR PARTNERS BE RESPONSIBLE FOR ANY LOSS OR DAMAGE (INCLUDING, WITHOUT LIMITATION, DIRECT, INDIRECT, INCIDENTAL, SPECIAL OR CONSEQUENTIAL DAMAGES), OR LOSS OF DATA OR LOSS OF PROFIT, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH LOSS.