Terms and Conditions of Participation Congress – Tourismus – Würzburg

1.1. These Terms of Participation apply to contracts for attendance at in-person events organised by Congress-Tourismus-Würzburg, a municipal enterprise of the City of Würzburg (the “Organizer”).

1.2. The venue, date, program, services included and participation fee are set out in the relevant event description and booking confirmation.

2.1. Registration must be submitted using one of the methods offered by the Organizer for the relevant event. By registering, the participant makes a binding offer to enter into a contract for attendance at the event.

2.2. The contract is concluded when the Organizer accepts the registration in text form, for example by email. An automatically generated acknowledgement of receipt constitutes acceptance only if its wording clearly indicates that the registration has been accepted.

3.1. The event will be held in person only. Participants are not entitled to attend online, receive a recording or access presentations after the event.

3.2. The Organizer may change individual program items, the order in which they take place, or the speakers where there is an objective reason to do so, particularly if a speaker is ill or otherwise unavailable. Any replacement speaker must be comparably qualified to speak on the advertised topic. The overall nature and core content of the event must be preserved.

3.3. If an essential element of the agreed services changes, the Organizer will inform participants without undue delay. Participants’ statutory rights remain unaffected.

4.1. The participation fee and the services it includes will be stated for each event before registration. The stated price is the total price, inclusive of all applicable taxes and other charges.

4.2. The participation fee becomes payable once the contract has been concluded and the invoice has been received. Payment must be made within 14 days of receipt of the invoice, but no earlier than the due date specified in the invoice. Any further statutory rights in the event of late payment remain unaffected.

4.3. If the Organizer cancels the event, any participation fees already paid will be refunded. If an agreed service that can be considered separately is not provided, participants’ rights are governed by the applicable statutory provisions.

5.1. Unless otherwise specified in the registration documents, the participant may, in addition to exercising any statutory rights to rescind the contract, cancel the contract on the following terms:

• up to 6 months before the start of the event: no cancellation fee
• up to 3 months before the start of the event: 50% of the participation fee
• up to 4 weeks before the start of the event: 90% of the participation fee

5.2. The participant may show that the Organizer has suffered no loss or that the loss suffered is substantially less than the fixed cancellation charge.

5.3. The participant must exercise this contractual right to cancel in text form. To meet the deadlines set out in Clause 5.1, it is sufficient for the participant to notify the Organizer of the cancellation in text form before the relevant deadline expires.

5.4. The participant may notify the Organizer in text form of a substitute participant up to three calendar days before the event starts. The booking may be transferred free of charge. The Organizer may refuse the transfer only where there is an objective reason to do so, for example if the nominated person does not meet the eligibility requirements set out in the event description.

5.5. Statutory rights of withdrawal, rescission and termination remain unaffected.

6.1. If the Organizer has to cancel the event, it will inform participants without undue delay. Any participation fees already paid will be refunded.

6.2. If the event is to be moved to a different date or venue, the Organizer will inform participants of the change without undue delay. Participants will then be entitled to rescind the contract. Any further statutory rights remain unaffected.

6.3. Any further liability of the Organizer for expenses or losses, particularly travel and accommodation costs, is governed by the applicable statutory provisions and Clause 7. The Organizer does not make a general commitment to cover such costs.

7.1. The Organizer is liable without limitation for death, personal injury or damage to health resulting from an intentional or negligent breach of duty by the Organizer, its legal representatives or persons acting on its behalf in the performance of its obligations. Liability for other loss or damage is unlimited in cases of intentional misconduct or gross negligence.

7.2. In cases of ordinary negligence, the Organizer is liable for other loss or damage only where a material contractual obligation has been breached. In such cases, liability is limited to loss or damage that was foreseeable when the contract was concluded and is typical of a contract of this kind. Material contractual obligations are those whose fulfilment is essential to the proper performance of the contract and on whose fulfilment participants may normally rely.

7.3. The above limitations also apply to the Organizer’s legal representatives and persons acting on its behalf in the performance of its obligations. Liability under mandatory statutory provisions remains unaffected.

8.1. Where the Organizer provides event materials, participants may use them for their own purposes to the extent permitted by law. The rights of authors and other rights holders remain unaffected.

8.2. Participants may take photographs or make video or audio recordings of individuals, or record presentations, only with the permission of the Organizer and the relevant rights holders.

8.3. Participants will be provided separately with information on the processing of personal data, including any photographs or video recordings made by the Organizer. Registration does not constitute consent to the publication of photographs or recordings for advertising purposes.

9.1. Consumers generally have a statutory right of withdrawal where a contract for attendance at an event is concluded at a distance or away from business premises. The event is primarily intended for continuing professional development and does not constitute a leisure activity within the meaning of Section 312g(2), point 9 of the German Civil Code (BGB).

Right of Withdrawal

You have the right to withdraw from this contract within 14 days without giving any reason. The withdrawal period expires 14 days after the date on which the contract is concluded.

To exercise your right of withdrawal, you must inform us – Congress – Tourismus – Würzburg, a municipal enterprise of the City of Würzburg, Am Congress Centrum, Turmgasse 11, 97070 Würzburg, telephone: +49 931 37 28 28, email: ranm@stadt.wuerzburg.de – of your decision to withdraw from this contract in a clear statement (for example, by letter or email). You may use the model withdrawal form below, but you are not required to do so.

For contracts concluded through an online interface, you may also withdraw from the contract using the “I will not participate” function available at www.recent-advances.com. Once you have submitted your withdrawal using this function, you will receive an acknowledgement of receipt on a durable medium without undue delay.

To meet the withdrawal deadline, it is sufficient for you to send your notification before the withdrawal period expires.

Effects of Withdrawal

If you withdraw from this contract, we will refund all payments we have received from you without undue delay and no later than 14 days after the date on which we receive your notice of withdrawal. We will use the same payment method that you used for the original transaction, unless we have expressly agreed otherwise with you. You will not be charged any fees for the refund.

Model Withdrawal Form

To Congress – Tourismus – Würzburg, a municipal enterprise of the City of Würzburg, Am Congress Centrum, Turmgasse 11, 97070 Würzburg, email: ranm@stadt.wuerzburg.de — I hereby give notice that I withdraw from my contract for attendance at the following event:

The Organizer is neither required nor willing to participate in dispute resolution proceedings before a consumer dispute resolution body.

German law applies. If the participant is a consumer habitually resident in another country, the mandatory consumer protection provisions of that country remain unaffected to the extent that they afford protection under the applicable rules of private international law. The statutory rules on jurisdiction apply to consumers.