Event Terms and Conditions 2019
Definitions
The Event’ means ‘Standing Group on Parliaments Conference’ being organised by the ECPR and being held in Netherlands, between 27 and 29 June 2019.
‘Registrant’ means any person, in the capacity of Participant, Student observer or discussant, registered to attend ‘Standing Group on Parliaments Conference’.
‘Venue’ means Leiden University, Netherlands.
Terms and Conditions
Upon receipt of registration, the ECPR will email confirmation to the address in your MyECPR account. All registrants must pay the applicable fee in full by the stated deadline, as detailed on the website and invoice and at the time of booking. Invoices and receipts are accessible through your MyECPR account.
The registration fee allows participation in any Panel throughout the Conference. If payment is not received, the ECPR reserves the right to cancel your registration. All registrations must be paid in full prior to the event and before admittance to the event is permitted. The ECPR reserves the right to reject any registration without explanation.
Payment can be made by credit/debit card or PayPal using the ECPR online payment system. The ECPR uses PayPal as a merchant for card transactions, a personal PayPal account is not required to make payment; simply select ‘Check Out as a Guest’ or ‘Pay by card’ at the PayPal login page.
If you are in a country where PayPal is not available, or if you are having difficulty paying by card, please contact sgconferences@ecpr.eu
You can also pay by bank transfer. Please include the invoice number as the payment reference to ensure your registration is processed efficiently. Payments made by bank transfer may take up to five working days to process. You can access your invoices in MyECPR under My Invoices.
Certificates of Attendance will be issued after the event, provided that the ECPR has a record of your attendance. The ECPR cannot issue certificates during the event.
It is your responsibility to obtain the necessary visas, and the relevant entry regulations from your embassy or consulate. Depending on the purpose of travel and your country of origin, different types of visas will apply. See Schengen Visa Information. Visa invitation letters will be issued by request only, seven working days following receipt of registration fees. The ECPR cannot offer any advice on visas.
It is your responsibility to arrange travel insurance. The ECPR is not liable for death, injury, loss or damage sustained by a registrant because of circumstances associated with the event or deemed to be out of the ECPR’s control.
Security
The ECPR is not responsible for the security of any registrant, nor for their personal belongings. All registrants accept and acknowledge that neither the ECPR nor the venue maintains insurance covering any property and/or liability, and it is the sole responsibility of the registrant to obtain insurance.
For security purposes, all participants must sign in at the registration desk on site and collect and wear their name badge for the duration of the event.
ECPR Code of Conduct
The ECPR and its Standing Groups organise a number of annual, regular and one-off events and operates a number of activities with the purposes of professional development, training and scholarly and educational exchange. The ECPR is committed to providing a safe and welcoming environment and experience for all participants at its events and through all its activities regardless of actual or perceived gender, gender identity, race, ethnicity, sexual orientation, ability, socioeconomic status, age, or religion. 'Participants' includes (but is not limited to) all people taking part in an event or activity, including event participants, instructors and teaching assistants, ECPR staff, local staff, exhibitors, editors and authors.
The ECPR expects all participants to conduct themselves in a professional and respectful manner towards all fellow participants at all times. Harassment, unprofessional behaviour or inappropriate behaviour towards other participants undermine the principle of equity at the heart of these events and activities, are inconsistent with the principles of the ECPR and should not be tolerated.
Examples of unacceptable behaviour include:
- persistent and unwelcome solicitation of emotional or physical intimacy
- persistent and unwelcome solicitation of emotional or physical intimacy accompanied by real or implied threat of professional or physical harm
- intimidating, harassing, abusive, personally derogatory or demeaning speech or actions
- prejudicial actions or comments related to actual or perceived gender, gender identity, race, ethnicity, sexual orientation, ability, socioeconomic status, age, or religion
- deliberate intimidation or stalking
- inappropriate photography or recording
- sustained disruption of panels, talks or other discussions
- physical assault (including unwelcome touching or groping)
The ECPR expects participants to act appropriately to mitigate or avoid potential harm to a fellow participant should they witness any behaviour they feel to be inappropriate. In situations where a participant feels a fellow participant is in imminent physical danger at an event they should alert ECPR or local staff or security immediately.
The Executive Committee has appointed two senior scholars from within the ECPR's membership - Yvonne Galligan and Hanspeter Kriesi - who participants wishing to report any behaviour they consider to be unacceptable or in contravention of the Code of Conduct can approach. The appointed officers can be approached either during an event or via email to Yvonne Galligan or Hanspeter Kriesi.
All complaints will be passed on to the Executive Committee and treated in a confidential manner. In the first instance, it is anticipated that the role of the appointed officers will be kept quite limited (i.e. that this process will evolve over time). The ECPR does not currently have a process to investigate, review evidence, rule on complaints or issue sanctions, but will instead monitor complaints for patterns of behaviour and regularly review whether any action or revision to this policy may be required.
Travel and accommodation
The ECPR is not responsible for your personal travel, accommodation or food/beverages during the event. If you have any questions regarding local amenities, please speak to a member of the ECPR staff at the registration/information desk.
Student discount
To be eligible for a discounted student registration fee, you must provide proof of student status by the registration deadline. Proof of student status is valid in the form of either a University ID card (valid for the period that the event is being held) or a letter from your institution confirming that you will be a student at the time of the event. If you fail to show valid proof, you will be charged the standard registration fee.
Please email proof of student status to sgconferences@ecpr.eu.
Scheduling and programming
The allocation of Panels in each Section is determined by the Convenors for the Standing Group on Parliaments. The Convenors decision is final.
The ECPR reserves the right to amend the event programme without notice. In extreme circumstances, it may be necessary to change the event date or venue, or to cancel the event entirely. In the event of a date/venue change or cancellation, the ECPR will offer a full refund of all fees paid, but we will not accept liability for any claim other than a paid registration fee.
The ECPR reserves the right to amend the event schedule for the benefit of the academic programme and event organisation. If a Panel is cancelled, we will inform all participants as early as possible, and will endeavour to reallocate your Paper to a different Panel. If reallocation proves impossible, we will offer you a full refund of your conference fee.
Social events and excursions
Social events and excursions organised by the local hosts may require additional payments to a third party. These payments are subject to their own terms and conditions. In such cases, the ECPR is not liable for bookings, payments or delivery of the social event or excursion, nor for the welfare of those taking part.
Cancellation policy
In line with the Office of Fair Trading and EU Distance Selling regulations, you are entitled to a seven-day cooling-off period, starting on the day that the ECPR receives your registration fee. During this period, you have the right to cancel and receive a full refund.
After the seven-day cooling-off period and before midnight UK time on the registration deadline, you may cancel your registration and still be eligible for a refund of 50% of your registration fee.
Cancellations/withdrawals after the registration deadline are not eligible for a refund. Refunds will be made using the same method as the original payment.
If you have registered and paid but cannot attend the event, notify sgconferences@ecpr.eu immediately.
Recording of ECPR events
The ECPR keeps a record of all its events in the form of photography, video and audio recordings.
Photographers are asked particularly to cover the plenary programme (welcome addresses, lectures, prize giving), receptions, and activity in the exhibition or registration areas. The ECPR makes video recordings of interactions such as discussions in workshops, roundtables and presentations.
The aim of recording, via all forms of media, is to document the flavour and atmosphere of a current event, and therefore to promote that event’s future iterations.
The ECPR may use this media on its websites, social media channels and print materials (reports, banner stands, posters etc). In some cases, a close-up of a person or group of people may be used; the ECPR will ensure no personal identification (such as name badges) can be seen.
All media is held on a secure server and is not shared, sold or passed to third parties. If you do not want to be filmed or photographed during the event, please notify either the photographer, a member of the ECPR staff, or a student helper in a red ECPR T-shirt. If you think we may have historic media of you that you want removed and deleted, please email membership@ecpr.eu.
Allergies
It is your responsibility to advise the ECPR of any allergies when you register. The ECPR will notify the venue, however you are also advised to take necessary precautions on-site, and to alert event catering staff.
Data protection
The ECPR will comply with all applicable data protection and privacy legislation in force from time to time in the UK including the General Data Protection Regulation (EU) 2016/679; the Data Protection Act 2018; the Privacy and Electronic Communications Directive 2002/58/EC (as updated by Directive 2009/136/EC) and the Privacy and Electronic Communications Regulations 2003 (SI 2003/2426) as amended.
To register for an ECPR event, you must have an account in the ECPR user database, MyECPR. You can use this account to specify your research interests, and you may subscribe to one or more of our general mailing lists, from which you can opt out at any time.
By registering for an event, you hereby grant the ECPR, and the Academic Team affiliated with the event, the right to use your personal data in accordance with the ECPR privacy policy and in relation to the event prescribed. You also agree that the ECPR and the Academic Team may publish your personal information as part of the results of the event or for academic programming, and may pass such information to the governing body, or any affiliated organisation for publishing results either for the event alone or combined with or compared to other events. The ECPR will retain your personal data indefinitely for historical research and statistical purposes. The ECPR will use your data only for activities relating to the processing of membership, and event organisation. This includes but is not limited to: the preparation of a printed programme and searchable event-specific data on the ECPR website, the creation of a mobile event app (if relevant), and the creation of name badges.
Third parties are only permitted to use this data for the purpose intended and are required to securely and responsibly destroy end-of-life data.
For further information about the use of and access to your personal data, details of organisations with whom the ECPR regularly shares its data, information about how long your data is retained and how to change your consent options, please read the Privacy Policy.
Any comments, complaints or questions concerning the use of your personal information should be addressed by directing your comments to the ECPR’s DPO at dpo@ecpr.eu; you may also contact the Information Commissioner’s Office (ICO).
Your MyECPR account
Please log in to MyECPR regularly and check that all information, including your institutional affiliation, is correct and up-to-date. If you think you might have multiple MyECPR accounts associated with email addresses you no longer use, please email membership@ecpr.eu.
Questions? Email sgconferences@ecpr.eu.
