Event Terms and Conditions 2022

Definitions

In the Terms and Conditions of Registration, the following definitions apply:

‘The Event’ refers to the ‘The Joint Sessions of Workshops 2022’ organised by ECPR and held as a hybrid event at The University of Edinburgh and online, between 19 and 22 April 2022.

‘Registrant’ refers to any person registered to attend the ‘The Joint Sessions of Workshops 2022’.

‘Key Personnel’ refers to any person, including Staff, Academic Convenors or Executive Committee members, employed, contracted or otherwise directed by the ECPR to deliver certain elements of the event.

‘Venue’ refers to The University of Edinburgh and also the digital event, held online.

Terms and Conditions

Upon receipt of registration, ECPR will send an email confirmation to the address stored in your My ECPR account. All registrants must pay the applicable fee in full by the stated deadline, as detailed on the invoice and at the time of booking. Invoices and receipts are accessible through your My ECPR account.

If payment is not received, 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. ECPR reserves the right to refuse anyone access to the event at their discretion.

Payment can be made by credit/debit card or PayPal using the ECPR online payment system. ECPR uses PayPal as a merchant for card transactions, a PayPal account is not required to make a 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 us on payments@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 My ECPR under My Invoices.

Please note that invoices cannot be changed once they have been issued. If billing details are incorrect, please cancel your registration and re-register entering the correct details.

Format and travel arrangements

While we are actively planning to host part of the event at The University of Edinburgh, we are prepared to adopt a fully virtual format, if necessary.

If you plan to attend a workshop taking place at The University of Edinburgh, when arranging travel and accommodation, ensure that your booking is refundable. It is your responsibility to arrange appropriate travel insurance. ECPR is not liable for reimbursing the cost of travel or accommodation made by participants.

Please closely monitor the official travel guidelines of your home country. Please refer to the information found on the UK government’s website for the latest and most accurate information about travelling to and within the UK.

ECPR is not responsible for organising, paying for, or providing your personal travel, accommodation, or food/beverages during the event. If you have any questions regarding local amenities, please see the local information available on the website or visit a member of ECPR’s staff at the registration/information desk on-site at 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 here for more information on UK visas. Visa invitation letters may be issued by request only, seven working days following receipt of registration fees. ECPR cannot offer any advice on visas.

Security

ECPR is not responsible for participants belongings. All registrants accept and acknowledge that neither 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, collect and wear their name badge for the duration of the event.

Conduct and behaviour

ECPR strives to ensure that all attendees can work and learn in an environment free from harassment or abuse. To this end, everyone is expected to adhere to ECPR’s Code of Conduct.

ECPR reserves the right to refuse anyone access to the event at their discretion.

ECPR reserves the right to investigate any breaches of the Code of Conduct and to take further actions, where required.  Violations of the Code of Conduct can be reported in person or via our complaints procedure, in writing, to complaints@ecpr.eu.

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, ECPR is not liable for bookings, payments or delivery of the social event or excursion, nor for the welfare of those taking part.

Allergies and medical conditions

It is your responsibility to advise ECPR of any allergies and medical conditions you have which may impact your health and wellbeing during the event when you register. You should also inform the Workshop Director at the beginning of your workshop in cases where they might need to take action to safeguard your health and wellbeing. While details of any food-related allergies will be passed on to catering staff by ECPR, you should remain vigilant and aim to check ingredients with catering staff where possible.

Certificates

Certificates of Attendance can be provided for those who attend the event in-person at The University of Edinburgh. Certificates of Participation can be issued for those who attend virtually. All certificates will be issued upon request after the event if you have a role within the Event. ECPR reserve the right to withhold the issue of certificates.

Scheduling and programming

Due to the ongoing Covid-19 situation, the programme may undergo last minute changes.  ECPR will endeavour to keep all attendees informed of any cancellations or changes, where possible.

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 ECPR receives your registration fee. During this period, you have the right to cancel and receive a full refund provided you have not attended or engaged with the Event.

After the seven-day cooling-off period and before midnight UK time on 24 March 2022, you may cancel your registration and still be eligible for a full refund of your registration fee.

Cancellations/withdrawals after 24 March 2022 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 can no longer attend, please email us on JointSessions@ecpr.eu.

Recording of ECPR events

ECPR may record all events in the form of photography, filming and audio recording. ECPR may also record interactions such as discussions in workshops, roundtables and presentations.

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; 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 us immediately by emailing membership@ecpr.eu.

Data protection

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, My ECPR. 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 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 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. 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 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 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 ECPR’s DPO at dpo@ecpr.eu; you may also contact the Information Commissioner’s Office (ICO).

My ECPR account

Please log into your My ECPR regularly and check that all information, including your institutional affiliation, is correct and up-to-date. If you think you might have multiple My ECPR accounts associated with email addresses you no longer use, please email us on membership@ecpr.eu.

Questions? Email JointSessions@ecpr.eu