Travel
ESHS accepts no liability if a participant is unable to attend an event due to adverse weather conditions or any travel disruption.
Accommodation
Delegates must handle their own bookings. For further details on accommodation, please refer to the Accommodation section of the ESHS Brussels website.
Filming and Sound Recording
In registering for our events, delegates and speakers grant permission to the ESHS team, its agents and others working under its authority, to film, record or photograph at its events.
It is understood that these recordings and photographs may be used for promotional, news, online/multimedia and/or marketing purposes for the promotion of the organisation and its events.
If you wish to be excluded from any recording or photograph, please email ESHSBrussels@gmail.com at the time of your registration.
Payment
Payment must be made in full at the time of registration unless specifically stated.
All prices listed on the registration form include VAT.
Proof of student/doctoral status will be requested at the conference registration for participants willing to pay Student Fees.
Registration can be paid by credit card (Visa/MasterCard) or by bank transfer. All bank charges involved in the transactions are paid by the participant.
Registration fees are due on 7 July 2022 for all speakers and participants who chair a symposium and/or present a paper during the conference.
Registration fees for attendees who do neither chair a symposium nor present a paper during the conference will be increased by €40 for Full Fees and by €30 for Student Fees after 7 July 2022, and are due on 25 August 2022.
Registration Confirmation
A confirmation of registration will be sent to the participant immediately. If the email confirmation has not been received within 24 hours after registration, please contact the organising team: ESHSBrussels@gmail.com
In case of payment by bank transfer, the participant will receive a request for payment and bank coordinates to perform it. An invoice will be issued at reception of the payment.
Refund
Refunds will be handled after the conference.
The refunds and options set out below are exclusive of any other compensation, including, without being exhaustive, any cost or loss, incurred or suffered by the participant, in relation to the cancellation of the event (by the participant or ESHS team), such as travel and accommodation fees, which are entirely the participant’s responsibility and therefore will not be reimbursed.
Cancellation of the participation in the conference must be announced to the ESHS team by email: ESHSBrussels@gmail.com
Provided that the cancellation has been timely sent in writing it will be handled as follows:
| Date of cancellation before the event | Value of refund |
| Until 7 July 2022 | 90 % refund of the registration fees paid |
| After 7 July 2022 | No refund |
Cancellation of the in-person conference by the ESHS team in order to comply COVID-19 measures restrictions is allowed at any time prior to the event.
| Virtual alternative | No virtual alternative |
| Part of the amount paid for the registration fees will be used for the virtual alternative.The remaining amount can be donated to ESHS or refunded. | 90 % refund of the registration fees paid |
| 90 % of the registration fees paid will be refunded. | 90 % refund of the registration fees paid |
Travel Modalities
All participants should ensure that they comply with all the requirements of the Belgian authorities before registering, e.g., entry and stay criteria, visa, restrictions, security, safety, vaccine. For more information, please check the official Belgian website: https://diplomatie.belgium.be/en/services/travel_to_belgium
ESHS welcomes participants from overseas. However, the participant who resides outside the European Union (EU) should ensure to have a valid visa and to comply with all immigration requirements before attending an event taking place in the EU.
If the participant does not have a visa before registering and is unable to obtain one in time for the event, the cancellation fees applied shall be those set out above in case of a cancellation by the ESHS team.
Conference Programme
It may be necessary to modify or change the agenda of the event, including, without being exhaustive, its content, speakers or planned activities, at any time prior to or during the event.
In case such changes or modifications must be made, the participant will not be reimbursed or compensated in any way. Nonetheless, in case it happens, we will do our best to find equivalent solutions.
List of Participants
A list of all delegates and speakers will be circulated before the event. The list will include the following personal data: name, email address, affiliation, country.
Further details may be anonymised and made available to third parties directly related to the organisation of an event including the ESHS Organising Committee Members of the event – for the purpose of registration, special requirements or name tag creation.
If the participant has indicated to be interested in joining ESHS Early Career Network and/or Centaurus Mentoring Program, his.her data may be shared in a responsible way with these parties.
To deny personal details to be passed on for any of the above purposes, please contact the ESHS team at eshsbrussels@gmail.com
Protection of Personal Data
The data and contact information provided through the online registration form will never be transferred, sold, distributed to third parties or used for commercial purposes.
They are only used in the context of the activity for which the participant is registering, and only for the purposes of good organisation, or to inform of similar activities.
Whenever we collect personal information, we will do so in a lawful and fair way. ESHS is committed to handling personal data in compliance with applicable data protection laws, including as of 25 May 2018, the General Data Protection Regulation (“GDPR”).
We will use personal data for event administrative matters and communications for the purpose of managing registration and participation to the event, and based on the necessity for ESHS to meet its obligations as organiser of the event.
For any further communications after the event, including information about other ESHS events or projects, ESHS will ask for the participant’s consent in advance.
The computerised file in which the data and contact details will be recorded is managed by the organising committee. In accordance with the provisions of the General Data Protection Regulation (EU 2016/679), the participant can exercise his or her rights by contacting the organisation via eshsbrussels@gmail.com
The participant also has the right to lodge a complaint with the Data Protection Authority via https://www.dataprotectionauthority.be
Applicable Law and Competent Court
These terms and conditions shall be governed by and construed in accordance with Belgian law, without application of the rules of International Private Law regarding determination of the applicable law.
In case a dispute emerges in relation to these terms and/or conditions, and the event to which they apply, the participant and ESHS shall try to reach an amicable settlement. If such settlement cannot be reached it will be referred to the courts of Brussels.
Additional Information
For practical information, please visit the ESHS 2022 conference page: www.eshsbrussels2022.com
For information about registration, payment, and billing, please contact: eshsbrussels@gmail.com