Terms & Conditions - 14th International Coral Reef Symposium (ICRS 2020), Bremen, Germany, July 5-10, 2020

1. Organiser
Universität Bremen, Bibliothekstraße 1, 28359 Bremen. In the following stated as Organiser. The registration is carried out by: WFB Wirtschaftsförderung Bremen GmbH, Geschäftsbereich Marketing und Tourismus, Abteilung Touristik, in the following stated as WFB Bremen Convention Bureau, ICRS 2020 Corporate Client and Participant Services.
Address and Contact: Findorffstraße 105, 28215 Bremen, Tel.: +49 (0)421-30 800 17, Fax: +49 (0)421-30 800 3817, E-Mail: icrsreg2020@bremen-tourism.de.

2. Registration
The registration as a participant is subject to the payment of the conference registration fee. The prices are based upon the current rates of the service providers. Changes that are out of the Organiser’s control are expressly reserved.

Members of the International Coral Reef Society have to be paid up members on time of registration. Changes after registration from non-member to member won´t be possible.

All tickets and conference materials will be handed out to the participants upon check-in at the registration terminals after the full payment of fees has been received. Participants are requested to wear their congress badge at the conference venue at all times for identification and admittance to the conference rooms.

Early-bird registration deadline: 31st March 2020

Additional tickets for accompanying persons (18+) are available for purchase.

3. Terms of payment
All payments must be made in Euro. After the registration was submitted you will receive a written invoice (pdf-document) by e-mail. Your registration is only completed and valid after receipt of full payment.

The payment method SEPA is only available in the European Economic Area. By entering your debit card details in the payment section during the registration process, you authorise the WFB Bremen Convention Bureau to debit the mentioned account by direct debit. At the same time, this will instruct your bank to allow WFB Bremen Convention Bureau to collect direct debit payments from this account. In case of an unredeemed SEPA order, due to reasons that the Organiser is not responsible for, a fee of EUR 10.00 is charged to the participant.

Credit card
For payment by credit card, the following credit cards may be used: Visa, American Express and MasterCard. The payment transactions via credit card occur through a PCI-DSS (Payment Card Industry Data Security Standard) compliant payment system. The registration amount will be collected by the WFB Bremen Convention Bureau in the name of the Organiser.

4. Cancellation policy
Registration cancellations must be sent in writing to the WFB Bremen Convention Bureau, ICRS 2020 via fax: +49 (0) 421 30 800 3817 or email: icrsreg2020@bremen-tourism.de.

Cancellation for congress registration
A written cancellation received before 31st March 2020 will result in a full refund minus a EUR 50.00 administrative fee. Written cancellation received after 31st March 2020 and before 31st May 2020 will result in a 50% refund minus a EUR 50.00 administrative fee. Cancellations received after 31st May 2020 will not result in refunds. A substitute participant can be named for a handling fee of EUR 15.00. In case of the involvement of a third party in the contract, the third party and the original participant are jointly and severally liable for the invoice amount and any arising change/cancellation fees.

Cancellation for social and science tours
Cancellations will not result in refunds. A substitute can be named without paying any administrative fee.

5. Changes and amendments
The WFB Bremen Convention Bureau will charge a service fee of EUR 15.00 for changes, additional bookings and/or amendments of the registration (e.g. change of invoice address) after invoicing directly to the participant.

6. Social Events and Poster receptions
Single tickets to attend the Icebreaker (Sunday evening welcome reception), the ICRS Night (Thursday evening event) and the poster receptions are not available for purchase. The minimum age for admission to the Sunday evening opening reception “Ice Breaker”, Thursday evening event “ICRS Night” and poster receptions is 18 years. Parents are responsible for their children.

7. Social and science tours
Due to the limited number of tickets available, a binding registration is required. The booking of science tours is only valid in conjunction with a registration as a participant of the ICRS 2020. The booking of social tours is only valid in conjunction with a registration as a participant of the ICRS 2020 or as an accompanying person.

Do not book events or tours that are overlapping with each other. In case of overlap, the WFB Bremen Convention Bureau reserves the right to make the selection for you without consultation. Each tour requires a minimum number of participants. If this number of participants is not reached the Organiser reserves the right to cancel the tour and refund the money.

8. Hotel reservation
Please note that if you reserved a hotel via the registration system, the payment has to be made directly to the hotel. Once you have submitted your registration, you will receive a booking confirmation containing all relevant information regarding your booking and a voucher for your hotel reservation. After receiving your hotel voucher please contact the hotel directly, confirm your booking and give them your credit card details latest 7 days before arrival. Without these details the hotel room can be sold otherwise. Kindly note that in case of a late arrival after 6 p.m. the hotel has to be informed. In the event of amendment, cancellation or no-show, the terms and conditions of the respective hotels shall apply. WFB Bremen Convention Bureau is only the reservation agent and accepts no liability whatsoever. All prices are stated per room/per night including breakfast/breakfast buffet; the prices are inclusive of VAT at the current statutory rate, i.e. 7 % VAT on the room rate and 19 % VAT on that part of the charge attributable to breakfast. Bookings after 8th May 2020 are subject to price and availability.

9. Data security
Registration implies your authorization to allow the WFB Bremen Convention Bureau to provide the Organiser with your registration information. Personal details that you provide to WFB Bremen Convention Bureau with your booking are processed electronically and are used exclusively for processing the booking and for customer service purposes. Your data will not be disclosed to third parties, exceptions are the involved business partners, like your hotel. The right of objection of the person concerned pursuant to section 21 of the European Data Protection Act is expressly pointed out.

10. Photo and video recordings
With your explicit consent (checkbox ticked) you grant the Organiser permission to create photo and video material of you during your participation in the events of the symposium. This photo and video material may be published and reproduced by the Organiser for various purposes.

11. Abstract Book and Program Book
Printed copies of the Abstract Book and the Program Book will not be available for this symposium. In line with ICRS 2020's green strategy and the policy of the International Society for Reef Studies to reduce our environmental impact, all participants will have electronic access to the ICRS 2020 abstracts and symposium program.

12. Liability
Every effort will be made to ensure that all events take place as published in the final symposium program. The Organiser reserves the right, without prior notice, to change any arrangements, schedules, plans or other items relating to the symposium for reasons beyond its reasonable control. The Organiser shall not be liable for any loss or inconvenience caused by such changes. In the event of unforeseen circumstances, the Organiser shall not be liable for any financial loss resulting from delays. Participants are advised to take out personal travel insurance and to extend their policy to personal possessions. The Organiser is not liable for any cancellation of bookings, theft or damage to property.

12. Applicable law
The registration shall be governed by the German law. The place of jurisdiction is Bremen.