Terms & Conditions
These terms and conditions (“T&C”) apply to all attendees, sponsors and other participants in the EuroPython 2024 conference (the “Event” or the “Conference”).
The “Organisers” of the Event: the EuroPython Society (EPS), having the registered address EuroPython Society, Ramnebacken 45, 424 38 Agnesberg, Sweden.
Event Date: 8 - 14 July 2024
Event Place: For the in-person event, the Prague Congress Centre (** “PCC or the “Venue”**) in Prague, the Czech Republic. For the “Online Event”, a combination of tools used for the online Conference defined as “Online Platform”.
1. Registration
Registration for participation in the conference must be made via the Event Website. After purchase, the participant will receive an email from the Organisers as a confirmation of the acceptance of the purchase contract.
Each ticket is bound to a named participant which can be configured after the purchase. They can be reassigned, but only the “Participant”, the person identified on the ticket, is allowed to use the ticket. This also includes any URLs or passwords sent out to the Participant, which allow access to online media used during the Event.
Tickets may be subject to proper proof of eligibility (e.g. student ID or relevant document). The Participants may be requested for such proof when picking up the ticket badge at the conference registration desk or by the Organisers during the Event. If eligibility cannot be proven, the ticket can be converted into a standard or business ticket.
Some ticket categories only have a limited number of available tickets. The number of tickets is determined by the Organisers at their sole discretion.
For in-person events, the tickets can be picked up as badges at the conference registration desk on the first day of the Event. The badge permits access to the conference venue during the Event Days, subject to the ticket category.
For an online event, the confirmation email represents the ticket. The Participant will be granted access to the online media used during the online event.
2. Payments
Unless otherwise stated, all prices include the currently applicable VAT rates as required by local and EU regulations.
Invoices can be downloaded via the URL in the order confirmation sent out via email, upon successful payment.
Payments for the Event can only be made by debit or credit card. Payment against invoice is only possible on a case-by-case basis, at the sole discretion of the Organisers.
For debit or credit card payments, the cards will be charged immediately following the application. Debit and credit card payments are handled by the service provider Stripe. The Organisers do not store any card information.
3. Performance and Cancellation
Admission to the Event is granted based on tickets (“Event Tickets” or “Conference Passes”). The ticket fee listed on the Event Website covers the admission to the Event (or part thereof) to the extent defined on the Event Website for each ticket category. The same applies to any additional items which may be sold as part of the Event, such as e.g. SIM cards, tickets for museums, local transport, etc.
Changes to the programme, the event content, schedule and the speakers may occur due to organisational reasons and are not considered as a breach of the purchase contract. There is no right to refunds for any unused services which were properly offered.
The Organisers are entitled to withdraw from the contract if carrying out the Event would be uneconomic (e.g. due to insufficient number of exhibitors, sponsors or participants). The same applies if the Event is cancelled, in whole or in part, for reasons beyond their reasonable control, such as act of God, labour disputes, civil commotion, pandemics, epidemics, terrorism, vandalism, war, lack of power or utilities, floods, fire, acts of Government or regulatory authorities or other events of such effect that carrying out or the continuation of the event would be unreasonable in the circumstances. The Organisers are under no obligation to reorganise the event.
In case of a cancellation of the Event, all participants will be notified by the Organisers without delay and any payments made will be refunded. The Organisers’ liability is limited to refunding the participation fee. All other liability for participant claims is excluded except in cases of wilful or gross negligence on the part of the Organisers. In particular, no claims may be made for refund of travel and accommodation costs, loss of working time or opportunity.
4. Refunds
The Event Tickets are fully refundable with no questions asked until June 7th, 2024 23:59:59 CEST (the “Refund End Time”). Refunds are no longer possible after that Refund End Time unless otherwise specified by the Organisers. The Organisers reserve the right to deduct administrative costs (bank, online payments services, etc) from the refund.
For in-person tickets, before June 7th, the participants can request a full refund from the order details URL link in the order confirmation email. After June 7th, special refund requests must be made by email to the refunds@europython.eu email address. The email must include the Order Code, Ticket IDs, name of the person who bought the ticket and the special circumstances.
Refunds are processed via Stripe and will be paid back to the same payment card which was used for the purchase of the tickets.
Processing of the refunds will happen no later than 30 days after the end of the Event.
Alternatively, the ticket may be reassigned to another participant at no extra cost. Where eligibility constraints apply (e.g. students), the substitute participant must similarly provide the required proper proof of eligibility. If proof is not sufficiently provided, the substitute participant must pay the difference between the discounted ticket and the standard ticket price.
Revocation Rights
Conference tickets are not subject to the EU regulations on distance selling and the 14-day cooling off period. Outside the above refund policy, we do not provide refunds on ticket purchases after the Refund End Date.
5. Data Protection
The Organisers are considered data controllers under the terms of the Regulation (EU) No. 2016/679 (GDPR).
Please refer to our Data Protection Policy for details on how your data is processed.
All attendees, sponsors and other participants of the conference acknowledge and consent to the above privacy policy.
Right of Denial
The Organisers hereby notifies that the Participant has the right to deny the storage and use of their personal information for advertising and marketing use. If desired, participants may revoke their consent to the use of their personal information for the foregoing reasons, at any time. It is sufficient to do so by email to: privacy@europython.eu or alternatively writing a letter to the Organisers.
Recordings and Photography
Participants may be photographed, filmed, or their voices recorded during the Event. Such recordings may be published by the Organisers and/or used for marketing purposes. Participation in the Event is conditional on the Participant’s consent to this.
In applying to participate in the event, the Participant gives a declaration of consent to video and audio recordings and photography during the Event and that such recordings may be published and used for marketing purposes by the Organisers and/or third parties.
6. Participant’s Obligations
Code of Conduct
The Participant accepts the EuroPython Code of Conduct (the “Code of Conduct”), which can be found at www.europython-society.org/coc/. The Organisers may, from time to time, make alterations to the Code of Conduct, which are not considered contractual deviations.
The Code of Conduct is an integral part of the agreement and shall be observed during participation in the Event. The Participant consents to said Code of Conduct and shall comply with it.
Use of the Conference Venue / Platform
The Participant will ensure or accept that:
Use of the Venue
The following requirements apply to in-person participants:
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It is not allowed to bring the following list of things inside the Venue, unless with explicit written consent by the Organises: animals (except guide dogs), weapons, naked flame, alcoholic beverages, narcotic or psychotropic substances, substance or article which is of a dangerous, explosive, hazardous or objectionable nature;
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Participants will not try to gain unauthorised access to the Venue and only use the entrances and exits to the Venue, designated as such by the Venue;
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No act or thing is done inside, outside or in the vicinity of Venue, which may, in Organiser’s reasonable opinion, be or become a nuisance to the attendees, the Venue, its other customers or any premises or buildings in its vicinity;
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Participants will immediately comply with any requirements or directions made or given by Venue relating in any way to the health and safety of the participants, the Organisers, sponsors and Venue personnel;
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Participants assume the responsibility of looking after their own personal belongings.
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Participants shall not erect any stands, displays, advertisements, signs, notices, or other similar matters in the Venue; or fix any items to the walls, floor or other temporary or permanent structures of Venue.
Use of the Conference Platform
The following requirements apply to online (otherwise known as remote) participants:
- No attempt shall be made to gain unauthorised access to the Event, and will only use the invitation link sent to them for their own use; sharing the invitation link to the Online Event with unauthorised users can result in a ban from participation in the Event; the Organisers reserves the rights to investigate and deny entry to the Event should they suspect such unauthorised activities occur;
- Online participants should not have any form of advertisement on the Conference Platform, unless authorised to by the Organisers.
- No recordings of sessions or chat transcripts run on the Conference Platform will be created, streamed or otherwise made accessible outside the Conference Platform, unless authorised by the Organisers;
Minors
Unless tended by the childminders in the Venue, children/minors younger than 18 years old must be accompanied by an adult guardian at all times during the event, who accepts full liability for this child/minor. Consent to the privacy policies throughout our websites and this Terms & Conditions have to be given by the aforementioned adult. Please contact privacy@europython.eu for further information or instructions.
Exclusion from the Event
The Organisers may exclude participants from the event in cases of serious breaches of the obligations outlined in the above sections. The Participant shall have no right to a refund of the participation fee/s in such an event.
7. Limitation of Liability
Admission to the Event is provided on an ‘as-is’ basis. The Organisers do not accept any responsibility or liability for reliance by you or any person on any aspect of the Event or any information provided at the Event. You agree not to hold the Organisers liable for any loss or damage incurred as the result of any contracts, communications or other dealings or the presence of any third parties in the Venue or on the Conference Platform.
The Organisers are not liable for external links to content or content entered by users, participants, sponsors, partners or the Organisers, on the Conference Platform or Event Website, and which is not under the control of the Organisers.
Participants must make provision for their own insurance.
The Organisers shall not be liable for the following:
- for any direct, indirect, special, incidental, or consequential loss, costs, injury or damage to any person or property howsoever caused arising directly or indirectly from the Event or other aspects related thereto or in connection with the Event;
- for any expenses incurred due to the cancellation of the Event and/or change of the venue and/or the date of the Event, except the refund of the participation fee;
- for any delays, interruptions or errors in the transmission or delivery of any services;
- for any other costs incurred to the Participant in relation to the Event.
8. Miscellaneous
Changes and additions to this contract and any collateral agreements shall only be valid if made in writing. In the event of invalid or ineffective singular provisions in these terms and conditions, the validity and effect of the remaining provisions shall remain unaffected. Swedish law applies. English is the controlling language for this agreement.
Contact
Address: EuroPython Society, Ramnebacken 45, 424 38 Agnesberg, Sweden
E-mail: board@europython.eu
History
- 2024-03-22: Updated for 2024 Prague & Remote event
- 2023-02-20: Updated for 2023 Prague & Remote event
- 2022-05-02: Updated to include the automatic refund process
- 2022-04-05: Updated for 2022 Dublin & Remote event
- 2022-04-05: Updated for 2022 online event
- 2021-04-05: Updated for 2021 online event
- 2020-04-14: Updated for online event.
- 2020-03-06: First version