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11th International Prader-Willi Syndrome Conference Organisation Terms and Conditions

Terms and Conditions
The 11th International Prader-Willi Syndrome Organisation Conference, “The Conference” will be held from 6 – 10 July 2022 as in in-person event in Limerick, Ireland. The Conference is organised by IPWSO and co-hosted with the Prader-Willi Syndrome Association Ireland (PWSAI).

While the emergence of COVID-19 has made planning for in person events challenging, it is hoped that it will still be possible to hold the Conference in person on the dates originally agreed.  Provision is made in these Terms and Conditions should this not be the case.

In order to keep everyone safe at the event, IPWSO strongly advocate that all delegates are vaccinated before travelling.  Whilst we know that decisions regarding the COVID-19 vaccination will be a personal/family decision we will be following the guidance provided by the Irish Government and public health authorities, current details of which can be found here.  IPWSO will be bound by these requirements and any requirements set out by the University of Limerick in relation to COVID-19 safety measures.  IPWSO and PWSAI may also decide to impose additional COVID-19 safety measures; these may include mandatory vaccination for Conference delegates, or the provision of a negative COVID-19 test.  IPWSO and PWSAI will monitor and, if necessary, amend our guidance as things progress over the next year.

If either IPWSO or PWSAI concludes that, due to COVID-19 or other reasons, the Conference cannot safely proceed, then the event will be cancelled or postponed.

1. Registration
1.1 Registration for the Conference is online using the IPWSO website. After providing details for the purposes of registering delegates will be transferred to the Payment Processor site to enter credit or debit card details and finalise the payment. IPWSO uses ‘Stripe’, a leading internet payment service provider.

1.2 If after registering a delegate can no longer attend and wishes to make a substitution, email conference@ipwso.org as soon as possible. Substitutions shall not be accepted after 30 June.

1.3  All registrations to the Conference are made subject to these Terms and Conditions (which shall apply to the exclusion of any other terms).

2. Payment
2.1  Payments for the most part shall be made by credit or debit card and in EURO using ‘Stripe’.  IPWSO may invoice individuals or organisations directly such as in the case of block bookings when payments may be made by bank transfer. IPWSO cannot accept cheques, credit notes or cash payments.

All cancellations and refund requests must be made in writing by sending an email to conference@ipwso.org no later than 10 June. Cancellations received after 17:00 (UK time) on this day will not be refunded.

3.2  Refunds will incur an administration fee except in the case where a delegate is unable to travel to Ireland due to quarantine or travel restrictions in their country.

3.3 Cancellations received on or before 1 January 2022 will be refunded minus a €25 charge.

3.4 Cancellations received between 2 January 2022 and 10 June 2022 will be refunded minus €85.

4. Alterations and Cancellations
4.1 IPWSO reserves the right, at any time and for any reason to make alterations or cancellations to the Conference programme, speakers and date and timings.

4.2 In the event that the Conference is cancelled by IPWSO, all delegates will be entitled to a full refund.  IPWSO’s liability in this instance will be limited to the total registration fee paid.

4.3 In the event that it is necessary for IPWSO to postpone the Conference or change the dates of the Conference, the delegate’s registration shall remain in force and will be subject to the refund policy set out above.  If IPWSO postpones the Conference and the alternative dates no longer suit the delegate, IPWSO will refund the delegate in full.

4.4  In the event that a delegate is unable to travel to Ireland due to quarantine or travel restrictions in their country, IPWSO will refund the registration fee in full.

IPWSO shall not be liable for any loss, damage or expenses incurred by delegates (including but not limited to any wasted costs and expenses or other fees), howsoever arising whether direct or indirect.

Events Outside Our Control
5.1 To the fullest extent permitted by law IPWSO will not be held responsible for any delay or failure to comply with our obligations under these conditions if such delay or failure arises from any causes which is beyond our reasonable control including reasons of Force Majeure which shall include any default due to an act of God, war, threatened war, act of terrorism or threatened terrorism, lock out, individual action, fire, flood, drought, tempest or other event beyond our reasonable control. This provision does not affect your statutory rights.

5.2 In such circumstances, IPWSO shall be entitled to a reasonable extension of time for performing its obligations under these Terms and Conditions. If the period of delay or non-performance continues for 45 days or more, IPWSO may terminate this Agreement at its sole discretion by giving notice in writing to the delegate.

6.1 Any liability that IPWSO may have to a delegate pursuant to contract, tort (including negligence) or otherwise, for any damages, loss, costs, claims or expenses of any kind howsoever arising, whether arising out of or in connection with any registration (or request for registration) made by the delegate or on their behalf in relation to the Conference, shall be limited to the total registration fee paid by the delegate.

6.2 Nothing in these Terms and Conditions limits any liability which cannot legally be limited, including but not limited to liability for

  1. a) death or personal injury caused by negligence, and
  2. b) fraud or fraudulent misrepresentation.

Delegate Insurance
Delegates are advised to ensure they have adequate personal, travel, health, and cancellation insurance. Upon registration participants agree that the Conference Organisers do not assume any liability for these matters either during the Conference or for any time that delegates spend in Ireland.

Delegates are responsible for booking their accommodation directly with hotels and/or the University of Limerick. IPWSO has no liability in this regard.

Programme Content
The presentations, documents and materials published or otherwise given or made available as part of the Conference do not necessarily reflect the views or opinions of IPWSO.  Whilst IPWSO takes reasonable care to ensure that the content created by it is accurate and complete, delegates should verify the accuracy of any information as supplied as part of or in connection with the Conference (whether provided by IPWSO, any speakers at the Conference or by third parties) before relying on it.

Recordings and Photography
By taking part in this Conference delegates grant the organisers full rights to use the images resulting from the photography/video filming and any reproductions or adaptions of the images for fundraising, publicity, or other purposes in furtherance to the aims of IPWSO and PWSAI.  This might include (but is not limited to), the right to use in our printed and online publicity, social media, press releases and funding applications.  If a delegate does not wish to be photographed, email conference@ipwso.org or contact an event organiser during the Conference.

11. Severability
Each of the paragraphs and sub-paragraphs of these Terms and Conditions operates separately. If any Court or relevant authority decides that any of them are unlawful, the remaining paragraphs and sub-paragraphs will remain in full force and effect.

Data Protection
The contact details of registered delegates will be held by IPWSO in accordance with IPWSO’s privacy policy, details of which may be found on our website https://ipwso.org/privacy-policy-2/.  Please note that if you register to attend the Conference you are agreeing to us contacting you to keep you informed of any important updates specifically relating to the Conference.  We will also include your details on our general mailing list. You can opt out of the general mailing list by unsubscribing at any time.

Code of conduct/Health and Safety/Parking
All delegates and guests attending Conference are required to comply with the code of conduct and policies set out by IPWSO and the University of Limerick for the duration of the Conference.

In relation to conduct, IPWSO reserves the right to exclude anyone from the Conference, who in its sole opinion conducts themselves in a manner which may be offensive to others. IPWSO will seek redress for any financial damage caused by any individual in such circumstances.

In relation to Health and Safety please refer to the University of Limerick’s Health and Safety Essentials Booklet and Statement, copies of which can be found at http://www.ul.ie/hr/health-safety-ul, and  https://www.ul.ie/hr/ul-safety-statement.  The University of Limerick may from time to time, test evacuation alarms and procedures and delegates and guests attending the conference are requested to comply with the guidelines in each residential apartment/house or University of Limerick venue in respect of this.

In relation to parking, vehicles parking in unauthorised spaces, (e.g., outside of designated spaces, on campus roads or vehicles causing obstructions to other vehicles, emergency access routes, emergency exit doors or footpaths) may be clamped or removed.

Only vehicles displaying (on front windscreen) a valid University of Limerick parking permit may park in staff car parks. Any other vehicle, with the exception of a vehicle displaying an EU recognised disabled drivers permit (parked in a disabled driver’s space), is liable to be clamped. Parking spaces, where defined are laid out so as to provide safe entry, exit, circulation around and manoeuvring within car parks. Please note that if you are staying in a residential on campus village, designated car parking is provided either on or adjacent to the relevant site.

Safeguarding children and vulnerable adults while at the Conference
IPWSO wants to ensure that children and vulnerable adults are protected from harm whilst attending the Conference. To this end all children and vulnerable adults must be always accompanied by a responsible adult, including throughout specific Conference programmes designed for children with PWS and adults with PWS (SUAS).  A copy of the University of Limerick’s safeguarding policy can be found here.

Entire Agreement
These Terms and Conditions contain the entire agreement between IPWSO and delegates, replacing all previous agreements in respect of the Conference. Delegates agree that they have not relied upon any pre-contractual statement made by IPWSO in entering these Terms and Conditions.  In this context, pre-contractual statement means any undertaking, promise, assurance, statement, representation, warranty or understanding (whether in writing or not) of any person relating to the Conference (other than as set out in these Terms and Conditions).

Governing Law and Jurisdiction
These Terms and Conditions shall be governed by and construed in accordance with English Law and the parties agree to submit any disputes arising out of these Terms and Conditions to the exclusive jurisdiction of the Courts of England and Wales.

Contact Details
If you have any queries in relation to your booking of this Conference or these Terms and Conditions, please contact conference@ipwso.org

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