These Terms & Conditions for delegates apply to every person registering as a regular delegate for the 5th EurAsia Waste Management Symposium, which will be held in Istanbul, Turkey between 26 and 28 October 2020 (hereafter referred to as “the symposium, or EWMS 2020”), organized by Environmental Engineering Department of Yildiz Technical University, ISTAC Inc. and International Waste Working Group (IWWG) (hereafter referred to as “the symposium organizers”).
All references to a date or a deadline, mentioned in these terms and on other symposium documents, refer to the Istanbul Time Zone (UTC +03:00).
The reduced registration fees are only applicable if they have been paid to the symposium account before the Early Registration deadline. Registering without performing an actual payment will automatically set your balance to the higher fee applicable on-site.
The deadlines are as follows:
Early Registration deadline : 28 August 2020
Regular fee deadline : 28 September 2020
Only fully completed online registrations will be accepted. An invoice will be sent after the receipt of your registration, a confirmation of payment will be sent upon receipt of payment in full. If the full payment has not been received before the deadline indicated, the registration will remain valid, however the due fee will be increased according to the payment period (early/regular/on-site).
To be able to register as a student, individuals must present proof of student from a recognized university or college or an according programme (i.e. student ID, confirmation of head of department, etc.) either by uploading their student ID during registration or by sending the ID via email immediately after completing the registration or during the on-site registration process.
The registration fee includes entry to all symposium sessions, the exhibition and poster area, the opening session and the closing session, provided that sufficient seating space is available. Please note that the security personnel of the symposium centre are responsible for granting or denying access to symposium halls in case of overfilling, according to room capacities and national legislation. The symposium organizer cannot guarantee available space in every session.
The symposium organizers cannot guarantee that a symposium bag and other symposium materials will be available for late registrations. All symposium materials will be distributed on-site. If the maximum delegate capacity is reached, the symposium organizers reserve the right to refuse additional registrations.
The registration fees include 18% of Turkish VAT.
A registration confirmation/receipt will be sent by email after the online registration, a related payment and any necessary documents have been received by the registration department. Delegates may be requested to present this registration confirmation/receipt at the registration counter as proof of their registration and payment.
Methods of Payment
Payments should be made in advance, using a credit card, mail order or by bank transfer. All bank fees and money transfer costs must be paid by the transmitter. Any negative balance will be collected on site. Indicate the invoice as well as the registration number and the delegate’s full name as a reference on all bank transfers.
Registration Name Change
A handling fee of EUR 50.- will be charged for every name change to an existing symposium registration. A new registration form for the substitute delegate should NOT be submitted. Name changes will be accepted by email indicating the old and new names including the required contact details until 28 August 2020. After this date, all name changes must be carried out on-site and paid directly.
Notice of cancellation (e.g. in case of sickness, lack of funding or any other personal reasons) must be made in writing by email to firstname.lastname@example.org.
The notification must include all relevant information regarding the bank account to which a possible refund may be remitted. The cancellation will not be effective until a written acknowledgement from the EWMS 2020 organizing committee is received.
Registration fees may be refunded as follows:
Written cancellation received:
Before 28 Auguts 2020, 75% refund
Between 28 August and 28 September 2020: 50% refund
After 28 September 2020 : no refund
The date of the email receipt date will be the basis for considering refunds. Please indicate your bank details on your written cancellation. Refunds will be made after the symposium.
In the case of over-payment or double payment, refund requests must be made in writing and sent to the EWMS 2020 organizing committee by email.
No refunds will be granted for unattended events or early termination of attendance, in case of cancellation of speakers, lack of space in the symposium room or any other incidents during the symposium, which are beyond the control of the symposium organizers.
By registering to the EWMS 2020 participants agree that neither the EWMS 2020 organizing committee nor the symposium organizers assume any liability whatsoever. Participants are requested to make their own arrangements for health and travel insurance. The symposium fee does not include insurance. Cancellations made after the deadline (28 September 2020) cannot be refunded for any reason.
Cancellation of the Symposium
In the event that the symposium cannot be held or is postponed due to events beyond the control of the symposium organizers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the symposium organizers, the symposium organizers cannot be held liable by delegates for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, costs for additional orders, financial losses, etc.
Under these circumstances, the symposium organizers reserve the right to either retain the entire registration fee and to credit it for a future symposium, or to reimburse the delegate after deducting costs already incurred for the organization of the symposium and which could not be recovered from third parties.
Modification of the Programme
The symposium organizers reserve the right to modify the programme. No refunds can be granted in case of cancellation of speakers, lack of space in the symposium room or any other incidents during the symposium which are beyond the control of the symposium organizers.
Lost Name Badge
The symposium name badge must be worn at all times during the symposium. Access to the symposium venue will not be granted without the name badge issued by the symposium organizer.
Letter of Invitation
Individuals requiring an official Letter of Invitation from the conference organizers can request one by contacting the EWMS 2020 organizing committee. To receive a Letter of Invitation, delegates must first register to the symposium and submit any necessary data, as stated on the online form.
The Letter of Invitation does not financially obligate the symposium organizers in any way. All expenses incurred in relation to the symposium, the registration and the attendance are the sole responsibility of the delegate.
It is the sole responsibility of the delegate to take care of his/her visa requirements. Delegates who require an entry visa must allow sufficient time for the application procedure. Delegates should contact the nearest Turkish embassy or consulate to determine the appropriate timing of their visa applications. The symposium organizers and/or the EWMS 2020 organizing committee will not directly contact embassies and consulates on behalf of visa applicants.
Turkish embassies and consulates-general are independent decision-making agencies for visas. You cannot appeal against the rejection of a visa application; neither can the EWMS 2020 organizing committee intervene on your behalf in case of a rejection or to speed up the procedure.
The registration fee minus a handling fee of EUR 50 will be refunded after the symposium if the visa was applied for in time and proof is shown that a visa could not be granted even though all requested documents were submitted. Refund requests must be made in writing and sent to the EWMS 2020 organizing committee, by email, no later than 15 October 2020, the date after which requests for such refunds cannot be taken into consideration.
Data Protection and Sharing of Contact Details
The protection of your data and the observance of your right of informational self-determination with regard to the collection, processing and use of your personal data are important to us.
The EWMS 2020 organizing committee will collect and store all personal data for the preparation and execution of the 5th EurAsia Waste Management Symposium (EWMS 2020). In accordance with data protection and other applicable laws, sensitive data will be deleted after the symposium, whereas personal data, payment history and correspondence will be stored for the period prescribed by law.
The EWMS 2020 organizing committee will not store or share to third parties any credit card data.
Further Use of Your Data
Your consent provided, the organizer will contact you with regular newsletters ahead and during the meeting (e.g. ‘Daily News’, information on the availability of the symposium app), with an invitation to complete a post symposium survey after the symposium, as well as with announcements of future EurAsia Waste Management symposium. You may unsubscribe of these mailings at any time, this will not affect official correspondence from the symposium secretariat.
E-mailings on Behalf of Third Parties
Consent provided, the organizer periodically performs e-mailings to delegates on behalf of third parties regarding activities at the symposium or other communications, which may be of interest to professionals in the field. Email contact details of delegates will not be passed on to third parties in this context.
You may unsubscribe of these e-mailings at any time, this will not affect official correspondence from the symposium secretariat.
Photographs & Video Streaming
The organizer may without the further consent of the participants use and release pictures and videos taken during the symposium for reports of the symposium and/or in future marketing materials. By registering to this symposium attendees agree those photographs or sound or video recordings taken during the symposium that could include recognizable images or voices of those in attendance may be posted on the symposium website. All recordings are treated sensitively and discreetly. Names will not be published. The symposium is held in a public space, therefore we do not prohibit participants, exhibitors, sponsors, or news organizations from photographing, video or audio-taping some symposium activities. The organizer reserves the right to use images taken at the symposium with your photograph and/or likeness on social media and/or in future marketing materials. The organizer is NOT responsible for individual attendee’s use of your image or likeness.
The symposium organizers shall be held liable in the framework of a duty of care as a respectable businessman according to statutory provisions. The liability of the symposium organizers – for whatever legal reason – shall be limited to intent and gross negligence. The liability of commissioned service providers shall remain unaffected by this. The delegate shall take part in the symposium at his/her own risk. Oral agreements shall not be binding if these have not been confirmed in writing by the EWMS 2020 organizing committee.
Fulfillment and Jurisdiction
The terms of this contract shall be fulfilled in Istanbul, Turkey and, in the event of any legal claims arising from either party; Istanbul, Turkey shall be the sole court of jurisdiction.
General Terms and Agreements as per January 1st, 2020.