Terms and Conditions of Participation for the Geography Connect Convention

1. Scope
These Terms and Conditions govern participation in the event, including registration, payment processing, and attendance at all designated programme components. By completing the registration, the participant accepts these Terms and Conditions as legally binding.

2. Registration and Conclusion of Contract
Registration takes place exclusively via the official online registration system. A binding participation contract is formed upon completion of the registration process. If capacities are limited, places will be allocated in the order of payment receipt.

3. Participation Fees and Payment Terms
The applicable participation fees are published on the event website.
Payment is due immediately upon invoicing and must be made using the available payment methods.
All fees include or exclude VAT as indicated and in accordance with applicable tax regulations.

4. Scope of Services
The participation fee includes access to all scientific programme elements and event components that are not explicitly marked as requiring additional payment. Separately listed services are not included in the standard participation fee.

5. Programme Changes
The organiser reserves the right to make necessary organisational changes to the programme, speakers, or schedule, provided the overall character of the event is not significantly altered. Such changes do not entitle participants to a refund.

6. Cancellation by Participants / Replacement Persons

6.1 Cancellations
Cancellations must be submitted in writing (e-mail is sufficient).
The following cancellation conditions apply:

• Until 31 March 2026: Refund of 50% of the participation fee.

• From 1 April 2026 onwards: No refund of the participation fee, regardless of the reason for cancellation.

The date of receipt of the cancellation by the organiser is decisive.

6.2 Replacement Participants
A replacement participant may be nominated, provided that the organiser agrees and the organisational requirements are met. No administrative fee will be charged.

6.3 No-show
Participants who do not attend the event without prior written cancellation are not entitled to any refund.

7. Cancellation of the Event by the Organiser
If the event must be cancelled due to force majeure or for significant organisational reasons, participation fees already paid will be refunded. Further claims — in particular reimbursement of travel or accommodation expenses — are excluded unless mandatory statutory provisions require otherwise.

8. Liability
The organiser is liable only for damages caused intentionally or by gross negligence.
In the case of simple negligence, liability is limited to breaches of material contractual obligations; in such cases, liability is restricted to foreseeable damages typical for the contract.
Attendance at the event is at the participant’s own risk.

9. Data Protection
Personal data are processed exclusively for the purposes of organising and carrying out the event. Details can be found in the separate Privacy Policy.

10. Photo and Video Recordings
Photo, video, and audio recordings may be made during the event and may be used for documentation and public relations purposes. Participants may object on site to the use of recordings in which they are identifiable.

11. House Rules and Conduct
Participants must comply with the instructions of the organiser and venue staff. Disruptive behaviour may lead to exclusion from the event without any claim for reimbursement.

12. Final Provisions
Should any provision of these Terms and Conditions be invalid, the remaining provisions shall remain unaffected.
The law of the Federal Republic of Germany applies.