The following General Terms and Conditions can be downloaded here as a PDF document.

TERMS AND CONDITIONS

International Conference “Social Mentoring in Europe: Prospects for Social Inclusion and Engagement”, 13–14 November 2026

including the Mentoring Austria Community Days,
12–13 November 2026, St. Pölten, Austria

  1. Scope

These Terms and Conditions govern registration for and participation in the event series Social Mentoring in Europe: Prospects for Social Inclusion and Engagement, including the Mentoring Austria Community Day on 12 November 2026, the International Conference on 13 November 2026 (starting at 09:30) and 14 November 2026 (ending at 15:30).

The conference is organized and hosted by the Bertha von Suttner Private University St. Pölten (hereinafter: “Suttneruni”). The conference is conducted in close cooperation with the Vereinigung zur Förderung von Mentoring in Österreich (hereinafter: “Mentoring Austria”), which serves as conference partner and is responsible for selected programme components.

The Mentoring Austria Community Day on 12 November 2026 is organized and content-wise managed exclusively by Mentoring Austria. Responsibility for the program, speakers and content of this pre-conference event rests solely with Mentoring Austria. The role of Suttneruni in relation to the Community Day is limited to participant registration and overall conference administration through the conference management system. Accordingly, these Terms and Conditions apply to the Community Day only with regard to registration, participant management, data processing, and related organizational matters.

The conference venue is the Campus St. Pölten, Austria.

These Terms and Conditions apply to all participants, contributors, speakers, guests and attendees of any program component forming part of the event series, irrespective of whether participation is limited to the Mentoring Austria Community Day, individual conference days, or the entire conference program.

By registering for the event series, participants agree to these Terms and Conditions.

  1. Registration

Registration is available exclusively through the official conference website and conference management system.

Registration is considered valid once:

  • the registration process has been successfully completed through the conference system; and
  • the applicable registration fee has been paid in full, where applicable; or
  • a registration for a free ticket category has been confirmed by the conference system.

Participants are responsible for ensuring that all information provided during registration is accurate, complete and up to date.

Reduced-rate registrations and those free of charge are valid only if participants meet the applicable eligibility requirements. Suttneruni reserves the right to request proof of eligibility at any time. If eligibility cannot be demonstrated, Suttneruni may charge the difference to the applicable standard registration fee.

Reduced-rate categories may include, but are not limited to:

  • Staff of Suttneruni
  • Students at Suttneruni who are taking part in the conference as part of a module within a degree programme or the ERASMUS+ blended intensive programme ‘Mentoring for Social Inclusion’ (9 to 14 November)
  • Other Students and Alumni of Suttneruni;
  • Members, employees, representatives or partners and guests of Mentoring Austria and its member organizations.

Suttneruni reserves the right to reject or cancel registrations for justified reasons, including but not limited to inaccurate information, ineligibility for discounted rates, violations of the Conference Code of Conduct, organizational limitations or other legitimate concerns.

  1. Registration Fees

3.1 Registration Categories

Full Conference Registration

Category

Early Bird
(until 30 August 2026)

Standard Rate
(from 1 September 2026)

Regular Participant

EUR 200

EUR 250

Suttneruni Students and Alumni

EUR 100

EUR 125

 

Mentoring Austria Tickets

Conference Day 1 (Friday, 13 November 2026)

Participation on Conference Day 1 is free of charge for eligible participants from Mentoring Austria, its member organisations as well as their partners and guests. The corresponding participation fees are covered by Mentoring Austria under a separate cooperation agreement with Suttneruni.

Conference Day 2 (Saturday, 14 November 2026)

Category

Early Bird

Standard Rate

Mentoring Austria Participants

EUR 75

EUR 90

 Community Day

Participation in the Mentoring Austria Community Day on Thursday, 12 November 2026 is free of charge. Registration is required and must be completed through the conference website.

3.2 Included Services

Conference registration includes:

  • participation in the registered conference sessions;
  • access to conference information and online program materials;
  • coffee breaks and catering during the conference;
  • dinner buffet on Friday, 13 November 2026;
  • participation in the conference social event on Friday evening.

3.3 Payment

All registration fees are processed through the conference management and payment system provided via the official conference platform.

Payment must be completed according to the procedures and deadlines specified during registration.

Suttneruni reserves the right to cancel registrations for which payment has not been received within the applicable payment period.

  1. Cancellation, Refunds and Transfers

All cancellation requests must be submitted in writing by email to the conference organizers.

Refund Policy

  • Cancellations received more than six (6) weeks before the start of the conference are eligible for a refund of the registration fee minus an administrative processing fee of EUR 50.
  • Cancellations received between six (6) and two (2) weeks before the start of the conference are eligible for a refund of 50% of the registration fee.
  • No refund will be granted for cancellations received less than two (2) weeks before the start of the conference.
  • No refunds will be granted for non-attendance (“no-shows”).

Transfer of Registration

Participants may transfer their registration to another person at no additional charge by notifying the organizers in writing before the event.

The same principle applies to registrations financed through Mentoring Austria. Where a registered participant funded through Mentoring Austria cancels participation, Mentoring Austria may nominate a replacement participant from among its staff, member organizations or partners and guests, subject to notification to Suttneruni prior to the event.

Exceptional Circumstances

Requests related to illness, travel restrictions, emergencies or comparable circumstances may be considered individually; however, the organizers are under no obligation to provide refunds beyond the above policy.

Cancellation by Suttneruni

If the event is cancelled by Suttneruni, registration fees already paid will be refunded in full.

Suttneruni shall not be liable for travel, accommodation, visa, cancellation or any other consequential costs incurred by participants.

  1. Changes to the Programme

Suttneruni reserves the right to modify:

  • the program;
  • individual sessions;
  • speakers;
  • presentation formats;
  • timetables;
  • rooms and venues.

Such modifications shall not constitute grounds for cancellation or refund.

Suttneruni will make reasonable efforts to ensure a program of comparable quality and scope.

  1. Postponement, Conversion or Cancellation of the Event

Suttneruni reserves the right to postpone, reschedule, partially modify, or convert the event series into another appropriate format where required by circumstances beyond its reasonable control or where organizational necessity requires.

Participants will be informed of significant changes as soon as reasonably possible through the email address provided during registration and, where appropriate, via the conference website.

Except for reimbursement of registration fees in the case of cancellation by Suttneruni, no further claims may be asserted against Suttneruni.

  1. Contributions, Abstracts and Participant Directory

Contributors whose submissions have been accepted are strongly requested to complete their registration by the end of the Early Bird registration period (currently 30 August 2026). Suttneruni cannot guarantee inclusion of accepted contributions in the final program if registration has not been completed by this deadline.

Contributors are solely responsible for the content, accuracy, legality and originality of their submissions.

By submitting an abstract or contribution, contributors warrant that:

  • they hold the necessary rights to the submitted material;
  • the submission does not infringe third-party rights;
  • all required permissions have been obtained.

Contributors agree that the following information may be published in conference-related materials:

  • title of contribution;
  • abstract;
  • author names;
  • institutional affiliations;
  • country;
  • professional information provided for program purposes.

To facilitate academic exchange and networking, participants agree that their:

  • first and last name;
  • organisation (if provided);
  • country

may be shared with registered participants in a participant directory or similar conference communication.

Email addresses, phone numbers and other personal contact details will not be distributed to participants unless the data subject has expressly consented.

  1. Photography, Audio and Video Recording

Photography, audio recording and video recording may take place during all program components of the event series, including the Mentoring Austria Community Day, conference sessions, networking activities and social events.

Such recordings serve purposes including:

  • conference and event documentation;
  • reporting on activities and outcomes;
  • scientific communication;
  • public outreach;
  • quality assurance and evaluation;
  • institutional communication;
  • promotion of academic and mentoring-related activities.

Recordings may be created by:

  • Suttneruni;
  • Mentoring Austria;
  • commissioned photographers, videographers or media service providers.

The resulting materials may be used in print and digital formats, including:

  • websites;
  • newsletters;
  • annual reports;
  • project reports;
  • scientific communication formats;
  • social media channels;
  • promotional and informational materials;
  • funding, evaluation and reporting activities.

Participants who have legitimate reasons to object to being recorded may contact the organizers before or during the event. Suttneruni will make reasonable efforts to accommodate such requests where feasible.

  1. Code of Conduct

The event series is committed to providing a professional, respectful, inclusive and harassment-free environment.

All participants are expected to:

  • treat others with respect and dignity;
  • refrain from discriminatory, intimidating or harassing behavior;
  • uphold academic integrity and professional standards;
  • contribute to a constructive and collegial atmosphere.

Suttneruni reserves the right to remove any participant from the event without refund in cases of serious misconduct or violation of this Code of Conduct.

  1. Liability

Participation in the event takes place at the participant’s own responsibility.

To the extent permitted by law, Suttneruni shall be liable only for damage caused intentionally or through gross negligence.

Suttneruni assumes no responsibility for:

  • loss, theft or damage of personal property;
  • interruptions caused by technical failures;
  • travel disruptions;
  • force majeure events;
  • circumstances beyond its reasonable control.
  1. Intellectual Property

Copyright and other intellectual property rights in presentations, abstracts, posters, papers, slides, recordings and other event materials remain with the respective authors and rights holders.

Participants may not record, reproduce, distribute or publish presentations or materials without prior permission from the relevant rights holders and Suttneruni.

By submitting a contribution, contributors grant Suttneruni a non-exclusive right to publish the title, abstract, author information and related program information within conference-related materials.

Nothing in these provisions limits the right of Suttneruni, as event organizer, or Mentoring Austria, as conference partner, to create and use event documentation in the form of photographs, audio recordings and video recordings taken during any part of the event series, including the Mentoring Austria Community Day and the conference program.

Suttneruni and Mentoring Austria may use such recordings for:

  • event documentation;
  • reporting;
  • scientific communication;
  • public outreach;
  • institutional communication;
  • network communication;
  • evaluation activities;
  • funding and project reporting;
  • websites, newsletters and social media channels;
  • annual reports and project reports;
  • promotional and informational materials related to their respective statutory and institutional purposes.

Such use shall be limited to the purposes communicated to participants in the event privacy information.

  1. Conference Website and Program Information

Information provided on the conference website is prepared with reasonable care.

However, Suttneruni does not guarantee:

  • completeness;
  • accuracy;
  • uninterrupted availability;
  • freedom from errors.

Suttneruni reserves the right to amend website content and programme information at any time.

  1. Governing Law and Jurisdiction

These Terms and Conditions shall be governed exclusively by the laws of the Republic of Austria.

Any disputes arising from or in connection with participation in the event shall be subject to the jurisdiction of the competent courts of Austria.

Should any provision of these Terms and Conditions be found invalid or unenforceable, the validity of the remaining provisions shall remain unaffected.

ORGANISER

Bertha von Suttner Private University (Suttneruni), Campus-Platz 1, 3100 St. Pölten, Austria

CONFERENCE PARTNER

Vereinigung zur Förderung von Mentoring in Österreich (Mentoring Austria), Haus der Philanthropie, Schottenring 16/3, 1010 Wien, Austria