General Terms and Conditions for the NEIS Conference 2024 at the
Helmut-Schmidt Universität / Universität der Bundeswehr Hamburg (HSU/UniBw H)

 

1.    Scope of application

These General Terms and Conditions (“GTCs”) govern attendance of the NEIS Conference 2024. The conference is being organized by the chair of Electrical Power Systems (Prof. Dr.–Ing. Detlef Schulz) at the HSU/UniBw H, Holstenhofweg 85, 22043 Hamburg, Germany. Under these GTCs, the organizer and contracting party is the Federal Republic of Germany, represented by the Federal Ministry of Defence, represented by the President of the HSU/UniBw H (hereinafter “the organizer”).

2.    Registration and contract conclusion

Registration for participation of the conference attendee (hereinafter “the participant”) in the event is only possible via the conference management & ticketing platform Converia.

The organizer submits a non-binding offer for the conclusion of a sales agreement based on the details published on the website. By completing the order process and clicking “Complete booking subject to charge” in the order form, the participant places a binding order. The order by the participant shall be subject to the participant having completed all of the required fields on the order form and having accepted these GTCs.

The contract concerning participation in the event will become effective when the organizer confirms the participant’s registration in writing via e-mail. Any changes and/or supplements to this contract must be in writing. This requirement may be waived only in writing.

In case of the conference management platform being out of service, registration can be made by mail to Helmut-Schmidt-Universität/Universität der Bundeswehr Hamburg, Professur für Elektrische Energiesysteme, Holstenhofweg 85, 22043 Hamburg, Germany, by fax to the number +49 40 6541-3083, or by email to info@neis-conference.com. The application forms can be requested by email.

3.    Conference fee

The attendance fees are published on the registration website under the tab CONFERENCE -> Fees and Payment. All fees are final and binding. All fees are quoted inclusive of the required sales tax, where required.

4.    Reduced conference fee

To promote the development of junior scientists, the organizer offers a limited number of students the possibility to attend the conference for a reduced fee. Bachelor and Master students can apply for a reduction in the conference fee by submitting a binding application for the NEIS Conference by the specified deadline, submitting a scientific article of which they are the lead author and filing an application for a reduced fee. The application form containing the conditions for attending the NEIS Conference for a reduced fee is available on the conference website.

Applicants wishing to attend the conference for a reduced fee must submit verification documents in the form of a copy of their student identification cards.

The decision on whether an applicant can attend the conference for a reduced fee will be made by the organizer. Careful consideration will be given to applications and the applicants will be notified of the decision made on them.

5.    Conference attendance and obligations

Except for the conference transcript, conference materials such as name badge, USB stick, and Wi-Fi access code may be provided to the attendees who have paid their respective attendance fees in full during the registration process. After registration, the attendees will be responsible for the safekeeping of the materials. The organizer cannot be held reliable for any loss of material.

Attendees of the NEIS Conference must use their legal name while using the conference platform.

Attendees of the NEIS Conference are obliged to follow instructions given by the organizer and staff of the HSU/UniBw H to ensure that the conference proceeds as planned. In the event of (repeated) failure to comply to the instructions, Section 11 ("Disqualification from attendance") of these GTCs will apply.

6.    Terms of payment

Following the receipt of the confirmation of attendance and bill, the attendance fee must be paid into an account specified by the organizer in the billing process. When the fee is transferred, the transaction number specified on the bill must be stated as the intended purpose. The attendance fee must be paid in full prior to the beginning of the event.

The attendance fee must be paid in full in Euro (€) currency by the dates specified on the bill and on the registration page. In the event of discrepancies between the dates on the bill and the registration page, the date on the bill will apply. To fulfil the deadline, the attendance fee must be received in full at the account specified on the bill by the applicable dates and when no other arrangements have been made in writing between the organizer and applicants.

Any expenses arising for attendees from accommodation and travel to and from the conference and any other expenses incurred over and above the attendance fee must be paid by the attendees.

7.    Transfer of registration to another person

If registered applicants are unable to attend the conference, a substitute from the same establishment (company, institution) can be nominated to replace them. The organizer must be notified of this change no later than two weeks prior to the beginning of the event and provided with the name and contact data of the substitute attendee.

If a registration is transferred from a person who has successfully applied for attendance for a reduced fee to a substitute, the substitute will be required to pay the full attendance fee unless the substitute qualifies for the reduced fee, proof of which must be provided proactively by the substitute in accordance with Section 4 (“Reduced conference fee”) of these GTCs. The full conference fee or the difference between full conference fee and what might have been paid already must be transferred prior to the beginning of the event.

8.    Cancellation or withdrawal on the part of applicants

After the revocation deadline has elapsed, applicants can cancel their applications or withdraw from the contract in writing, and any attendance fees already paid less a cancellation fee will be refunded. A written declaration must be submitted to cancel an application to attend the NEIS Conference after the revocation deadline has elapsed. Applicants who withdraw earlier than four weeks prior to the beginning of the event will be charged a cancellation fee of 30 % of the attendance fee. Applicants who withdraw within a time window of four weeks to two weeks prior to the beginning of the event will be charged a cancellation fee of 50 % of the attendance fee. The relevant date shall be the day on which the organizer receives the written declaration of withdrawal. Applicants who give notice of cancellation or withdrawal later than two weeks prior to the beginning of the event or do not do so at all will be obliged to pay the attendance fee in full, and any fees already paid cannot be refunded.

Cancellations must be submitted in writing to Helmut-Schmidt-Universität/Universität der Bundeswehr Hamburg, Professur für Elektrische Energiesysteme, Holstenhofweg 85, 22043 Hamburg, by fax via the number +49 40 6541-3083, or via email to info@neis-conference.com and will be confirmed in writing by the organizer.

9.    Cancellations or changes on the part of the organizer

In special cases (e.g., in the event of a pre-set minimum number of applicants not being reached, speakers becoming unavailable at short notice and substitutes being unable to be found, or other unforeseen circumstances), the organizer has the right to postpone or cancel the event. Applicants will be notified via the contact details they provide upon registration. In the event of cancellation, attendance fees that have already been paid will be refunded. Such attendance fees will also be refunded if applicants are unable to attend the conference on a new date.

The organizer reserves the right to replace speakers or to change the schedule, the dates, or – within reasonable limits – the location of the event. Applicants cannot derive any rights from such cases, e.g., the right to withdraw from the contract or the right to a reduction in the attendance fee.

10. Disqualification from attendance

In special cases (e.g., delay in payment in spite of reminder, disruption of the event), attendees can be disqualified from attending the rest of the event. In such cases, the organizer maintains the right to receive payment of the attendance fee.

11. Organizer’s liability

Attendees who use facilities, rooms and equipment at the event do so at their own risk. The organizer’s liability for any damage caused in connection with the event will be limited to damage caused by intent and gross negligence. This limitation of liability shall not apply to injury to life, body, or health due to a negligent or intentional breach of duty on the part of the organizer or a legal representative or assistant of the organizer.

12. Publication of articles

The organizer of the NEIS Conference intends to publish the scientific articles presented during the event in a conference transcript. Officially registered attendees who paid the conference fee will receive a free copy of the conference transcript. Any necessary agreements between the editors, the authors of the articles and the publishers will be made separately from these GTCs for the NEIS Conference. This so-called Copyright Agreement will be provided to the authors by the organizer.

The organizer excludes from publication articles by attendees that for whatever reason have not paid their respective conference fee although had been presenting their work during the NEIS Conference.

13. Visa for foreign applicants wishing to attend the conference

Invitations to the NEIS Conference 2024 for visa application purposes will only be issued upon request and upon submission of a scientific article. The costs for applying for a visa application or for sending an invitation (e.g., by express delivery) will be borne by the applicants. The decision concerning the issue of a visa invitation for relatives will fundamentally be made on a case-by-case basis; no guarantee can be given that such an invitation will be issued.

14. Final provisions

The contract will be governed exclusively by the law of the Federal Republic of Germany. Subsidiary agreements must be made in writing. The place of jurisdiction and performance will be Hamburg insofar as the parties are able to effectively agree on this.

 

Right of withdrawal

You have the right to withdraw from the contract within 14 days without giving reason. The withdrawal period will expire after 14 days from the day of the conclusion of the contract. To exercise the right of withdrawal, you must inform us of your decision to withdraw from this contract by an unequivocal statement (e.g., letter sent by post, fax, or e-mail; see Section 2 “Registration and contract conclusion” for details). To meet the withdrawal deadline, it is sufficient for you to send your communication concerning your exercise of the right of withdrawal before the withdrawal period has expired.