REGISTRATION TERMS & CONDITIONS

• Registration Confirmation

Registration is confirmed upon receipt of the full registration fee payment (if applicable). No registrant will be entitled to access the event if full payment is not received. Registrants whose payment was not received by 2 weeks before the Online Event Day will be required to pay by credit card in order to access the event.

If the attendee’s ASIS membership is not valid at the time of the first event day of participation, ASIS International reserves the right to change the member registration to the nonmember rate based on the date of original registration. The attendee will be required to pay the remaining balance prior to the event.

• Cancellation by Delegate

ONLINE EVENT DAYS

For cancellations of registered attendees received by COB on Thursday 4 February 2021, the registration fee will be refunded in full.

No refund will be made for registration received after the online event platform has opened.

ASIS International will review special requests for refunds after ASIS Europe 2021 and no later than 1 July 2021. ASIS International retains the right to determine what constitutes an emergency situation, if additional supporting documentation is required, and if a refund will be given, and ASIS International’s decision will be final. ASIS International will not refund due to travel carrier cancellations, visa refusals or other unforeseen incidents beyond the attendee’s control. All attendees are urged to purchase personal travel insurance.

ONSITE EVENT (31 may – 1 June)

A full refund of the onsite ticket fee will be granted for cancellation received by Sunday 16 May 2021 (2 weeks prior to onsite event).

• Substitutions

A paid registrant can be replaced by a colleague provided that the organisers receive all information by email 5 days before the following online event day. This substitution will not incur any cost, except if the person replacing an ASIS member is not a member.

For the onsite event days, substitution is allowed at no cost except the member rate difference if applicable, until COB on Monday 24 May (5 business days prior to the event) After that date, changes will not be permitted. Basic Online Passes are not transferable.

• Payment & VAT

In accordance with the Belgian law:

• ONLINE: Businesses based in Belgium and individuals regardless of their location are charged with 21% VAT on the online event ticket (Article 21, §2 and Article 21bis, §1 – Belgian VAT Code)
• ONLINE: Businesses registered outside of Belgium are not charged for the Belgian VAT and apply the reverse charge mechanism (Article 21, §2 and article 51, §2, 1° Belgian VAT code/ Article 44 and 196 EU VAT Directive)
• ONSITE: 21% VAT on fees for physical events held in Belgium must be charged to all participants, individuals and businesses, originating from in and outside of the EU. (– Article 21, §3, 3° Belgian VAT Code / Article 21bis, §2, 5°, a) Belgian VAT Code). Delegates from VAT registered entities will be able to recover the paid VAT through their own tax declaration.

Payments can be made by bank transfer or credit card (Visa, Mastercard, AMEX). Credit card payments are processed using the PCI compliant payment platform Stripe. Checks will not be accepted. All delegates are advised to arrange for full payment prior to the event to avoid any delays in accessing the online event platform or collecting their badges. No platform access nor badge will be issued to delegates with an outstanding payment.

• Access and Connectivity for the Online Event

All participants are responsible for arranging a stable internet connection of sufficient bandwidth in order to access and interact in the online event platform. ASIS will not be held responsible for any event access issues due to the participant’s connection or service providers, system configuration or any other information technology issues beyond its control.

• Travel and Transportation for the Onsite Event

All participants are responsible for arranging their own travel, accommodation, and transportation. Please note that citizens of some countries are required to obtain visa prior to arrival. Please consult with a nearby Belgian consulate or embassy. ASIS International is not responsible for any travel, accommodation, transportation, or visa matters for attendees. ASIS International will provide a list of suggested hotels. Attendees are responsible for their reservation.

SESSION RECORDINGS

Selected sessions will be recorded depending on technical feasibility and consent of the speaker. Not all sessions will be recorded. Recordings will be available within the week following the event and until 30 June 2021. The recordings can be streamed on the online event platform and will not be available for download.

CONDUCT

• ASIS International Code of Conduct

All attendees of the event must abide by the ASIS International Code of Conduct – see here.

• Access to the Onsite Event

Attendees may be required to show a photo ID at the registration desk in order to receive their badge access.

• Suitcasing Policy

Promotion, advertising or solicitation of products and services is allowed by sponsoring companies only. ASIS International retains, at its sole discretion, the right to cancel the registration and access of any attendee whose networking or sales conduct is determined to be “suitcasing”. If such action is necessary, there will be no refund of fees paid to the attendee, nor will ASIS International be liable for any damages including but not limited to any direct, incidental, or consequential damages arising from or related to the attendee’s action or removal from ASIS Europe 2021.

• Use of content

Rebroadcasting, recording video and/or taking photographs or screenshots is prohibited during ASIS Europe. If videos or images from ASIS Europe are created and/or disseminated without the consent of ASIS International, ASIS may take any action they deem appropriate including, but not limited to, expulsion from the current and/or future ASIS International meetings, conferences and events. Decisions to ban individuals from future ASIS events is in the sole discretion of ASIS International.

The organiser reserves the right to exclude attendees who do not abide by these requirements.

LIABILITY

• Event Programme Change

For organisational reasons, and/or reasons beyond the control of ASIS, ASIS reserves the right to alter the timing, content and format of the programme without prior notice at any time before or during the event.

• Event Cancellation, Insurance, and Liability

ONLINE EVENT

ASIS will not bear any liability for any loss or damage resulting from delay or failure to perform obligations where such delay or failure to perform was due to conditions were beyond ASIS’ reasonable control, including electrical outage or internet failure.

ONSITE EVENT

Cancellation by ASIS – ASIS will inform delegates of its decision to hold or not the onsite event by 29 April at the latest. In the case that ASIS needs to cancel the onsite event in Brussels, paid registrants will be refunded the full amount of the onsite event ticket within 60 days of the cancellation announcement.

Force Majeure – In the case of government intervention or regulation, military activity, strikes, or any other circumstances that make it impossible or inadvisable for ASIS Europe 2021 to take place at the time and place provided, the attendee shall waive any claim for damages or compensation except the amount paid for registration after deduction of actual overhead expenses incurred in connection with ASIS Europe 2021 (comprised of the venue and service providers non-refundable deposits, etc.) and there shall be no future or derived/indirect liability on the part of either or any party. All attendees take part in the event at their own risk and are encouraged to obtain adequate coverage for travel, health, and accidental insurance before they depart from their countries. The organisers, their suppliers, or agents accepts no liability for any personal injuries, or loss of, or damage to, private property belonging to ASIS Europe 2021 attendees.

DATA PROTECTION AND PRIVACY

• Data collection

Registration data is collected through the online system of an event registration software company (EventsAir). EventsAir servers are located in the USA. ASIS International and EventsAir have signed a data security and privacy agreement. Event registration data will be processed by the event organiser, ASIS International Brussels Bureau (managed by ASIS’ contracted service provider Exempla Management & Consulting SPRL) and stored in the ASIS International database in the USA. Click here to access the privacy policy of ASIS International.

• Use of Data

Data related to attendance will be used by ASIS International only, for the sole purposes of the event organisation and statistics.

CONSENT – Contact details will be shared (or not) with sponsors according to the consent given (or refused) by the attendee at the registration stage or during the event. Attendees always have the option to withdraw consent for future sharing by informing ASIS by email ([email protected]) or updating their registration record.

CONTACT EXCHANGE – If participants agree to the contact exchange with another participant during meetings in the online meeting hub or on the online marketplace, or onsite by agreeing to scan their badge or phone app or code, their contact details will be shared with such participant.

Once contact details have been shared with another participant or sponsor, ASIS will no longer be responsible for how that data is stored or used by these persons/companies.

Other than described above, ASIS international will not share your contact details or other data. ASIS International does not sell contact information of its event attendees to any third parties.

• Image and voice

The online and onsite events are a public space where photos, audio recording and videos are taken regularly where attendees may appear.  Registration and attendance at or participation in ASIS International meetings and other activities constitutes an agreement by the registrant to ASIS’s use and distribution (both now and in the future) of the registrant’s or attendee’s image or voice in photographs, videotapes, electronic reproductions or audiotapes of such, for promotional and educational purposes .

• Visibility and list of participants

Attendees will be asked to tick whether they want to appear on the list of participants – please note that if selecting “yes”, name, company, job title and country will be displayed on the list of participants appearing on the online event platform and on the event mobile app. Attendees will be able to modify their appearance settings at their leisure.

Organisations sending participants to the event may be referenced as attending by ASIS International in communications and promotional messages about the event (no personal information stated).