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 is not received by 18 February 2025 (2 weeks prior to event), may be required to pay onsite by credit card in order to access the event.

 

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

 

VISA Requirements/Invitation Letter

 

It is your sole responsibility to take care of visa requirements. If you require an entry visa, you must allow sufficient time for the visa application procedure. Your registration details may be shared by ASIS with the immigration authorities to assist in the process. However, ASIS will not contact embassies and consulates on your behalf.

 

To receive an invitation letter for ASIS Europe, you must first register and pay the registration fees in full. Then please contact [email protected] to request your invitation letter.

If you are not granted a visa, your registration fees will be reimbursed only if you provide [email protected] with an official document from local immigration authorities, showing the visa rejection and that the application was made at least one month (no later than 4 February 2025) before the event. Requests for refunds due to an inability to obtain a visa must be submitted to [email protected] no later than Monday, 25 March 2025.

 

Cancellation by Delegate

 

Leadership Pass (4-6 March 2025)

 

A refund of the ticket fee will be granted for cancellation received by Tuesday 4 February 2025 (4 weeks prior to the event), minus a €100 administrative fee and minus any credit card fees.

 

New registrations and cancellation requests received after Tuesday 4 February 2025 are non-refundable. Show passes are non-refundable and non-transferable. Function tickets are non-refundable and non-transferable.

 

International attendees: If you are not granted a visa, your registration fees will be reimbursed only if you provide [email protected] with an official document from local immigration authorities, showing the visa rejection and that the application was made at least one month (no later than 4 February 2025) before the event.

 

In lieu of a cancellation, attendees may request that their registration be rolled over to the next ASIS Europe event. Any difference in fees will be charged or refunded. All requests to rollover must be made in writing and submitted to [email protected], no later than Friday, 14 February 2025.

 

Substitutions

 

A paid registrant for the event can be replaced by a colleague provided that the organisers receive all information by email by 18 February 2025. Please note: The substituted individual must be from the same organization as the original registrant. A maximum of one (1) substitution per original registrant is allowed. There will be a €25 processing fee for any substitution. Show Passes are not transferable.

 

Payment & VAT

 

Leadership and Show Pass (4-6 March 2025)

 

In accordance with Irish law, 23% VAT on fees for conferences held in Ireland must be charged to all participants originating from in and outside of the EU. The VAT rule for invoicing using reversed charge between companies within the EU is therefore not applicable.

 

Payments for Leadership Passes and Show Passes can be made by bank transfer (until 2 weeks prior event) 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 collecting their badges and accessing the event. No event access nor badge will be provided to delegates with an outstanding payment.

 

Should your company require ASIS to register in a company specific payment processing platform, submit proof documents or fill in various forms to generate a PO and enable payment, ASIS reserves the right to charge a €75 + VAT administration fee.

 

Travel and Transportation

 

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 and that special COVID-19 related requirements might apply. Please consult with a nearby Irish consulate or embassy and consult the website of the Ireland Citizens Information. 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.

 

CONDUCT, HEALTH & SAFETY

 

Access to the Event

 

ASIS will put all required measures in place to provide a safe environment for its event attendees. Measures will be taken according to the local regulations applicable at the time of the event and to what ASIS deems necessary to manage the risk for its event attendees.

 

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

 

Attendees may be required to provide a valid proof of COVID vaccination/COVID recovery/ negative PCR test to be allowed in the onsite event. Attendees may be required to wear a face mask in the event area.

 

Attendees will be expected to take common actions to reduce the risk of COVID transmission, and to behave responsibly (including leaving the event area) in case of exposure to a COVID case or experiencing symptoms.

 

ASIS Europe 2025 health and safety policies and procedures will be posted on https://asiseurope.org/ and are subject to change.

 

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

 

ASIS International Code of Conduct

 

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

 

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

 

Suitcasing Policy

 

Exhibiting, promotion or solicitation of products and services is allowed from designated exhibit booths only. Solicitation, distribution, advertising, displaying or promotion of any products or other materials or media outside of an exhibitors’ designated booth (“suitcasing”) is strictly prohibited. ASIS International retains, at its sole discretion, the right to cancel this Attendee registration and to remove or require the removal 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 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 2025.

 

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

 

Use of content

 

Attendees may use content, such as images and videos, captured during the event provided that it is for personal use on social media platforms, and that they are using their own personal devices and not professional equipment.

 

Attendees must respect speakers’ requests to not share any visual or any other content due to the sensitive nature of the information being presented.

 

The event organizer reserves the right to require that attendees take down any content, such as images or videos, that they have shared on social media or other platforms if it infringes the privacy rights of other attendees.

 

LIABILITY

 

Health and Safety

 

The goal of ASIS International is to hold a safe event, but it is not possible to remove all risk, in particular with regard to COVID-19. For more information on health and safety at the event, please see section “Access to the event” above. Attendees agree that ASIS cannot be held liable for COVID-19 cases arising as a result of event attendance. Attendees agree to self-monitor for signs and symptoms of COVID-19 and, if experiencing any such symptoms, agree to discontinue participation in the Conference immediately and seek appropriate medical attention.

 

Cancellation for Force Majeure

 

ASIS shall not be held responsible for any delay or failure in performance of its obligations hereunder to the extent such delay or failure is caused by fire, flood, strike, civil, governmental, or military authority, acts of God, acts of terrorism, acts of war, pandemic, contagions, health crises, travel restrictions, epidemics, the availability of the Venue (if applicable), or other similar causes beyond its reasonable control and without the fault or negligence of ASIS or its subcontractors such as power grid failures, internet outages, cyber warfare, cyber-attacks, ransomware attacks, cyber sabotage, civil war, sabotage or piracy. ASIS does not accept any liability on account of unavailability, interruptions, errors, viruses, or harmful components. For one or more of such reasons, ASIS may postpone, reschedule, or cancel ASIS Europe without liability on the part of ASIS. In the event ASIS Europe cannot be held or is postponed pursuant to this section, ASIS shall not be liable to attendee for any damages, costs, or losses incurred, such as transportation costs, accommodations costs, or financial losses. ASIS will review refund and/or fee transfer requests, submitted in writing, for approval on a situational basis.

 

Liability and Insurance

 

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 accept no liability for any personal injuries, sickness, or loss of, or damage to private property belonging to ASIS Europe 2025 attendees.

 

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 Date or Format Change

 

Should ASIS decide, for any reason, to change the event dates, location, or format (including changing to a fully online event) before its start, the paid registration fee will be applied to the new event dates/format.

 

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 SRL) and stored in the ASIS International database in the USA. Click here to access the privacy policy of ASIS International.

 

Use of Data

 

Contact and personal data collected during registration, and data related to attendance and access control will be used by ASIS International only, for the sole purposes of the event organisation and statistics.

 

CONSENT FOR SHARING

Contact details will be shared (or not) with sponsors/exhibitors according to the consent given (or refused) by the attendee when selecting supplier product & solution categories during event registration AND with which they had a measurable interaction. Attendees always have the option to withdraw consent for sharing by informing ASIS by email ([email protected]) or updating their registration record online.

 

BADGE SCANNING

1. Access Control: You will be asked to scan your badge at the entrance of the event and session/function rooms, in order to grant you access to the event/session/function (according to your pass entitlements).
2. Exhibit Stands: You may be asked to scan your badge when visiting exhibitor stands for the purposes of conducting business and marketing communications regarding their own products or services. If you agree to have your badge scanned, you are consenting to allow ASIS and its representatives and agents to share your contact data with such exhibitors or sponsors. You will be subject to such third party’s communications and privacy practices. If you wish to opt-out or exercise any applicable privacy rights you may have regarding these third-party communications, please exercise those rights directly with those third parties. Note that scanning your badge at an exhibitor stand is optional and you may refuse.
3. Contact Exchange: If participants agree to the contact exchange with another participant, exhibitor or sponsor by agreeing to scan their badge or phone app or code, their contact details will be shared with such participant or sponsor. 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 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 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 you are opting in, name, company, job title and country will be displayed on the list of participants appearing on the event mobile app. Attendees will be able to modify their appearance settings at any time.

 

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).