General Conditions

All rates are exclusive of VAT (21 %), with exception of the registration fees;


All activities organised by companies involving participants in the symposium are to be decided in consultation with the organizing committee;


A booth during the symposium can only be reserved by returning the signed sponsorship form. No kind of sponsorship will be accepted, based on a verbal agreement or even by email. We will only accept your sponsorship if you have applied via the sponsor form;


In case the partnership between the organizing committee and the sponsor becomes untenable or hindered by unforeseen circumstances through damage or destruction caused by fire, war, public enemy or acts of God or terrorism, beyond the organisation’ control and without his fault or negligence; the organisation may elect to terminate the sponsorship agreement at any time upon written notice of cancellation to sponsors, who shall not construe this notice as a right to a possible claim in respect with damage and/or compensation;


After the settlement of all outstanding and pending accounts, all remaining monies, if any, shall be divided equally among the exhibitors and sponsors, proportionally with the sums paid by them. This payment will be made with the express understanding that sponsors shall have no recourse whatsoever to legal action against the organization or organization committee;


The organization reserves the right to alter time schedules. Deferring the congress date, alteration of the time schedule or change of venue eventually made by the organization shall not justify partial or total cancellation by the sponsors;


Sponsoring companies will receive an official invoice upon reservation from ACT-WISE for a deposit of 100% of the total amount (incl. VAT). All booths must be paid before the start of the congress. If not, the organization is allowed to cancel the sponsorship immediately;


The installation of the stand will only be allowed if complete payment is received by ACT-WISE;


By participating to the congress with a booth, companies agree that neither the organization nor the organizing assume any liability whatsoever. Companies are requested to make their own arrangements in respect of insurances and organisation of their booth during the symposium. Sponsors are required to subscribe to public liability and property damage insurance for their equipment and/or merchandise, whether this equipment and/or merchandise is their own or of that of a third party, with the exception of the organisers’ personal property which falls within their own responsibility;


The right of withdrawal on agreements made over the internet, telephone or fax, is not applicable on agreements for services of transportation, housing, recreation and travel;


Cancellation policies are up to each hotel/venue – usually cancellation free of charge is possible two months prior to arrival, but will depend on the choice of hotel and will be communicated upon confirmation of the hotel reservation. Cancellations have to be communicated via e-mail: Cancellations made within cancellation terms will be refunded by ACT-WISE;


Participants can cancel their registration to the congress, the following cancellation terms will be applicable:

  • Cancellations made 2 months prior the congress: no cancellation fee will be charged. The registration fee paid will be fully refunded by ACT-WISE
  • Between 2 months and 1 month prior the congress: a cancellation fee of 50% of the total registration fee will be charged
  • Less than 1 month prior the congress: a cancellation fee of 100% of the total registration fee will be charged;

Cancellations have to be communicated via e-mail: Cancellations made within cancellation terms will be refunded by ACT-WISE.


In case of discussion only the court of Ghent is in charge.

The congress organization is not liable for accicents, bodily injury, theft as well as for additional costs due to the change of event date, location, programme or similar. Liability for additional costs due to delays, changes or cancellations of flights, trains or other means of transport as well as due to strike action, illness, weather or environmental disasters is also excluded. 
It is the responsibility of each participant to arrange appropriate theft, accident, health as well as travel cancellation insurance. Participants as well as accompanying persons take part at their own responsibility and risk.