EARMA Conference Prague 2023

EARMA Conference Prague 2023

Terms and Conditions

These Terms and conditions apply to all annual EARMA conferences from 2023 onwards.

Please scroll below for the speaker and abstract terms and conditions.

Terms and conditions for attendees

Please find the most important points of the terms and conditions below for your information. For full details, please read the whole webpage.

  • You are registering for the annual EARMA conference. EARMA will endeavour to have all annual conferences fully in person at the indicated location. The mode of delivery is however not guaranteed and EARMA may transition to an online mode of delivery, but only if required to due to health or safety reasons.
  • Your registration will stay valid regardless of the mode of delivery.
  • All modes of delivery have the same price. There are no refunds because of a change of delivery mode.
  • EARMA accepts no liability for travel or accommodation arrangements or any related costs in any scenario and, in particular, when changing delivery modes. We advise you to book flexible tickets and to take out the appropriate insurance.
  • EARMA will refund all social activities or side event costs in such case that the event is not in-person EXCEPT for the pre-conference workshops, which will be hosted online.
  • You will be able to cancel in line with the specific cancellation terms of the conference. Please note that you must cancel at least 8 weeks in advance to get a full refund - minus a 50 EURO admin fee excluding VAT.
  • The conference programme is not guaranteed and may be changed at any time and if the delivery mode changes.
  • EARMA appreciates that these conditions are strict but they are necessary to organise a large international conference in uncertain times without risking serious financial harm to the association and undoing the work of many volunteers and contributors over the past decade.

These terms and conditions are specifically for our EARMA annual conferences and override any general EARMA terms and conditions or policies.

Delivery mode
Due to the potential for public health uncertainty, EARMA has adopted the following approach: EARMA fully intends to hold all upcoming annual conferences in-person. EARMA will spare no effort to make that happen. If such in-person conferences are not legally possible or become impossible due to practical or economic reasons or are estimated by EARMA to carry too much risk, the delivery mode of a conference may be changed from in-person to online.

If a conference is fully online, the conference dates may also change but recordings will be made available to delegates in any case.

By registering for our conference, the delivery mode is not assured. You will not be entitled to a refund or to cancel outside of the regular cancellation terms outlined below due to a change of delivery mode. You are buying access to the EARMA conference in the mode that EARMA is able to deliver it safely and responsibly in the knowledge that all preparations are made for an in-person conference, which is the preferred option. The in-person nature is however NOT guaranteed.

Conference programme
The conference programme remains in draft form and can be changed at any time until the start of the conference. It may also be adjusted during the conference due to logistical reasons or an unavailability of speakers. EARMA will strive to stay as close to the original programme as possible but this is dependent on speakers. The conference programme may change significantly if the conference delivery mode is changed. Some session types do not work well online and may be replaced, changed or cancelled.

Conference fees
All delegates, including speakers, must pay the conference fee. EARMA is a gathering of peers and highly values equal treatment. All conference fees include VAT. VAT cannot be reverse charged nor waived. Reverse charges cannot be used because the conference is not a product or a service transaction between EU-countries. It is legally the same as buying an opera ticket in the host city of the conference. Everything happens in that city despite the remote sale and therefore VAT must be charged. The VAT charged can however be reclaimed as normal by a legal entity with a VAT number able to reclaim VAT from the host country.

Your conference ticket must be paid for before the start of the conference. Delegates who have not paid will be asked to pay by credit card upon entry and refused entry if they cannot pay. However, those who notify EARMA beforehand with a solid reason for delayed payment may be allowed to enter if they have received permission to enter in writing from EARMA. e.g. a common reason is the slow payment process of a larger organisation.

Late payments
An admin fee will be applied for late payments. Later than 30 days after the conference = €40. Later than 60 days after the conference = €100.

EARMA membership offers significant discounts for the conference registration. To qualify for this discount, conference delegates must be members in the year of the conference. It is technically possible to use the membership of the previous year during the renewal period and get the discount but in such case, EARMA will require you to renew your membership or will charge the full amount for the registration. The membership fee must be paid at the time of the conference as well as the conference fee. Delegates who have not paid will be asked to pay by credit card upon entry and refused entry if they cannot pay. However, those who notify EARMA beforehand with a solid reason for delayed payment may be allowed to enter if they have received permission to enter in writing from EARMA. A common reason is slow payment processes of a larger organisation.

Invoices and credit notes
EARMA will provide separate invoices for the main conference and any additional side events. Separate payments must be made for the main conference and the side events. EARMA will not merge these invoices, due to organisational reasons connected with flexibility to change the delivery mode in times of pandemic. EARMA will merge conference invoices for multiple conference delegates or multiple invoices of additional side events. EARMA will also change invoices if needed. Any merge or change will incur a 25 EURO administrative fee per request. This is not per email but per request. If the request changes, an additional 25 EURO will be added. E.g. A request to change the VAT number is one request, if followed by a merge with another delegate, this is a second request. On the contrary, one email to change the VAT number and merge with another delegate is one request.

Credit notes will follow the same rules and incur the same 25 EURO administrative fee per request.

Conference Dinner and Catering
The conference dinner is included in the conference fee as well as catering on the two full conference days (NOT on the pre-conference day).  The reception on the pre-conference day is also included. Delegates may choose not to attend the conference dinner but no discount or refund will be given for not attending. Please notify earma@earma.org if you cannot attend the dinner.

Conference delegates may cancel their participation:

  • With a full refund minus a 50 EURO admin cost, at the latest, 60 days before the pre-conference day.
  • With a 50% refund, at the latest, 30 days before the pre-conference day.
  • With a 25% Refund, at the latest, 15 days before the pre-conference day.
  • Refusal of a visa will not entitle the registered delegate cancelling to a different refund unless EARMA has caused undue delay in issuing the visa invitation letter. Registrations must be paid before any invitation letters can be sent. Undue delay constitutes 7 working days of delay. 3 working days are added for each additional request by the requester of the visa invitation letter to change the visa invitation letter or any related documents. EARMA doesn’t offer visa advice, only the invitation letter and any other document that can only be issued by EARMA as the event organiser.
  • Illness of the delegate or family emergencies or tragedies are not grounds for a cancellation or refund. Only long-term illness by the delegate which is signalled and proven before at the latest 15 days before the pre-conference day will be grounds for a full refund.

Cancellations must be done by sending an email to earma@earma.org. The time of the mail and not the time of response or the time after processing will count towards the deadline.

Video, audio and photographic materials
You may give permission or not give permission for video, audio and photographic materials during your registration. This pertains to close-ups and any material of you alone. Overview pictures or materials, pictures or materials in (small) groups or any picture or material you pose for can and might be used by EARMA or third parties under contract with EARMA. EARMA will however consider removing such items at your request after contacting earma@earma.org. EARMA will endeavour to remove any item which is not associated with a significant cost. E.g. If a video is produced and we would need to have it reedited or a new video made, this request might not be granted as it carries significant costs.

Additional side events
You are not insured for any of the additional side events (conference options). You are participating fully voluntarily, on your own initiative and under your own liability. Please check your travel and other insurance before travelling and participating.

EARMA does not assume any responsibility for the loss or theft of any of your personal belongings during the side events or conference except those confined to the manned and secure wardrobe at the conference centre.

Travel and accommodation expenses related to the conference
EARMA does not take any responsibility or liability for costs related to travel or accommodation of conference delegates. EARMA may change delivery modes, changing delegate travel plans. Delegates should plan ahead and make sure to either carry the risk, book flexibly or take out the relevant insurance.

COVID-19 security measures
EARMA will follow all national, local and venue rules regarding COVID-19 or any other sanitary or other safety measures. EARMA may also enforce additional rules which are recommended by the national government, EU institutions, EMA or WHO.

Invoices must be paid in EURO unless otherwise agreed in writing with EARMA.

Contact details
Those delegates consenting to share their contact details with other participants and EARMA commercial partners will not be able to revoke that consent directly in the registration module. They must revoke or unsubscribe directly with the EARMA partner contacting them. The delegate can withdraw consent to share their details to any parties in the future by mailing earma@earma.org. EARMA can also provide the details of those partners the details were shared with.

Competent court
The competent court for disputes is the reponsible court in the host country.


Abstract Submission Terms and Conditions 

Those submitting an abstract are also referred to below as presenters and speakers depending on the phase of conference preparation.

EARMA speakers, registration, cancellation
EARMA is a community of peers who gather at the yearly conference among other events. EARMA enables many to speak at different stages of their career. There is no payment for speaking but it is considered to be a contribution to the community and an opportunity for the speakers and their idea’s to gain visibility. All speakers will by consequence be required to register and pay the conference fee. Conference fees can be found advertised on the website. In case of doubt, please contact the specified e-mail address for information on  www.earma.org.

This means that when you submit an abstract, you are committed to registering and paying for your registration by the end of the earlybird registration period. Your presentation may be cancelled in such case that you are not correctly registered at the end of the earlybird registration period. You are also committed to being available and able to come to the conference for the full duration of the two main conference days. EARMA cannot take into account preferred time slots. Please consider this while booking your flights.

Speakers are responsible for arranging and paying their own travel. EARMA will not provide additional travel guidance to that openly available on the website.

EARMA operates one rate for the full conference. There is no option to register for single days or part of a day nor to opt in our out of the gala dinner or any other part of the main conference. Side events are fully optional.

The EARMA conference will be an in-person conference unless it is changed to an online or hybrid event. While it is EARMA’s every intention to host an in-person conference, the registrant is guaranteed a conference but not an in-person conference. In such case that the conference must be changed to an online conference, your registration will automatically be transferred to the online conference. You will not be able to cancel at that point outside of the regular cancellation terms. Changing to online is only envisaged because of a public health emergency or other “act of god” or its direct or indirect consequences on the conference or EARMA.

Abstract review, presentation, recording and the EARMA Digital Platform
Your abstracts and any information related to the abstract can be consulted by the EARMA Annual Conference Programme Committee, The EARMA Board, relevant external reviewers and the EARMA Office. Please note that this a peer review system and the review is done by colleagues not employed by EARMA.

Your abstract will be shared and related information will be shared with the conference delegates and will be handled by third parties providing logistics such as the professional conference organiser and the venue. EARMA will have data processing agreements with these parties.

Your presentation and slides may be recorded and made available to conference participants and EARMA members in a password protected environment subject to agreement from the authors. It will not be openly put online or shared, instead short portions of it in promotional videos or in video reports, blogs or other reporting on the conference. Presenters may provide an alternative slide deck on their own initiative to be shared with conference participants, which may be shortened but should be a good representation of the presentation. Such shorter slide decks must be sent before the deadline specified to provide the full slide deck.

If you check the box that you are interested in also doing your presentation in an online version of the conference and/or could be contacted for other EARMA events, this will imply that:

  • EARMA can carry over the presentation to an online conference (this is a fallback option if we are unable to organise an in-person conference).
  • EARMA can use the presentation and recording and make it available to delegates and EARMA members in a password protected environment. EARMA can store and edit it for this purpose.
  • EARMA has the right to include this recording and these slides on its own website and streaming platform in a password protected environment in line with the EARMA privacy policy.
  • The presenter(s) may request EARMA to make changes or remove the video by e-mailing earma@earma.org or the main helpdesk e-mail specified at that time on www.earma.org
  • The presenter must request and receive a confirmation of receipt of the e-mail. EARMA may choose to accept or reject these changes within the first two years following the date of the presentation but will try to be reasonable and accommodating in all circumstances. After two years, the request will be granted by default although EARMA may choose in all circumstances to delete instead of change.

Withdrawing and cancellation
Speakers may withdraw their abstracts at any time before the end of earlybird registration and should notify EARMA at the email address mentioned in the guide for proposers or specified on the website. After earlybird registration, speakers may withdraw their abstracts based on sickness, injury or other serious personal issues. In addition, they may withdraw if they are unable to travel due to restrictions by the government and/or their employer. They must be able to document these instances. Withdrawing without proper reasoning or without contacting EARMA will result in any conferences fees being forfeited and access to conference venue or materials removed. This may also result in a ban of future abstract submissions or a temporary ban to attend EARMA events. Presenters are invited to contact EARMA in case of special cases or in such event that the content of their presentation becomes irrelevant or no longer timely. EARMA will always try to be accommodating when approached at an early stage or in case of an emergency.

Speaking, representing and content
The content of the abstracts in no way represents EARMA policies or views. Speakers should never represent it as such unless mandated to do so by the EARMA Board or Managing Director.

EARMA may reject any presentation, cancel a presentation (also onsite and during the presentation) if the presentation is not in line with EARMA’s values. Any content containing elements of discrimination or incitement to violence or hate is specifically forbidden at the EARMA conference and any EARMA platform.

Any content presented cannot be considered (to be held) confidential. Confidential information should not be presented. Presenting any confidential information or any information or idea’s not open to the public falls under the responsibility of the speaker.

Speakers trying to sell or promote commercial products or services outside of the regular commercial partner and exhibitor structure of the conference are liable to litigation. In case of doubt, please contact the EARMA ACPC. Please note that this does not mean that representatives of companies, consultants or other for-profit business representatives are banned from speaking. These persons are welcome to present but not to sell or promote their products or services while speaking. Any sponsored session is part of the regular commercial partner and exhibitor structure and may proceed in accordance with their contract and arrangements with EARMA.

Presenters will need to be reachable by EARMA with the purpose of evaluating the abstract and preparing the conference. The presenter submitting the abstract must distribute the communication to any other speakers and must respond within 10 working days to EARMA queries. Not answering in a timely fashion or not providing the required information may result in cancellation of the presentation and the forfeit of conference fees. Not answering further reminders in 10 working days may result in a ban of access to the conference or temporary ban for future EARMA events.

Bans or forfeit of conference fee
Any bans described must be approved by the EARMA Board and loss of conference fees will be administered by the EARMA office. Members or delegates may appeal decisions of the EARMA Board via the General Assembly and to decisions of the EARMA office to the EARMA Managing Director and in second order to the EARMA Board when not agreeing with the decision of the Managing Director. Any cancellations of the presentation by EARMA can be decided upon by the Annual Conference Programme Committee by not recommending the presentation to the EARMA Board (any longer). EARMA may choose to cancel any presentation at any time due to practical considerations, to better balance the content across the conference or because it finds the content or slide deck irrelevant, substandard or obsolete. Presenters that see their presentation cancelled by EARMA unilaterally, within one month before the conference or during, may reclaim their conference fee if they do not attend the conference and may reclaim their non-refundable travel costs with EARMA after providing documentary evidence of the costs and their payment. They cannot reclaim any costs of this kind in such case that the reason for the cancellation is the replacement of the conference by an online or hybrid version. In such case, the presenter will assume the responsibility of any financial losses and the conference fees will remain with EARMA as payment for the online event.

The Abstract submission, review and registration is now realised through EARMA’s own online conference management system. However, for the purpose of the its conferences, EARMA will contract the professional services of a Destination Management Company (DMC) to provide specific services. To perform such services, the chosen DMC may need access to our online conference management system. EARMA will sign a data processing agreement with them in advance of this. The DMC shall only process personal data to which the company gains access to as part of the fulfilment of its contractual obligations with respect to the EARMA Conference. The DMC shall not be permitted to disclose any personal data to third parties.

Cancellation Terms

Conference delegates may cancel their participation:

  • With a full refund minus a 50 euro admin cost before Wednesday, 24 February 2023, at 18:00 CET
  • With a 50% refund before Friday, 24 March 2023, at 18:00 CET
  • With a 25% Refund before 9 April 2023, at 18:00 CET

Refusal of a visa will not entitle the registered delegate cancelling to a different refund unless EARMA has caused undue delay in issuing the visa invitation letter. Registrations must be paid before any invitation letters can be sent. Undue delay constitutes 7 working days of delay. 3 working days are added for each additional request by the requester of the visa invitation letter to change the visa invitation letter or any related documents. EARMA doesn’t offer visa advise, only the invitation letter and any other document that can only be issued by EARMA as the event organiser.

Illness of the delegate or family emergencies or tragedies are not grounds for a cancellation or refund. Only long-term illness by the delegate signalled and proven before Tuesday, 11 April at 18:00 CET will be grounds for a full refund.