These are the Terms & Conditions that apply to Quantum Valley Lower Saxony e.V. (QVLS or the “producer”) clients hereafter “attendee” or “delegate” that attend the European Quantum Technologies Conference 2023 (EQTC). 

Payments: All bookings made prior to the conference must be paid in full to guarantee registration. Once payment has been received, an email confirmation and a receipted invoice will be sent. Bookings can only be made via the registration form and embedded transaction service (Paypal – bank transaction or credit card payment). 

Super Early Bird & Early Bird Rates: In order to qualify for any “early bird” rates or discounts, booking and payment must be received before the deadline date listed in the conference marketing material and registration website.

Cancellation Policy: Our cancellation policy allows for a refund, less a 20% administrative charge, for cancellations received in writing at least six (6) weeks prior to the first event date. No refunds will be made after this date. Substitutions may be made up to 72 hours prior to the first event date. If a registered delegate does not cancel and fails to attend the conference, this will be treated as a cancellation and no refund or credit will be issued. Should QVLS postpone the event or pivot from a live event to a virtual event, your registration will automatically roll over to the new date and platform. If the event is canceled, your ticket costs will be refunded. 

QVLS may (at its sole discretion) change the format (including, without limitation, from a physical in-person Event to a virtual Event and vice versa), speakers, participants, content, venue location and programme or any other aspect of the Event at any time and for any reason, whether or not due to a Force Majeure Event (as defined below), in each case without liability. 

Adjustment of Registration Fees: After a delegate’s registration is completed, QVLS reserves the right to review the information provided by the delegate and adjust the registration ticket type and fee if it is found that the information provided by the attendee has been misrepresented, false or incorrect. Any adjustment to fees will be charged directly to the payment method on file. 

Speakers: Views expressed by speakers are their own. QVLS shall have no liability for advice given, or views expressed, by any speaker at the conference or in any material provided to attendees. QVLS may use the speaker’s name and presentation materials for promoting attendance at the conference. Presentations and papers including all associated artwork and illustrations will not be returned unless specifically requested by the author. The papers must be objective and completely free of advertising and commercialism. QVLS may audio and/or video record sessions and the recording may be reproduced and sold as part of the overall conference materials. Speakers and delegates consent to the incidental use of their names and likenesses to the extent included in any such audio and/or video tape. Any acknowledgement regarding Copyright or support should be included at the end of the abstract/presentation, as these will be distributed to the conference delegates. Speakers who do not wish to give permission for the above terms and conditions should contact the events team before the commencement of the conference. 

Data Protection: By submitting registration details, delegates agree to allow QVLS and companies associated with the conference to contact them regarding their services. Delegates who do not wish to receive such communications please contact the events team. The contact details of registered delegates will be placed on the attendee list which will be passed to sponsoring companies and to all attendees for them to see who is at the conference for the purpose of networking and meetings. Delegates who do not wish to be included on this list must so advise QVLS at the time of booking. 

Websites & Links: The conference and associated QVLS/EQTC websites may link to other websites and networking tools provided for the convenience of the users. The contents of these websites are maintained by their owners, for which QVLS takes no responsibility. QVLS shall have no responsibility or liability for the contents of or use of information contained in any website linking to this website. 

Insurance: It is the responsibility of the attendee to arrange appropriate insurance they may desire in connection with their attendance at the conference. QVLS shall not be liable for any loss, liability or damage to personal property. 

Photographs, Publicity Material, Radio and Television and Print Media: QVLS reserves the sole right to use any photographs, recordings, electronic images or publicity material received by or obtained by QVLS in the course of the event, for whatever use deemed proper by the QVLS. QVLS has the exclusive right to include photographic, video and other visual portrayals of Attendees, Sponsors, Exhibitors and their Exhibits including its contents, in any pictorial medium of any nature whatsoever for the purpose of trade, advertising, sales, publicity and otherwise, without compensation to the Attendee, Speaker, Sponsor or Exhibitor, and all rights titled and interest bearing (including all worldwide copyrights therein) will be QVLS’s sole property, free of any claims of Attendee, Speaker, Exhibitor or Sponsor or any persons deriving any rights or interest from the Attendee, Speaker, Exhibitor or Sponsor. By registering to EQTC, delegates consent to their photographs and videos being taken.

Visa Requirements / Invitation Letter: It is the Attendee’s 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 might be shared with the immigration authorities to assist in the immigration process. However, QVLS will not contact embassies and consulates on your behalf. To receive an invitation letter for the Conference, you must first register and pay the registration fees in full.  

Admittance: In its sole discretion and without refund, QVLS reserves the right to refuse admittance to or expel from the conference anyone that it determines is behaving in a manner that could be disruptive to the conference or any other Attendee. Attendee consents and agrees that in such event, it shall not be entitled to a refund of any portion of amounts paid. 

While onsite, Attendee agrees to comply with all health and safety screenings, laws and regulations with regard to current public health guidelines, including but not limited to social distancing protocols, providing proof of full vaccination for COVID-19 and or negative COVID-19 test results, and face masks requirements. You acknowledge the health risk associated with the coronavirus (COVID-19) outbreak, and the risk of exposure or infection by COVID-19. By attending the event in-person you acknowledge these risks and assume all associated liabilities. 

You will immediately notify QVLS if you at any time while onsite or within seven (7) days of your attendance at the event experience symptoms of COVID-19, including, without limitation, fever, cough or shortness of breath, or have a suspected, diagnosed, or otherwise confirmed case of COVID-19. You acknowledge QVLS may take your temperature, or perform other appropriate tests, including, without limitation, requiring the administration of a COVID-19 test, which are designed to protect the health and safety of other attendees. QVLS has the right to remove you from the event for any safety reasons or if you refuse any safety screenings or procedures.  

Disclaimer: QVLS may at any time, with or without giving notice, in its absolute discretion and without giving any reason, change, cancel or postpone the conference, change its venue or any of the other published particulars, or withdraw any invitation to attend. In any case, neither QVLS nor any of its officers, employees, agents, members or representatives shall be liable for any loss, liability, damage or expense suffered or incurred by any person, nor will they return any money paid to them in connection with the conference unless they are satisfied not only that the money in question remains under their control, but also that the person who paid it has been unfairly prejudiced, about which the decision shall be in their sole and unfettered discretion and, when announced, final and conclusive. 

Force Majeure: QVLS shall not be held responsible or liable for any delay or failure in performance of its obligations hereunder to the extent such delay or failure is caused by fire, flood, earthquakes, hurricanes, unseasonably extreme inclement weather, strikes, labor disputes, inability to secure sufficient labor, civil, governmental or military authority, government requisitions, restrictions or regulations on travel, facility availability, commodities or supplies, civil disturbance, transportation, acts of terrorism or threats of terrorism, acts of war, accidents, epidemics, disasters, the unavailability of the Venue or any other cause beyond its reasonable control. In any such event, QVLS may postpone, reschedule or cancel the event without liability on the part of QVLS.  In the event the conference cannot be held or is postponed pursuant to this section, QVLS shall not be liable to attendee for any damages, costs, or losses incurred, such as transportation costs, accommodations costs, or financial losses. 

Virtual Event: The Attendee is responsible for any technical requirements needed to access the Virtual Event platform, website or app made available by QVLS, in order to facilitate Attendee’s participation in the Virtual event platform. 

QVLS will provide Attendee with login credentials for a Virtual Event. These credentials are to remain confidential and are the property of QVLS. They may not be given or transferred to any third party without the permission of QVLS. Attendee hereby agrees that Attendee will not provide or permit others to use Attendee’s login credentials.  

Any posts, messages or other information Attendee supplies or submits to a Virtual Event platform will be considered non-confidential and Attendee hereby consents to and authorizes QVLS to use, copy or distribute and disclose any such post, message or information to third parties. QVLS reserves the right to edit or remove any post inside of a Virtual Event platform. 

QVLS may at any time refuse access, remove or block any person from the Virtual Event platform who fails to comply with these terms and conditions. Attendees agree to comply with all reasonable instructions issued by QVLS to participate in the Virtual Event.  

QVLS reserves the right to modify or amend these terms and conditions at any time, which changes shall take effect upon notification of Attendee via any medium of communication available.

Interpretation: This Agreement shall be interpreted in accordance with the German laws.

Entire Agreement: This Agreement, all Show Rules and Regulations, all Appendices, and Schedules referred to or attached to this Agreement constitute the final, complete, and exclusive statement of the terms of the Agreement between the Parties pertaining to the event and supersedes all prior and contemporaneous understandings or agreements of the Parties. All waivers of any provision of this Agreement must be made in writing and signed by QVLS. If any portion of this Agreement will be determined to be invalid, then that portion will be considered severed from the Agreement in that jurisdiction and all remaining portions will remain in full force and effect. Paragraph headings have been inserted for convenience of reference only, and are in no way intended to describe, interpret, define, or limit the scope or intent of any part of this Agreement. 

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