Terms and conditions for conferences of fka GmbH

Version: 05/2021

These terms and conditions apply to all events organised by fka GmbH, Steinbachstraße 7, 52074 Aachen, hereinafter referred to as fka. Events within the meaning of these terms and conditions are conferences, seminars and workshops.

Registration

A minimum number of participants is required for the event to take place. If the minimum number of participants is not reached, the event will not take place; registered persons will be informed immediately. The maximum number of participants is limited. Registration must be made online on the relevant event website and is deemed to be a binding contractual offer by the participant. fka is entitled to accept this contractual offer within 14 days of receipt by fka. The contract shall only be concluded upon receipt of the registration confirmation. Registrations shall be considered in the order in which they are received. In the event of overbooking, the registrant will be informed immediately; in this case, no contract will be concluded.

Participation fees/scope of services/cancellation

The participation fee can be found on the respective registration form and is subject to VAT at the legally applicable rate. Unless otherwise stated, the participation fee includes attendance at the event, event documentation, lunch and refreshments as well as participation in the evening event at two-day events, if announced in the program. Individual parts of the events cannot be booked separately.

After receipt of the invoice, the participation fee is to be transferred to the specified account within the payment period stated therein, quoting the invoice number. Other means and channels of payment will only be accepted if expressly stated. If the participant cancels his or her booking, fka is entitled to demand a lump-sum compensation (cancellation fee), taking into account the expenses usually saved and possible alternative use of the participant's place. The following rates shall apply:

Cancellation

  1. within half a year before the start of the event: 25 % of the participation fee,
  2. within three months before the start of the event: 50 % of the participation fee,
  3. within two months before the start of the event: 75 % of the participation fee,
  4. within one month before the start of the event: 100 % of the participation fee.

If the participant proves that fka has suffered no loss or only a lesser loss than the flat-rate amount, he/she must only pay the correspondingly reduced compensation. Cancellations must be made in writing.

The sending of a representative to be named in writing by the participant or of a substitute participant is possible without additional costs if the substitute participant would have to pay the same participation fee. Otherwise, the difference will be invoiced or credited. The above-mentioned cancellation fees apply to the difference at the time of the appointment of a substitute participant. If a registered participant does not attend the event, the full participation fee will be charged.

The right of cancellation remains unaffected.

Implementation of the event/cancellations

The event will be held according to the type and scope as described in the respective valid event programme. In exceptional cases, fka reserves the right to change speakers and to make changes to the programme while maintaining the overall character of the event.

fka is entitled to cancel the event for reasons for which neither it nor the participant is responsible, such as the absence of speakers due to illness or cases of force majeure as well as official or legal prohibitions or restrictions in connection with the coronavirus pandemic. This also applies if, due to applicable hygiene regulations, the required minimum distances at the venue cannot be maintained. fka will endeavour to inform participants of the cancellation as early as possible.

In addition, fka reserves the right to cancel the event if a minimum number of participants or exhibitors is not reached. If fka cancels the event, it is only obliged to refund the participation fees already paid. A claim for reimbursement of travel and accommodation costs and loss of earnings is excluded. Optionally, the parties may agree that instead of a refund, the participant will receive a voucher for a corresponding scope of services for the next comparable event or a replacement event.

If fka decides to hold the event as a digital event in connection with the coronavirus pandemic and associated official or statutory bans or restrictions, or on the basis of recommendations by the Robert Koch Institute (RKI), the European Center for Disease Prevention (ECDC) or the World Health Organisation (WHO) to protect the health of employees, participants, exhibitors or other event participants, it will inform the participant of this without delay and at the same time notify him of the new scope of services and the adjusted participation fee. In this case, the participant shall have a special right of termination, which he must exercise within 14 days of receipt of the notification by fka or, if less than 14 days remain from the notification by fka until the start of the event, until the start of the event. If the participant does not exercise the special right of termination in text form (e.g. e-mail, letter, fax) in due time, the contractual relationship shall continue to exist with the changed conditions. If the participant has already paid his participation fee, fka shall refund any difference to the adjusted participation fee. fka shall also be entitled to the above right if the statutory or official requirements in connection with the coronavirus pandemic, which are linked to the holding of the event, involve disproportionate expense or are incompatible with the nature of the event. In this case, the above shall apply. The participant shall not be entitled to any claims for expenses or damages as a result of exercising his/her special right of termination or holding the event as a digital event instead of a face-to-face event.
Event documents

For selected events, the documents can also be ordered after the event without participation. The price can be found on the respective order form and does not include VAT and shipping costs. Extracts from the documents cannot be purchased individually. The documents are protected by copyright and may not be reproduced or distributed without the consent of fka.

Liability

fka shall be liable for damages within the scope of the statutory provisions only in accordance with the following provisions. fka shall be liable for damages arising from injury to life, body or health as well as for damages based on intent or gross negligence, as well as for damages in the event of non-compliance with a guarantee given by fka or due to fraudulently concealed defects, as well as in the event of a slightly negligent breach of material contractual obligations by fka or its legal representatives or vicarious agents.

Right of withdrawal for consumers

Consumers within the meaning of § 13 BGB have a fourteen-day right of revocation.

INSTRUCTIONS ON WITHDRAWAL

Right of withdrawal

You have the right to withdraw from this contract within fourteen days without giving any reason.

The withdrawal period will expire after 14 days from the day of the conclusion of the contract.

In order to exercise your right of withdrawal, you must inform us (fka GmbH, Steinbachstraße 7, 52074 Aachen, telephone: +4924188610, fax: +492418861110, e-mail: This email address is being protected from spambots. You need JavaScript enabled to view it.) of your decision to withdraw from this contract by an unequivocal statement (e. g. a letter sent by post, fax or e-mail). You my use the attached model withdraw form for this purpose, but it is not obligatory.

Effects of withdrawal

If you withdraw from this contract, we shall reimburse to you all payments received from you without undue delay and in any event not later than 14 days from the day on which we received notification of your withdrawal from this contract. For this repayment, we will use the same means of payment that you used for the original transaction, unless expressly agreed otherwise with you; in no case will you be charged any fees because of this repayment. If you have requested that the services begin during the withdrawal period, you must pay us a reasonable amount corresponding to the proportion of the services already provided up to the time you notify us of the exercise of the right of withdrawal with regard to this contract compared to the total scope of the services provided for in the contract.

Sample cancellation form

If you wish to withdraw this contract, you can fill in this form and return it to us. The use of the form is not mandatory.

To

fka GmbH
Steinbachstraße 7
52074 Aachen
Fax: +492418861110
E-Mail: This email address is being protected from spambots. You need JavaScript enabled to view it.

I/we (*) hereby give notice that I/we (*) withdraw from my/our (*) contract for the provision of the following service: Participation at conference

Ordered on (*)

Name of the consumer(s)

Address of the consumer(s)

Signature of the consumer(s) (only in the case of notification on paper)

Date

----
(*) Delete as applicable.

Online platform for out-of-court dispute resolution and notice pursuant to § 36 VSBG

The European Commission provides a platform for online dispute resolution (ODR platform), which can be accessed at http://ec.europa.eu/consumers/odr/. fka GmbH is neither obliged nor willing to participate in dispute resolution proceedings before a consumer arbitration board.

Data protection

Information on the processing of your personal data in connection with participation in fka events can be found at www.fka.de/en/events.