General Terms and Conditions

Definitions

These Terms & Conditions for delegates apply to every person registering as a delegate (Regular/Student/Industry) for the NMN Symposium on „Diagnostic and Therapeutic Innovations in the Era of Precision Medicine – Nuclear Medicine Meets Neuro-Oncology“ (NMN Symposium 2025), to be held in Vienna, Austria from May 09-10, 2025 (hereafter referred to as “the symposium”), organised by the Nuclear Medicine and Neurooncology (NMN) (hereafter referred to as “the symposium organisers”).

All references to a date or a deadline, mentioned in these terms and on other conference documents, refer to the Central European Time Zone (CET).

Symposium Fees

The reduced registration fees are only applicable if they have been paid to the symposium account before the according deadlines are over. Registering without performing an actual payment will automatically set your balance to the higher fee applicable onsite.

The deadlines are as follows:

Early fee deadline	February 6, 2025
Late fee deadline	May 05, 2025

COVID-19 regulations

To avoid the spread of Covid-19 and to guarantee a safe congress for our participants and industry partners, the symposium organisers will strictly follow the rules stated at the time as issued by the Austrian authorities. In addition, the symposium organizer has the right to implement even stricter regulations.

For the duration of the symposium, any legal regulations in force at the time of the event shall apply. Prior to the symposium, the relevant regulations will be published without delay on the symposium website in accordance with the governmental decrees. With your registration and participation in the symposium, you engage to comply with the applicable regulations.

Please note, that regulations can change at short notice so please be sure to visit our website frequently.Please be aware that travel regulations may differ from country to country. Please inform yourself about travel restrictions on the official websites of the embassy or consulate in your country.

Symposium registration

Only fully completed online registrations will be accepted. An invoice will be sent after the receipt of your registration, a confirmation of payment will be sent upon receipt of payment in full. If the full payment has not been received before the deadline indicated, the registration will remain valid, however the due fee will be increased according to the payment period (early/late/on site).

To be able to register as a student or postgraduate trainee, individuals must present proof of fulltime enrolment at a recognised university or college or an according programme (i.e. dated student ID, confirmation from head of department, etc.) either by uploading their student ID during registration or by sending the ID via fax or email immediately after completing the registration or during the on site registration process.

The registration fee for delegates, students and industry includes entry to all conference sessions, corporate satellites and the exhibition and poster area. Please note that the staff onsite are responsible for granting or denying access to symposium halls in case of overfilling, according to room capacities and national legislation. The symposium organiser cannot guarantee available space in every session.

The symposium organisers cannot guarantee that symposium materials will be available for late registrations. All symposium materials will be distributed on-site.

If the maximum delegate capacity is reached, the symposium organisers reserve the right to refuse additional registrations.

The Nuclear Medicine and Neurooncology society is tax-exempt therefore the registration fee is not subject to VAT in Austria. All prices are VAT free according to §2/Abs.5/Zi.2/UStG.

Registration confirmation/receipt

A registration confirmation/receipt will be sent by email after the online registration, a related payment and any necessary documents have been received by the registration department. Delegates may be requested to present this registration confirmation/receipt at the registration counter as proof of their registration and payment.

Methods of payment

Payments should be made in advance and in EUR only, using a credit card or by bank transfer.

All bank fees and money transfer costs must be paid by the transmitter. Any negative balance will be collected on-site. Indicate the invoice as well as the registration number and the delegate’s full name as a reference on all bank transfers.

Payment of registration fees may be made in EURO by:

Credit Card (Mastercard, Visa, American Express, Diners)
- After your online registration and the credit card payment have been completed you will receive a written confirmation of registration via email.

Bank transfer to the congress account
- After your online registration has been completed you will receive an invoice for the open amount to be paid. You will receive a separate confirmation of registration and payment in due course once your payment has been credited to the congress bank account. Payments must be made free of charge to the beneficiary in EURO. Clearly state the participant’s name, the invoice number and the registration number on the transaction

Registration name change

A handling fee of EUR 50.- will be charged for every name change to an existing conference registration. A new registration form for the substitute delegate should NOT be submitted. Name changes will be accepted by email indicating the old and new names including the required contact details until April 22, 2024. After this date, all name changes must be carried out on-site and paid directly.

Cancellation policy

Provided you are a consumer, you have the right to withdraw from this online registration order within 14 days without giving any reason by law. The right of withdrawal is excluded if the delegate has requested access to the symposium prior the 14-day withdrawal period.

Notice of cancellation (e.g. in case of sickness, lack of funding or any other personal reasons) must be made in writing by email or fax to the NMN Symposium 2025 Office. The notification must include all relevant information regarding the bank account to which a possible refund may be remitted. The cancellation will not be effective until a written acknowledgement from the NMN Symposium 2025 Registration Department is received.

Registration fees may be refunded as follows:

Written cancellation received:

– before February 19, 2025: 75% refund

– February 19 – March 26, 2025: 25% refund

– after March 26, 2025: no refund

The date of the email receipt or fax ID will be the basis for considering refunds. Please indicate your bank details on your written cancellation. Refunds will be made after the conference.

In the case of over-payment or double payment, refund requests must be made in writing and sent to the NMN Symposium 2025 Registration Department, by email.

By registering to the NMN Symposium 2025 participants agree that neither the organising committee nor the symposium office assume any liability whatsoever. Participants are requested to make their own arrangements for health and travel insurance. The symposium fee does not include insurance.

Cancellations made after the deadline (March 26, 2025) cannot be refunded for any reason.

Cancellation of the symposium

In the event that the live conference cannot be held or is postponed due to events beyond the control of the symposium organisers (force majeure), including but not limited to pandemic or epidemic situations, or due to any other events which are not attributable to wrongful intent or gross negligence of the symposium organisers, the symposium organisers cannot be held liable by delegates for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, costs for additional orders, financial losses, etc.

Under these circumstances, the symposium organisers reserve the right to either retain the entire registration fee and to credit it for a future symposium, or to reimburse the delegate after deducting costs already incurred for the organisation of the symposium and which could not be recovered from third parties.

Modification of the programme

The symposium organisers reserve the right to modify the programme. No refunds can be granted in case of cancellation of speakers, lack of space in the symposium room or any other incidents during the symposium which are beyond the control of the symposium organisers. The delegate will be informed in time of any changes, postponements, or cancellations. In case the symposium is changed to a virtual format, all delegates can consume the services and content offered electronically, which represents an equivalent replacement for the services and content offered on site.

Lost name badge

The symposium name badge must be worn at all times during the symposium. Access to the symposium venue will not be granted without the name badge issued by the symposium organiser. If a delegate loses, misplaces or forgets the name badge, a handling fee of EUR 50.- will be charged for a new name badge. Upon handing out a new name badge, the lost badge will be deactivated and become invalid.

Letter of Invitation

Individuals requiring an official Letter of Invitation from the symposium organisers can request one through the online registration form or by contacting the NMN Symposium 2025 Registration Department. To receive a Letter of Invitation, delegates must first register to the symposium and submit any necessary data, as stated on the online form.

The Letter of Invitation does not financially obligate the symposium organisers in any way. All expenses incurred in relation to the symposium, the registration and the attendance are the sole responsibility of the delegate.

Visa requirements

It is the sole responsibility of the delegate to take care of his/her visa requirements. Delegates who require an entry visa must allow sufficient time for the application procedure. Delegates should contact the nearest Austrian embassy or consulate to determine the appropriate timing of their visa applications. Note: Austrian embassies and consulates-general are independent decision-making agencies for visas, sometimes after specific checks have been made with other E.U. countries. You cannot appeal against the rejection of a visa application, neither can the NMN Symposium 2025 intervene on your behalf in case of a rejection or to speed up the procedure.

Delegate registration details will be shared with the Austrian immigration authorities to assist in the immigration process. However, the symposium organisers and/or the NMN Symposium 2025 Registration Department will not directly contact embassies and consulates on behalf of visa applicants.

The registration fee minus a handling fee of EUR 25.– will be refunded after the symposium if the visa was applied for in time and proof is shown that a visa could not be granted even though all requested documents were submitted. Refund requests must be made in writing and sent to the NMN Symposium 2025 Registration Department, by email, no later than March 25, 2025, the date after which requests for such refunds cannot be taken into consideration.

Travel-health insurance

As a part of a visa application, individuals must have travel-health insurance for the duration of their stay in the E.U.. This insurance can be obtained from any approved insurer. Individuals need to check with the responsible embassy/consulate for a list of approved insurers available in their country.

Individuals must have insurance for their entire stay in the E.U. and therefore are encouraged to ensure and pay for the correct number of days. The visa will only be given for the dates that are covered by the insurance policy, which need to relate to the travel dates.

Photographs & Video Streaming

The organiser may without the further consent of the participants use and release pictures and videos taken during the symposium for reports of the symposium and/or in future marketing materials. By registering to this symposium, attendees agree that photographs or sound or video recordings taken during the symposium that could include recognizable images or voices of those in attendance may be posted on the symposium website. All recordings are treated sensitively and discreetly. Names will not be published. The symposium is held in a public space, therefore we do not prohibit participants, exhibitors, sponsors, or news organisations from photographing, video or audio-taping some symposium activities. The organiser reserves the right to use images taken at the symposium with your photograph and/or likeness on social media and/or in future marketing materials. The organiser is NOT responsible for individual attendee’s use of your image or likeness.

DATA PROTECTION AND SHARING OF CONTACT DETAILS

Personal data

The protection of your data and the observance of your right of informational self-determination with regard to the collection, processing and use of your personal data are important to us.

For further information on data protection please visit “general data protection regulations”

As a rule the Nuclear Medicine and Neurooncology (NMN) will not store any credit card data.

In order to facilitate border entry and visa applications, the organiser will share contact details of concerned delegates only if required by the authorities.

Further use of your data:
The organiser will contact you with regular newsletters ahead and during the meeting (e.g. ‘Daily News’, information on the availability of the conference app), with an invitation to complete a post conference survey after the conference, as well as with announcements of future conferences. You may unsubscribe of these mailings at any time, this will not affect official correspondence from the conference secretariat.

Emailings on behalf of third parties
Consent provided, the organiser periodically performs e-mailings to delegates on behalf of third parties regarding activities at the conference or other communications, which may be of interest to professionals in the field (e.g. information on corporate satellites). Email contact details of delegates will not be passed on to third parties in this context.
You may unsubscribe of these e-mailings at any time, this will not affect official correspondence from the symposium secretariat.

Lead retrieval system
At the time of registering you will be asked if you agree to share your contact information with the companies whose corporate satellite or company corner you visit. This information contains name, last name, academic title, city, country, email, and institution as provided during the registration process.
The organisers ask for your permission to pass on the data to the companies during registration.

Please do report any misuse of the lead retrieval to the exhibition management.

Liability

The symposium organisers shall be held liable in the framework of a duty of care as a respectable businessman according to statutory provisions. The liability of the symposium organizers – for whatever legal reason – shall be limited to intent and gross negligence. The liability of commissioned service providers shall remain unaffected by this. The delegate shall take part in the symposium at his/her own risk. Oral agreements shall not be binding if these have not been confirmed in writing by the Nuclear Medicine and Neurooncology (NMN) – Nuklearmedizin und Neuroonkologie.

Fulfilment and jurisdiction

The terms of this contract shall be fulfilled in Vienna, Austria and, in the event of any legal claims arising from either party, Vienna, Austria shall be the sole court of jurisdiction.

General Terms and Agreements as per September 5, 2023.