Event Terms and Conditions 2022
In the Terms and Conditions of Registration, the following definitions apply:
‘The Event’ refers to the ‘Winter School on Methods and Techniques 2022’ organised by ECPR and held virtually and in person, between 7 and 18 February 2022.
‘Registrant’ refers to any person registered to attend the ‘Winter School on Methods and Techniques 2022’.
‘Key Personnel’ refers to any person, including Staff, Academic Convenors or Executive Committee members, employed, contracted, or otherwise directed by ECPR to deliver certain elements of the event.
‘Venue’ refers to the digital event, held online and in-person event, held at the campus of KU Leuven.
Terms and Conditions
Upon receipt of registration, ECPR will send an email confirmation to the address associated with your My ECPR account. All registrants must pay the applicable fee in full by the stated deadline, as detailed on the invoice and at the time of booking. Invoices and receipts are accessible through your My ECPR account.
If payment is not received, ECPR reserves the right to cancel your registration. All registrations must be paid in full prior to the event. ECPR reserves the right to refuse anyone access to the event at their discretion.
Payment can be made using credit/debit card or PayPal, through the ECPR online payment system. ECPR uses PayPal as a merchant for card transactions (a PayPal account is not required to make a payment); simply select ‘Check Out as a Guest’ or ‘Pay by card’ at the PayPal login page. The registration fee does not include travel, accommodation, meals or insurance unless otherwise specified. If you are in a country where PayPal is not available, or if you are having difficulty paying by card, please contact us at firstname.lastname@example.org
You can also pay by bank transfer. Please include the invoice number as the payment reference to ensure your registration is processed efficiently. Payments made by bank transfer may take up to five working days to process. You can access your invoices in My ECPR under My Invoices.
Please note that invoices cannot be changed once they have been issued. If billing details are incorrect, please cancel your registration and re-register using the correct details.
If you plan to attend an on-campus course, please do not book travel or accommodation until you have been notified by ECPR that your course(s) has been confirmed. This will happen when the course reaches a sufficient number of registered and paid participants. The course confirmation deadline is 6 January 2022.
When arranging travel and accommodation, ensure that your booking is refundable. It is your responsibility to arrange appropriate travel insurance. ECPR is not liable for reimbursing the cost of travel or accommodation made by participants.
Please closely monitor the official travel guidelines of your home country. Please refer to the information found on the Belgian government’s website for the latest and most accurate information about travelling to and within Belgium.
ECPR is not responsible for organising, paying for, or providing your personal travel, accommodation, or food/beverages during the event. If you have any questions regarding local amenities, please see the local information available on the website or visit a member of ECPR’s staff at the registration/information desk on-site at the event.
ECPR is not responsible for participants belongings. All registrants accept and acknowledge that neither ECPR nor the venue maintains insurance covering any property and/or liability, and it is the sole responsibility of the registrant to obtain insurance.
For security purposes, all participants must sign in at the registration desk on-site, collect and wear their name badge for the duration of the event.
Funding is available to full ECPR member institutions only and all applications must be made online via the event home page, by the applicable deadline.
Applicants must fulfil all Eligibility Criteria at the time of application.
Individual applications must be made for each event. Once awarded, grants are not transferable to other ECPR events.
Approved applications are only valid for the courses/activities as stated in the approved application. It will not be possible to transfer your registration on to another course, prior to or during the event.
Attendance at the event, and for all courses/activities that have been approved funding, is expected and all applicants must register their attendance on-site at the event i.e. sign a registration list (per course) or have their badge scanned. ECPR reserves the right to inform an institution when a breach of funding has occurred; which may result in the automatic rejection of future funding for that institution.
Successful applicants will receive full funding to cover registration, travel and accommodation. ECPR has an appointed travel agency; it is recommended and encouraged that successful applicants utilise this tool when arranging travel and accommodation. The primary benefit of this service is that your travel will be paid for, by ECPR, at the time of booking eliminating the need to send expenses/reimbursement forms. In addition, support and assistance is will be provided, should you experience any problems relating to your trip. More information regarding the booking process will be received via email, after successful funding approval.
ECPR will honour expired discounted registration fees, following the confirmation of funding status, for up to 10 workings days.
ECPR has the right to reject a funding application based on the case presented and if the desired learning outcomes are not achievable. ECPR reserves the right to withdraw funding at its discretion.
Social events and excursions
Social events and excursions organised by the local hosts may require additional payments to a third party. These payments are subject to their own terms and conditions. In such cases, ECPR is not liable for bookings, payments or delivery of the social event or excursion, nor for the welfare of those taking part.
Allergies and medical conditions
It is your responsibility to advise ECPR of any allergies and medical conditions you have which may impact your health and wellbeing during the event when you register. You should also inform the Instructor and Teaching Assistant at the beginning of your course in cases where they might need to take action to safeguard your health and wellbeing. While details of any food-related allergies will be passed on to catering staff by ECPR, you should remain vigilant and aim to check ingredients with catering staff where possible.
Conduct and behaviour
ECPR strives to ensure that all attendees can work and learn in an environment free from harassment or abuse. To this end, everyone is expected to adhere to ECPR’s Code of Conduct.
ECPR reserves the right to refuse anyone access to the event at their discretion.
ECPR reserves the right to investigate any breaches of the Code of Conduct and to take further actions, where required. Violations of the Code of Conduct can be reported in person or via our complaints procedure, in writing, to email@example.com.
Certificate of Participation
For the virtual event, Certificates of Attendance cannot be provided. Certificates of Participation can be issued upon request after the event if you have a role within the Event. ECPR reserve the right to withhold the issue of certificates.
For the in-person event, Certificate on Attendance can be provided if you have been marked present during the Event.
For all information on ECTS Credits, please visit this page.
Scheduling and programming
Due to the ongoing Covid-19 situation, the programme may undergo last-minute changes. ECPR will endeavour to keep all attendees informed of any cancellations or changes, where possible.
In line with the Office of Fair Trading and EU Distance Selling regulations, you are entitled to a seven-day cooling-off period, starting on the day that ECPR receives your registration fee. During this period, you have the right to cancel and receive a full refund provided you have not attended or engaged with the Event.
After the seven-day cooling-off period and before midnight UK time on 23 December 2021, you may cancel your registration and still be eligible for a full refund of your registration fee.
Cancellations/withdrawals after 23 December 2021 are NOT eligible for a refund. Refunds will be made using the same method as the original payment.
If you have registered and paid but can no longer attend, please email us on firstname.lastname@example.org.
Recording of ECPR events
ECPR may record all events in the form of photography, filming and audio recording. ECPR may also record interactions such as discussions in workshops, roundtables and presentations.
ECPR may use this media on its websites, social media channels and print materials (reports, banner stands, posters, etc). In some cases, a close-up of a person or group of people may be used; ECPR will ensure no personal identification (such as name badges) can be seen.
All media is held on a secure server and is not shared, sold or passed to third parties. If you do not want to be filmed or photographed during the event, please notify us immediately by emailing email@example.com.
ECPR will comply with all applicable data protection and privacy legislation in force from time to time in the UK including the General Data Protection Regulation (EU) 2016/679; the Data Protection Act 2018; the Privacy and Electronic Communications Directive 2002/58/EC (as updated by Directive 2009/136/EC) and the Privacy and Electronic Communications Regulations 2003 (SI 2003/2426) as amended.
To register for an ECPR event, you must have an account in ECPR user database, My ECPR. You can use this account to specify your research interests, and you may subscribe to one or more of our general mailing lists, from which you can opt out at any time.
Third parties are only permitted to use this data for the purpose intended and are required to securely and responsibly destroy end-of-life data.
Any comments, complaints or questions concerning the use of your personal information should be addressed by directing your comments to ECPR’s DPO at firstname.lastname@example.org; you may also contact the Information Commissioner’s Office (ICO).
My ECPR account
Please log into your My ECPR regularly and check that all information, including your institutional affiliation, is correct and up-to-date. If you think you might have multiple My ECPR accounts associated with email addresses you no longer use, please email us at email@example.com.
Questions? Email firstname.lastname@example.org