General Conditions for Congress Participants

The World Psychiatric Association (WPA) has commissioned the German Association for Psychiatry, Psychotherapy and Psychosomatics (DGPPN) to organise and conduct the WPA XVII World Congress of Psychiatry Berlin 2017. The WPA Congress Berlin 2017 UG (WPA Congress UG) – a company with limited liability – is the congress promoter. The congress office CPO HANSER SERVICE GmbH (CPO) will organise the congress on behalf of the promoter.

Congress registration
Upon registration for the congress and confirmation of registration by CPO, the congress participant will enter into a contract with the WPA Congress UG for participation in the congress. This contract is based on the following General Conditions.

Registration fees for the congress
Participation in the congress is subject to a fee. Participation fees for the congress are to be paid at the time of registration.

Registration for the congress and booking of services are binding for the participant. Participation fees are to be paid in advance at the time of registration. Any bank charges are to be borne by the party liable for payment. If payment is made by credit card CPO will charge a processing fee of 3% of the total amount, which will be due at the time of payment of the total amount.

Cancellation of congress participation
If you cancel your participation in the congress by 31 July 2017, the participation fee will be refunded less a cancellation/processing fee of EUR 100. No refund can be made in case of cancellation after this date. Please inform CPO of your cancellation in writing.

If you cancel your participation in the educational programme (courses) by 31 July 2017, the course fee will be refunded less a 25% cancellation/processing fee. No refund can be made in case of cancellation after this date. Please inform CPO of your cancellation in writing.

If you cancel your participation in the congress and/or in the educational programme (courses) before payment of the respective fees have been processed, you will still be charged the above mentioned cancellation/processing fee. Payment is due within two weeks of receiving the invoice.

Cancellation of the congress by the organiser
If the WPA Congress UG cannot conduct the congress as a result of force majeure, the WPA Congress UG may cancel the congress. Force majeure includes governmental orders, strikes, civil unrest, war or threat of war, imminent or completed terrorist attacks, epidemics, natural disasters, major disruption to transport or impossibility of timely transport of participants to the congress or other emergencies that make it impossible or pointless to hold the congress.

A prerequisite for the cancellation is that the force majeure affects the city or region of Berlin and occurs or is to be expected within 30 days before the start of the congress and that it will still continue to have an effect at the time of the congress. Paid participation and course fees will not be refunded.

The WPA Congress UG is also not obliged to refund the participants for payments or deposits made to third parties (e.g. hotel deposits).

Visibility of your personal information for other users

By registering for the congress and giving your consent to the use and processing of your personal information in regard to your participation in the congress, you agree that your name will be displayed and thus visible for other users.

Video and audio recordings
The organiser, radio and television stations and online and print media are permitted to make video and audio recordings of the general happenings at the congress and to use them for their reporting. Participants in the congress and people otherwise involved agree to the recordings being made and published for communication purposes, also in social media.

Changes to the programme
The WPA Congress UG reserves the right to make necessary changes to the programme at short notice. Participation fees will not be refunded, also not in part, because of cancelled presentations or changes to the programme.

Changes to the course programme
If courses are cancelled because the speakers have cancelled, the participation fees for these courses will be refunded. Fees will not be refunded – also not in part – if speakers other than the original speakers take over the courses.

Loss of name badge
If a name badge entitling the wearer to participate in the congress is lost, the full participation fee will have to be paid again to obtain a new name badge.

Information about relationships with companies
Every presenter and first author of a poster is obliged to submit a statement about any relationships with companies. This is also the case for invited presenters. Every presenter is requested to inform the audience at the start of the presentation about relationships with companies. It is recommended that the presenter uses the following PowerPoint slide for this purpose.

Equipment in presentation rooms
All rooms are equipped with projectors and notebooks with loud speakers.

Liability
As the organiser of the congress the WPA Congress UG is liable within the framework of the laws of the Federal Republic of Germany. Its liability – whatever the legal basis – is limited to cases of criminal negligence and wilful misconduct. However, the WPA Congress UG is also liable for slight negligence if material contractual obligations have been violated.


General Conditions for Submission of Contributions


Symposia and Workshops

Symposia can be registered by one chairperson, who will specify at least three to a maximum of four speakers. Workshops can be registered by one chairperson, who will specify several speakers and discussants. Chairs, speakers and discussants are not exempt from the participation fee. When a chairperson registers a contribution they are also required to register for the congress. The participation fee for the speakers and discussants is due upon acceptance of a scientific contribution and is to be paid within 14 days of the respective notification. The WPA Congress UG reserves the right to not include in the congress programme contributions from speakers who have not paid the participation fee.

If the scientific committee does not include the contribution in the programme, congress participation can be cancelled free of charge within 14 days after notification that the contribution has not been accepted. In this case, the complete participation fee will be refunded. Credit card fees will not be refunded.

If the author withdraws a contribution after it has been accepted by the scientific committee, participation in the congress will not be cancelled and participation fees will not be refunded.

Oral Presentations
Participants can register a maximum of three contributions (Oral Presentations, Posters, ePosters). After registering an Oral Presentation, the author is obliged to give the presentation at the congress. Upon submission of an Oral Presentation, the speaker must register to participate in the congress. The participation fee is due upon registration for the congress.

If the scientific committee rejects the contribution or recommends its submission as a poster, congress participation can be cancelled free of charge within 14 days after the respective notification. In this case, the complete participation fee will be refunded. Credit card fees will not be refunded. If the participant agrees to acceptance of the contribution as a poster, his or her congress participation will not be cancelled and the associated fees will remain in effect.

All authors will be informed by the congress office in June 2017 whether their contribution will be included in the scientific programme of the congress. Please note that a contribution can only be included in the scientific programme after the participation fee has been paid.

If the author withdraws a contribution after it has been accepted by the scientific committee, participation in the congress will not be cancelled and participation fees will not be refunded.

Posters/ePosters
Participants can register a maximum of three contributions (Oral Presentations, Posters, ePosters). After submitting a Poster, the author is obliged to present it at the congress. A substitute presenter for the submitted Poster/ePoster is not provided for. Upon submission of a Poster/ePoster, the author is required to register for the congress. The participation fee is due upon registration for the congress.

All authors will be informed by the congress office in mid-June 2017 whether their submission will be included in the scientific programme of the congress. Please note that a contribution can only be included in the scientific programme after the participation fee has been paid.

If the scientific committee rejects the Poster/ePoster, congress participation can be cancelled free of charge within 14 days after notification that the contribution has been rejected. In this case, the complete participation fee will be refunded. Credit card fees will not be refunded.
If the author withdraws a contribution after it has been accepted by the scientific committee, participation in the congress will not be cancelled and participation fees will not be refunded.

Supporting Programme
The following conditions apply for the supporting programme offered by CPO.
Participation in the supporting programme is subject to a fee. Full payment in advance is required at the time of booking. You will receive your tour tickets at the congress counter.

All tours will be conducted in English and will start and end at the congress venue. The meeting point will be at the congress counter which will be located at the south entrance of Messe Berlin.

All tours are based on a minimum of 25 participants. The organisers reserve the right to cancel the tours if the minimum number of participants is not reached. In either case you will be informed and the fee for the cancelled tour will be refunded.



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