T&C for Participants of HOOD Conferences, Training Courses, Workshops and Event Series
Version 3.3 (07. December 2023)
1 Jurisdiction
These standard terms and conditions of HOOD GmbH, Keltenring 7, 82041 Oberhaching, Germany (hereafter referred to as "HOOD") apply to all services in respect of conferences, training courses, workshops, event series and similar training offers (hereafter referred to as "events") that HOOD provides for participants.
2 Registration & Contractual Arrangements
Offers made by HOOD to participate in events are subject to change and without obligation.
Legally binding registration for events as a participant may only be made online, in writing, by fax or email.
Acceptance of the participant's registration by HOOD is only binding once written confirmation of the registration (Registration Confirmation) has been received from HOOD. Confirmation may also be made by fax or email.
The decision regarding acceptance of registrations from participants is made by HOOD. There is no legal entitlement to participation.
3 Prices
The participant fee is per person and event and subject to VAT at the prevailing rate. It includes participation in the respective event inclusive of food and beverages, participant documentation and, if appropriate, participation in an evening event.
Participation in only part of any day's event does not give any entitlement to a reduction in the daily rate.
4 Travel and Accommodation
The customer and/or participant is always responsible for travel and accommodation. Hotel costs are to be settled by the participant directly with the respective hotel venue.
5 Payment Terms
Fees for attending events are due in full 14 calendar days after receipt of the invoice.
Invoice queries can only be considered if the reasons are made in writing to HOOD within 14 calendar days of the invoice being received.
The first reminder in respect of late payment is free of charge. An additional administration charge of 5.00 euros will be made for each subsequent reminder.
6 Changes
Following receipt of the registration confirmation the participant may nominate a substitute participant in writing up to 14 calendar days prior to the start of the event. This change is free of charge; multi-day events can only be changed for their entirety
7 Revocation
Where participants have become contractual partners of HOOD GmbH, as consumers they have the following right to revocation:
a) Revocation Policy
Right to revoke
You have the right to revoke within 14 calendar days without reason or justification. This "cooling off" period is 14 calendar days from the day of completing the contract. To exercise your right to cancel you must notify us of your decision to withdraw from the contract in a clear statement (e.g. by post, fax or email). You may use the enclosed standard revocation form, but this is not obligatory. Revocations should be sent to:
HOOD GmbH, Keltenring 7, 82041 Oberhaching, Germany; Fax: +49 (0)89 45 12 53 19, email: info@hood-group.com
Your right to revoke lapses prematurely if the contract was completely fulfilled at the explicit wish of both parties before you exercised your right to revoke.
b) Consequences of Revocation
If you revoke this contract, we have to refund all payments that we have received from you, including delivery charges (with the exception of additional costs that may have arisen because you chose a method of delivery other than the cheapest standard delivery offered by us), without delay and within 14 calendar days from the day your notification of revocation is received by us. We will use the same method of payment that you used for your original transaction for this refund, unless something else has been explicitly agreed; in any case you will not be subject to charges for this refund.
If you requested service provision to commence during the "cooling-off" period, you are required to pay us an appropriate contribution for services already performed up to the time when you notified us of your withdrawal from the contract, proportionate to the total scope of the services contained.
8 Cancellation by HOOD
HOOD is entitled to cancel the contract without notice where the participant defaults on payment of the participation fee and payment has not been made by the final deadline set. The right to cancel the contract without notice for other reasons remains unaffected.
HOOD is entitled to cancel the contract up to 14 calendar days before the start of the event if it is likely that the event cannot take place due to an insufficient number of participants. Online trainings are an exception, with a cancellation period up to 7 calendar days before the respective training starts. Any payments already made will be refunded to the participant. Any further claims against HOOD by the participant are excluded, in particular there is no entitlement to compensation in respect of travel and accommodation costs, as well as lost working time, unless the costs are as a result of gross negligence or wilful misconduct on the part of HOOD.
If an event cannot be held because a force majeure (environmental disasters, fire, strikes, etc.), or for reasons for which we are responsible (such as illness of the trainer), the participants will be notified immediately. In this case the participation fee already paid will be refunded.
9 Cancellation/Postponement by the Customer
The following cancellation fees will be charged:
Onsite trainings
Cancellation
- Cancellation of the order is possible free of charge up to 14 calendar days after receipt of the order. In case of later cancellation, the full order amount of the training will be due.
Postponement
A rescheduling is possible up to 28 calendar days before the start of the training, otherwise the full order amount of the training will be due.
Public trainings and conferences
Cancellation
- ... up to 29 calendar days before the event: no costs
- 28 to 15 calendar days before event: 50% of participation fee
- 14 to 0 calendar days before the event: 100% of the participation fee
Postponement
- A re-registration to a later date is possible up to 14 calendar days before the start of the training at the latest.
A substitute participant can be named at any time instead of the registered participant. The customer will not incur any additional costs for this change.
All cancellations/postponements must be made in writing to HOOD GmbH.
10 Changes to Programmes
The content of conferences may vary from the advertised programme. HOOD is entitled to substitute advertised speakers with others and to make other necessary changes whilst maintaining the overall character of the conference.
11 Video and Sound Recordings
HOOD is permitted to arrange photographic, graphic, film and video recordings of events and participants, and to use them for marketing purposes. The participant gives his/her consent to this as required. The same applies to filming by the press and/or TV companies done in agreement with HOOD.
Participants themselves are not permitted to make audio, film or video recordings of an event or participants.
12 Event Platform
For the organisation of our REConf event, we make use of the Swapcard event platform provided and operated by Swapcard Corporation, 6 Rue de Paradis, 75010 Paris, France. It serves as a service and networking platform as part of REConf. The contact information of REConf participants is forwarded to Swapcard to enable use of the platform. However, you can also make yourself invisible to other users and thus remain largely anonymous to other users of the conference app. Participants who register on the Swapcard platform agree to the General Terms and Conditions and the Privacy Policy of Swapcard as data processor (see: General Terms & Conditions | Swapcard and Privacy Policy | Swapcard).
13 Liability and Compensation
All events are planned and run with the utmost care. However there is no liability for a successful training outcome.
HOOD is not liable for any loses caused by third parties (e.g.: exhibitors, participants and staff at the event location).
HOOD accepts liability for injury to life, body or health and for losses that are due to negligence or wilful infringement in respect of a cardinal duty by HOOD or its legal representatives or vicarious agents, in accordance with statutory legal requirements. Cardinal duties are duties whose fulfilment enable an orderly execution of the contract made and the adherence to which the customer is entitled to routinely expect.
HOOD accepts liability for losses that do not fall under Clause 3 when they are due to gross negligence on the part of HOOD or due to a wilful or gross negligent act of a representative or vicarious agent of HOOD. Liability is however restricted to typical foreseeable losses.
14 Copyright and Trademark Rights
HOOD grants the participant non-exclusive and non-transferable right of use in respect of all documentation handed out in hard or soft copy for the purpose of training. All rights, including reproduction and copying part or all of the event documentation, as well as making it available to the public, remain with HOOD.
No part of the event documentation or the copyright- and trademark-protected software used may be reproduced, edited, copied, distributed, broadcast or made available to the public in any form - even for training purposes - without the written permission of HOOD. This particularly applies to the use of electronic systems. Software, in particular, may not be removed from the training room.
15 Data Protection
Registration details provided to HOOD for processing the contract are digitally stored.
HOOD will treat details provided by the participant confidentially and only use them in accordance with data protection regulations. Personal details are all details stored in relation to the name of the participant.
Inventory information provided by the participant (first name, name, delivery and invoice address, email address; and depending on the payment method, bank details, credit card number and expiry date) will be stored by HOOD in its customer database and used for providing the service and for invoicing and - if necessary - passed on to any appointed service providers.
16 Providing contact details to sponsors and exhibitors
Contact details of delegates will only be provided to sponsors and exhibitors if they have interacted with the delegate concerned.
This interaction must be documented. For example, this can occur where a delegate allows a sponsor or exhibitor to scan the delegate's ID badge.
Contact information is used by sponsors and exhibitors to follow up on this interaction.
The use of this delegate contact data is subject to the data protection guidelines of the respective.
17 House Rules
The house rules at the event location are to be observed.
18 Miscellaneous
Changes and amendments to this contract including additional agreements are only valid when made in writing.
The law of the Federal Republic of Germany shall apply.
The sole place of jurisdiction for any disputes resulting from or in connection with the contract for which these standard terms and conditions are valid is Munich.
