Registration Terms and Conditions
Early and Standard Payment Rates
For bookings made and paid before 19 April 2016 a discounted ‘early bird’ rate applies. After this date the increased standard rate is applicable to all bookings until 30 May 2016. As of this date, the onsite registration fee will be applicable.
All registrations must be submitted via the online registration form available here.
For registration and payment enquiries, please contact the ITS Glasgow 2016 Registration Secretariat at firstname.lastname@example.org or by phone at +31 (0) 20 575 42 20.
You will receive confirmation of your registration and a VAT invoice via email. If you do not receive it after registering online, please contact the organisers by sending an email to the ITS Glasgow 2016 Registration Secretariat at email@example.com to ensure your registration has been received.
All fees will be invoiced and are payable in British Pounds (GBP) only.
Please note that mentioned prices are VAT excluded. The standard VAT rate is 20% and it will be charged on all bookings. Delegates employed by British companies which are registered for VAT and who provide a valid British VAT number at the time of registration, will not be charged VAT on their Congress fees. Please contact the ITS Glasgow 2016 Registration Secretariat for any questions regarding VAT exemption.
Payment is required in full before the Congress. Payment can be made either by credit card or bank transfer until 30 May 2016. Should you select bank transfer as method of payment, an invoice including payment instructions will be sent to your attention after the registration process is completed. The organiser reserves the right to refuse admission if payment has not been received at least one week before the Congress opens.
For registrations made after 30 May 2016, the only method of payment is by credit card. The following credit cards are accepted: Visa, EuroCard/ MasterCard or American Express.
Delegate cancellation/ name changes
Upon completion of your online registration, your registration is considered confirmed. Cancellations for the Congress registration, Gala Evening and Technical Visits are accepted until 29 April 2016 and must be received in writing by the ITS Glasgow 2016 Registration Secretariat at firstname.lastname@example.org. For cancellations received before 29 April 2016, the registration fees will be refunded after deduction of an administration fee of GBP 80 + VAT. After this date, no refunds will be made. Please ensure the delegate name, registration number and company is quoted on all correspondence.
Name changes will be charged at GBP 40 + VAT administrative fee per name, per change. Name change requests must be sent in writing to the ITS Glasgow 2016 Registration Secretariat at email@example.com.
A group registration is available for a group of 10 or more paying Congress delegates registering for the full event, at the discretion of the organisers. Requests for group discounts must be sent in writing by email to the ITS Glasgow 2016 Registration Secretariat at firstname.lastname@example.org. Group registration (10+ registrations made in one transaction only) entitles you to a 10% discount. To qualify for this discount, all delegate names and details must be provided at the time of booking. Attendees that have already registered are not permitted to cancel and rebook under a group discount.
The Technical Visits are organised by the ITS Glasgow 2016 Delivery Committee.All requests for information and communications in connection with these aspects of the Congress should be directed to Hamilton Purdie by email at email@example.com or by phone at + 44 141 222 7323.
MCI is acting as an agent for the ITS Glasgow 2016 Organising Committee solely in the collection of the registration fees related to these Technical Visits.
It is not possible to register for Technical Visits onsite during the congress. Places for Technical Visits are limited and will be allocated on a first-come-first-served basis (pre-registration online).
The organisers are not liable for any loss, injury or damage resulting from any action taken or reliance made by you or any third party during the Congress.
The Congress fee does not cover insurance for the delegates. The organisers recommend that delegates take out insurance in their home country to cover pre-journey cancellation for personal reasons and necessary insurance to cover accidents, medical expenses and loss of personal belongings during the trip to the United Kingdom.
In accordance with the data protection act, unless otherwise stated, your job title/company will be used in marketing material for this event. If you do not wish your details to be included, please note you will be asked to tick this option during the registration process.
Passport and visa
To check whether you require a visa to travel to the United Kingdom, click here.
If you do need a visa to attend the Congress, please apply as soon as possible.
All delegates requiring an invitation letter for visa application purposes may request it during the online registration. Letters of invitation will not be issued without receiving the registration and payment of the required registration fees. Please note that the organisers will not be able to contact or intervene with any embassy or consulate office on behalf of a delegate. Should your visa application be declined, you can send a request for a full refund of the registration fees to the ITS Glasgow 2016 Registration Secretariat by e-mail at firstname.lastname@example.org before 29 April 2016. A scanned copy of the visa decline letter should be attached to your request. For requests received as from 29 April 2016, the cancellation policy for general congress registrations will apply.
Hotel Reservation Terms and Conditions
All rates quoted are the lowest available for standard rooms during the period of the congress. Deposits are payable in GBP and prices all include all applicable taxes. Breakfast and Wi-Fi are included. Remaining payments and personal accounts are payable directly at the hotel in GBP.
Reservation and Payment
For bookings, a deposit payment must accompany your reservation depending on the conditions set by each hotels (please refer to the online booking form for details per hotel). Your booking will be confirmed upon receipt of your hotel deposit. This prepaid deposit will be deducted from your final hotel invoice when checking out from the hotel. Potential additional costs, such as mini-bar and telephone, must be paid directly to the hotel upon check-out.
Special requirements (as double room, twin room, smoking room) concerning the hotel rooms will be available upon request, and cannot be guaranteed.
Standard check in time at hotels is 15:00 hrs. Check-out time is 11:00 hrs. Should you need a guaranteed early arrival (before 15:00 hrs) or a late departure (after 11:00 hrs), an additional night is required to be booked and paid for.
Changes, No Shows and Cancellations
Any enquiries or requests for additional information, modifications or cancellations to room reservations should be addressed to the Registration Secretariat in writing (fax, letter or email). Please do not contact the hotel directly, as they will not accept any changes or cancellations made directly.
In the event of cancellation up to May 5, 2016, deposits will be refunded. After this date, no refunds will be possible. In the event of late cancellations after May 6, 2016, the Registration Secretariat reserves the right to charge one night stay for cancelled rooms. In case of a no show, the hotel will guarantee your room until 11:00 hrs the day after your check in date.
Please note that from 12:00hrs CET on 29 May 2016 you will no longer be able to make any amendments, cancellation or date changes via the website, please contact the Registration Secretariat on email@example.com.
Reference number and Hotel voucher
For your own convenience and to facilitate the reservation procedure, we kindly ask you to take note of your reference number and refer to this number in all correspondence with the Registration Secretariat. Please bring the hotel voucher with you, as it will serve as proof of your reservation at the hotel and deposit.
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