TERMS & CONDITIONS .
General Business Terms and Conditions of the URBAN FUTURE Global Conference 2020
The official working languages of the conference is English.
The URBAN FUTURE global conference takes place in four different venues:
- Pavilion Carlos Lopes, Parque Eduardo VII, Lisbon (Main venue)
- Estufa Fria, Parque Eduardo VII, Lisbon (Opening Session)
- Museu Calouste Gulbenkian, Av. de Berna 45A, Lisbon
- LX Factory, Rua Rodrigues de Faria 103, Alcântara (Fuck Up Night, Afterparty)
The conference takes place in three conference venues and several conference rooms as well as in two tents. Each room has a maximum capacity, which is monitored by security personnel. Should a room be fully occupied, the admission of further participants can be prohibited due to safety reasons. Participants wishing to attend particular sessions are therefore advised to arrive in the respective conference rooms in good time prior to commencement. If a room is fully occupied, entry to further participants cannot be permitted. This scenario shall expressly not constitute reduced performance on the part of the event organizer.
The contractual partner for visitors of the conference is UFGC GmbH | Grillparzerstraße 26 | A-8010 Graz | Austria | Tel: +43 699 13331303, E-Mail: firstname.lastname@example.org. UFGC GmbH is the organizer of the URBAN FUTURE Global Conference 2020. ATU 70187068 | Company Register No. FN 445350b | PT 980 658 144.
Registration to the conference
Registration for the conference is exclusively online via www.urban-future.org. Registration forms received by the contractual partner indicating incorrect registration fee selection will be processed at the correct registration fee rate. An email will be dispatched informing the delegate of this error. Attending the conference won’t be possible until the full registration fee has been received by UFGC GmbH.
Admission to the conference
Only persons in possession of a valid conference ticket (badge) shall be admitted to the conference area. The organizer reserves the right to reject individual registrations.
Seats to the offered field trips are limited and offer a capacity of approx. 900 guests. Please note, that we will assign these seats strictly on a first come basis, starting on February 15, 2020. In case all field trip seats are filled, holders of a conference pass who were unable to secure a seat have no right for compensation.
Payment of registration fees
Tickets can be purchased online only. The receipt of the conference fee on the organizer’s account (at the latest by the day of the event) is required to receive the conference ticket as well as to get access to the conference app. All registered participants receive their personal conference ticket when entering at the venue.
In case of late registration, the participant must present a proof of payment confirming the transfer of the conference fee.
The ticket price includes:
- Access to all conference sessions on April 1 & 2
- Access to catering & networking areas
- Access to exhibition area
- Access to Cities FuckUp Night & Afterparty on April 2
- Access to CityChangers event app
The conference fee can be paid either by credit card or PayPal. There is an option for employees of municipalities and cities to pay by bank transfer.
Only one promo code is accepted per order. If several codes are entered, the additional discount deducted will be invoiced retrospectively.
Promotional codes cannot be applied after the ticket has been purchased. This means that no cash replacement is possible for unused codes.
If tickets are ordered in an incorrect price category, they will be re-registered automatically and the additional amount will be charged immediately.
Tickets for Officials:
- for employees of universities and other higher educational institutions
Employees of universities and other higher educational institutions have the possibility to book conference admission passes at a discounted (reduced) price. Reduced rates may be granted at registration provided that the participant lists his/her position and an official E-Mail address of the university or other higher educational institution.
- for public officials of cities and municipalities
Employees of cities and municipalities have the possibility to book conference admission tickets at a discounted (reduced) price. Reduced rates may be granted at registration provided that the participant lists his/her position and an official E-Mail address of the city or municipality. Ticket will be valid, after confirmation by our staff.
- for non-profit organisations
Representatives of nonprofit organizations are eligible to purchase a discounted Ticket for Officials.
Students up to 27 years of age have the possibility to book conference admission passes at a reduced price. The event organizer must be provided with proof of enrolment in a state-recognized university or other higher educational institution. If such proof cannot be provided, the event organizer reserves the right to deny admission to the conference area. Seats of this ticket category are limited to 100.
There is an option for startups related to making our cities better cities to live in to apply for the reduced Startup Pass.
The exhibition (Urban Future Expo) takes place in the main venue Pavilion Carlos Lopes. The position of the stands will be awarded by UFGC according to the stand size ordered and communicated to the exhibitors with stand number and floor plan in February. The stand will be set up by the stand builders on March 30 and 31, 2020. The dismantling must be completed on April 3, 2020.
The first 50% of the amount will be charged directly after the contract has been signed. The remaining amount will be charged three weeks before the conference. The exhibitor is entitled to withdraw from his/her contract within 14 days after completion, after that 100% of the invoice amount is due upon cancellation.
Opening hours of the exhibition:
Wednesday, April 1, 2020: 8 am – 8 pm
Thursday, April 2, 2020: 8 am – 6 pm
Cancellation and substitution
Upon the completion of a conference booking a cancellation at no charges is excluded.
Any cancellation must be received in writing at the organizers office. Upon cancellation by December 19, 2019 a 50% administration charge will be deducted from registration fees. In case of cancellations after December 19, 2019 fees cannot be refunded.
Following receipt of the registration confirmation the participant can appoint a substitute participant from the same organisation.
All delegates are responsible for checking visa entry requirements for Portugal. Applications can take up to several months to process and delegates will have to apply for their visa in person at their local embassy.
Please contact your local embassy for entry formalities and apply for any required visa well in advance.
Should the participant be refused entry to Portugal after registration, the event organizer will assume no liability. An extraordinary cancellation right is explicitly excluded.
Refund of tickets is not possible if the conference is canceled due to force majeure (e.g. natural disasters, epidemics, etc.).
Cancellation of distance selling contracts
The participant is entitled to withdraw his/her registration within 14 days after conclusion of the contract through distance selling. However, this right is not granted to registrations after March 20, 2020.
The participant explicitly agrees to the electronic storage of his/her personal data for administrative purposes in regards to the conference registration and for the general receipt of information concerning the conference. The name, position and company or organisation affiliation of each participant shall furthermore be provided to all conference partners, sponsors and participants through an official list of participants. A forwarding of personal data to third parties and beyond the above listed use is explicitly excluded.
Video and still photography
The conference will be comprehensively documented. By entering the conference area, participants agree to the free of charge publication and use of photographic, film and audio recordings which are produced at the conference and which could also feature the respective participant. Should a participant give interviews to conference staff, he/she provides clearance for the unrestricted use of the material generated.
Tickets are not transferable for security reasons. For security reasons, name badges must be worn at all times during the conference. All participants are obliged to carry an identification document throughout the event. Admission to the conference area can be prohibited in the event that a participant is unable to identify him/herself by means of an official identity document including photo. Proof of identity is required for replacement badges.
The participant acknowledges that she/he cannot make claims for compensation against the event organizer should changes to the program result from speaker cancellation(s). This reservation is accepted by the participant through registration.
Court of jurisdiction
The courts of Graz, Austria will have exclusive jurisdiction to adjudicate any dispute arising under or in connection with this agreement.