These Terms & Conditions for delegates apply to every person registering as a regular delegate for the European Human Genetics Conference 2021 – Virtual Conference (ESHG 2021 – Virtual Conference), to be held virtually (hereafter referred to as “the conference”), organised by the Wiener Medizinische Akademie GmbH (hereafter referred to as “the conference organisers”).

All references to a date or a deadline, mentioned in these terms and on other conference documents, refer to the Central European Time Zone (CET/CEST).

Conference Fees

All participants will have to pay the fee mentioned in the registration to be granted access to the virtual platform. Participants paying through bank transfers will only be granted access to the platform once the payment has been received by the ESHG 2021 – Virtual Conference organisers. Bank payments will be possible only until June 1, 2021.

Conference registration

To register for the conference, an account needs to be created on the event registration platform. Only fully completed and paid online registrations will be accepted.

Once the payment has been received, an invoice will be sent to your contact email address.

The registration fee includes access to all virtual conference sessions (live and on-demand), corporate satellites, sponsor pages and e-Poster pages. All sessions will be available as on-demand sessions for registered participants until September 1, 2021. The conference organiser cannot guarantee a steady access to all virtual sessions.

The registration fee includes 20% of Austrian VAT.

Methods of payment

Payments should be made in advance, using a credit card or by bank transfer.
All bank fees and money transfer costs must be paid by the transmitter. Please indicate the invoice number as well as the delegate’s full name as a reference on all bank transfers. Due to the nature of the virtual conference, payments through bank transfer will only be possible until May 20, 2021. Please note that if you select bank transfer as your payment method the payment will need to reach the conference organiser’s bank account by June 1, 2021 in order to ensure access to the virtual conference platform. If your payment is received after June 1, 2021 we cannot guarantee timely access to the virtual conference platform. Participants that selected bank transfer as their preferred payment method can always ask the conference organiser to change their payment method to credit card.

Cancellation policy

Notice of cancellation (e.g. in case of sickness, lack of funding or any other personal reasons) must be made in writing by email to the ESHG Congress Office. The notification must include all relevant information regarding the bank account to which a possible refund may be remitted. The cancellation will not be effective until a written acknowledgement from the ESHG Conference Registration Department is received. Registration fees may be refunded as follows:

Written cancellation received:

– until May 20, 2021: 100% refund
– between May 21 and June 1, 2021: 50% refund
– after June 1, 2021: No refund

The date of the email receipt will be the basis for considering refunds. Please indicate your bank details on your written cancellation. Refunds will be made after the conference.

In the case of over-payment or double payment, refund requests must be made in writing and sent to the ESHG Conference Registration Department, by email.

No refunds will be granted for unattended events or early termination of attendance, in case of cancellation of speakers, problems or disruptions in the virtual platform where the sessions are being streamed or any other incidents during the virtual conference, which are beyond the control of the conference organisers.

By registering to the ESHG 2021 – Virtual Conference participants agree that neither the organising committee nor the congress office assume any liability whatsoever. Cancellations made after the deadline (June 1, 2021) cannot be refunded for any reason.

Functionality of the virtual conference platform

The conference organiser’s subcontractors provide a high level of availability of their network, cannot however give any guarantee that their network will operate without any interruptions or malfunctions.
No assurances or guarantees can be given about the availability, quality, operation or support services for data traffic, on the networks, or lines of the participant’s Internet provider.
The conference organiser is not liable if the provision of the services is interrupted, partially restricted, or impossible as a result of force majeure. Force majeure is for example considered natural phenomena of significant intensity (avalanches, floods, etc.), conflicts, terrorism, strikes, unexpected official restrictions, power cuts, computer viruses, worms, Trojan horses etc.

Cancellation of the virtual conference

In the event that the virtual conference cannot be held or is postponed due to events beyond the control of the conference organisers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the conference organisers, the conference organisers cannot be held liable by participants for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, costs for additional orders, financial losses, etc.

Under these circumstances, the conference organiser reserves the right to either retain the entire registration fee and to credit it for a future conference, or to reimburse the delegate after deducting costs already incurred for the organisation of the conference and which could not be recovered from third parties.

Modification of the programme

The conference organiser reserve the right to modify the programme. No refunds can be granted in case of cancellation of speakers during the virtual conference which are beyond the control of the conference organisers.

Photographs & Video Streaming

The organiser may without the further consent of the participants use and release pictures and videos taken during the virtual conference for reports of the conference and/or in future marketing materials. By registering to this virtual conference attendees agree that photographs or sound or video recordings taken during the virtual conference that could include recognizable images or voices of those in attendance may be posted on the congress website. All recordings are treated sensitively and discreetly. Names will not be published. The congress is held in a public virtual space, therefore we do not prohibit participants, exhibitors, sponsors, or news organisations from photographing, video or audio-taping some of the virtual conference activities. The conference organiser reserves the right to use images taken at the virtual conference with your photograph and/or likeness on social media and/or in future marketing materials. The organiser is NOT responsible for individual attendee’s use of your image or likeness.

Data protection and sharing of contact details

Personal data
The protection of your data and the observance of your right of informational self-determination with regard to the collection, processing and use of your personal data are important to us.
The WMA GmbH will collect and store all personal data for the preparation and execution of the European Human Genetics Conference 2021 (ESHG 2021 – Virtual Conference). In accordance with data protection and other applicable laws, sensitive data will be deleted after the conference, whereas personal data, payment history and correspondence will be stored for the period prescribed by law (currently 7 years).
As a rule the WMA GmbH will not store any credit card data.

Further use of your data:

Your consent provided, the organiser will contact you with regular newsletters ahead and during the meeting (e.g. ‘Daily News’, information on the availability of the conference app), with an invitation to complete a post conference survey after the conference, as well as with annoucements of future ESHG conferences. You may unsubscribe of these mailings at any time, this will not affect official correspondence from the conference secretariat.

Emailings on behalf of third parties
Consent provided, the organiser periodically performs e-mailings to delegates on behalf of third parties regarding activities at the conference or other communications, which may be of interest to professionals in the field (e.g. information on corporate satellites). Email contact details of delegates will not be passed on to third parties in this context.
You may unsubscribe of these e-mailings at any time, this will not affect official correspondence from the conference secretariat.

Lead retrieval system
At the time of registering you will be asked if you agree to share your contact information with the companies in whose corporate satellite or company corner you visit. This information contains name, last name, academic title, city, country, email, and institution as provided during the registration process.
The organisers ask for your permission to pass on the data to the companies during registration. Please note that, should you opt-out at the time of registration, but agree to share your information at the time of attending the corporate satellite or company corner during the virtual conference, this consent will overrule the original opt-out.
Please do report any misuse of the lead retrieval to the exhibition management.

Our full Data Protection policy can be found here.


The conference organisers shall be held liable in the framework of a duty of care as a respectable businessman according to statutory provisions. The liability of the conference organisers – for whatever legal reason – shall be limited to intent and gross negligence. The liability of commissioned service providers shall remain unaffected by this. The delegate shall take part in the virtual conference at his/her own risk. Oral agreements shall not be binding if these have not been confirmed in writing by the ESHG.

Fulfilment and jurisdiction

The terms of this contract shall be fulfilled in the ESHG 2021 virtual conference, in the event of any legal claims arising from either party, Vienna, Austria shall be the sole court of jurisdiction.

General Terms and Agreements as per January 28, 2021.