MELiSSA Foundation

MELiSSA Foundation

Terms & Conditions

General Terms and Conditions


These Terms & Conditions for delegates apply to every person registering as a regular delegate for the MELiSSA Conference Edition 2020, to be held in Ghent Belgium, from May 6-8, 2020 (hereafter referred to as “the conference”), organised by the MELiSSA Foundation and the University of Ghent (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).


Only fully completed registration forms will be accepted. An invoice will be sent after the receipt of your registration, a confirmation of payment will be sent upon receipt of payment in full.

To be able to register as a student (or postgraduate trainee), individuals can be required to present proof of enrolment at a recognised university or college or an according programme.

The registration fee includes entry to all conference sessions, the poster area, the gala diner, the opening session and the closing session, provided that sufficient seating space is available. The conference organiser cannot guarantee available space in every session.

The conference organisers cannot guarantee that a conference bag and other conference materials will be available for late registrations. All conference materials will be distributed on-site.

If the maximum delegate capacity is reached, the conference organisers reserve the right to close the registration procedure.


A registration confirmation/receipt will be sent by email after the online registration, a related payment and any necessary documents have been received. Delegates may be requested to present this registration confirmation/receipt at the registration counter as proof of their registration and payment.


Payments can only be made in advance and in EUR only, using the payment methods available during registration.


Notice of cancellation must be made in writing by email to the MELiSSA Foundation. 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 MELiSSA Foundation is received.
Registration fees may be refunded as follows:
Written cancellation received:
– before April 20, 2020: 80% refund
– after April 20, 2020: no refund

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

No refunds will be granted for unattended events or early termination of attendance, in case of cancellation of speakers, lack of space in the conference room or any other incidents during the conference, which are beyond the control of the conference organisers.

By registering to the MELiSSA Conference participants agree that neither the organising committee nor the congress office assume any liability whatsoever. Participants are requested to make their own arrangements for health and travel insurance. The conference fee does not include insurance.


In the event that the 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 delegates 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 organisers reserve 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.


The conference organisers reserve the right to modify the programme. No refunds can be granted in case of cancellation of speakers, lack of space in the conference room or any other incidents during the conference which are beyond the control of the conference organisers.


The conference name badge must be worn at all times during the conference. Access to the conference venue will not be granted without the name badge issued by the conference organiser. If a delegate loses, misplaces or forgets the name badge, a handling fee of EUR 50.– will be charged for a new name badge. Upon handing out a new name badge, the lost badge will be deactivated and become invalid.


Individuals requiring an official Letter of Invitation from the conference organisers can request one by contacting the MELiSSA Foundation. To receive a Letter of Invitation, delegates must first register to the conference and submit any necessary data, as stated on the online form.

The Letter of Invitation does not financially obligate the conference organisers in any way. All expenses incurred in relation to the conference, the registration and the attendance are the sole responsibility of the delegate.


It is the sole responsibility of the delegate to take care of his/her visa requirements. Delegates who require an entry visa must allow sufficient time for the application procedure. Delegates should contact the nearest embassy or consulate to determine the appropriate timing of their visa applications.


As a part of a visa application, individuals must have travel-health insurance for the duration of their stay in the European Union. This insurance can be obtained from any approved insurer. Individuals need to check with the responsible embassy/consulate for a list of approved insurers available in their country.

Individuals must have insurance for their entire stay in the E.U. and therefore are encouraged to ensure and pay for the correct number of days. The visa will only be given for the dates that are covered by the insurance policy, which need to relate to the travel dates.


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 MELiSSA Foundation will collect and store all personal data for the preparation and execution of the MELiSSA Conference 2020. In order to facilitate border entry and visa applications, the MELiSSA Foundation may share contact details of concerned delegates with EU immigration authorities.
Email contact details of delegates will not be passed on to third parties.


The liability of the conference organizers – 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 conference at his/her own risk. Oral agreements shall not be binding if these have not been confirmed in writing by the conference organizers.


The terms of this contract shall be fulfilled in Ghent, Belgium and, in the event of any legal claims arising from either party, Brussels, Belgium shall be the sole court of jurisdiction.