General Terms and Conditions of the Swiss Federal Institute of Aquatic Science and Technology (Eawag) for participation in events

Scope of validity

These General Terms and Conditions of Eawag for participation in events govern the legal relationship between the customer and the organiser (Eawag) and form a constituent part of the confirmation of booking. These General Terms and Conditions apply to every contract concluded for event participation. 
Customers declare their agreement to the General Terms and Conditions by checking the box marked “I have read and accepted the general terms and conditions” on the registration form or when booking online.


1. Conclusion of the contract, additional participants and payment

1.1 Registration in writing or online is binding upon customers. The contract between customer and organiser is concluded when registration is accepted unconditionally. If customers make a reservation for additional participants, they assume both their own contractual obligations and those of the additional participants (particularly in respect of payment of the participation fee). 
1.2 Receipt of registration will be confirmed by the organiser in writing. Registration becomes legally binding on participants upon confirmation by the organiser. 
1.3 Where participant numbers are limited, registrations will be dealt with in the order in which they are received. 
1.4 The services to be provided are defined in the service description in the leaflet or on the website. Special requests will only constitute part of the contract if they are confirmed unconditionally in writing by the booking agency. 
1.5 The total amount is payable by credit card at the time of booking online; for all other forms of booking it is payable within 30 days of receipt of the invoice.

2. Cancellation by participants

2.1 Cancellation by participants shall be made in writing (or electronically by e-mail). The following conditions apply:

  • Notice of cancellation will be deemed to be issued on the date of receipt by the organiser. Receipt of written notification by the organiser determines the calculation of the deadlines, starting from the next working day if notification is received on a weekend or a public holiday. In case of doubt, participants will be required to provide proof that notice of cancellation was given.
  • The organiser will be happy to accept a replacement participant who satisfies the conditions for event participation. However, the original participant remains liable to the organiser until the replacement participant has fulfilled the obligations arising from the contractual relationship in their entirety.

The following conditions apply:

Date of cancellation Cancellation costs (as % of invoice amount*)
Before the cancellation deadline, if stipulated, otherwise as follows: free
10 to 6 working days before the event 50%
5 or fewer working days before the event 100%

*In the case of reduced fees (e.g. for students), free cancellation is only possible before the registration deadline, after which the full amount must be paid.

Event fees will also not be refunded in the following situations:

  • Non-attendance (“no show”)
  • Partial use of the services offered at the event
  • Event cancellation by participants
  • Failure to attend due to accident/illness without presenting a doctor’s certificate

If a doctor’s certificate is submitted, the price paid will be refunded in full. The price paid will be refunded in full on the death of a close relative provided an official certificate is presented.

3. Prices

All prices include VAT at the statutory rate.

4. Holding and cancellation of the event

4.1 The organiser reserves the right to make changes to the event programme. 
4.2 The organiser reserves the right to move the event to a different location, to postpone it to a later time/date or to cancel it altogether if the minimum participant number is not reached in good time. Notice of the cancellation or postponement of an event will be given in writing, no later than three days prior to the event date. 
Participants have no right of recourse. Any payments made in advance will be refunded. Participants have no right to interest on the refunded amount. 
4.3 If an event has to be cancelled at the last minute because the lecturer/speaker, through no fault of their own, is unable to attend, the organiser’s representative present at the event will announce that the event cannot take place. 
4.4 If compelling reasons, such as force majeure, natural disasters, civil unrest, strikes, governmental measures, epidemics, etc. make it difficult or impossible to safely hold the event, the organiser will inform participants of its cancellation as quickly as possible. 
4.5 Substitute event:
In both cases (4.3 & 4.4), the organiser will endeavour to offer participants an equivalent substitute event. If participants are unable to attend the substitute event, amounts already paid will be refunded. Further claims are excluded.

5. Liability and insurance

Eawag will not assume any liability for any property damage or personal injury whatsoever, either before, during or after the event. Customers themselves are responsible for ensuring they have sufficient property, health and accident insurance cover. Eawag cannot be held liable for the theft or loss of any property.

6. Intellectual property rights

The event materials are protected by copyright. Documents may not be reproduced, distributed or otherwise used without Eawag’s express written consent.

7. Data protection

7.1 Eawag protects personal data. It treats the data provided by participants as confidential and uses it in compliance with data protection legislation. 
7.2 The personal data provided by participants (all information relating to an identified or identifiable natural person) is saved by Eawag in its course management system and processed in order to provide the agreed service and for billing, and is disclosed, to the extent necessary, to third parties engaged for this purpose. 
7.3 Participants accept that the contact data provided on registration will appear on a list that is accessible to all participants. 
7.4 Unless participants specify otherwise, Eawag will send participants information about future events and/or contact them by e-mail, letter or phone. 
7.5 Participants may revoke their consent to the processing of their personal data or ask for changes or deletions to be made at any time.

8. Photographs and video recordings; publication

8.1 Eawag reserves the right to take photographs and make video recordings before and during the event and to use these free-of-charge in Eawag brochures, publications and other media (e.g. website). 
8.2 Publications of any kind by participants in which reference is made to the event must be submitted to Eawag for prior information and approval.

9. Severability clause

Should any provision of these General Terms and Conditions be held invalid, illegal or unenforceable, this shall not in any way affect the validity, legality and enforceability of the remaining provisions. If any provision is invalid, illegal or unenforceable, it shall be replaced by a new valid, legal and enforceable provision, which comes as close as possible in its economic effect to that of the invalid, illegal or unenforceable provision.

10. Applicable law and place of jurisdiction

These terms and conditions are subject exclusively to Swiss law. The place of jurisdiction is the headquarters of Eawag.

Swiss Federal Institute of Aquatic Science and Technology (Eawag) 
Überlandstrasse 133 
CH-8600 Dübendorf / Switzerland

Tel +41 (0)58 765 55 11
Fax +41 (0)58 765 50 28

As at: Dübendorf, March 2018