1.  Application of these General Terms and Conditions

These General Terms and Conditions apply when a company with a valid VAT number (hereinafter the "Client") buys a certain number of rights to register participants for the onsite European Annual Congress of Rheumatology 2025, to take place from 11 - 14 June 2025 (hereinafter "Congress"). The Congress is organised by the European Alliance of Associations for Rheumatology EULAR, Seestrasse 240, 8802 Kilchberg, Switzerland, email: congress@eular.org (hereinafter "EULAR").

2. Congress

​2.1 The Congress

The aim of the Congress is to provide a forum of the highest standard for scientific (both clinical and basic), educational and social exchange between professionals involved in rheumatology, liaising with patient organisations, in order to achieve progress in the clinical care of people with rheumatic diseases.

The events of the Congress and the benefits for the participants are set out in more details on the Congress Website https://congress.eular.org/ (hereinafter "Congress Website").

​2.2 Programme of the Congress and Modification

The programme of the Congress will be published on the Congress Website. EULAR reserves the right to modify the programme. No refunds will be granted in case of modification, cancellation of speakers or any other incident during the Congress.

​2.3 Access to the Content of the Congress

Depending on the category the participant is registered in, the participant will have a more or less extended access to the content of the Congress. Access rights depend on the legislation of the Congress location and on other criteria set out in the Congress Website.

​2.4 Language

Unless otherwise specified, all lectures, basic science and clinical symposia, abstract sessions, presentations and discussions, workshops and special interest group sessions are in English.

3. Group Registration (Business to Business)

​3.1 In General

Group registration is possible until 14 June 2025, 11:59 CEST.

With the group registration, the Client can buy the right to register a certain number of participants (allotment).

EULAR has mandated Congrex Switzerland Ltd, Reinacherstrasse 131, CH-4053 Basel, Switzerland as its contractor to handle the Congress registrations; telephone: +41 61 686 77 77, email: congress.reg@eular.org.

​3.2 Participants

The Client can register participants to the Congress, if they are at least 18 years old when attending the Congress.

The Client has to ensure that the registered participants are informed of their registration and that they agree to the General Terms and Conditions for Individuals, which can be found on the EULAR Website.

The Client has to ensure that the registered participants are informed of the data processing as set out in these General Terms and Conditions and that they have consented thereto.

​3.3 Letter of Invitation and Visa Requirements

The participant may request an invitation through his/her/their Congress Account following payment of the registrations. With the letter of invitation, EULAR does not enter into any financial obligation and will not cover any expense of the participants.

The participant is solely responsible to take care of his/her/their visa requirements.

4 Registration Fees

​4.1 In General

The registration fees are published on the Congress Website.

​4.2 Handling Fee

All invoiced registrations are subject to a handling fee of 3.5%.

​4.3 Costs by Bank Transfer

All costs incurred by the Client or EULAR linked to the bank transfer, including banking fees, must be paid by the Client.

5 Invoice, Payment and Taxes

​5.1 Invoicing

EULAR will invoice the registration fees by sending an invoice to the Client.

​5.2 Payment Due Date and Interest

Invoices are due by the Client within 10 days of the date of issuance.

In case of default, an interest of 5% p.a. will be due. The Client is immediately in default, without the need of sending a reminder ("Fixgeschäft").

​5.3 Payment by Bank Transfer

Until 28 May 2025, 23:59 CEST at the latest, the Client must pay the invoices by bank transfer. Payments must be received before 30 May 2025, 23.59 CEST.

The registration fee has to be paid as follows:

Currency EUR

Bank Name UBS AG, Postfach, CH-8098 Zurich, Switzerland

Account No. 206-DP101 385.5

IBAN CH66 0020 6206 DP10 1385 5

BIC UBSWCHZH80A

Beneficiary European Alliance of Associations for Rheumatology, Seestrasse 240,

8802 Kilchberg, Switzerland

The Client has to indicate the participant's or the group's name, identifier and "EULAR2025" on all payment (for example EULAR2025-I/XX or G/XX)

​5.4 Payment by Credit Card

EULAR prefers payment via bank transfer. In exceptional cases EULAR offers to pay the invoices by credit card.

The credit card payment will be processed through the secured gateway Saferpay to which EULAR has no access. When paying via Saferpay, the Client's data will be processed by Worldline Switzerland AG, Hardturmstrasse 201, 8005 Zurich, Switzerland as part of the payment process. Further information on data protection can be found on the Worldline website.

6 Registration

​6.1 Registration Process

The Client can process the group registration directly through the EULAR Website by using the company access (group) portal. All group registrations require a VAT number.

Names and all details of the participants within the group contingent must be completed by 27 May 2025.

During registration process, the Client will be asked to what category the participants belong to. The categories are described on the Congress Website.

The Client must register the participants within the correct category. EULAR may, at any time, request from the Client that it provides EULAR with the necessary evidence or confirmation to show that the participants are correctly registered.

The Client warrants that it will fill in the fields with true and correct data of existing natural persons. In case the details are not filled in correctly and a manual handling is required to correct them, such manual handling will be considered to be a modification to the registration as set out in section ‎6.2 below.

EULAR will inform the Client and the participant of the admission by sending a confirmation email. The registration portal allows the Client to download the confirmation that the participant is registered.

​6.2 Modification to the Registration

The Client may request that the participant that has been registered is replaced by another participant. This is, however, only possible if the Client has notified the (formally) registered participant and that he/she/they has consented to the replacement and if EULAR did not send a letter of invitation. A handling fee of EUR 40 per registration will be charged for every modification of the registration.

A request for modification of the registration, including the consent of the participant, must be sent by email to congress.reg@eular.org prior to 30 May 2025, 23:59 CEST.

​6.3 Cancellation of Registration

Until 30 April 2025, 23:59 CEST, the Client may lower the number of registrations (contingent) at will, In such a case, the Client has to pay a cancellation fee of 25% of the registration fee of the cancelled registration, meaning that EULAR will refund 75% of the registration fee paid for these cancelled registration.

If the Client has already registered participants, the Client must notify each affected participant and he/she/they must provide his/her/their consent to the cancellation.

Cancellation requests, including the consent of the participants, must be sent by email to congress.reg@eular.org.

​6.4 Congress Account

EULAR will grant each participant with a personal congress account (hereinafter "Congress Account") available via https://vmx.m-anage.com/home/eular/eular25/.

To open the participant's Congress Account, the Client and/or the participant will be asked to enter the participant's email-address, which will be the username, and a password. The Client and the participant must keep the password confidential and secure. The Client must ensure that the participant does not allow any third party to use his/her/their Congress Account.

EULAR may disable any Congress Account if EULAR is of the view that such Congress Account is misused.

7 Disclaimer of Warranty and Liability

​7.1 No Warranty for Information and availability

EULAR does not warrant the completeness, accuracy and actuality of the information conveyed during the Congress, in particular the medical information.

EULAR does not warrant any availability, in particular not the availability of the electronic platform for the on-demand content or the Congress app or any information thereon, nor that the transmission or content will be error free.

The Congress does not contain any therapeutic recommendations and cannot replace the independent and complete analysis, evaluation, diagnosis, risk assessment, treatment or other medical activities by a medical specialist.

​7.2 Exclusion of Liability

To the fullest extent permitted by applicable law, EULAR excludes any liability for any damages, loss, injury, or liability whatsoever suffered out of or in connection with the Congress and the agreement the Client and/or the participant enters into with EULAR.

8 Cancellation of the Congress

In the event of total or partial cancellation of the Congress for any reason whatsoever, including, but not limited to, due to fire, strike, war, natural disaster (either threatened or actual), communicable disease, governmental regulations, bankruptcy of a major provider or any cause, which would prevent or impair the attendance of participants or the scheduled opening or the continuance of the Congress, the contractual relationship between EULAR and the Client and the participant will be terminated immediately. If EULAR cancels the Congress prior to 30 April 2025 23:59 CEST, EULAR will refund the Client for the registration of participants to the Congress according to the cancellation terms (section ‎6.3 above). EULAR will not have to provide any other refund and shall not have to refund any registration fee already paid.

9 Feedback and Complaints

EULAR aims to provide the highest quality of services to the participants and values feedback (positive and negative) and comments. Feedback and comments can be addressed to congress@eular.org.

EULAR usually addresses complaints within one working week after receipt. If EULAR needs more time to evaluate the complaint, it will inform the person complaining of the reasons for the delay within one week.

10 Copyrights

EULAR and/or the speakers do not assign, transfer or license to the Client and/or the participant any copyright in connection with the Congress.

11 Data privacy

The Client represents and warrants that it has informed the participant on how his/her/their data is processed prior to transferring any personal data to EULAR, in particular prior to filling in the registra-tion fields. The participant has to be informed that EULAR is the controller of the processing, on which data are processed, that they will be transferred to third parties such as service providers in the field of the congress organization, IT or usual services) and that they are processed for the purpose of granting access to, organising, advertising, performing and analyzing the Congress. The Client has to inform the participants about their rights as data subjects.

The Client further represents and warrants that it has received the consent of the participant that

• EULAR may send information to the participant about the Congress and other EULAR activities;
• Photos are taken and videos recorded during the Congress on which the participant might appear, and that such photos are published, and video broadcasted worldwide over the Congress Website and over social media channels;
• The participant’s data are transferred to the publisher of the Annals of Rhematic Diseases for the purpose of distributing the Annals of Rhematic Diseases to the participant;
• The participant’s data are transferred to third parties providing industry symposia, meet the experts, exhibitions or other third-party content if he/she/they attend such event;
• The participant’s data will be shared with other participants and third parties if he/she/they uses EULAR Networking or Communication tools.

EULAR will also process personal data of the Client and the contact persons in charge for the purpose of fulfilling the agreement and for advertising purposes.

Further information on EULAR's data processing activities can be reviewed on EULAR's Data Protection Policy available on EULAR's website.

12 Anti-Bribery

Neither Party has made, offered or authorised or will make, offer or authorise any payment, gift, promise or other advantage, whether directly or through any other person or entity, to or for the use or benefit of any government official or any entity or other person, where such payment, gift, promise or other advantage would violate the anti-bribery and money-laundering legislation or any other applicable law.

13 Indemnification

In connection with the performance of the agreement and/or the registrations, the Client warrants that it complies with applicable legislation (in particular applicable data protection regulations), regulations, standards of applicable international and national codes of the pharmaceutical industry and EULAR's Code of Practice.

The Client shall indemnify EULAR from any losses, liabilities, damages and claims (including reasonable attorneys’ fees) incurred by EULAR as a result of any claim, in which it is asserted that the Client infringed applicable legislation (in particular applicable data protection regulation), regulations, standards of applicable international and national codes of the pharmaceutical industry, EULAR's Code of Practice or third-party rights.

EULAR shall promptly notify the Client of any asserted claim. The Client, at its sole expense, shall diligently conduct the defense of such claim and all negotiations for its settlement, using competent legal advisors. EULAR shall give the Client reasonable assistance, at the Client's request and expenses.

14 Applicable law and place of jurisdiction

The substantive laws of Switzerland are applicable, with the exclusion of the conflict of law rules. The exclusive place of jurisdiction is at the seat of EULAR, currently Kilchberg, Switzerland.

November 2024