General Terms and Conditions for Participants in Events and for Orders

Part 1: Booking of an Event

1. Registration

Your registration is binding. The contract enters into effect as soon as we accept your registration, for instance by confirming it or by sending the invoice.

2. Terms of payment

Participation fees are payable without deduction within 10 days after receipt of the invoice, and in any case before the start of the event.

3. Non-participation

If you do not make use of single services without any fault on our part, without having cancelled them and without the reason for the non-participation being a case of force majeure the agreed participation fees are due, nevertheless, unless agreed otherwise in the participation conditions or in a separate contract.

4. Changes concerning the event

In case of necessity and in order to maintain essential parts of the event as set out we may change single elements of the event. In this case and if the change is insignificant and reasonable for the participants in the light of the circumstances of each single case you are not entitled to a reduction or to a reimbursement of the price.

We have the duty to carry out a proper selection of the speakers but we are not liable for the content of their lectures, for their way of instructing or for their statements.

In principle there is no right to a certain speaker provided that this particular speaker has not been announced or agreed upon as single or essential element of the event.

If the circumstances so require or if the absence of a speaker or the non-performance of another service can be prevented by transmitting the contents of the programme this transmission shall be deemed as agreed upon if the contents are transmitted into another event room or online or by means of a video, or if you can receive or follow the contents in another event room or online or by digital means.

5. Cancellation

If you want to cancel the contract for any reason we are not responsible for (“cancellation”) you have to do so in writing. We may either charge the costs agreed less the expenses not incurred or we may invoice our costs and lost profits in the form of a lump-sum. In this event the following lump-sums apply:

In case of cancellation of the participation in the event we charge the following processing fees:

- until 4 weeks prior to the start of the event 10 % of the registration fee.
- until 3 weeks prior to the start of the event 25 % of the registration fee.
- until 2 weeks prior to the start of the event 50 % of the registration fee.
- within 2 weeks prior to the start of the event 100 % of the registration fee.

If you change your registration to a different date and we accept this re-booking the date relevant for the calculation of the aforementioned deadline remains the date of conclusion of the contract for the first event which then was re-booked. This means that the cancellation periods will not be extended by re-booking an event, and that they will not start anew.

If you can prove that we suffered a minor damage than the cancellation fees or that we suffered no damage at all you only have to pay the lower sum or no cancellation charges at all if there was no damage.

In case of cancellation you may send a substitute participant in order to prevent cancellation fees. This is only possible if the substitute participant fulfils the acceptance criteria, the event has not started yet and we accept the substitute participant.

6. Cancellation of the event

We may terminate the contract or cancel the event if the speaker scheduled cannot participate without our fault due to illness and if no substitute speaker is available. This also applies if the event has to be cancelled due to force majeure or due to other serious incidents or if carrying out the event is unreasonable.

We may terminate our contract with you if the maximum admissible number of participants in the event room scheduled is reduced because of external circumstances for which we are not responsible. Should such a case arise earlier bookings take precedence over later bookings. In that event the force majeure provisions agreed take effect.

In these cases you are only entitled to reimbursement of the participation fees already paid; further claims are excluded.

We try to offer an alternative date, as far as possible. You may book this alternative date free of charges (but you are not obliged to do so).

7. Refund arrangements

Reimbursement is carried out using the same means of payment as you used for paying the registration fee. Refunds will be made to the persons who affected the payment to us.

Part 2: Orders for GMP Publications

1. Order

Your order is an offer to us for the conclusion of a sales contract. A sales contract is only concluded, when we dispatch the product ordered to you. Acceptance can be declared by sending the confirmation of the order, the invoice or by delivering the order.

2. Revocation or withdrawal

If you are a trader (§14 German Civil Code) the following applies: You may withdraw from the order within 14 days after delivery. The purchase price will only be reimbursed if payment has been carried out and the goods are returned to us in good order and condition within 20 days. Shipping expenses and postage for delivery of the goods will not be reimbursed. Return shipment is at your expense.

If you are a consumer (§13 German Civil Code) the following applies: You have a statutory right of withdrawal, and you are informed and cautioned about this right in the course of the ordering process.

3. Delivery

Unless otherwise agreed delivery will take place ex store to the delivery address specified by the customer. We have to attempt delivery once. We have the right to demand reimbursement for additional costs should further delivery attempts be required.

4. Terms of payment

The amount of invoice is payable without deduction within 10 days after receipt of invoice. Concept Heidelberg GmbH reserves the right to make deliveries to particular groups of customers only after the transfer of the amount of invoice. The prices listed on the website are exclusive of VAT, postage and packaging.

5. Retention of title

Unless fully paid the goods delivered remain property of Concept Heidelberg GmbH.

Part 3: Miscellaneous

1. Place of jurisdiction

If you are a merchant within the meaning of the German Commercial Code or a legal person governed by public  law or a special fund under public law the following applies: Place of jurisdiction for all claims arising out of the relations with you is our place of business. We are also entitled to choose the place of jurisdiction at your place of business.

2. Choice of the applicable law

If you are a trader (§14 German Civil Code) the following applies: German law is the applicable law.

If you are a consumer (§13 German Civil Code) the following applies: The present General Terms and Conditions as well as the contractual relations with you are governed by the law of the Federal Republic of Germany excluding the substantive law of the EU. The legal requirements concerning the limitation of the choice of applicable law remain unaffected, however. According to Art. 6(2) of Regulation (EC) No. 593/2008 (so-called “Rome I Regulation”) in its geographic scope of application especially the following applies: To the extent that the law of the country where you had your habitual residence a the time of conclusion of the contract (in the following “right of the place of residence”) contains rules for your protection that pursuant to the right of the place of residence cannot be derogated from by agreement you are subject to the (more favourable) rules of your right of the place of residence. This means that despite the choice of applicable law according to sentence 1 you always enjoy the protection of the mandatory rules of your right of the place of residence.

3. European Online Dispute Resolution platform

The EU provides an Online Dispute Resolution (ODR) platform. The ODR platform aims to resolve disputes between consumers and online platforms which have arisen from online sales or service contracts, as fast and effectively as possible.

According to Art. 14 of Regulation (EU) No. 524/2013 on online dispute resolution for consumer disputes (Regulation on consumer ODR) we provide the link to this ODR platform. You can access the Online Dispute Resolution platform here:

Access to the European Online Dispute Resolution platform

In this context, and equally pursuant to Art. 14 of the Regulation on consumer ODR we specify our e-mail address for your attention: info@concept-heidelberg.de 

We would like to point out that we are not obliged to conduct a dispute resolution procedure before an alternative dispute resolution entity for consumers, and that we will not participate on a voluntary basis in such a procedure.

(As of September 2022)