Terms & Conditions

The following terms and conditions set out the legal rules applicable to the SOMP 2015 - 26th Annual General Meeting & Conference. Participants shall be bound by these terms and conditions upon registering for the Conference and are advised to read and understand these terms carefully before registering. The Organiser will not accept any conditions contradictory to or deviant from these general terms and conditions.

1. Definitions

The term “Organiser” relates to the Organising Committee of the SOMP 2015. The term “Participant” describes any person with a conference ticket (as well as discounted, dinner or spouse ticket holders) that has made a successful registration. “Sponsor” describes any company or Institution that has made a successful application for a SOMP 2015 Sponsor Package, additional sponsorship items or advertising space.

2. Conference Language

The official language of the Annual General Meeting & Conference will be English only.

3. Registration

Registration to the Conference must be done through the online registration system as described on the Registration page. Participants will receive an automatic confirmation of the registration details. If you do not obtain anything, please send an email to somp2015atmabb [dot] tu-freiberg [dot] de to make sure that the Organiser has received your booking. Registration will only be effective on receipt of the registration fee or after authorisation of credit card payment. Please notify any corrections to your registration immediately.

4. Paper Submission

The call for submission and acceptance of papers is already announced and the schedule will be followed strictly. Any submissions of abstracts or papers beyond the settled deadline dates may not be accepted. The camera-ready manuscripts must comply with the templates provided by the organiser.

5. Cancelation Fees

Fees will be refunded in full if notice of cancellation is received before 1 May 2015. The 50 % of the conference fees will be refunded in case notification of cancellation is after 1 May 2015, but not later than 1 June 2015. Participants who fail to attend without notifying the organiser will be liable for the whole conference fee. Substitutions of Participants may be made at any time. Cancellations and changes should be notified in writing. In all cases date of postmark shall apply. Any fees to be refunded will be paid after the end of the conference. The Organiser reserves the right to change the programme content or to cancel the event due to important reasons. Cancellation fees of third parties that may appear in this context will not be reimbursed.

6. Sponsorship

Confirmation of request for reservation of a sponsorship package is only valid when made in writing by the sponsor to the Organiser, by returning a completed Sponsorship Package Application Form with a ticked box to accept the Terms and Conditions. Once the application for the sponsorship package has been receipt and accepted by the Organiser, it becomes legally binding for the Sponsor. Applications for a sponsorship package should be made until 30 of April 2015.

The Organiser reserves the right to refuse any application that does not comply with the conditions appearing in these regulations. Upon receipt of the application form and acceptance of the company or institution as Sponsor, the sponsorship package will be confirmed by the Organiser in writing. Upon reservation an invoice for the total due amount shall be sent. Payment is due by 30 days from invoice date.

No cancellation shall be acknowledged unless received in writing. The date upon which the notice of cancellation is received shall apply as the official date of cancellation. The Sponsor cancelling his application for a sponsorship package after the official application has been accepted by the Organising Office will be liable to pay the following fees. If the package cannot be reallocated to another company/institution:

  • 50% of the total rate, if the cancellation is received in writing before 1 May 2015;
  • 100% of the total rate, if the cancellation is received in writing after 1 May 2015.

Any refunds will be made after the conference but not later than 31 December 2015. The Sponsor will not be entitled to any interest that the Organiser may have derived from payments made by the sponsor. All bank charges, including senders and receiver's charges, resulting from a refund related to cancellation of sponsorship package will be at the charge of the Sponsor.

7. Data Protection

All personal data provided to the Organiser for registration will be treated as confidential. The data shall be used and stored for further processing and documentation purposes. The information will not be re-used for an incompatible purpose. Data shall be delivered to assigned service providers, as deemed necessary for the successful performance of the Conference. The Organiser will only disclose information to third parties if that is necessary for the fulfilment of the purpose(s) identified above.

The list of Participants and delegates will be made available for all conference delegates, speakers, and sponsors of the event, who may use the data for promotional purposes.

The Organiser may free of charge and without the further consent of the participants use and release pictures and shots taken of the Participants and/or their works (such as posters, excerpts of presentations or lectures) during the Conference for reports of the Conference and announcement of events in future. Speakers who do not wish to give permission please email somp2015atmabb [dot] tu-freiberg [dot] de before the commencement of the Conference.

The Sponsor/Participant expressly declares his agreement that, in order to fulfil this contract, the Organiser is authorized to store and pass on the necessary personal data of the sponsor/participant for automatic and internal data processing purposes only. Objection against publication and circulation of this data may be made at any time until 3 weeks prior to the event and has to be made in writing to the organiser.

8. Please Note

By registering you accept and agree with the terms and conditions that govern the 2015 SOMP - Annual General Meeting & Conference. In its sole discretion the Organiser may amend or modify these regulations by posting notice of the amendment(s) or modification(s) on the conference website before the latter shall become effective. Any aspect that is not covered by these regulations is subject to approval by the Organiser.

All agreements between the Organiser and the Sponsor/Participant and all disputes which may arise between the Organiser and the Sponsors/Participants shall be exclusively subject to German law.