Terms and Conditions
1. GENERAL
These are the terms and conditions (the “Agreement”) that govern your attendance at and/or participation in the 8th bifiPV workshop (the “conference”) to be held July 27 to 29 2020 in Walnut Creek, California, USA. By registering for the conference you are agreeing to these terms and conditions which form a legal contract between PVEL LLC (herein “PVEL”), and the registered attendee and/or participant (herein “attendee” “participant” or “you”). If you are registering on behalf of another it is your responsibility to ensure that the person attending is aware of these terms and accepts them, and by completing the registration you are warranting that you have made the attendee aware of these terms and that they have accepted these terms.
Location: Walnut Creek Marriott Hotel, 2355 N Main St, Walnut Creek, CA 94596
The conference will be hosted by PVEL LLC (PV Evolution Labs or PVEL), the National Renewable Energy Laboratory (NREL), Energy Research Center of the Netherlands (ECN TNO), Solar Energy Research Institute of Singapore (SERIS), Sandia National Laboratories, ZHAW School of Engineering, International Solar Energy Research Center Konstanz (ISC), and the Institute National de L’energie Solaire (INES).
Responsible conference organizer: PV Evolution Labs (Organizer) 1360 Fifth St, Berkeley, CA, USA 94710, www.pvel.com
2. PROGRAM AND SOCIAL PROGRAM
The conference program will be published on the conference website: www.bifipv-workshop.com.
Organizer cannot assume liability for any changes in the program and reserves the right to cancel, postpone, relocate or change the conference or any of the sessions or to add new sessions and to make changes regarding speaker identity. Updates will be published on the website.
3. REGISTRATION
CONFERENCE REGISTRATION
The registration is only online and deadlines are as follows (may be subject to change):
Early bird registration deadline: April 30, 2020 at 7:00 PM PDT
Standard registration deadline: The online registration will close on July 27, 2020 at 7:00 PM PDT
Late / On‐site registration: at the registration counter during the conference but subject to availability and At‐the‐Door fees.
Should one deadline be missed, the next applicable fee will be charged automatically. The registration will only be confirmed upon receipt of full payment. The online registration for bifiPV is available on www.bifipv-workshop.com and managed via Eventbrite.
Hotel room block is available through June 29 2020, after which registrants can book at the conference hotel at its regular rate subject to availability.
STUDENT RATES
Students enrolled at an approved university will receive the reduced student conference fee. All student discounts are at the Organizers' sole discretion, and proof of status (student card) is required. For this purpose, students should email a scan of their student card to bifipvworkshop@pvel.com after registering. In addition, they must present their original student identification card on‐site in order to receive their name badge. Discounts must be applied when registering – discount cannot be applied after the booking has been processed.
STUDENT TICKETS FOR MASTERS AND PhD STUDENTS
In case you would like to register for a student ticket as a Masters or PhD student, the following criteria should be fulfilled, and the following document provided:
A personalized document on official university paper in English language, signed by the professor/Masters/PhD supervisor, proving that the participant is enrolled in a Masters or doctorate program. The document must be sent via email to bifipvworkshop@pvel.com and must be presented on‐site at the registration desk in order to receive the name badge.
SOCIAL EVENTS
Registrations for social events cannot be refunded, but registrant may submit the name of a substitute attendee provided the substitution is communicated prior to the start of the conference.
CAPACITY is limited! Registrations will be handled on a first come, first serve basis. If the maximum attendee capacity is reached, the organizers reserve the right to refuse any further registration.
4. PAYMENT
The whole payment procedure will be managed by Eventbrite. Payment is required at the time of registration and must be made in US dollars only. Payment is possible by credit card. Attendees should complete the relevant section of the online registration form. Confirmation of conference fee and social program will be forwarded after acceptance of payment by Eventbrite.
ON‐SITE REGISTRATION: Payment must be made using a credit card via Eventbrite. The conference fee and additional services may be subject to tax. Should tax rates increase, the fee and prices quoted will be subject to adjustments without prior notice.
The participant will receive confirmation of his/her online registration by e‐mail. If no confirmation is received within 48 hours, please contact bifipvworkshop@pvel.com.
Each regular conference registration for the bifiPV Workshop includes:
· Access to all conference sessions
· Conference materials, including
o the printed conference program,
o the online conference proceedings, available approximately four months after the conference.
· Meals and refreshments:
o the daily breakfast, coffee breaks and lunch at the conference,
o the welcome reception on Monday, July 27 2020.
o the conference dinner on Tuesday, July 28, 2020.
Travel and accommodation costs and arrangements are not included in the conference fee; attendees are responsible for making their own travel and lodging arrangements.
5. CONFIRMATION/ADMISSION
A delegate’s registration will not be valid until receipt and clearance of payment by the conference Organizer via Eventbrite.
A letter of confirmation/payment receipt will be sent by e‐mail via Eventbrite once the fully completed registration form and the related payment is submitted. Attendees should present this confirmation/payment receipt at the registration counter to prove their registration and payment.
VISA REQUIREMENTS
It is the sole responsibility of the attendee to contact the nearest embassy or consulate for visa details and to allow sufficient time for the visa application procedure. Please note that the visa process might take several months.
INVITATION LETTER FOR VISA APPLICATION
Delegates must have registered and paid the required conference fees before requesting an official Letter of Invitation. A digital version of the Letter of Invitation can by email to bifipvworkshop@pvel.com after the conference registration has been completed. Please note that the conference Organizer will not be able to contact or intervene with any Embassy or Consulate office on behalf of an attendee.
The Letter of Invitation does not financially or otherwise obligate the conference Organizer in any way. All expenses incurred in relation to the conference are the sole responsibility of the attendee.
NAME BADGE
Attendee must check-in on arrival at the conference and can expect to receive her/his name badge then. The name badge is required for admittance to all booked conference sessions and events. Each attendee is required to wear and clearly display the name badge at all times during the conference and the included social events in order to gain access. The name badge will contain first name, last name and university/institution/company of the attendee.
6. CANCELLATION POLICY
Registered conference participants who cannot attend the conference will be refunded as follows:
· Receipt of cancellation by June 29 2020: Refund of the full conference fee minus Eventbrite processing fee.
· No refund can be accepted after June 29 2020.
· No refund will be given for registrations for social events and technical tours, if any, but substitutions are permitted.
Substitutions are permitted at any time before start of the conference. If you wish to substitute a participant, please contact the conference Organizer at your earliest convenience. Substitutions prior to the conference are free of charge. Substitutions on the first day of the conference before start of the first session are possible but subject to a handling fee of $50. After start of the first session, the ticket is non‐transferrable.
Credit will not be given for unattended events or early termination of attendance except as provided above.
Cancellations of the registration must be made in writing to the conference Organizer at PV Evolution Labs, 1360 Fifth St, Berkeley, CA, USA 94710, bifipvworkshop@pvel.com.
All approved refunds will be made after the conference and within four months. Any bank charges or Eventbrite fees will be charged to the participant.
7. CANCELLATION OR POSTPONEMENT OF THE CONFERENCE
If the conference is cancelled or postponed, the conference Organizer or its affiliates cannot be held liable by attendees included, but not limited to, any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc. Under these circumstances, the conference Organizers and its affiliates reserve the right to either retain the entire registration fee or to reimburse the attendee after deducting costs already incurred for the organization of the conference and which could not be recovered from third parties.
8. DATA PROTECTION
The personal information provided by the participants will be held on a database. Credit card information will NOT be stored in this database. The email addresses will be used to circulate the conference newsletter, last minute details and announcement of future conference events, and will be passed on to the organizer of the next conference as applicable. The data of the participants will not be given to a third party that is not related to the conference. By registering for the conference, the participant agrees to this. For further details, please see the data protection policy on the PVEL LLC website: https://www.pvel.com/privacy-policy/
9. ADDITIONAL TERMS AND CONDITIONS
9.1. Admittance. Your registration entitles you to admittance to the conference. Any and all other costs associated with your attendance (including without limitation any travel and/or accommodation expenses) shall be born solely by you and Organizer shall have not liability for such costs.
9.2. Termination. You acknowledge that the conference Organizer reserves the right to request your removal from the conference, in its sole discretion, if Organizer considers your presence and/or behavior to create a disruption or to hinder the conference and/or the enjoyment of the conference by other attendees or speakers.
9.3. Media. By attending the conference you acknowledge and agree to grant the conference Organizer the right at the conference to record, film, photograph or capture your likeness in any media now available and hereafter developed and to distribute, broadcast, use or otherwise globally to disseminate, in perpetuity, such media without any further approval from you or any payment to you. This grant to the conference Organizer includes, but is not limited to, the right to edit such media, the right to use the media alone or together with other information, and the right to allow others to use and/or disseminate the media.
9.4. Conference Content. You acknowledge and agree that the conference Organizer, in its sole discretion, reserves the right to change any and all aspects of the conference, including but not limited to, the conference name, themes, content, program, speakers, performers, hosts, moderators, venue and time.
9.5. Payment. The payment of the applicable fees for the conference is due upon registration. If such payment is insufficient or declined for any reason the conference Organizer may refuse to admit you to the conference and shall have no liability in that regard.
9.6. Taxes. The fees may be subject sales tax, value added tax, or any other taxes and duties which, if applicable, will be charged to you in addition to the fees.
9.7. All intellectual property rights in and to the conference, the conference content and all materials distributed at or in connection with the conference are owned by the conference Organizer and/or the conference sponsors or speakers presenting at the conference. You may not use or reproduce or allow anyone to use or reproduce any trademarks (including without limitation “PVEL”) or other trade names appearing at the conference, in any conference content and/or in any materials distributed at or in connection with the conference for any reason without the prior written permission of the conference Organizer.
9.8. Intellectual Property. For the avoidance of doubt, nothing in this Agreement shall be deemed to vest in you any legal or beneficial right in or to any trademarks or other intellectual property rights owned or used under license by the conference Organizer or any of its affiliates or grant to you any right or license to any other intellectual property rights of the conference Organizer or its affiliates, all of which shall at all times remain the exclusive property of the conference Organizer and its affiliates.
9.9. No Warranties; Limitation of Liability. The conference Organizer gives no warranties in respect of any aspect of the conference or any materials related thereto or offered at the conference and, to the fullest extent possible under the laws governing this Agreement, disclaims all implied warranties, including but not limited to warranties of fitness for a particular purpose, accuracy, timeliness and merchantability. Neither Organizer nor its affiliates can accept any responsibility or liability for reliance by you or any person on any aspect of the conference and/or any information provided at the conference. Other than to the extent required as a matter of law: (i) neither the conference Organizer nor its affiliates shall be liable for any direct, indirect, special, incidental, or consequential costs, damages or losses arising directly or indirectly from the conference or other aspects related thereto or in connection with this Agreement. The maximum aggregate liability of the conference Organizer for any claim in any way connected with the conference or this Agreement whether in contract, tort or otherwise (including any negligent act or omission) shall be limited to the amount paid by you to the conference Organizer under this Agreement to attend the conference.
9.10. Force Majeure. If the conference Organizer is unable to perform or is precluded from performing its obligations under this Agreement due to any unforeseen circumstances beyond the reasonable control of the party precluded from performing, including, but not limited to, fire, riot or civil commotion, act of government or governmental instrumentality, war, terrorist act, virus, disease, quarantine, tsunami, earthquake, nuclear emergency, then such inability to perform shall not be deemed to be a default hereunder.
9.11. Governing Law and Jurisdiction. This Agreement shall be governed by the laws of the State of California and the parties shall submit to the exclusive jurisdiction of the courts located in San Francisco, California.
