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Meeting Registration Terms and Conditions

Introduction

This document specifies the terms for registration for and attendance at RIPE NCC-organised events (hereafter: "Terms and Conditions").

Article 1 Definitions

In these Terms and Conditions, the following shall be understood to have the meanings assigned to them below:

  • RIPE NCC - Réseaux IP Européens Network Coordination Centre, a membership association under Dutch law, with a registered office in Amsterdam, the Netherlands.
  • RIPE community - RIPE (Réseaux IP Européens) is a collaborative forum open to all parties interested in wide-area IP networks in Europe and beyond. The objective of RIPE is to ensure the administrative and technical coordination necessary to enable the operation of a pan-European IP network.
  • Meeting(s) – Event(s) organised by the RIPE NCC, including the RIPE Meeting.
  • RIPE Meeting – A five-day event (including related social events) organised by the RIPE NCC where the RIPE community gathers to discuss interests related to the Internet.
  • Registrant(s) – Anyone who registers to attend the Meeting, including to attend online.
  • Onsite Attendee – Registrant who attends the Meeting physically.
  • Remote Attendee – Registrant who attends the Meeting remotely.
  • Ticket(s) – Week ticket(s), day ticket(s) or student ticket(s) that give access to the RIPE Meeting as specified in Article 4 of these Terms and Conditions.
  • RIPE Dinner – The dinner that usually takes place the night before the end of the RIPE Meeting and for which the Onsite Attendees need to purchase a separate ticket.
  • Presentation(s) - Presentation(s) in any form, including but not limited to, BoF(s) and lightning talk(s) that will take place during the Meeting.
  • Presenter – Any Registrant that will deliver a Presentation at the Meeting.

Article 2 General

2.1 By registering for the Meeting, the Registrant confirms that they have read, understood and agree to be bound by these Terms and Conditions.

2.2 These Terms and Conditions may be subject to amendments and will be valid upon publication unless specifically indicated otherwise by the RIPE NCC. By attending the Meeting after any changes are made to these Terms and Conditions, Registrants confirm that they have read, understood and agree to be bound by these amendments.

2.3 When attending the Meeting as a participant of a specific programme organised by the RIPE NCC (such as RACI or RIPE Fellowship), these Terms and Conditions shall apply in addition to the terms and conditions of that specific programme.

2.4 Meetings may also be covered by additional terms and conditions. In case any of the provisions in those additional terms and conditions are in conflict with these Terms and Conditions, the additional terms and conditions of the specific Meeting shall prevail.

Article 3 Registration

3.1 Additional conditions apply to the Onsite Attendee registering for the RIPE Meeting (see Article 4).

3.2 The Registrant shall register for the Meeting on the RIPE NCC website or Meeting website.

3.3 Online participation at the Meeting will be available via the Meeting and/or the RIPE NCC’s website. Online participation is available for all Registrants.

3.4 After registration, the Registrant will receive an email confirming their attendance at the Meeting as well as information on how to participate and interact with the other Registrants online. By receiving the confirmation, the Registrant will have access to the Meeting and, if applicable, social event(s) of the Meeting.

3.5 The Onsite Attendees shall be responsible for their own transport, accommodation and any visa obligations for attending the Meeting. The RIPE NCC will provide Onsite Attendees with lunch and coffee breaks.

3.6 In case the Registrant will not be able to attend the Meeting, the Registrant shall cancel their attendance (as indicated in the confirmation email) as soon as possible.

Article 4 Registration for the RIPE Meeting

4.1 This article only applies to Registrants registering for the RIPE Meeting.

4.2 The Registrant shall register for the RIPE Meeting via the registration form on the RIPE Meeting website.

4.3 To finalise registering, Onsite Attendees shall pay for their preferred Ticket. This is not applicable to Remote Attendees. The available types of Tickets are the following:

  1. Week ticket: this ticket gives access to all days of the RIPE Meeting, but not to the RIPE Dinner.
  2. Day ticket: this ticket gives access to one day of the RIPE Meeting as specified by the Onsite Attendees, but not to the RIPE Dinner.
  3. Student ticket: this ticket gives access to all days of the RIPE Meeting, but not to the RIPE Dinner. For this Ticket, the Onsite Attendee must show a valid student identification card upon arrival at the RIPE Meeting. Student tickets are not available for students attending the RIPE Meeting on behalf of an organisation other than the institution where they are students. If an Onsite Attendee is not able to show a valid student identification card upon arrival at the RIPE Meeting, the RIPE NCC may charge the price for a week ticket.

4.4 Tickets include lunch, coffee breaks and social events. The RIPE Dinner is not included.

4.5 The Onsite Attendees shall be responsible for their own transport, accommodation and any visa obligations for attending the RIPE Meeting.

4.6 The price of the Ticket and the method of payment shall be specified on the RIPE Meeting website. It is the Onsite Attendee's sole responsibility to fulfil the payment of the Ticket.

4.7 After payment of the Ticket, the Onsite Attendee shall receive a RIPE Meeting badge upon arrival at the venue. The Onsite Attendee must be able to show the RIPE Meeting badge at all times while attending the RIPE Meeting.

4.8 The RIPE NCC shall only refund the price of a Ticket if the Onsite Attendee sends a written cancellation notice via email to meetings@ripe.net no later than ten (10) working days before the first day of the RIPE Meeting.

4.9 In case the Onsite Attendee asks for a refund of the price of a Ticket in accordance with Article 4.8, the RIPE NCC shall charge the Onsite Attendee an administrative fee of EUR 25, including VAT. This administrative fee shall be deducted from the price of the Ticket before the refund to the Onsite Attendee.

4.10 If the cancellation notice is received by the RIPE NCC later than ten (10) working days before the first day of the RIPE Meeting, the RIPE NCC shall not refund the price of the Ticket.

4.11 If the Onsite Attendee does not attend the RIPE Meeting and has not sent a cancellation notice in accordance with Article 4.8, the RIPE NCC shall charge the Onsite Attendee the price of their preferred Ticket.

4.12 The RIPE NCC may cancel the RIPE Meeting due to unforeseen reasons beyond the control of the RIPE NCC. In this case, the RIPE NCC shall not be liable for any damages except the ones described in this article. The Onsite Attendee shall receive a refund for the price of the Ticket and the price of the RIPE Dinner if applicable (excluding any additional costs made to fulfil the payment, such as credit card costs or bank expenses). Other expenses made by the Onsite Attendee (e.g. accommodation) shall not be reimbursed by the RIPE NCC.

Article 5 Privacy

5.1 All data of the Registrant is processed in accordance with Dutch and EU data protection laws and regulations.

5.2 By registering for the Meeting, the Registrant agrees to the RIPE NCC Privacy Statement.

5.3 By attending the Meeting, the Registrant allows the RIPE NCC to use and make publicly available video and/or audio recordings, photographs or presentations of the Registrant, or any of those in which the Registrant may be included. The Registrant should inform the organisers of the Meeting in case they do not want to be included in any of those.

5.4 By registering, the Registrant allows the RIPE NCC to publish the Registrant's name and organisation on a list of Registrants of the Meeting on the Meeting website or RIPE NCC website, as part of the RIPE NCC commitment to open and transparent policy development. If applicable, the Registrant may choose to share their profile picture and email address with those logged in to the RIPE NCC website with a RIPE NCC Access account. This latter option may be enabled or disabled by the Registrant at any time.

5.5 Use of the list of Registrants of the Meeting as described in Article 5.4 for advertising, direct marketing, marketing research or similar purposes is not allowed. If a Registrant acts in violation of this article, the RIPE NCC reserves the right to exclude the Registrant's attendance from the Meeting, including but not limited to any chat functions or other forms of communication, without being liable to pay any refund of the price of the Ticket or any other damages.

5.6 When participating online, the Registrant's name, as provided in the registration form, will be visible to all Registrants via the list of Registrants and on the chat function during the streaming of the Meeting.

5.7. The RIPE NCC may use third-party service providers to assist with the facilitation of the Meeting. In the event that these third-party service providers are acting as a data processor of the RIPE NCC, the RIPE NCC will make the necessary arrangements to ensure they do not process the data for longer than necessary for the purposes of facilitating the Meeting or for other reasons. Any transfer of personal data will happen based on an adequacy decision or the adoption of standard contractual clauses adopted by the European Commission.

5.8. The RIPE NCC may collect and use any Meeting-related data to publish anonymised reports on Meeting attendance, remote participation, feedback provided, etc.

Article 6 Liability

6.1 The Registrant indemnifies the RIPE NCC for any third-party claims filed against the RIPE NCC in relation to registration for the Meeting or for attending the Meeting or for any obligation arising out of these Terms and Conditions.

6.2 Live transcript services and/or audio translations may be provided in some sessions of some Meetings. Due to the inherent difficulties in capturing a live speaker's words, it is possible transcripts or audio translations may contain errors and mistranslations. The RIPE NCC accepts no liability for any event or action resulting from the content of the transcripts.

6.3 In case the Registrant shares any video and/or audio recordings, photographs or presentations of the Meeting on social media or any other channel, the Registrant indemnifies the RIPE NCC of all possible or future claims of third parties regarding the content. 

6.4 The Presentation slides, records, translations and transcripts from the Presentation and relevant discussion shall be published on the Meeting website or RIPE NCC website and will be freely available to anyone. The Presenter indemnifies the RIPE NCC against any claims of third parties regarding the content of the Presentation slides.

6.5 The RIPE NCC excludes all liability for any direct or indirect damages, including damages to the Registrant, Registrant's business, loss of profit, damages to third parties, personal injury or damages to property, except in cases involving wilful misconduct or gross negligence on the part of the RIPE NCC or its management.

6.6 The RIPE NCC shall not be liable for damages because of a failure to meet any obligation under these Terms and Conditions if such a failure is due to circumstances for which the RIPE NCC is not considered accountable by law, contract or trade custom.

6.7 The RIPE NCC shall, in any event, not be accountable for failures to perform resulting from force majeure, including but not limited to unusual weather conditions and earthquakes, epidemics, terrorist attacks, governmental actions or measures and strikes.

6.8 The RIPE NCC may cancel the Meeting due to unforeseen reasons beyond the control of the RIPE NCC. In this case, the RIPE NCC shall not be liable for any damages.

Article 7 Miscellaneous

7.1 The RIPE Code of Conduct applies to the Meeting. The Registrant acknowledges, understands and agrees that Meetings are attended by people with different experiences, backgrounds and views. It is expected that ideas will be exchanged in a respectful manner, and that everyone involved, including the Registrant, will demonstrate tolerance and respect to everyone involved with and participating at the Meeting at all times. If the Registrant fails to act accordingly, the RIPE NCC reserves the right to exclude the Registrant from the Meeting, including but not limited to any chat functions or other forms of communications, without thereby being liable to refund the price of any Ticket the Registrant may have purchased in order to attend the Meeting or any other damages.

7.2 The RIPE NCC's intellectual property may only be used, reproduced and made available to third parties upon prior written authorisation from the RIPE NCC and in any case in accordance with the RIPE NCC Copyright Statement.

7.3 The RIPE NCC Privacy Statement and the Copyright Statement, which may be revised and updated from time to time, form an integral part of these Terms and Conditions.

7.4 If any provision contained in the Terms and Conditions is held to be invalid by a court of law, all other provisions of these Terms and Conditions will continue to be in effect and enforceable.

Article 8 Governing Law

These Terms and Conditions shall be exclusively governed by the laws of the Netherlands. The competent court in Amsterdam shall have exclusive jurisdiction with regard to disputes arising from these Terms and Conditions.