Registration Terms and Conditions

Terms and Conditions

Submitting your registration form and payment constitutes an agreement on your part to accept and understand the following disclaimer & waiver details, policies and general terms and conditions of GBTA Conference 2019 – Munich in Partnership with VDR

Disclaimer & Waiver: As an attendee I agree to pay in full the registration fee that is applicable to my registration category. Listed membership discounts are only given to current GBTA members in good standing. All others must register at the non-member rates in effect on the respective date at the time of registering.

As a condition of my participation in this meeting or event, I hereby waive any claim I may have against Global Business Travel Association ("GBTA") and its officers, directors, employees, or agents, or against the presenters or speakers, for reliance on any information presented and release GBTA from and against any and all liability for damage or injury that may arise from my participation or attendance at the program. I further understand and agree that all property rights in the material presented, including common law copyright, are expressly reserved to the presenter or speaker, or to GBTA.

I agree and acknowledge that I am undertaking participation in GBTA Conference 2019 – Munich in Partnership with VDR events and activities as my own free and intentional act and am fully aware that possible physical injury might occur to me because of my participation in these events. I give this acknowledgement freely and knowingly and that I am, as a result, able to participate in GBTA Conference 2019 – Munich in Partnership with VDR events and I do hereby assume responsibility for my own wellbeing. These terms and conditions extend and applies to all unknown, unforeseen, unanticipated, and unsuspected injuries, damages, loss, and liability, and the consequences of them, as well as those disclosed or known to exist. I expressly waive all provisions of any state, federal, local, or territorial law or statute which provides that releases will not extend to claims, demands, injuries, or damages that are unknown or unsuspected to exist at the time to the person executing the release.

I agree and acknowledge if an emergency or other incident occurs in which, in the sole judgment of the Released Parties or medical personnel, requires medical treatment or care, I hereby consent to such treatment. I understand and agree that any and all medical treatment rendered to me by, or at the request of, any Released Party is not an admission of obligation to provide, or continue to provide, any such medical treatment and also is not a waiver by any Released Party of any right under these terms and conditions.

This event will be photographed and videotaped. By entering any of the GBTA Conference 2019 – Munich in Partnership with VDR event premises, I consent to photography and video recording (including but not limited to images, photographs, voice or likeness) and its/their release, publication, exhibition, or reproduction to be used for promotion or any other purpose by GBTA and its affiliates and representatives without compensation. By participating in GBTA Conference 2019 – Munich in Partnership with VDR related events, I release GBTA, its officers and employees, and each and all persons involved from any liability connected with the taking, recording, digitizing, or publication and use of photographs, computer images, and video recordings. I waive all rights I may have to any claims for payment or royalties in connection with any use, exhibition, streaming, web casting, televising, or other publication of these materials, regardless of the purpose of sponsoring of such use, exhibiting, broadcasting, web casting, or other publication irrespective of whether a fee of admission or sponsorship is charged. I also waive any right to inspect or approve any photo, video, or audio recording taken by GBTA or the person or entity designated to do so by GBTA. All media become the property of GBTA. Media may be displayed, distributed or used by GBTA for any purpose. If I furnish photographs or videos of the events to GBTA Conference 2019 – Munich in Partnership with VDR, I agree that GBTA has a non-exclusive, royalty-free, worldwide, perpetual license to use, reproduce, post, display, create derivative works based upon, self-license, or sub-license your photographs in any form, manner, or media now known or later invented without limitation, for any commercial or non-commercial purpose.

I understand that by registering for and attending GBTA Conference 2019 – Munich in Partnership with VDR, I hereby agree that I accept the terms stated above and, indemnify and hold harmless the GBTA, its affiliates and their respective directors, employees and agents (including, without limitation, any agent acting on its behalf) from and against any and all claims, damages, obligations, losses, liabilities, costs or debt and expenses (including reasonable attorneys' fees) resulting from attendance at GBTA events.

I understand by allowing an exhibitor and/or sponsor to scan your badge throughout the GBTA Conference 2019 – Munich in Partnership with VDR, you are opting-in to receiving communications from that entity. You will be subject to their communications and privacy policy and must opt-out with them directly.

If another individual participates in my place per GBTA substitution policy, the new registrant agrees to this disclaimer and waiver by default of transfer.

You may be asked to have your badge scanned at exhibit booths; please note scanning of your badge is entirely optional and voluntary. The barcode on your badge does not contain personal information, but when you scan your badge you are authorizing GBTA to securely share your contact information with that exhibitor. The scan also confirms your intent to receive communications from that exhibitor. You will be subject to the communications and privacy policies of the exhibitors and must opt-out with them directly. You further agree that GBTA may, in order to better understand attendee interests and ensure our services meet attendee needs, monitor your choices with event participant tracking technology. GBTA will use this information only internally and in compliance with applicable laws.

If you are registering on behalf of anyone other than yourself, you represent that you are authorized to complete this registration and that the information you provide is accurate. You agree to be solely liable for damages as a result of any information you provide, including opting-in to receiving communications at another's email address. You agree to indemnify and hold harmless GBTA, its officers, directors, employees, agents and affiliates from all liability, damages, judgments and costs (including reasonable attorneys' fees) for any claims brought by or on behalf of any third party arising from your conduct, misconduct or negligence in completing this registration on another's behalf.

We use a variety of data security measures intended to ensure the confidentiality and integrity of your personal information. Your personal information through registration sits on a server with our third party to run reports, maintain information integrity within our database.At the conclusion of this event, your personal information will be populated in our internal database as an attendee of this event. Past attendees of GBTA events will receive updates about future GBTA events.At any time, you may request access to personal information that was provided to us through this registration website. You may also request to review, correct or delete any of that personal information.

Your personal information may be transferred to other countries for processing, and by using this registration website you consent to the transfer of information to countries outside of your country of residence, which may have different personal data protection rules than in your country.

Privacy Policy: Your data privacy and security are important to us. When you register for this event, GBTA will process and manage your data in accordance with our legitimate interest for hosting an industry event as described further in our privacy policy.Inquiries related to compliance with GDPR, our privacy policy, or adjustments to your privacy settings may be directed to gdpr@gbta.org.

Suitcasing Policy: "Suitcasing"/soliciting is prohibited. Suitcasing is the act of soliciting business in the aisles of the Expo, public spaces in, around, and outside the convention center, in another company's booth, in indoor or outdoor public spaces in any convention hotel including the hotel lobbies, foyers, or walkways to the convention center (excluding the use of approved hospitality suites and business lounges). GBTA recognizes that suitcasing may also take the form of commercial activity conducted from a hotel guest room or hospitality suite; a restaurant, club, or any other public place of assembly. For the purposes of this policy, suitcasing violations may occur at venues other than the exhibitor's booth and at other events. Violations of this provision by an exhibitor, sponsor, non-exhibitor, or attendee will constitute a breach of the contract and the violating attendee/exhibitor/sponsor/non-exhibitor or group will immediately cease and desist unauthorized activities. Attendee will remove any equipment or materials contained in the Expo or elsewhere and forfeit all payments to GBTA pursuant to this contract. Additional fees will be charged to the attendee for each violation, and a loss of priority points will occur. Additionally, attendee will be responsible for any damages to GBTA.

Balance Due Policy: Any registrant opting to pay for their registration or a group of registrations by bank/wire transfer should have the full and correct payment submitted to the appropriate channels within 14 days of invoice or Friday, 1 November 2019, whichever is earlier. If you have completed this registration on behalf of another attendee or attendees, please note that all registrants onsite will be held to the same standards by participation in the event.

The registration fees are subject to audit, in case of error or incorrect self-selection of member types/pricing, the "Registration Center" reserves the right to correct the error and charge the appropriate fees. If there is a discrepancy your registration and membership records will be updated accordingly.  Should you owe any additional registration fees due to the audit, you will be notified via email, and within 2 business days the credit card that is on file will be charged the difference.

Badge Sharing and Reprint Policy: Badge sharing, splitting or reprints made outside of the official GBTA registration system are strictly prohibited. Any attendee found in violation of this policy will be removed from the GBTA Conference 2019 – Munich in Partnership with VDR.

Cancellation Policy: There will be a 50% refund plus a 99 euro fee for cancellations received on or before 28 June 2019.No refunds for cancellation will be issued on or after 29 June 2019. If you have a serious reason for being unable to attend, you are may petition for an exception to this policy. To do so, please email acorbitt@gbta.org to explain your situation and include any documentation to support your case (documentation is optional but recommended). These petitions must be submitted by 13 December 2019 by 17h00 GMT, to be considered. Consideration does not always result into an exception to the cancellation policy. The decision regarding your petition may take up to one month after the event.

To cancel a registration, please contact GBTA Registration Customer Service at acorbitt@gbta.org.

All cancellations and refunds will be processed in the same manner as original payment. If payment was made by credit card the refund will be issued to the card on record, generally within 5-7 business days of the request. Payments made by wire will be refunded as a wire within 45 days of the close of the Convention.

Substitution Policy: Substitutions are allowed at no charge until 4 November 2019. A processing fee of 55 euro will be applied for all attendee substitutions. The processing fee is waived for complimentary registrations. After 4 November 2019 substitutions will not be allowed.

The substitute is responsible for all financial arrangements between the original registrant and the substitute. The original registrant's registration will be refunded, and the substitute must register as a new attendee by completing a new registration. The substitute must register before the original registrant is refunded. In some cases, the original registrant’s registration category may differ from the substitute’s registration category and may result in a price difference.

To initiate a substitution, please contact GBTA Registration Customer Service at acorbitt@gbta.org with the following information: Original Registrant's Name, Original Registrant's Email Address, Original Registrant's Confirmation Number, and the name and contact information of the Substitution.

General Terms & Conditions: GBTA endorses the principles of equal opportunity to participants without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, amnesty, or status as a covered veteran. GBTA does not discriminate against persons with physical or mental disabilities. Should participants require reasonable accommodations in order to participate at GBTA Conference 2019 – Munich in Partnership with VDR, a request should be made to acorbitt@gbta.org.

GBTA Conference 2019 – Munich in Partnership with VDR participants may not organize or sponsor any activities that conflict with the official GBTA programme or sponsored events during official GBTA Conference 2019 – Munich in Partnership with VDR hours. The scheduling of product presentations or hospitality activities during any GBTA Conference 2019 – Munich in Partnership with VDR events such as the welcome reception, Expo, breakout sessions, center stage, luncheons, Big Night Out or the closing event is strictly prohibited. Under no circumstances should sales or any other type of individual gatherings, take place during official GBTA Conference 2019 – Munich in Partnership with VDR events that involve multiple buyers (direct members/travel managers) from multiple companies.  Our partners have made significant investments in specific parts of the GBTA Conference 2019 – Munich in Partnership with VDR and we want all delegates to be able to enjoy this annual, one-of-a-kind experience without distraction.

Speakers or companies that submit artwork or upload or link any material (including but not limited to images, text, documents and/or video files) to the website are solely responsible for the content of such material and for gaining required permissions under copyright, trademark, trade secret or other applicable law for the use of such material. By submitting any such material, the submitting speaker or company represents and agrees that it has obtained the necessary permissions referenced above.

Attendees are responsible for securing their own travel and accommodations and making payment for such arrangements. Cancellation of hotel reservations and/or any travel expenses incurred are the sole responsibility of each individual attendee.

GBTA is not responsible for errors or omissions. Schedules, speakers, and program content are subject to change.

Code of Conduct Policy: GBTA’s mission is to be the leading source of business travel knowledge worldwide through events, education, research, networking and advocacy and as a result we strive to build a community that is truly open for everyone and aim to produce events in a safe, friendly and welcoming environment for all participants regardless of gender, sexual orientation, disability, ethnicity, or religion.

This code of conduct outlines our expectations for participant behavior, as well as the consequences for unacceptable behavior. We invite all sponsors, speakers, attendees, media, exhibitors and other participants to help us realize a safe and positive conference experience for everyone.All determinations of appropriate or inappropriate behavior is in GBTA’s sole discretion.

Expected behavior includes, but is not limited to:

  • Be considerate, respectful, and collaborative.
  • Refrain from demeaning, discriminatory or harassing behavior, materials and speech.
  • Be mindful of your surroundings and of your fellow participants.
  • Alert conference organizers if you notice a dangerous situation or someone in distress.

Unacceptable behavior & materials include, but are not limited to:

  • Intimidating, harassing, abusive, discriminatory, derogatory, or demeaning materials or conduct by any attendees of the event and related event activities. Many event venues are shared with members of the public; please be respectful to all patrons.
  • Possession of any item that can be used as a weapon, which may cause danger to others if used in a certain manner.
  • Possessing any open can, bottle or other receptacle containing an alcoholic beverage, except in areas specifically designated for the consumption of alcohol. Please drink responsibly.
  • Possessing any illegal substance, including but not limited to narcotics, marijuana, or other illegal drugs. GBTA does not tolerate the use or abuse of illegal substances anywhere in the venue.
  • Assembling for the purpose of, or resulting in, disturbing the peace, or committing any unlawful act or engaging in any offensive behavior.
  • Any boisterous, lewd or offensive behavior or language, including but not limited to using sexually explicit or offensive language, materials or conduct, or any language, behavior or content that contains profanity, obscene gestures, or racial, religious or ethnic slurs.
  • Any form of harassment (verbal, written, or otherwise).

Unacceptable behavior will not be tolerated whether by other attendees, media, speakers, volunteers, organizers, venue staff, sponsors, or exhibitors.Anyone asked to stop unacceptable behavior is expected to comply immediately.If a participant engages in unacceptable behavior, the conference organizers may take any action they deem appropriate, up to and including expulsion from the conference without warning or refund.

Event staff will be available to help anyone that is subjected to unacceptable behavior and take the proper steps to defuse and handle the situation.All reports will remain completely confidential.We expect all conference participants (staff, sponsors, volunteers, speakers, attendees, and other guests) to abide by this code of conduct at all conference venues and conference-related social events.