The Event = Variant Effect Prediction Training Course | period of 28 September to 1st October 2025 | Hotel Vila Galé, Porto, Portugal

USER AGREEMENT

TERMS & CONDITIONS

By registering for The Event (the Variant Effect Prediction Training Course, 28 September to 1 October 2025, Hotel Vila Galé, Porto, Portugal), you agree to the following terms and conditions. Any updates to these terms will be listed at the bottom and dated accordingly.

CODE OF CONDUCT
By attending, participants are agreeing to follow this Code of Conduct.

Our event will present opportunities to learn, share knowledge and network. We believe the event should represent a safe, enjoyable and inclusive environment for all people, irrespective of gender, race, ethnicity, age, sexuality, religion, disability, socio-economic background, experience, size, shape and so on. No one should be subject to any harassment, bullying or abuse. Any such behaviour will not be tolerated and we will take such action as we deem necessary to ensure it does not reoccur. This may include immediate removal from the event and a prohibition from attending future events held by The Human Genome Organisation International. This Code of Conduct explains exactly what we mean by unacceptable behaviour. You may view the detailed Code of Conduct HERE.

INSURANCE

Attendees are strongly advised to obtain insurance to cover medical, travel, and registration expenses prior to attending The Event. The policy should include coverage for loss of fees or deposits in case of cancellation, cancellation of the event itself, lost airfares, medical expenses, property damage or loss, additional expenses, and repatriation if travel arrangements need to be altered.

INDEMNITY AND RELEASE

The event organisers, the venue holder, and their respective employees, representatives, and agents make reasonable efforts to ensure the safety of all attendees. However, except in cases of negligence or willful misconduct by a party, each party agrees to defend, indemnify, and hold harmless the other party, including its directors, officers, and employees, against any claims arising from actions, errors, or omissions in the performance of their obligations under this Agreement or governing law.

PHOTOGRAPHY & MEDIA RELEASE CLAUSE
By attending The Event, you consent to being photographed, filmed, or recorded. These images and recordings (that will not include names or personal identifiers) may be used by the organisers for promotional, educational, or informational purposes in print, online, or other media formats, without compensation or prior notice. If you do not wish to appear in photographs or recordings, please notify the organisers in advance.

COURSE CANCELLATION BY YOU & REFUND POLICY

Substitution of Delegate

The organisers understand that circumstances can change. If you are unable to attend, you may nominate a substitute delegate at no extra charge, as long as this is done in writing before 20th September 2025.

Cancellation

Registration fees may be refunded if written cancellation is received as follows:

– until August 20, 2025 = A full refund (minus a €60 administration fee).
– as of August 21, 2025 = No refund

Non-payment does not constitute cancellation.

ACCOMMODATION CANCELLATION & REFUND POLICY

If you have booked accommodation on our website and you need to cancel or transfer accommodation to another person, please contact the organisers as per the dates below:

Substitution of Delegate to guest room

- until September 13, 2025 = You may nominate a substitute delegate for accommodation at no extra charge.

- as of September 14, 2025 = You may nominate a substitute delegate for accommodation but we cannot guarantee the hotel will make the change.

Cancellation of Hotel Room booked on our website

Accomodation booking costs may be refunded if written cancellation is received as follows:

– until August 20, 2025 = A full refund (minus a €30 administration fee).
– as of August 21, 2025 = No refund

The hotel charges us for unused rooms - Non-payment of accommodation fees by August 21, 2025 will result in cancellation of the guest room.

FAILURE TO OBTAIN VISA & CANCELLATION POLICY
While the organisers will make every effort to assist with visa applications, The Human Genome Organisation International and Meeting Makers Pty Ltd will not be held responsible for any issues regarding visas or customs. If you fail to obtain a visa in time, the cancellation policy outlined above will apply. We recommend that you apply for your visa well in advance of the event and use a travel agent for assistance if needed.

COURSE CANCELLATION OR CHANGE OF DATES BY THE ORGANISERS DUE TO FORCE MAJEURE

The organisers shall not be liable for any loss caused by the cancellation or postponement (change of dates) of The Event where such cancellation is due to Force Majeure. The term "Force Majeure" means any circumstance beyond the reasonable control of the organisers including but not limited to war, hostilities (whether war be declared or not), terrorism, aircraft hijacking, military operation, riot, civil war, rebellion, civil commotion or unrest, any natural disasters including but not limited to volcano eruptions, earthquakes and weather events, acts or regulations of government, outbreaks of disease including but not limited to COVID-19, SARS and MERS, refusal to grant visas, explosions, transport delays, transport difficulties and the insolvency of airline carriers. If the event does not attract enough in-person attendees to make it viable it shall also be considered as Force Majeure.

If The Event cannot be held in person and is switched to a 100% virtual format or otherwise altered due to Force Majeure, the organisers will make reasonable efforts to conduct the event in a manner that is safe and viable. Some registration fees may be refunded if possible, but attendees should be aware that the organisers have already incurred significant expenses in preparing for the event, which may limit the extent of any refund. Substitutions of delegates will be allowed with prior notice.

DISCLAIMER
The conference organisers reserve the right to change activities, topics and presenters where necessary. The organisers shall not be liable for any loss caused by the cancellation or change to a 100% virtual Event where such cancellation is due to Force Majeure. We advise that you should take out travel insurance that covers any such cancellation.

VIRTUAL ATTENDANCE (If applicable)

Virtual attendees are responsible for ensuring a stable internet connection and compatible devices. The organisers are not responsible for disruptions caused by technical issues on the attendee's end.

INTELLECTUAL PROPERTY

All materials presented at the conference are the intellectual property of the presenters or organisers and may not be reproduced, distributed, or used without permission.

PRIVACY POLICY

By registering to The Event you agree to our Privacy Policy. You may view our Privacy Policy here. Our privacy policy shows you how and where we use your data. It is necessary to use your data to register you for this event.

ACCEPTANCE OF TERMS

By registering for The Event, you acknowledge and agree to these terms and conditions.