TERMS AND CONDITIONS

Registration Fee

The Full Registration Fee covers participation in all days of the Conference Programme.
The Full Registration Fee includes the following catering on the days of the Conference: coffee & tea breaks, lunches and the Conference Reception.
Spaces at the conference workshops are limited, the organization will treat registrations on a first-come, first-served basis.
The One-day registrations include participation for one Conference Day only and do not grant access to any part of the Social Programme. The only exception is the one-day registration for Wednesday, which includes participation in both the day programme and the Conference Reception.
Accompanying person means a spouse, a relative, or a friend who is not representing any institution or company but is travelling with a delegate. If two people from one institution attend as delegates, they must register independently.
For Accompanying Persons, participation in the Conference Reception and programme is included. A Conference Bag is not included. The Conference Dinner and Conference Excursion can be attended at the additional normal charge.

Conference Reception

Participation in the Conference Reception is included in the Full Registration fee, however, delegates must indicate that they wish to attend in the registration form. The organization reserves the right to refuse access to delegates who cannot produce proof of registration for the Conference Reception at the Conference.

Conference Dinner

Participation in the Conference Dinner is not included in the Full Registration Fee. Delegates must register and pay the relevant Dinner fee if they wish to attend. The organization reserves the right to refuse access to delegates who cannot provide proof of timely payment to the Conference organization. A limited number of seats is available, and registration is on a first-come, first-served basis.

Conference Excursion

Participation in the Conference Excursion is not included in the Full Registration Fee. Delegates who wish to attend must register and the Conference Excursion fee must be paid before the Conference. The organization reserves the right to refuse access to delegates who cannot provide proof of timely payment to the Conference organization. A limited number of seats is available, and registration is on a first-come, first-served basis.

Accommodation

Delegates are responsible for their own accommodation arrangements. Any costs associated with the accommodation, transport to and from the accommodation to the Conference Venue and Social Programme venues, as well as other travel or insurance costs, are the sole responsibility of the Conference delegate and are not included in the Registration Fee.

Cancellations

Cancellation before and including 15 May 2025 incurs a 50 euro cancellation fee;
Cancellations after 15 May 2025 incur a 50% cancellation fee (*minus the services costs);
After 31 May 2025 no restitution will be provided;
There is no restitution in case of a no-show;
Cancellations for medical or other emergency reasons can only be considered upon the provision of evidence of such an emergency by the delegate;
It is the discretion of the Local Host to decide on a (partial) restitution in these cases.

Notice of Filming and Photography

LIBER will take photos and videos of the conference, as part of the overall conference communications. These may appear on LIBER websites, social media and future publications. All material recorded at the conference is shared under a CC BY-NC-ND license. By attending the conference, you agree to this use of your image.

GDPR Compliance

As part of their LIBER Annual Conference 2025 registration, delegates will be asked for their expressly given consent for receiving e-mails from LIBER, the conference organisation and Conference Sponsors; Their expressly given consent for the publication of the delegate’s name, organisation, and country on the website and in print. The LIBER Annual Conference 2025 organising committee will use your data in accordance with the LIBER Europe Privacy Policy.

Please note that all delegates, speakers, organizers and other parties involved in LIBER Annual Conference 2025 are expected to abide by the LIBER Code of Conduct.