Terms & Conditions

Registrations

  • All registration fees are quoted in Euro (€) and taxes are included.
  • Payment in any other currency will not be accepted.
  • For issuance of invoices with an address within the European Union, the respective VAT registry number must be provided. The invoicing address and VAT number can be set up during the registration process.
  • Any modification on VAT number, address or financial documentation, requested after the issuing of the invoice or receipt, will result in an administrative fee of € 50.
  • Registration fees are based on the applicable fee on the date of the payment. The prices indicated are only applicable if BOTH the registration request AND payment are received before midnight, Central European Time (GMT +2), on the relevant registration deadline; otherwise the higher registration fee will apply.
  • A confirmation email will be sent to you upon completion of your registration. For your registration to be valid and completed, the outstanding amount mentioned should be less or equal to zero. You are advised to have this confirmation, in your easily accessible records, should there be a need to present it at the registration desk at the Congress venue.

Payment Details

  • Registration payments must be completed before the end of the selected registration deadline; if the payment is not submitted by the deadline for the fee applicable, the outstanding amount will be changed to the one that corresponds to the next registration period.
  • Payments onsite will be made by credit card at the registration desk, operating through the Congress days.

Cancellation & Alteration Policy

  • For any cancellation or alteration of your registration, the Professional Congress Organizer (CONVIN S.A.) must be notified in writing via email at [email protected].

Registration cancellations or alterations are subject to the following conditions:

Registration Cancellation

  • Until 31st March 2024: full refund will be given less € 50 administrative fee.
  • From 1st April 2024 to 31st May 2024: 50 % refund after deduction of the administrative fee (€ 50).
  • From 1st June 2024 onwards: No refund granted.

Alterations/Name changes

  • Until 31stMay 2024: name changes are permitted upon payment of a € 50 administrative fee.
  • From 1st June 2024 onwards: no name changes will be accepted.
  • Non-shows at the Congress will be charged the full fee.
  • All refunds will be processed two (2) months after the closing of the Congress; respective bank charges are the responsibility of the delegate.

Hospitality Services

The Professional Congress Organizer (CONVIN S.A.) is the official ORCA 2024 partner for hospitality services (i.e. hotel accommodation, land arrangements etc.) and is the only agency offering hospitality services in the city of Heraklion on behalf of the ORCA 2024 Congress.

As the official housing agency, CONVIN S.A. provides professional customer service & support for all your hospitality needs. CONVIN S.A. can secure your room in a wide range of hotels in the area of the Congress venue. Early booking is highly recommended.

Individual Reservations: Participants can book their hotel room/other services online at the official Congress online services form

Group Reservations: For requests of more than (5) rooms, please contact ORCA 2024 Hospitality Services team at [email protected]. Group reservations are not accepted online as different term & conditions apply. For group bookings of 5 rooms or more, a special contract with different terms and conditions will be conducted.

Hotel Reservation Terms

  • Room rates are quoted in Euro, per room, per night, including Breakfast and VAT. 
  • Please note that accommodation taxes applying in Greek accommodation units have been altered by the Greek government. This measure will take effect as of March 1st, 2024. According to this “climate tax”, the amount of 1,50 euros will be applied in 2* hotels, 3,00 euros in 3* hotels, 7,00 euros in 4* hotels and 10,00 euros in 5* hotels, on top of the room rate per night. These amounts will be paid directly at the hotel by the guests.  
  • Check-in time is 15:00; check-out time is 11:00. 
  • Rooms are available from July 3rd to July 6th 2024. Any query for extension of dates will be handled upon request and will be subject to the hotel's availability. 
  • The official accommodation partner for ORCA 2024 Congress is the Professional Congress Organizer (CONVIN S.A.). Any queries regarding the accommodation should be addressed only to CONVIN S.A..
  • Please note that hotels will not accept any changes, cancellations or payments directly, except the stayover tax settlement mentioned above. 
  • No reservation will be handled without the accommodation form fully completed and accompanied by the credit card details for the full payment.
  • Your accommodation booking will be secured and valid only upon receipt of the full payment to the Professional Congress Organizer & Official Housing Agency (CONVIN S.A.). 
  • In case taxes and/or VAT change, the Professional Congress Organizer (CONVIN S.A.) reserves the right to change the rates accordingly.
  • All bank charges associated with any refund will be the responsibility of the delegate. 
  • For any special requirements (disabled person, specific dietary restrictions, non-smoking room etc.) you may contact the Professional Congress Organizer (CONVIN S.A.) at [email protected]. 
  • Any pre and post Congress room nights must be fully paid after the confirmation of availability and within the specific deadline date given through correspondence by CONVIN S.A.
  • The Professional Congress Organizer (CONVIN S.A.) cannot be held liable for any damage or loss of any hotel property during the stay of the guests/delegates. The guests will be exclusively and solely responsible for any damage or loss caused in the hotel room or any public area within the hotel's premises.

Cancellation Policy

The below mentioned cancellation terms apply only on the Congress overnights (July 3, 4, and 5, 2024). Pre & post Congress extra dates will be granted with full cancellation charges after their confirmation of availability and payment.

  • Any cancellation of your hotel booking is acceptable only in writing (e-mail) at [email protected].
  • No charges will apply for cancellations received until March 8th 2024.
  • For written cancellations received between March 9th and March 31st 2024, a charge of one (1) night stay will apply.
  • For written cancellations received between April 1st and May 17th 2024, a charge of two (2) nights stay will apply.
  • From May 18th onwards: no refund granted for any cancellation received.
  • In case of change of the arrival date, or check-in time, please inform the Professional Congress Organizer (CONVIN S.A.) in advance, so that your reservation isn't considered a no-show.
  • Full cancellation fees apply for non-shows.

Alterations/Name changes Policy

  • Name changes to the room bookings should be communicated simultaneously only in writing (e-mail) at [email protected], otherwise the initial reservation will be automatically considered as cancelled. 
  • In case of name change until June 3rd 2024, an administration charge of € 30 applies (per room).
  • After June 3rd 2024, no alterations/ name changes will be accepted or, therefore, made.
  • Alterations in the total days of stay will be subject to the cancellation policy hereby mentioned.
  • All refunds will be processed two (2) months after the closing of the Congress; respective bank charges are the responsibility of the delegate.

Miscellaneous

By registering to the ORCA 2024 Congress, you accept to respect the following instructions:

  • The Cultural and Conference Center of Heraklion is the Congress venue. Please visit the relevant section to find out more regarding the venue and how to access it.
  • Hazardous substances are not allowed in the premises.
  • Safety & security measures need to be respected.

Liability and Insurance

No right to further claims or waiving of fees will arise should the Organizers be obliged to alter the programming of Congress proceedings.

Participants are encouraged to arrange their own insurance for health, cancellation, travel, loss of personal possessions, accidents etc. on their own behalf. ORCA 2024 and the Professional Congress Organizer (CONVIN S.A.) accept no liability.

In the event of serious, special or unforeseen circumstances or serious circumstances beyond its control, the Organizers shall be entitled to cancel or modify the dates of the event. You shall not be entitled to compensation for any costs or damages incurred as a consequence of such a cancellation or change.

Data Privacy Statement

The information you supply in the online form is required to process your registration and will be held in the customer data files of the Organizer(s). It may be used for marketing and communication purposes by ORCA 2024 and the Professional Congress Organizer (CONVIN S.A.) only.

You have the absolute right to access, amend and oppose any use of this personal data by writing to [email protected].

The information included in the abstract(s) that you submit will be made available to the Congress reviewers. Full papers of these abstracts may be published in scientific journals.

The information you provide to us will remain in the Company's archives in electronic format. Access will only be given to persons under the control of the Company and only on its instructions, in accordance with the applicable legislation.

Your personal data will be maintained by the Company as long as it has not been known to your objection. In any case, you retain the rights provided by the applicable law (i.e. right to request access to your personal data, correction, opposition to the processing of all or some of them, deletion etc.).

Should you want your personal data removed, please let us know at [email protected]

Phishing Awareness

You are strongly advised to be alert for unauthorized agents who may contact you directly by email or phone, offering their services.

CONVIN S.A. is the only authorized agency for the ORCA 2024 Congress.

Privacy