Terms & Conditions

1. Status

These Terms and Conditions, together with your online registration, constitute the entire agreement between you and the Organiser(haca.studio, acting on behalf of EBRAINS AISBL) regarding your participation in the EBRAINS Summit 2025. The Organiser reserves the right to amend these Terms at any time. Any amendments shall not affect rights and obligations that arose prior to the modification and shall be governed by Belgian contract law. Any updates will be posted on the event website: summit2025.ebrains.eu.

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2. Registration and Payment Terms

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2.1 Payment online

Registration is confirmed upon full payment via Stripe through the Eventify platform. Payment must be made online through the platform immediately upon registering to the event. All prices are exclusive of VAT, unless explicitly stated otherwise.

Invoices are downloadable at the time of registration and are the responsibility of the participant to process.

All payments are collected and processed by HaCa Consult BV (haca.studio), the official event partner of the EBRAINS Summit 2025, registered at Schaveystraat 4, 3040 Neerijse, Belgium with the enterprise number 0785442652.

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2.2 Payment by bank transfer

In exceptional cases, participants may register with payment by bank transfer by contacting ebrainssummit@haca.studio. This option is available only for group registrations of a minimum of four (4) participants. An administrative fee of €3.00 (excl. VAT) per ticket will be added to the registration fee.

Payment must be processed by bank transfer within ten (10) calendar days following the registration date. The full payment must be received by EBRAINS Summit no later than seven (7) calendar days before the start of the event.

If payment is not received within ten (10) calendar days of registration, EBRAINS Summit reserves the right to cancel the registration without prior notice and to deny participation in the event.

Invoices for bank transfer payments will be provided at the time of registration and remain the sole responsibility of the participant to process.

All bank transfer payments are to be made to HaCa Consult BV (haca.studio), the official event partner of the EBRAINS Summit 2025.

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3. Registration Modifications

You may change the participant’s name of your registration with another participant at no cost by notifying the Organiser at ebrainssummit@haca.studio at least 4 calendar days before the event.

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4. Cancellations and Refunds

All cancellation requests must be submitted via email to ebrainssummit@haca.studio. Refunds are based on the following schedule:

- Cancellation before 1st September: Full refund minus an administrative fee of€45 (which reflects the actual processing cost.
- Cancellation after 1st September: No refund

Refunds will be processed by EBRAINS aisbl.

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5. Force Majeure

The Organiser shall not be held liable for any delay or cancellation of the event due to circumstances beyond its control, including but not limited to: pandemics, natural disasters, war, terrorism, strikes, or government restrictions. This clause operates in accordance with Article 5.226 of the Belgian Civil Code regarding force majeure (overmacht).

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6. Event Modifications

The Organiser reserves the right to modify the event schedule, content, speakers, or venue. The Organiser shall use reasonable efforts to inform participants of any material changes to the event at the earliest opportunity. In the event of full cancellation, a full refund of the registration will be issued minus 45€ administration fee per refund. Noliability will be accepted for travel, accommodation, or other costs.

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7. Virtual and Physical Access

Participants attending virtually are responsible for their own technical setup. On-site access is subject to venue policies and code of conduct. The Organiser reserves the right to refuse or revoke access in a proportionate manner in accordance with applicable laws for any participant who violates rules or exhibits inappropriate behaviour.

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8. Code of conduct

Participants are expected to behave respectfully and professionally. Harassment, discrimination, or disruption will result in immediate removal without refund. Removal decisions are final, unless the participant provides written justification, in which case the Organiser may review the decision.

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9. Media Consent

The event may be recorded and photographed for documentation and promotional purposes. In accordance with the General Data Protection Regulation (GDPR), participants will be asked to provide their explicit consent for the use of their image and voice. Consent will be requested either during registration or at the event venue. If you do not wish to be recorded or photographed, you may decline consent at that time or notify the Organiser in writing before or upon arrival. The Organiser will take reasonable steps to respect such preferences.

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10. Speaker and Opinion Disclaimer

Speakers are solely responsible for the content of their presentations. The views expressed do not necessarily reflect those of EBRAINS, haca.studio, or event sponsors.

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11. Non-Discrimination Policy

The Organiser is committed to providing an inclusive and respectful environment. Discrimination based on gender, age, ethnicity, religion, disability, or any other status will not be tolerated. This commitment aligns with the Belgian Anti-Discrimination Law of 10 May 2007.

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12. Intellectual Property

All event materials remain the intellectual property of EBRAINS, haca.studio, or respective content owners. Reproduction or distribution is not permitted without prior written consent. Participants may use distributed materials for personal, non-commercial reference only, unless otherwise stated.

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13. Liability

The Organiser and EBRAINS are not liable for personal injury, property damage, or financial losses incurred during the Event. The Organiser disclaims liability for third-party tool disruptions (e.g., payment providers, venue partners). Nothing in this clause shall exclude liability for gross negligence, fraud, or personal injury resulting from the Organiser’s actions.

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14. Governing Law

These Terms are governed by Belgian law. Disputes will be subject to the exclusive jurisdiction of the courts of Brussels.

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15. Contact

For questions or clarifications, contact ebrainssummit@haca.studio.

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