SIP 2024

1. General matters

1.1. These General Terms and Conditions (“GTC”) shall apply to the participation and related ticket sales for the 18th Symposium on Insect-Plant Relationships (SIP), hosted by Bielefeld University in 2024. Any deviating terms and conditions shall not apply.

1.2. The organiser reserves the right to make changes and supplements to these provisions. Any changes and supplements shall enter into effect when published on this website.

1.3. The offer is aimed exclusively at persons of legal age.

2. Registration and conclusion of contract

2.1. Registration for participation in the event shall only be possible via the Converia conference management & ticketing platform of the ticket partner Converia GmbH.

2.2. By providing the information on the website, the organiser is making an offer for the conclusion of a purchase contract. The participant accepts this offer for conclusion of a purchase contract by completing the order process and clicking the “Complete registration” button in the final order screen. Effective acceptance of the offer by the participant shall require that the participant has completed all required fields in the order screen (each marked with an “*”) and has accepted these GTC.

2.3. The contract for participation in the event shall only be entered into following the ticketing partner’s confirmation of the registration to the participants in writing by email. Any changes of and/or supplements to the contract shall require written form. This shall also apply to the revocation of this requirement of written form.

2.4. Participant numbers may be limited or “by invitation only”. Registrations shall be considered in order of receipt of payment. If participation is not possible due to overbooking, you will be notified of this without undue delay.

3. Prices

3.1. The price stated in the confirmation of participation is the final price and shall be binding towards the participant.

3.2. All prices include VAT where applicable. No additional delivery and/or shipping costs shall apply unless indicated separately.

3.3. If any special reduced prices are granted (students; for exhibitors reduced price for maximum one person per company), this shall also be indicated separately. If no reductions are indicated, such reductions are not available. The reduction shall be granted upon presentation of proper proof (students: student ID; exhibitors: sponsoring contract). Proof must be provided before the event commences. If a proof cannot be provided, the participant must pay the difference between the full and reduced prices at commencement of the event in order to be admitted.

4. Payment

4.1 Payment shall be made via the respective channels indicated on the website. As far as this leads to any additional fees, these will be indicated separately. All prices and fees shall be due without undue delay upon conclusion of the contract, and at the latest on the 28th of July 2024.

4.2. If payment by invoice is possible: The organiser may withdraw from the contract if the participant does not pay within 14 days of receipt of the invoice. If the organiser withdraws from the contract, the participant shall lose their right to participate in the event. Any fees arising from the bank transfer shall be borne by the participant.

4.3. When paying by credit card (MasterCard, Visa), the participant will be asked to enter the credit card details during the payment process. The associated credit card account shall subsequently be debited for the amount of the ticket, including any possible shipping costs. Please note that the following purpose will be stated on your credit card statement:

"SIP 2024 conference fees"

4.4. If a payment is charged back (e.g., due to insufficient funds in the account specified in the order), the participant must compensate any damage or expenses arising from the chargeback. This shall include in particular any bank charges as well as a handling fee of EUR 10.00 per chargeback for processing by the organiser. If there is any unjustified chargeback of the credit card, processing fees in the amount of EUR 50.00 shall be charged. If there is a chargeback, the organiser shall have the right to withdraw from the contract immediately. The participant shall lose their entitlement to participate in the booked event in this case. This shall not affect any further claims of the organiser against the participants.

5. Right of withdrawal

5.1. Withdrawal policy

Right of withdrawal:

If the participant is a consumer within the meaning of § 13 of the German Civil Code (Bürgerliches Gesetzbuch; BGB), they may withdraw their contractual declaration in writing (e.g., by letter or email) within 14 days without stating any reasons. They may do so by sending an email that includes the ticket ID. Participants shall use the following contact details for this purpose:

Department of Chemical Ecology, Bielefeld University, Universitaetsstr. 25, 33615 Bielefeld, Germany, sip2024@uni-bielefeld.de

The period shall commence following receipt of this instruction in text form, but not before conclusion of the contract and also not before fulfilment of the organiser’s information obligations in accordance with Art. 246 § 2 in conjunction with § 1 (1) and (2) EGBGB and its obligations in accordance with the first sentence of § 312g (1) BGB in conjunction with the first sentence of Art. 246 § 3 EGBGB. Timely dispatch of the withdrawal shall be sufficient to comply with the withdrawal period.

Consequences of withdrawal:

Following effective withdrawal, the services received by either party shall be returned and any benefits derived (e.g., interest) shall be surrendered. If the participant is unable to return or surrender the service or benefit received (e.g., benefits of use), or is only able to return or surrender it in part or in a deteriorated condition, they must compensate the organiser for loss of value in this respect. Any obligation to refund payments must be met within 30 days. This time limit shall commence upon dispatch of the notice of withdrawal for the participant and upon its receipt for the organiser.

End of the withdrawal policy

5.2. The withdrawal right shall expire early if the organiser commences provision of the service before the end of the withdrawal period with the participants’ explicit consent or if the participants arrange for the service to be provided themselves.

6. Changes, withdrawal/cancellation

6.1. If the participant does not wish to participate in the event, they must declare their withdrawal from the contract towards the organiser in writing or by email.

In case of withdrawal/cancellation up to 60 days before commencement of the event, the participation fee shall be refunded subject to a processing fee in the amount of 20%.
In case of withdrawal/cancellation up to 30 days before commencement of the event, the participation fee shall be refunded subject to a processing fee in the amount of 50%.
In case of withdrawal/cancellation less than 30 days before commencement of the event, there shall be no refund.

6.2. If the registered participant cannot attend the event for reasons of health or due to an accident, the participant may name a substitute participant. The processing fee for rebooking shall be 10% of the registration fee.

7. Services

7.1. The scope of the contractual service within the framework of the respective event shall result from the respective information documents, any registration forms, and the organiser’s confirmation of participation.

7.2. If any services are not rendered in accordance with the contract, the participant shall be entitled to redress. Any defects must be reported without undue delay. Any claims to refunding of the participation fee due to services obviously not rendered in accordance with the contract must be asserted within 14 days after the end of the event.

7.3. The organiser reserves the right to make changes to the content of the event programme at short notice, as far as this is necessary and the subject matter of the event is not restricted by this, and to appoint a substitute speaker in exceptional cases. The participant shall be informed of the respective changes in time.

7.4 Travel, accommodation, and catering shall not be included in the event offer unless services of this kind are explicitly listed in the event description. If a contracting partner does not make use of any duly offered services wholly or in part, they shall not be entitled to any refund of the participation fee.

7.5. There shall be no entitlement to the development of any participant-specific solutions to problems.

8. Cancellation of the event/re-scheduling

8.1. If the number of participants is too low or if any other urgent reasons apply, the organiser may re-schedule or cancel the event or combine it with other events. This shall also apply to any social and evening events.

8.2. If an event is cancelled, the organiser shall refund any payment made. The organiser may cancel in particular up to 10 days before commencement of the event if the minimum number of participants as stated in the event description is not achieved. Shipping costs and any other additional fees shall only be reimbursed if cancellation of the event is due to intent or gross negligence on the organiser’s part.

8.3. In case of re-scheduling, the participant shall have the right to withdraw from the contract. The organiser commits to informing the contracting partners via one of the addresses stated in the bookings (by mail, email, etc.) without undue delay at its own discretion. Dispatch of such information shall be deemed sufficient. The organiser shall only reimburse any travel costs, hotel bookings, etc. made in vain if the participant’s failure to receive information on the cancellation of the event is due to gross negligence or intent.

8.4. In case of cancellation, the participation fee shall be refunded in full within 14 days. This shall apply accordingly to cases of withdrawal by the participant in the above cases.

9. Copyright and other rights

9.1. Any event documents are subject to copyright protection and must only be used for personal use. Rights of use shall only be transferred by explicit written granting of rights of use. Duplication, dissemination, processing, or public reproduction of any kind is generally prohibited and shall require the organiser’s written consent.

9.2. Audio and video recordings and descriptions of the event or the event results wholly or in part are not permitted.

10. Liability

10.1. The organiser’s liability on contractual, quasi-contractual, statutory, tortious, or other legal grounds shall be excluded. The organiser and its vicarious agents also shall not be liable for disruptions of any kind caused by circumstances that are beyond their control.

10.2. The organiser shall only be liable for any damage if it or one of its vicarious agents has breached an essential contractual obligation (cardinal obligation) in a manner that endangers the purpose of the contract or if the damage is due to gross negligence or intent on the part of the organiser or its vicarious agents. If the culpable breach of a main contractual obligation is not due to gross negligence or intent, the organiser’s liability shall be limited to the amount of the foreseeable damage, at most to the amount of the participation fee; furthermore, liability for any consequential and indirect damage shall be excluded.

10.3. Liability for damage caused during the travel to and from the venues, as well as for any loss and accidents, shall be excluded.

11. Supplementary provisions

11.1. The organiser notes that the general terms and conditions of Converia GmbH for use of the Converia conference management & ticketing platform by participants shall apply in addition to its own General Terms and Conditions and shall, therefore, be part of the above provisions. They are available at the following link.

12. Final provisions

12.1. The law of the Federal Republic of Germany shall apply to the exclusion of the UN Convention on Contracts for the International Sale of Goods (CISG) and other legal provisions under German law by virtue or in execution of any intergovernmental agreements or any legal provisions of supranational institutions, as far as these are not mandatory in nature. This shall also apply to any claims arising from pre- and post-contractual obligations as well as to any statutory claims that are competing with any contractual or pre- and post-contractual claims.

12.2. If any individual provisions of this contract are or become invalid due to any circumstance that occurs at a later date, this shall not affect the validity of the remaining part of the contract. The invalid provisions of the contract shall be replaced by such provision that comes as close as possible to what the contracting parties would have intended, had they considered the matter in question. This shall apply accordingly if there are any gaps in this contract.

12.3. The place of performance shall be the organiser’s registered office.

12.4. The place of jurisdiction shall be the organiser’s registered office as far as this is legally permitted.

 

With this data protection notice, Bielefeld University complies with its duty to provide information pursuant to Articles 13, 14 of the EU General Data Protection Regulation (EU GDPR) for the above-mentioned processing of personal data.
With regard to the other terms used, "personal data", "processing", "controller", "third party" etc., reference is made to the definitions in Article 4 of the EU Data Protection Regulation.

 

1. Contact details

The controller of the processing is Bielefeld University, a legal public body supported by the State of North Rhine-Westphalia, Germany. It is represented by the Rector, Prof. Dr. Angelika Epple.

 

1.1 Contact details of the person responsible
Bielefeld University
Universitätsstr. 25
D-33615 Bielefeld
Tel: 0521 / 106 - 00
Email: post@uni-bielefeld.de
Web: https://www.uni-bielefeld.de

 

1.2 Technical contact person
Email: sip2024@uni-bielefeld.de
Tel.: 0521 106-5524
Web: www.uni-bielefeld.de/sip2024

 

1.3 Contact details of the data protection officer
You can reach the data protection officer by post at the address of the data controller.
Tel.: 0521 106-5225
Email: datenschutzbeauftragte@uni-bielefeld.de

 

2. Personal data processed and purposes

Within the framework of the event, personal data will be collected from you and processed for the following purposes:

 

Registration & use of the functions of the conference management software as well as event organisation:

• Access data (user name, password)
• Personal master data: First name, last name, acad. degree and title, company/institution, department
• Communication data: Postal address, email, telephone number
• Shopping basket data (more detailed information on programme participation: conference dinner, excursions), authorship of abstracts
• Contributions incl. documents, information on certificates (e.g. student record)
• Information on eating habits, allergies, special needs of participants (e.g. child care, handicaps)

 

For the billing of a chargeable event

• Contract billing and payment data (payment transaction data)

 

For the creation of photo recordings for the purpose of:

• Internal use by the organizers
• Potentially news on university website
• Potentially newspaper article

 

Provision of the website and creation of log files

Each time the Converia website is called up, the system automatically records data and information from the computer system of the calling computer. The following data is collected:

• Information about the type of browser and the version used
• The user's operating system
• The user's Internet service provider
• The IP address of the user
• Date and time of access

The temporary storage of the IP address by the system is necessary to enable delivery of the website to the user's computer. For this purpose, the user's IP address must remain stored for the duration of the session. The storage in log files is done to ensure the functionality of the website. In addition, the data is used to optimise the website and to ensure the security of the information technology systems. An evaluation of the data for marketing purposes does not take place in this context.

 

Use of cookies

Converia only uses cookies that are absolutely necessary for the proper functioning of the website, e.g. without which services such as participant registration cannot be provided.

 

Name of cookie: PHPSESSID

Provider: Converia GmbH

Function: Identification of a user session 

Validity: 10 Days

Third country transfer: No
 

Name of cookie: Converia_SID

Provider: Converia GmbH

Function: Identification of a user session 

Validity: 10 Days

Third country transfer: No

 

3. Legal basis of data processing

The legal basis for the processing of personal data for the purpose of organising the event is Art. 6 para. 1 lit. a. EU-DSGVO. In the case of information on eating habits, allergies and special needs, insofar as these are special categories of personal data within the meaning of Art. 9 EU-DSGVO and / or if conclusions can be drawn from these to special categories of personal data, the processing of your personal data is based on Art. 9 (2) lit. a EU-DSGVO.

The legal basis for the processing of personal data for the purpose of website presentation is Article 6 (1) (e) DSGVO.

The legal basis for processing personal data for the purpose of billing for a paid event is Art. 6 para. 1 lit. b. EU-DSGVO.

Insofar as the recordings show persons of contemporary history or show persons only as an accessory next to a landscape or other location or participants are depicted and the representation of the event is in the foreground, your consent is not required - taking into account your legitimate interests. The legal basis for the processing of your personal data is Art. 6 para. 1 p. 1 lit. e, para. 3 DS-GVO, § 3 para. 1 DSG NRW i. V. m. § 8 para. 6 HG NRW i.V.m. § 23 KUG (for the use of the recordings). In addition (especially in the case of individual photographs or if you are in the foreground of a photograph) we obtain your consent on the basis of Art. 6 para. 1 sentence 1 lit. a) DS-GVO for the production or on the basis of Art. 6 para. 1 sentence 1 lit. a) DS-GVO or § 22 KUG for the use of the photographs. Further personal data (e.g. naming) is processed on the basis of Art. 6 Para. 1 S. 1 lit. a) DS-GVO.

 

4. Data transfers

The processing of personal data by means of the conference management system of Converia GmBH is based on a contract in accordance with Art. 28 DSGVO.

The personal and communication data collected from you will also be transferred to the organizers of the SIP to coordinate contacting you and coordinate the registrations with the event location.

In individual cases, data may also be transferred to third parties on the basis of legal permission, for example to law enforcement agencies for the purpose of investigating criminal offences within the framework of the provisions of the Code of Criminal Procedure (StPO).

 

5. Deletion periods

Data processed for the purpose of organising the event will be deleted six months after the end of the event or - if the data is in the form of paper documents - destroyed.

In the event that data is collected for the purpose of providing the website, the data will be deleted immediately after the end of the respective session. In the case of storage of data in log files, this is the case after ten days at the latest. Storage beyond this period is possible. In this case, the IP addresses of the users are deleted or alienated so that an assignment of the calling client is no longer possible.

Contract billing and payment data are stored for 10 years after the end of the event on the basis of legal retention periods or the retention guidelines of Bielefeld University for financial and business matters and then deleted / destroyed.

We would like to draw your attention to the fact that if personal data is published on the internet, it can be accessed by anyone worldwide - also with the help of "search engines" (e.g. Google). In this way, personality profiles can be created by linking this data with other data available about you on the internet. Likewise, the data can be used for other purposes. Archive functions of search engines (see e.g. www.archive.org) may still allow access to the data even if it has already been removed or changed from the above-mentioned internet offers of the university.

 

6. Your rights as a data subject

As a data subject, you can assert the rights granted to you by the EU GDPR at any time:

• the right to be informed whether and which of your data are being processed (Art. 15 EU-DSGVO),
• the right to request that the data concerning you be corrected or completed (Art. 16 EU-DSGVO),
• the right to have data concerning you deleted in accordance with Art. 17 EU-DSGVO,
• the right to demand restriction of the processing of the data in accordance with Art. 18 EU-DSGVO,
• If applicable, the right to revoke your consent at any time. The lawfulness of the processing carried out on the basis of the consent until revocation is not affected by this (Art. 7 (3) EU-DSGVO),
• If applicable, the right to object to future processing of data relating to you in accordance with Art. 21 EU-DSGVO.

In addition to the aforementioned rights, you have the right to lodge a complaint with the supervisory authority for data protection (Art. 77 EU-DSGVO), for example, the

State Commissioner for Data Protection and
Freedom of Information North Rhine-Westphalia
Kavalleriestrasse 2-4
40213 Düsseldorf

In the area of user authentication, we work together with the Verein zur Förderung eines Deutschen Forschungsnetzes e.V. (DFN) (Alexanderplatz 1, 10178 Berlin). If you have any questions about data processing by the DFN, please contact: dfn@dfn.de.