Definitions
The Royal College of Obstetricians & Gynaecologists (RCOG) and the Omani Society of Obstetrics and Gynaecology (OSOG) are the hosts of the RCOG World Congress 2024 to be held 15 – 17 October 2024 in Muscat, Oman and has entrusted K.I.T. Group GmbH Association & Conference Management (“K.I.T. Group”) as the Professional Congress Organiser (PCO) with the organisation and implementation of the event. RCOG and/or K.I.T. Group are referred to each as ”Organiser” or all together as “Organisers”.
K.I.T. Group is responsible for Congress services such as, but not limited to registration services, hotel accommodation, sponsorship opportunities, exhibition management, etc.
General terms and conditions for registration
These general terms and conditions apply to all Congress registrations and all participants registered for the Congress are bound by these terms and conditions. Any registered person is considered a participant. These terms and conditions are also binding for all group registrations.
Congress registration
The registration deadlines are as follows:
- Early bird registration closes: Monday 15 July 2024, 23.59 CEST
- Standard registration: from Tuesday 16 July 2024, 00:01 CEST – 10 October 2024, 23.59 CEST
- Onsite registration: from Tuesday 15 October 2024 00:01 CEST – Thursday 17 October 2024
Only fully completed registration forms will be accepted. The registration fee is based on the date of the receipt of the registration form as the payment in full in accordance with the deadlines mentioned above. The online registration can be completed by clicking the button “register and pay” which can be found at the end of the form. Should one deadline be missed, the next applicable fee will be charged automatically. The registration will only be confirmed upon receipt of payment in full.
If the maximum participant capacity is reached, the Organiser reserves the right to refuse any registration. A claim to participation is excluded in this respect. Only registered participants will be permitted access to the Congress. The minimum age to register for participation is 18 years. Participants may be asked to present an official identity card stating their age.
- Pre-registration deadline: Thursday10 October 2024, 23.59 CET
After the pre-registration deadline, registrations are only possible onsite.
The registration fees can be found on the official website.
The registration fee includes full three day programme over 60 hours of CPD content, six months access post event to speaker recordings (subject to consent), access to a state-of-the-art convention and exhibition centre, opening ceremony with entertainment followed by a reception for all delegates, admission to all sessions, the exhibition area, the poster area and opening/closing session, lunch and refreshments across all three days, Congress pocket programme and access to the exclusive Congress app.
To participate at the trainee rate, proof of full-time enrolment at an accredited university or college must be uploaded at the online registration. (valid student ID or official letter from the university) both at registration and during the Congress.
To register for the Midwives and Allied Healthcare Professional, the required proof must be forwarded by the published deadline (together with the registration fee). A proof of status is an official letter written by the head of department – hospital, company or academic institution –, which confirms the status of the applicant.
Press registration
To register as a media representative, please submit your official press card at the online registration. There is no registration fee for accredited media representatives.
Group registration
Group registrations will be accepted for a minimum of 10 participants. Please contact RCOG-registration@kit-group.org for further information. Should the pre-paid amount not be used in full during the pre-registration process, the remaining amount can be used for on-site registration. There will be no refund for badges which were paid for, but not used (according to the deadlines mentioned above). The deadline for group bookings is Friday 4 October 2024. After the group registration deadline, registrations are only possible on-site. Only fully completed group registration forms as well as fully completed name lists (including the participants full name, individual email and postal address) will be accepted. K.I.T. Group cannot be held responsible for double bookings of an individual participant or group made by another company or organisation.
Methods of payment
Payment is required at the time of registration and is due in US Dollars, using one of the following methods:
1. Credit card
Visa, AMEX or MasterCard are accepted. Credit cards are debited in US Dollars.
2. Bank transfer – until Monday 30 September 2024
- Account holder: K.I.T. Group GmbH
- Bank: Commerzbank Berlin, Kurfürstendamm 237, 10719 Berlin, Germany
- SWIFT-CODE: DRESDEFF100
- IBAN: DE77 1008 0000 0514 0018 00
- Reference: Participant name, Participant number, RCOG 2024
Please note that ALL transfer costs must be prepaid by the transmitter. Cheques will not be accepted.
Letter of confirmation/payment receipt
A letter of confirmation/invoice will be sent by email once K.I.T. Group has received the fully completed registration form and the related payment.
Without the barcode from the confirmation letter, independent printing of the name badge at any self-printing terminals that may be present at the venue is not possible.
General information
In addition to the payment receipt, general Congress information will be sent to all participants by email approximately three weeks prior to the Congress in addition to being available on the Congress website.
Letter of invitation
Individuals requiring an official letter of invitation can request one from K.I.T. Group. To receive a letter of invitation, participants must first register to the Congress and submit payment in full.
The letter of invitation does not financially obligate the organisers in any way. All expenses incurred in relation to the Congress are the sole responsibility of the participant.
Visa requirements
It is the sole responsibility of the participant to take care of his/her visa requirements. Any participant requiring an entry visa must allow sufficient time for the application process. Participants should contact the nearest embassy or consulate to determine the appropriate timing of their visa applications. When the registration has already been paid, the registration fee minus a handling fee of 50 USD will be refunded after the Congress (no later than 90 days after the Congress) if the visa was applied for in time, and proof of this, together with an official notice from the embassy confirming that a visa could not be granted, is forwarded to the Organiser at RCOG-registration@kit-group.org.
CPD and certificate of attendance
For those following the RCOG CPD framework and ePortfolio
You may claim 1 credit up to 3 hours or 2 credits per day for a full day’s attendance at this event. Further credits are available for reflection and action following the activity (1 credit for reflection and 1 or 2 credits for action). Please see the RCOG CPD framework for further guidance.
For those not registered on the RCOG CPD programme
This event provides 65 hours of learning. You need to confirm with the institute which manages your CPD programme how to claim CPD credits for this learning.
Certificate of attendance
A certificate of attendance will be sent electronically after the Congress on completion of an online feedback questionnaire to the email address provided by the participant during registration. It is not possible to issue the certificate of attendance on site. Any claim in this regard is excluded.
Following the Congress, participants will be emailed a link to complete an online questionnaire, after which they will receive their certificate of attendance.
Registration cancellation policy
Participation in the Congress can be cancelled with entitlement to refunds as set out in these terms and conditions. A notification must be sent in written form to K.I.T. Group by email to RCOG-registration@kit-group.org until Tuesday 17 September 2024 (date of receipt). The notification must include all the relevant information regarding the bank account to which a possible refund may be remitted. A handling fee of 50 USD will be deducted from the refund sum.
In case of cancellation after this very date, no refunds will be made.
Credit will not be given for unattended events or early termination of attendance. Refunds will be credited only to person/entity who/which paid the original registration. Reimbursement to or for the benefit of third parties is excluded.
Registration name change
A handling fee of 50 USD will be charged for every name change to an existing Congress registration. A registration form for the substitute participant should be submitted, as well as a proof for the reduced fee if applicable. Name changes will only be accepted until the standard registration deadline indicating clearly the new and old name. After the standard registration deadline (Thursday 10 October 2024), all name changes must be carried out onsite.
Lost name badge
The official Congress name badge must be worn at all times during the Congress. Access to the Congress facilities will not be granted without a proper, valid name badge. If a participant loses, misplaces, or forgets the name badge, a handling fee of 50 USD will be charged for a new name badge. Upon handing out a new name badge, the lost badge will become invalid.
Access
Admission to the venue is for registered participants only. Access to the opening ceremony will also be granted to registered participants only. Seats in the session rooms are limited. Refunds will not be made if all seats are taken. It is the responsibility of the participant to access the session rooms in good time.
Babies and children at Congress
We want to make it as easy as possible for parents and carers to attend Congress. We have a parent room located at the venue for use during Congress and only ask that if you are bringing a baby/child, you are mindful of other attendees and ensure there is no noise disruption at any time.
Modification of the Congress programme
The Congress programme is published as an indication only and may be subject to modification at any time in terms of time, location, theme, and content (in particular to the programme schedule, the appointment and/or selection of speakers, the technical environment, programme duration, etc.) The participant has no claim to the staging of a particular speaker and/or event, to a particular event duration or to the provision of a particular content. Changes to the programme do neither constitute a right of withdrawal nor refund claim on the part of the persons registered, provided the character of the event as a specialist event in the specified subject area is not affected by the changes.
Cancellation of the Congress; Force Majeure; Hardship
If the Congress cannot be held or is postponed, or if the Organiser is prevented through no fault of its own from fulfilling its obligations in connection with the Congress due to external, unforeseeable events beyond its control ("Force Majeure"), or if circumstances arise, which could not have been foreseen and in the presence of which the Organiser would not have concluded this Contract in such a way and the elimination of which cannot be carried out by economically reasonable means (“Hardship”), the Organiser shall have the right to cancel the Congress immediately after the aforementioned circumstances become known and/or to terminate the Congress without any liability and shall be released from its obligations to the participants. In these cases, the Organiser cannot be held liable by the participants for any damages, costs or losses such as transportation costs, accommodation costs, financial losses, lost profits, etc. In these circumstances, the Organiser reserves the right to either retain the entire registration fee and use it for a future or rescheduled Congress or to reimburse the participant for the costs already incurred for the organisation of the Congress that could not be recovered from third parties. As advised above, it is the attendee’s own responsibility to arrange their own insurance, should they require it, to cover for any travel, accommodation, or other cancellation costs. You are strongly advised to consider arranging such insurance.
Hygiene and safety regulations; House rules
Participants are obliged to inform themselves before or during their participation in the Congress about the currently valid official and/or organiser-issued regulations on pandemic or epidemic-related containment measures and to comply with them. In addition, participants are obliged to observe the hygiene and safety measures or concepts issued by the organisers and to inform themselves independently at all times about any corresponding adjustments. By entering the venue, each participant accepts the house rules of the Congress venue, which can be viewed at the registration counter. The participant is aware that the consumption of food and beverages brought to the Congress is not permitted.
Transfer of personal data
During the registration process and the execution of the Congress the personal data of each participant is processed. All personal data will be processed in accordance with the applicable national data protection regulations and in particular the General Data Protection Regulation GDPR (Regulation (EU) 2016/679) and the German Federal Data Protection Act (BDSG).
Personal data will not be forwarded to a third party unless in accordance with Art. 6 Sec. 1 lit a-f GDPR: (a) express consent, (b) performance or conclusion of a contract, (c) fulfilment of a legal obligation, (d) protection of vital interests of the data subject or another natural person, (e) public interest or exercise of official authority, (f) legitimate interest of the data controller and balancing of interests. When participating in congress side activities personal data may be forwarded to the service partners entrusted with the organisation of the side events in order to enable participation. The legal basis for data processing results from Art. 6 (1) lit. b GDPR (necessity for the performance of the contract).
In the course of participation in the Congress, personal data may be processed by companies based in third countries without adequacy decision by the European Union Commission (with appropriate safeguards in place according to Section 8 of the registration privacy policy). Within the framework of these general terms and conditions, the participant agrees to this data processing insofar as it is necessary for his/her participation and the full use of the congress services, whereby the assertion of rights under data protection law and the right to lodge a complaint may be restricted or made more difficult.
As some Congress Exhibitors may use the Lead Capture Technology, attendees can use their name badge like a business card with them to communicate their complete contact details. In this case you decide to whom you provide your data. Please note that offering your badge to be scanned at an exhibition stand and/or at the entrance to a satellite symposium implies your acceptance that the respective company receives your complete contact details from the organisers and may contact you, using the data.
For further details on data processing, your rights as a data subject to information, objection, revocation of consent, blocking and deletion of personal data as well as access to personal data and how to contact the data protection officer, please refer to the privacy policy.
Intellectual property rights
All content (trademarks, brands, copyrights, etc.) displayed at and/or during the Congress remain the property of their respective owners and are used for identification purposes only. The content and compilations published on the event website and/or related websites are subject to the applicable copyright laws. The reproduction, editing, distribution, sharing and/or any kind of exploitation outside the limits of the applicable copyright laws require the written consent of the respective author and/or creator.
The reproduction, editing, distribution, sharing and/or any kind of exploitation outside the limits of the applicable copyright laws require the written consent of the respective author and/or creator.
Downloads and copies of information, documents, files, presentations, and other content shared are only permitted if explicitly marked and solely for private use. The commercial use of content is prohibited without the consent of the author/creator. Insofar as the content on the event platform website has not been created by the organiser, the copyrights of third parties will be observed. Contributions of third parties are marked as such on the event platform website. Should a copyright infringement nevertheless occur, the Organiser requires a corresponding notice. The relevant content will then be removed immediately.
Indemnification for copyright infringement
The participant confirms that any Congress-related use or exploitation of works and/or materials employed or used by him/her in connection with an activity or on the occasion of participation in such an activity (i.e., lecture, presentation, moderation and/or other contributions, etc.) is done lawfully and in particular in compliance with all applicable copyright protection regulations and in recognition of all rights of third parties.
The participant further confirms that the above assurance also extends to the documentation of the event and public reporting by means such as photography, filming and recording as described above. The participant/presenter shall indemnify and hold harmless the Organiser and/or the hosting party from any claims, liability, loss or expense (including attorneys' fees as legally permissible) arising out of any breach of the foregoing representations.
The Congress website and its use
Unless otherwise expressly stated or evident from the circumstances, all content displayed on the Congress website is the property of K.I.T. Group. Each participant with completed and confirmed registration is entitled to view any part of the Congress website and to copy or download content, provided it is used exclusively for personal or non-commercial use and third-party rights are not opposed. Any other reproduction of the contents of the Congress website requires in any case the permission of the Organiser.
Viruses or other technical malfunctions; blocking of access; disclaimer of warranty
All reasonable efforts will be made to ensure that downloadable content is free of viruses. The Organiser cannot accept liability for any damages resulting from viruses affecting third party computer systems that originate from this website and/or any digital event platform. The Organiser cannot guarantee trouble-free use of the Congress website and/or any digital event platform. Any claims for damages in this regard are excluded.
Access to the Congress website, the associated digital offers and/or any digital event platform can be blocked temporarily or permanently if there are concrete indications that the participant is violating or has violated these GTC and/or applicable law or if the Organiser has another justified, substantial interest in blocking access. When deciding on a blocking, the legitimate interests of the participant will be taken into account appropriately.
The Organiser does not guarantee the adequacy, accuracy and/or completeness of information published in connection with the Congress. Furthermore, the Organiser does not guarantee uninterrupted and/or error-free access to the Congress websites. The Organiser shall endeavour to remedy such interruptions as quickly as possible using economically reasonable means. In all other respects, the regulations from the area of connectivity or technical issues apply.
Film, photo and video recordings
The participant understands that the Organiser will create image, film and audio recordings related during the Congress for educational purpose. This material can be shared and published within public reporting or used in social networks (Facebook, LinkedIn, X, Instagram) and emails about the event without entitlement to remuneration. The participant explicitly gives her/his consent to the use of her/his images, voices and other content captured at the event for publications and communications relating to the event according to the effective law. In this respect, the participant waives any remuneration and will not assert any claims for remuneration whatsoever. The participant can withdraw her/his consent at any time by contacting K.I.T. Group via email to RCOG-congress@kit-group.org.
Limitation of liability
The Organiser is liable for intent and gross negligence.
The Organiser is liable within the scope of due diligence in accordance with the statutory provisions. The liability of the organiser is limited to intent and gross negligence. Liability for damages caused by commissioned third parties remains unaffected. Participants attend the Congress and all associated events at their own risk.
The abovementioned exclusions of liability do not apply in case of damage of life, body and health. The liability pursuant to the product liability law remains unaffected.
The above disclaimers apply also to the benefit of employees, agents and other third parties the organiser has retained for the execution of the registration agreement.
Place of performance and jurisdiction
Place of performance and jurisdiction is - as far as legally permissible - Berlin.
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.
Requirement of written form
Changes and/or additions to these terms and conditions must be made in writing to be effective, and any oral or other informal arrangements are unenforceable. This also applies to the waiver of the requirement of the written form.
Severability clause
Should individually provisions of these general terms and conditions of business be and/or become invalid and/or impracticable, the remaining provisions shall not be affected thereby. Rather, the parties undertake to replace the ineffective and/or impracticable provisions with legally valid and/or practicable provisions which correspond to the ineffective and/or impracticable ones in economic terms. This also applies to any loopholes.
Right of modification
The Organiser may make changes and/or additions to these general terms and conditions at any time. The participants will be informed of such revisions from time to time. If the changes and/or amendments concern essential parts of the registration agreement and if the rights of the participants are substantially changed as a result, each participant with an existing and paid registration will be informed separately with the possibility of consent.
As of Monday 26 February 2024
K.I.T. Group GmbH
Association & Conference Management
Kurfürstendamm 71
10709 Berlin, Germany