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  3. General Terms and Conditions

General Terms and Conditions

Article 3: Events

  1. The EAIE organises Events in which Contacts may participate. 
  2. Registration for an Event has to be done in the manner organised by the EAIE. The registration for an Event is completed once the EAIE confirms the registration in writing, at which point an Agreement is deemed to be concluded.  
  3. All registrations for Events are done online through the Website. Online payment is required at the same time as online registration for all Events. Under special circumstances where online registration is deemed by the EAIE not to be possible, an invoice will be issued with respect to the Event and must be paid immediately. If payment of the outstanding sum (including administrative costs and interest, if charged) is not made immediately and still not after the lapse of a subsequent payment period set by the EAIE in an email, the EAIE has the right to charge for any judicial and/or extra-judicial costs incurred. 
  4. Participation in any Event organised by the EAIE is at the risk of the Contact. The EAIE is not responsible or liable for damages, of any nature whatsoever, caused to a Contact during an Event or travelling to or/from an Event. 
  5. A Contact participating in an Event, in any way whatsoever, acknowledges that the obligation of the EAIE to organise the Event is not an obligation to achieve any result for the Contact. Subject to other clauses of these General Terms and Conditions, the obligations of the EAIE with respect to a Contact is limited to the responsibility to register and inform the Contact of the Event and registration for the Event. 
  6. The EAIE reserves the right to alter or cancel, without prior notice, any of the arrangements relating directly or indirectly to an Event, for any circumstances beyond the EAIE’s reasonable control. This includes the cancellation of an Event itself. The EAIE is not liable for any losses and/or damages registered Participants may suffer on account of any alteration or cancellation. 
  7. Participants must arrange adequate travel, personal liability and health insurance prior to an Event. 
  8. Registered Participants of a Physical Event can cancel their participation free of charge up until 7 weeks before the start of an Event (hereinafter referred to as the "Cancellation Deadline"). If the Participant has already paid the fee, they will be refunded the full participation fee. 
  9. Participants of a Physical Event who cancel their participation after the Cancellation Deadline but before the Registration Deadline (as defined below), will be charged a participation fee of 50% of the general participation fee or will be refunded 50% of the already paid participation fee, depending on whether payment has already been received by the EAIE or not. Fees for additional activities such as networking events will not be refunded. 
  10. Participants of a Physical Event who cancel their participation less than 3 weeks before the start of the Event (hereinafter referred to as the "Registration Deadline") or who do not show up at the Event, will be charged the full fee and will not be refunded for any fee if the Participant has already paid the full fee. 
  11. Participants of a Virtual Event are bound by the cancellation policy of the individual Virtual Event set out on the Website. Policies may vary per event. 
  12. No exceptions to the cancellation policy as set out herein will be made in the event that a Participant’s visa application is declined. 
  13. If, at the sole discretion of the EAIE, an Event does not receive a sufficient number of Participants, the EAIE may, at its sole discretion, decide to cancel the Event. The EAIE will do this by notifying registered Participants of the Event in writing by sending an email to the email address as provided by them, no later than 6 weeks before the start of the Event. All registered Participants will receive a full refund of any registration fees paid. The EAIE is not liable for any other costs incurred by Participants such as flight tickets nor for any other losses and/or damages. 
  14. The EAIE may exclude a Participant either permanently or temporarily from further participation in an Event should the EAIE, at its sole discretion, deem the Participant’s behaviour inappropriate, disruptive or offensive to other Participants, Contributors or the employees of the EAIE in any way whatsoever or if the respective Participant in any other way breaches the EAIE Code of Conduct. No refund of the participation fee or any other fees will be given to a Participant should they be excluded from an Event on the basis of this provision and the EAIE is not liable for compensation of any other costs, losses or damages incurred by the respective Participant as a result of its exclusion. 
  15. Obtaining a visa and all the associated costs is the sole responsibility of the Participant. The EAIE cannot assist in the visa application process other than to offer a Participant a so-called "Letter of Invitation". It is at the EAIE’s sole discretion to decide whether or not to offer such a letter. If the EAIE provides a "Letter of Invitation" this does not imply any responsibility, liability or sponsorship by the EAIE for the Participant. The Participant must refrain from any action or behaviour suggesting that the EAIE is or will be responsible and/or liable for and/or sponsoring the Participant. 
  16. Besides the content of these General Terms and Conditions a Contact participating in an Event shall read and adhere to all general and Event-specific information, guidelines, policies and rules concerning Events as provided on the Website or otherwise. 

Article 8: Miscellaneous

  1. The EAIE is under no circumstance liable for damages and/or misrepresentations caused by Contacts hired by the EAIE to fulfil its obligations pursuant to an Agreement. 
  2. In these General Terms and Conditions force majeure has the meaning of force majeure as stated in Dutch law and Dutch case law, and includes all circumstances beyond the control of the EAIE also if they were foreseeable at the time the Agreement was concluded, resulting in the EAIE not being able to fulfil its obligations, and includes but is not limited to strikes, riots, transportation problems, fires, terrorism, natural disasters, disruptions in the organisation of the EAIE or its suppliers. 
  3. If the EAIE can be held liable, other than for intentional acts or gross negligence, the total liability of the EAIE will be limited to the amount which the EAIE can claim and has received from its insurer. The EAIE will under no circumstances be liable for indirect damages such as loss of profits and/or interest. 
  4. The EAIE is not liable for any personal injury or death of a Contact arising during or in connection with the fulfilment of an Agreement. 
  5. Dutch law is applicable to these General Terms and Conditions as well as to every Agreement concluded between the EAIE and a Contact. The applicability of the Vienna Sales Convention is expressly excluded. 
  6. Only a competent court in Amsterdam has jurisdiction on disputes between the EAIE and a Contact arising out of or in connection with an Agreement, these General Terms and Conditions or any other related document thereto, including but not limited to the EAIE Code of Conduct. 
  7. If any disputes arise between a Contact and the EAIE based upon the construction and/or validity of an Agreement and/or the performance of the parties under an Agreement, parties have the obligation to try and reach an amicable settlement by agreement or escalation to appropriate levels of management. Only after a failed attempt to reach a settlement can parties start proceedings in the courts of Amsterdam, the Netherlands. 
  8. If any of the clauses or part of a clause of these General Terms and Conditions is, or becomes, invalid or non-binding, the parties shall remain bound by all other clauses or the remaining part of the clause. In that event, the parties shall replace the invalid or non-binding clause by clauses that are valid and binding and that have, to the greatest extent possible, a similar effect as the invalid or non-binding clause, given the contents and purpose of the General Terms and Conditions.

Article 5: Website

  1. No part of the Website may be reproduced, stored in a retrieval system of any nature, modified, transmitted or made available in any form or by any means, without prior written consent of the EAIE. This clause is also applicable on the use of contact details, personal information or other information of the Participants of an Event and contacts within all digital platforms, virtual environments and communication channels hosted by the EAIE or made available by the EAIE. Meaning that any Member and/or Participant information made available on the Website, or elsewhere, may not be used by any Contact for any purpose whatsoever without the prior written consent of the EAIE. 
  2. The EAIE endeavours to ensure the accuracy and correctness of the information, data, names and publications on the Website. The EAIE is not liable or responsible for any inaccuracies and the damages or losses resulting therefrom. The EAIE is not liable or responsible for the content of information delivered by a Contact and shown on, or sold through, the Website or any other digital platforms, virtual environments and communication channels hosted by the EAIE or made available by the EAIE. 
  3. Specific terms and conditions are applicable on the use of the Website which can be found in the terms of use/privacy policy as published on the Website. 
  4. The EAIE reserves the right to remove content from all digital platforms, virtual environments and communication channels hosted by the EAIE or made available by the EAIE that is deemed defamatory, abusive, profane, threatening, offensive, illegal or spam.  Additionally, the EAIE reserves the right to suspend or revoke access to all digital platforms, virtual environments and communication channels hosted by the EAIE or made available by the EAIE for contacts with repeated or severe violations of this policy.  

Article 4: Promotion

  1. The EAIE offers three types of promotional activities: advertising, sponsoring and EAIE exhibitions, together referred to as "Promotions" or separately as a "Promotion". 
  2. Besides the content of these General Terms and Conditions all information, guidelines, policies and rules on the Website concerning Promotions are applicable to, and valid with respect to, any kind of Promotion. 
  3. Cancellations by a Contact have to be done in writing to the EAIE as per the Agreement entered into with them. 
  4. The EAIE has the right to cancel any Promotion agreed upon. The EAIE may and shall use this right specifically if any Promotion discriminates on the basis of race, gender, religion, sexual orientation, political conviction, or national or ethnic origin or if any Promotion conflicts with the aims and values of the EAIE. 
  5. The EAIE is not liable or responsible for any failure to insert any Promotion. 
  6. The EAIE has the sole discretion to decide on the positioning of Promotions. 
  7. Acceptance of a Promotion does not imply endorsement thereof by the EAIE. 
  8. The EAIE reserves the right to refuse any application for a Promotion for any reason including, but not limited to, a product, service or business practice that is not consistent with the EAIE’s mission and vision. 

Article 7: Conclusion of other Agreements and payment

  1. This clause 7 applies to all Agreements that are not covered by any of the other clauses in these General Terms and Conditions. 
  2. Quotes made to the EAIE are not binding on the EAIE and should be regarded as invitations to make a quote. Quotes from the EAIE are valid for 30 days unless mentioned and/or agreed otherwise. All quotes must be received by mail or email. 
  3. The prices mentioned in the quote must be in Euro and exclude VAT and transport costs. Prices do not automatically apply on repeat orders. 
  4. An Agreement is deemed to be concluded when the Contact receives written confirmation, including but not limited to a message by email, from the EAIE. 
  5. The EAIE has the right to reject a quote from a Contact for any reason whatsoever. 
  6. All payments must be made in Euro or as otherwise specified by the EAIE. Payment is required on any orders before the orders can be carried out by the EAIE. 

Article 2: Membership of EAIE

  1. Any Contact interested in the aim of the EAIE may apply for Membership. The EAIE is authorised to accept applications for Membership. 
  2. In accordance with its bylaws and articles of association, the EAIE reserves the right to refuse Membership to a Contact, if the EAIE deems it to be contrary to the interest of the EAIE or its Members to accept the application for Membership. 
  3. The Membership is individual and not institutional. 
  4. Membership runs from 01 January until 31 December. The fee payable for a Membership will be calculated per calendar year (01 January to 31 December of any year) and will be a fixed yearly payable amount, meaning that notwithstanding the fact that a Membership can start at any moment during a calendar year the fee payable will be the same as for a whole calendar year. The Membership fees may be altered from year to year at the sole discretion of the EAIE. 
  5. A Member is granted certain benefits. 
  6. Any benefit granted to a Member is a strictly personal license to use the benefit during the term of the Membership. Meaning this license is non-refundable, non-transferable, exclusive, revocable and with no right to grant a sub-license. 
  7. Member benefits which can only be accessed by using a code, key or other personal identification token, are provided to a Member for personal use only. Meaning a Member shall at all times refrain from making the aforementioned tool available (actively or passively) in any way to a non-Member. Furthermore, a Member shall store, use and dispose of the tool with due care and attention. A Member is fully responsible and liable to the EAIE for any loss or damages resulting from the misuse and/or loss of the tool. 
  8. The EAIE reserves the right to alter, reduce, stop, terminate, end or make a Member cease the use of a Member benefit at any time and at the EAIE’s sole discretion. 
  9. If the Membership is terminated for any reason whatsoever, the license and right to use any Member benefit is terminated immediately. To the extent possible, any items provided to a Member in order to make the Member benefit available must be returned to the EAIE for the account and risk of the (former) Member. 

Article 6: Intellectual property rights

  1. All intellectual property rights with respect to contributions including publications, material used for Events and duplicated by or on behalf of the EAIE are owned fully by the EAIE unless otherwise mentioned or agreed upon. Contacts may only use the EAIE-owned material with prior and specific written consent from the EAIE. The EAIE is not responsible for conference handouts and/or presentations from the individual speakers. 
  2. To the extent necessary all Members and/or other Contacts are obliged to transfer any intellectual property rights on materials created and to be used by or on behalf of the EAIE and/or at an Event, to the EAIE, which transfer will be accepted by the EAIE. 
  3. A Contact must notify the EAIE in writing of any claim or infringement by an outside party of the EAIE's intellectual property rights. The EAIE must be notified within 48 hours of the Contact becoming aware of the claim or infringement. The Contact must also provide the EAIE with all information on the claim or infringement and must assist the EAIE in every way possible regarding legal action, making defences or negotiating on settlements. 
  4. A Contact may not change any materials which are subject to the EAIE's intellectual property rights. 
  5. The EAIE reserves the right, at its sole and absolute discretion, to make and use the films, audio and recording and/or photographs of a Contact in any media. By participating in or visiting any event organised by the EAIE, a Contact agrees with the recording, filming or photographing of a Contact by the EAIE as well as to the use of these recordings, films or images in any media for publicity, advertising, trade or promotion purposes. No rights can be derived from this publication. 
  6. The EAIE reserves the right to use comments made, or evaluations provided by Contacts on an anonymous basis for the purposes of publicity and promoting its products and services. 
  7. Members are allowed to publish their Membership on the condition that they make clear that they are a Member on an individual basis and not as an organisation. The EAIE is allowed to publish the name, institution, country and position of Members in a Member directory. 
  8. The EAIE is allowed to publish the name, institution, country and position of Contacts on a list of participants for certain Events. Contacts approve such publication by registration for an Event. 
  9. Contacts are prohibited from implying that the EAIE has reviewed or endorsed their programmes or activities. 

Article 1: General

  1. Definitions 
    In these General Terms and Conditions unless the context otherwise requires: 

  • "Agreement" means any agreement entered into by the EAIE with a Contact including, but not limited to, agreements regarding a service, publication, Membership, promotion, the participation in or attendance of an Event (as defined below); 
  • "Contact" means any third party, including Members, Participants, Contributors, sponsors or advertisers being either natural persons, legal entities or not incorporated companies, regardless of whether or not the EAIE has, or is about to, enter into an Agreement with them;  
  • "Contributor" means a person who provides their expertise by inter alia speaking, training and/or writing for the EAIE or at Events;  
  • "EAIE" means the European Association for International Education, as defined below; 
  • "EAIE Code of Conduct" means the EAIE’s code of conduct, as it reads from time to time; 
  • "European Association for International Education" means the association incorporated under the laws of the Netherlands and registered with the Dutch Chamber of Commerce under number 40536784 and with registered address at TSH Collab C/o EAIE, Wibautstraat 131D, 1091 GL Amsterdam, the Netherlands;  
  • "Event" means any activity (Physical Event and/or Virtual Event) organised by the EAIE;  
  • "Physical Event" means an event that is physically attended.   
  • "Virtual Event" means an event that takes place solely online or in a virtual environment.  
  • "General Terms and Conditions" means these General Terms and Conditions;  
  • "Member" means a person accepted and registered for Membership by the EAIE, and whose Membership fees have been paid up to date;  
  • "Membership" means membership of the EAIE;  
  • "Participant" means any natural or legal person who has registered for an Event and whose registration for the Event has been accepted by the EAIE, including but not limited to attendees and exhibitors;  
  • "Website" means the website of the EAIE: www.eaie.org 

  1. These General Terms and Conditions are applicable:  

  • to all Agreements the EAIE enters into with Contacts and all quotations or offers made by the EAIE and invoices issued by the EAIE to Contacts;  
  • insofar as possible on the usage of the Website and the products offered there, including all digital platforms, virtual environments and communication channels hosted by the EAIE or made available by the EAIE;  
  • to registration for Events;  
  • to services provided by and or to the EAIE and Membership of the EAIE; and 
  • to all future offers and quotations made by and to the EAIE, all services provided by and or to the EAIE, all future usage of the Websites and the products offered there, including all digital platforms, virtual environments and communication channels hosted by the EAIE or made available by the EAIE and all future agreements the EAIE and Contacts may enter into and all future invoices issued by the EAIE. 

  1. The EAIE Code of Conduct, sets out the behavioural standards the EAIE expects of all Contacts and all Contacts shall adhere to the EAIE Code of Conduct. Any other terms and conditions of any Contacts or any sector specific terms and conditions are not applicable, unless they are not in conflict with these General Terms and Conditions, the EAIE Code of Conduct or any other terms and conditions used by the EAIE, and the EAIE has explicitly agreed that such terms and conditions apply. However, to avoid any misunderstanding: these General Terms and Conditions shall at all times take precedence over any such other terms and conditions.  

  1. If the EAIE determines at its sole discretion on the basis of any information available to it that participation in or attendance of an Event or other EAIE activity by a Contact or the continuation of an Agreement between the EAIE and a Contact under its current terms may expose the EAIE, its stakeholders, its objectives or its operations to material legal, regulatory, financial, operational, ethical, safeguarding or reputational risk, the EAIE may, acting reasonably and in the interests of the EAIE, refuse, cancel, limit or make conditional the participation or attendance by that respective Contact in any EAIE activity, including but not limited to participation in and/or attendance of Events as Participant, and may also terminate the relevant Agreement in whole or in part with immediate effect, by sending the respective Contact notice of its decision. Any decision taken under this provision is administrative and preventative in nature and is intended to protect the legitimate interests of the EAIE. The EAIE is not liable for compensation of any costs or damage a Contact may incur as a result of a decision under this provision, including any decision to terminate any Agreement, whether in whole or in part. A decision under this provision does not automatically constitute a disciplinary finding or sanction within the meaning of the EAIE Code of Conduct, a determination of misconduct within the meaning of the EAIE Code of Conduct, an admission of liability, or the conclusion that any person has breached the EAIE Code of Conduct.  

  1. If there is a conflict or inconsistency between any provision of these General Terms and Conditions and the content of any Agreement entered into by the EAIE, the provisions of the Agreement will prevail or those of the Agreement to the extent required to resolve such conflict or inconsistency.  

  1. The EAIE may amend these General Terms and Conditions from time to time. The EAIE will notify the Contact of any changes and provide the amended General Terms and Conditions. The amended General Terms and Conditions will apply 5 (five) working days after being provided to the Contact.  

 

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Last update: August 2026