Terms & Conditions for Registration and Participation

These Terms & Conditions govern registration for and participation in the 24^th Annual ENETS Conference. Each participant is required to comply with and accepts these Terms & Conditions in connection with their registration for and participation in the Conference.

Where a registration is made on behalf of one or more participants by a group agent, sponsor, the ENETS Office or another third party, the person or organisation making the registration is responsible for ensuring that the applicable participants are provided with, or have access to, these Terms & Conditions before participation in the 24^th Annual ENETS Conference.

The Conference is organised by ENETS – European Neuroendocrine Tumor Society e.V. IDEA-Z Project in Progress S.r.l. acts as the Official Organising Secretariat and manages registrations, participant communications, payment processing, invoicing and on-site organisation.

For the purposes of these Terms & Conditions, “Participant” means any individual registered to attend or otherwise participate in the Conference, including delegates, speakers, faculty members and accompanying persons, where applicable.

These Terms apply to all Participants. Specific provisions may also apply to exhibitors, sponsors and other organisations participating in or supporting the Conference.

1.1 Definitions

For the purposes of these Terms & Conditions:

“Event Premises” means all areas used for the Conference, including session rooms, poster and ePoster areas, exhibition areas, foyers, catering areas and any digital or hybrid conference environment.

“Conference Content” means all content presented, exhibited or otherwise made available in connection with the Conference, including oral presentations, mini oral presentations, Poster Stage presentations, physical posters, ePosters, ePoster videos, slides, abstracts, audiovisual materials, session recordings and scientific discussions, and encompasses Scientific Content.

“Scientific Content” means Conference Content of a scientific nature submitted, presented or exhibited by authors, presenters or faculty.

“Footage” means photographs, film, video and audio recordings and interviews created by or on behalf of ENETS in connection with the Conference.

“Media Library” means the online ENETS Conference archive or media library in which Conference Content and Footage may be made available after the Conference in accordance with Sections 11 and 12.

Registration is available exclusively through the official online registration platform. A registration becomes effective only after receipt of full payment. Participants are responsible for ensuring that all personal and billing information submitted is complete and accurate. A confirmation email will be issued once registration has been successfully completed.

Registration fees are published on the official Conference website and may be paid by credit card, bank transfer or PayPal. Any bank charges remain the responsibility of the Participant. Invoices will be issued using the billing information supplied during registration and may only be amended where permitted under applicable tax legislation.

Participants will receive an electronic confirmation of registration. Official Conference badges will be issued on-site and must be worn throughout the Conference. Badges are personal and non-transferable.

5.1 Participant Cancellations

Cancellation requests must be submitted in writing (including email) to the Official Organising Secretariat. Registrations cancelled no later than 1 February 2027 at 23:59 CET will be refunded, less an administration fee of EUR 50 per cancelled registration. From 2 February 2027 onwards, cancellations are no longer eligible for a refund. Failure to attend the Conference does not entitle the participant to any refund.

5.2 Name Changes

Participant name changes remain possible at any time before the Conference upon payment of an administration fee of EUR 50 per name change. Name changes are only permitted within the same registration category and fee level, unless otherwise agreed by ENETS and the Official Organising Secretariat.

5.3 Programme Changes and Material Changes

Normal changes to the scientific programme, speakers, schedule or venue that do not materially alter the overall character of the Conference do not entitle Participants to any refund. Normal changes may include, for example, replacing individual speakers or modifying the timing or format of sessions.

If ENETS cancels the Conference or makes a change that materially alters the overall character or substantive focus of the Conference, ENETS will use reasonable efforts to offer Participants either:

(a) a refund of the registration fee paid, less any reasonable administration fee; or
(b) the option to transfer the registration to a rescheduled or substantially equivalent ENETS event.

The specific arrangements will be communicated to Participants in such circumstances and will take into account any applicable legal and regulatory requirements.

ENETS reserves the right to modify the scientific programme, speakers, schedule or venue whenever necessary. Normal programme or speaker changes shall not entitle participants to reimbursement. ENETS will make every reasonable effort to deliver the published programme or an equivalent programme.

Any cancellation or material change to the Conference that significantly affects its overall character or substantive focus will be addressed in accordance with Section 5.3.

The Conference will apply for accreditation by the European Accreditation Council for Continuing Medical Education (EACCME®). Credits will be awarded in accordance with the applicable EACCME® regulations.

Participants are responsible for arranging and paying for their own travel, accommodation, insurance and visa requirements. Invitation letters may be issued exclusively to support visa applications and do not imply any financial commitment by ENETS or the Official Organising Secretariat.

9.1 Force Majeure Events

Neither ENETS nor the Official Organising Secretariat shall be liable for cancellation, postponement, relocation or modification of the Conference resulting from events beyond their reasonable control, including natural disasters, epidemics, governmental or regulatory restrictions, acts of terrorism, industrial action, failure of utilities or transport, or other events of force majeure.

9.2 Consequences

Where a force majeure event makes it impossible or impracticable to hold the Conference as planned, ENETS will use reasonable efforts to:

(a) reschedule the Conference; and/or
(b) provide a virtual or hybrid format that allows Participants to access the scientific programme in an alternative manner.

In such circumstances, ENETS and the Official Organising Secretariat shall not be liable for any costs incurred by participants, including travel, accommodation and other expenses, and no refunds shall be due in respect of changes that do not materially reduce Participants’ ability to attend or access the scientific programme.

If ENETS cancels the Conference entirely without offering a rescheduled or substantially equivalent alternative (physical, virtual or hybrid), ENETS will use reasonable efforts to offer a refund or credit of the registration fee paid, taking into account any non-recoverable costs and applicable legal requirements.

Participants are expected to behave professionally and respectfully towards all attendees, faculty, exhibitors and staff. ENETS reserves the right to remove any participant whose conduct is considered inappropriate, without entitlement to any refund.

11.1 Official ENETS Photography, Recording and Media

By entering the Event Premises, participants acknowledge and agree that the Conference and activities taking place at the Event Premises may be photographed, filmed, interviewed or otherwise recorded by or on behalf of ENETS, including through audio and video recording (collectively, “Footage”).

All rights of use in and to Footage created by or on behalf of ENETS in connection with the Conference are held by ENETS, to the extent permitted by applicable law. Participants acquire no rights in Footage.

ENETS may use, reproduce, edit, publish, display, distribute, archive, sublicense and otherwise make available such Footage, including any image, likeness or voice of a participant contained therein, for purposes connected with the Conference and for ENETS’ documentation, archival, educational, communication and promotional activities.

Such use may include making Footage available through the Media Library, as well as publications on ENETS websites, social media channels and other communication media, and use in connection with the promotion of current or future ENETS events.

Where Footage reproduces Scientific Content, Section 12 applies in addition to this Section 11.1, and the access restrictions applicable to the relevant Scientific Content shall be observed.

Where the use of Footage is based on consent, Participants may withdraw that consent at any time with effect for the future by contacting the ENETS Office at office@enets.org. ENETS will cease further use of such Footage within a reasonable period and make reasonable efforts to remove it from channels controlled by ENETS. Withdrawal does not affect uses made before withdrawal. This does not apply to Footage in which the Participant is not individually identifiable, or to Footage already reproduced in print or distributed to third parties where removal is not reasonably possible.

Participants acknowledge that such use may continue after the Conference and that they shall not be entitled to any compensation, royalty or other payment in connection with the creation or use of the Footage. Participants shall not have a right to inspect or approve the Footage or its use, to the extent permitted by applicable law.

11.2 Personal Photography and Social Media

Subject to Sections 11.3 and 11.4, participants may take photographs for personal, non-commercial purposes and may share photographs relating to the Conference on their personal social media channels, provided that such activity does not disrupt the Conference or interfere with the rights, privacy or reasonable wishes of other participants, speakers, presenters or faculty.

Photography is welcome, for example, of the Conference venue and its atmosphere, of the exhibition area, and of participants who have agreed to be photographed. Photography is not permitted of presentation slides, posters, ePosters and other Scientific Content except as set out in Section 11.3.

Audio or video recording of Conference sessions, presentations, discussions or other scientific content by participants is not permitted, except where expressly authorised by ENETS and/or the relevant speaker or presenter.

Participants are expected to respect any indication by a speaker or presenter that photography or sharing of their presentation or other content is not permitted.

Participants must not use photographs or any authorised recordings for commercial purposes or in a manner that suggests endorsement by ENETS without the prior written authorisation of ENETS.

Participants who publish photographs of other individuals are themselves responsible for compliance with applicable data protection and personality rights, including obtaining any consent required.

Use of the official Conference hashtag is welcome. The use of the ENETS name, logo, word and figurative marks, and other ENETS or Conference branding, is otherwise subject to the prior written consent of ENETS. Participants must not present their participation in a manner suggesting a partnership with, sponsorship by or affiliation to ENETS, and must not use the Conference or any reference to it to promote events, activities or products that have not been authorised by ENETS. Additional provisions apply to exhibitors and sponsors under the applicable exhibitor and sponsorship terms.

11.3 Capture and Distribution of Scientific Content

Participants may not photograph, screen capture, reproduce, distribute or otherwise capture or exploit Scientific Content, including oral presentations, mini oral presentations, Poster Stage presentations, physical posters, ePosters, presentation slides, audiovisual materials and scientific discussions.

Any authorised capture or sharing of scientific content must be undertaken only for the purpose and in the manner expressly permitted by ENETS and the relevant rights holder.

Reproduction, distribution or commercial use of scientific content is prohibited without prior written permission from ENETS and/or the relevant rights holder.

Section 12.3 remains unaffected. This section 11.3 does not restrict the subsequent scientific use of Conference Content within the limits set out in Section 12.3. Nothing in this Section 11 restricts uses permitted under mandatory statutory exceptions to copyright and not infringing other rights.

11.4 Artificial Intelligence and Automated Tools

Unless expressly authorised by ENETS and/or the relevant rights holder, participants may not use artificial intelligence, automated transcription, speech-to-text, summarisation, translation, recording or other automated tools or services to capture, transcribe, reproduce, summarise, translate, analyse, distribute or otherwise exploit Scientific Content, or other protected Conference Content.

This restriction applies whether such tools are operated through a mobile device, computer, wearable device, smart glasses, application, online service, meeting assistant, note-taking bot or other technology, and applies equally to Conference Content made available through the Conference app, and the Media Library, including after the Conference.

Participants remain free to take personal notes and to prepare their own summaries of Conference Content for their personal professional use.

Participants may not upload or submit scientific presentations, slides, posters, ePosters, recordings or other Conference Content to external artificial intelligence or automated services without the prior authorisation of ENETS and the relevant rights holder. Participants are reminded that uploading Conference Content to external services may also breach applicable data protection law, professional confidentiality obligations and embargo requirements, in particular where such content includes patient data or unpublished research.

ENETS expressly reserves the right of text and data mining within the meaning of Article 4(3) of Directive (EU) 2019/790 and Section 44b(3) of the German Copyright Act in respect of all Conference Content and all content made available on ENETS’ websites and platforms, in the Conference archive and in the Media Library. Any use of such content for the development, training, fine-tuning or validation of artificial intelligence models or systems is prohibited without the prior written consent of ENETS and, where applicable, the relevant rights holders. This reservation does not apply to text and data mining for the purposes of scientific research to the extent that such use may not be restricted by contract under applicable law.

11.5 Compliance and Enforcement

Participants must comply with the requirements set out in this Section 11 and with any reasonable instructions given by ENETS, speakers, presenters or authorised Conference staff regarding photography, recording, capture or use of Conference Content.

Where ENETS reasonably considers that a participant is engaging in unauthorised photography, recording, capture, distribution or use of Conference Content, or is otherwise breaching this Section 11, ENETS may require the participant to immediately cease the relevant activity, to delete the unauthorised material and, where the material has already been published or otherwise disclosed, to remove it and to cease using it.

ENETS reserves the right to take further appropriate measures in the event of a breach, including restricting access to particular Conference activities or removing the participant from the Conference, without entitlement to a refund.

The statutory rights of ENETS and of the relevant rights holders, including claims for injunctive relief, information and damages, remains unaffected.

12.1 Scientific Presentations and Exhibitions

The Conference may include different formats for the presentation and exhibition of scientific content, including oral presentations, mini oral presentations, Poster Stage presentations, physical poster exhibitions and ePoster exhibitions.

The format, timing, location and technical requirements applicable to each presentation or exhibition format shall be determined by ENETS and communicated to the respective authors, presenters or participants.

12.2 Intellectual Property

Intellectual property rights in abstracts, presentations, posters, ePosters and other scientific materials submitted or presented in connection with the Conference shall be governed by the applicable agreements and intellectual property arrangements between ENETS, the relevant authors, presenters and/or other rights holders.

Participants acknowledge that the submission or presentation of scientific content at the Conference does not, in itself, grant any rights to reproduce, distribute or commercially exploit such content beyond the rights expressly provided under these Terms & Conditions or otherwise agreed with ENETS and/or the relevant rights holder.

12.3 Reproduction and Commercial Use

Reproduction, distribution or publication of scientific content presented or exhibited at the Conference is subject to the intellectual property rights of the relevant authors, presenters or other rights holders and must comply with applicable copyright and other intellectual property laws.

Participants may reproduce or refer to individual figures, tables, data points or limited extracts of Scientific Content for legitimate scientific, educational or academic purposes, including in subsequent presentations or publications, provided that such use is permitted under applicable law and that the relevant source and author are appropriately acknowledged. This does not extend to entire posters, ePosters, slide decks, presentations or session recordings. The acknowledgement should state the authors, the title and, as the place of first presentation, “24^th Annual ENETS Conference, Milan, 10–12 March 2027”, together with the DOI or the reference to the abstract supplement of the Journal of Neuroendocrinology where available.

Commercial use, reproduction or distribution of scientific content is prohibited without prior written permission from ENETS and/or the relevant rights holder.

13.1 Data Controller and Organising Secretariat

ENETS – European Neuroendocrine Tumor Society e.V. (ENETS) is the Data Controller responsible for the processing of personal data in connection with registration for and participation in the Conference.

IDEA-Z Project in Progress S.r.l., acting as the Official Organising Secretariat, may process personal data on behalf of ENETS for the purposes of organising and administering the Conference, including registration, participant communication, payment and invoicing, accreditation, on-site management and other Conference-related services, in accordance with ENETS' instructions and applicable data protection law.

ENETS may engage other service providers and processors as necessary for the organisation and administration of the Conference. Such parties may process personal data only as permitted by applicable data protection law and, where applicable, under appropriate contractual arrangements with ENETS.

13.2 Purposes of Processing

Personal data may be processed by ENETS and, where applicable, its authorised service providers and processors to the extent necessary for the organisation and administration of the Conference, including:

• processing and managing registrations and participation;
• processing payments, refunds and invoicing;
• communicating with participants before, during and after the Conference;
• issuing registration confirmations, badges, certificates and accreditation-related documentation;
• managing access to the Conference and Conference-related services, platforms and digital content;
• organising and administering scientific presentations, posters, ePosters and other Conference activities;
• providing participants with access to Conference materials, including abstracts, presentations, ePosters, recordings and other Conference content, where applicable;
• managing participant enquiries, requests and other Conference-related matters;
• complying with applicable legal, regulatory, accounting and tax obligations; and
• protecting the security and proper functioning of the Conference, its facilities, systems and services;
• creating, editing, archiving and making available photographs, audio and video recordings of the Conference in accordance with Section 11.1;
• operating the Media Library and managing access to it;
• producing transcripts, captions, translations and summaries of Conference Content; and

Personal data may also be processed for other purposes where this is permitted or required by applicable data protection law or where the participant has provided the required consent.

13.3 Recipients and Sharing of Personal Data

Personal data may be disclosed, to the extent necessary for the purposes described in these Terms & Conditions and in the ENETS Privacy Policy, to ENETS staff, the Official Organising Secretariat, authorised service providers and processors, and other parties involved in the organisation and administration of the Conference.

Such recipients may include, where applicable, registration and Conference platform providers, payment and invoicing providers, accreditation bodies, venues, technical and IT service providers, badge and access-control providers, and other contractors engaged by ENETS or the Official Organising Secretariat for Conference-related services.

Personal data may also be disclosed where required by applicable law or to public authorities, supervisory authorities or other competent bodies.

ENETS will take appropriate measures to ensure that personal data is disclosed only to the extent necessary for the relevant purpose and is processed in accordance with applicable data protection law.

Where the processing involves the transfer of personal data outside the European Economic Area, ENETS will ensure that the applicable requirements of the GDPR for such transfers are complied with.

13.4 Data Subject Rights and Privacy Policy

Participants have the rights afforded to them under applicable data protection law in relation to their personal data, including, where applicable, the rights to access, rectification, erasure, restriction of processing, data portability and objection to processing, as well as the right to withdraw consent where processing is based on consent.

Further information regarding the processing of personal data by ENETS, including the purposes and legal bases of processing, categories of personal data and recipients, retention periods, international data transfers and the exercise of data subject rights, is provided in the ENETS Privacy Policy, as amended from time to time.

The ENETS Privacy Policy is available at: https://www.enets.org/privacy-policy.html

13.5 Registrations Made on Behalf of Participants

Where a registration is made on behalf of one or more participants by a group agent, sponsor, the ENETS Office or another third party, the person or organisation making the registration is responsible for ensuring that the personal data provided to ENETS and/or the Official Organising Secretariat are accurate and may lawfully be provided for the purposes of registration and Conference administration.

The person or organisation making the registration is also responsible for ensuring that the applicable participants are informed that their personal data will be processed by ENETS and, where applicable, its authorised service providers and processors in accordance with these Terms & Conditions and the ENETS Privacy Policy.

Where required by applicable data protection law, ENETS will provide participants whose personal data have not been obtained directly from them with the applicable information concerning such processing.

14.1 General Liability

ENETS and the Official Organising Secretariat shall be liable in accordance with applicable law for damage caused by their acts or omissions in connection with the Conference.

Nothing in these Terms & Conditions shall exclude or limit liability to the extent that such exclusion or limitation is prohibited by applicable law.

14.2 Personal Injury and Mandatory Liability

Nothing in these Terms & Conditions shall exclude or limit ENETS' or the Official Organising Secretariat's liability for death or personal injury caused by their negligence or for any other liability that cannot be excluded or limited under applicable law.

14.3 Other Loss or Damage

Subject to Section 14.2 and to the extent permitted by applicable law, ENETS and the Official Organising Secretariat shall not be liable for

(a)    loss or damage arising from circumstances beyond their reasonable control, including events of force majeure as described in Section 9;

(b)    indirect or consequential loss or damage that was not reasonably foreseeable at the time of registration.

Any limitation or exclusion of liability under these Terms & Conditions shall apply only to the extent permitted by applicable law.

14.4 Personal Belongings and Conference Premises

Participants are responsible for their personal belongings and property brought to the Conference. ENETS and the Official Organising Secretariat shall not be responsible for loss, theft of or damage to personal belongings, except to the extent that liability cannot be excluded under applicable law.

Participants must comply with the applicable rules and instructions of the Conference venue.

14.5 Travel, Accommodation and Third-Party Services

ENETS and the Official Organising Secretariat are not responsible for services provided independently by third parties, including transportation, accommodation, insurance, visa services or other travel-related services, unless expressly agreed otherwise in writing.

Where ENETS or the Official Organising Secretariat provides information about, facilitates access to, or communicates with third-party service providers, this does not make ENETS or the Official Organising Secretariat responsible for the performance of those third-party services.

14.6 Force Majeure

Liability arising from events covered by the force majeure provisions in Section 9 shall be determined in accordance with Section 9 and applicable law.

These Terms & Conditions and any non-contractual obligations arising out of or in connection with the Conference are governed by Italian law.

Subject to any mandatory rights that a participant who qualifies as a consumer may have under applicable law, any dispute arising out of or relating to the Conference shall be subject to the exclusive jurisdiction of the competent courts in Milan, Italy.

Nothing in this Section 15 shall deprive a participant who qualifies as a consumer of any mandatory protection or jurisdictional rights available under applicable law.

• ENETS Website: https://www.enets.org
• ENETS 2027 Conference Website: https://www.enetsconference.org
• ENETS Privacy Policy: https://www.enets.org/privacy-policy.html