Velo-city 2024
18-21 June 2024

Cycle with us







The following terms and conditions apply to all registrations for Velo-city 2024 Ghent to be held at the Floraliënhal & ‘t Kuipke in Ghent from 18 to 21 June 2024.

The Committee of Velo-city 2024 Ghent respects individual privacy and values the confidence of our members and visitors of this website. This Privacy Policy sets out the privacy principles that we follow with respect to the collection, use, and disclosure of information that you may provide through the Velo-city 2024 Ghent website.

Please read this entire Privacy Policy before using Velo-city 2024 Ghent website or submitting information to Velocity 2024 through this website. By using the Velo-city 2024 Ghent website, you consent to the practices described in this Privacy Policy.

This Privacy Policy/Terms of Use may be revised periodically and without notice to you. You are encouraged to periodically read this document to see if there have been any changes to our policies that may affect you.



Privacy law
We will share your personal information with third parties only in the ways that are described in this Privacy Policy. In compliance with the General Data Protection Regulation, the Velo-city 2024 Ghent local organising committee hereby informs that the information here given will solely be managed internally and used exclusively for the purpose of communication within the scope of the conference activities such as scientific and social.

Velo-city 2024 Ghent Conference and Meeting Delegate List: the list of conference and meeting registrants is provided for one-time use to authorised exhibitors for that one conference/meeting. Attendees may opt-out of being included on the foregoing list at the time of registration. Velo-city may also use this information internally for performing research projects, and program development in support of city of Ghent mission purposes. Velo-city does not otherwise share your personal information with third parties for their promotional use or for marketing purposes.

Credit Card Information: Velo-city does not disclose credit card account information provided through the Website.

When users choose to pay using their credit cards, Velo-city submits the information needed to the appropriate clearing house through secure sites to conduct the transactions. Notwithstanding the foregoing, Velo-city may disclose your personal information as required by law or as needed in legal proceedings when Velo-city believes in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.

By continuing this website, you authorise Event Masters to use the given personal data for the above-mentioned purpose as the assigned Professional Conference Organiser for Velo-city 2024 Ghent. Event Masters is the GDPR processor while the Velo-city organising committee is the data controller.

You have the right to modify or cancel the data here given. Should you wish to do so please contact the conference
Event Masters nv
Brownfieldlaan 37-1
2830 Willebroek, Belgium
[email protected]



Changes to your conference registration
Any changes to your conference booking should be made in writing to the conference team at [email protected]



Terms of conference registrations
Conference registrations are non-refundable but may be transferred to a colleague if required. The place can only be transferred once for free. After that, a second or subsequent transfer will incur a fee of 150 euros (excl. 21% VAT) per transfer. Name substitutions can only be made within your own company/defense and if there is a difference in the registration fee payable then an invoice will be issued.



Cancellation of conference attendance
In the event that you cancel your attendance, you are allowed to transfer your conference registration to a colleague
free of charge.

Please notify the conference office of your cancellation in writing.
• Cancellation prior to 17 April 2024: Full Refund
• Cancellation from 17 April to 24 May 2024: 50% Refund
• Cancellation after 27 May 2024: No refund

Please note that an administrative fee of 50 euros (excl. 21% VAT) will be taken in account when a refund has been



Payment terms of conference attendance
• Bank transfer: All invoices are payable within 30 days.
• Credit card payments: The invoice is paid on the date the credit card payment goes through.
• The invoice will be sent to your email address within 48 hours.
Access will be denied if the invoice isn’t paid before the start of the congress.



Cancellation of conference partners and exhibitors
In the event that you cancel your booth or sponsor package you are not allowed to transfer your partner package
to another company free of charge.

Please notify the conference office of your cancellation in writing to [email protected].
§ Cancellation prior to 1 May: 50% Refund
§ Cancellation after 15 May: No refund

Please note that an administrative fee of 250 euros (excl. 21% VAT) will be taken in account when a refund has been approved. All refunds will be done after the congress is finished.



Payment terms of conference partners and exhibitors
• Bank transfer: All invoices are payable within 30 days.
• Credit card payments: The invoice is paid on the date the credit card payment goes through.
• The invoice will be sent to your email address within 48 hours.
Access to the webshop and partner manual will be shared after full payment of the invoice.



Insurance and liability
It is recommended that you obtain adequate cover for travel, health and accident insurance before you depart from your home country. Nor Event Masters, as organiser, nor Velo-city can accept responsibility for personal injuries, or loss or, or damage to private property belonging to you or any accompanying people.

Event Masters cannot make any refunds of registration fees due to illness or unforeseen circumstances arising from a change in health status. Participants are advised to ensure they have adequate travel and health insurance in place to ensure reimbursement of such eventualities and cancellation.



Force majeure
Velo-city 2024 Ghent, Event Masters or the conference venue are not responsible for the cancellation, the partial non-execution or changes which might happen to the conference in the event of the following, such as accidents outside human control – an act caused by a third party, such as Acts of God, including, without limitation:
1. Credible threats of natural disaster in the geographic vicinity of the venue
2. War
3. Curtailment or interruption of transportation facilities
4. Civil disturbance – the issue of a travel warning by the World Health Organisation
5. Any other events or disasters beyond the parties’ control which prevents the venue from accommodating Velo-city 2024 and its delegates for the event or if for the same reasons the event is cancelled by the local organising committee.

If travel arrangements are affected by any of the above, Event Masters are not responsible for reorganising or paying for alternative travel.
However, in case of terror threats in Ghent, Belgium, to that extent that the local government prohibits events and meetings from taking place, all registration fees will be reimbursed.



Delegate badges
You are required to wear your badge (clearly visible) during ALL events – including social events – to enable us to identify you as a legitimate delegate. This will avoid any unnecessary embarrassment on entry to business and social events.



Programme changes
Velo-city 2024 reserves the right to make any necessary changes to the program at short notice. There will be no pro rata refund of registration fees for changes to the programme.



Data protection statement
Event Masters, as the processer assigned by Velo-city as the controller, protects the personal data of its website users with greatest diligence and complies with the recent GDPR. Personal data are data which can be related to your person and provide information to identify you. This includes of course your name, postal address and telephone number as well as information about your possible interests and surfing customs as far as this information can be attributed to you directly or indirectly. We collect use and process personal data provided by you only according to the strict data protection provisions of the GDPR and the Belgian data protection. If you continue, you agree with the above terms and conditions.