Registration Fees include for the conference duration:

- Attendance to all sessions
- Entrance to exhibition area
- Conference materials
- Coffee breaks and lunches to be served during the Conference Programme
- Welcome Reception
- Conference Dinner
- Bike Parade
- Technical Visits (on a first come, first served basis. One person can select and attend only one technical visit)
- Possibility to rent a bike without any fees

Changes to your conference registration

Any request for changes to your conference ticket booking should be made in writing to the conference team at: [email protected]

Name change

After 11 May 2026, name changes will be charged with a handling fee of 61 EUR (VAT included) per name change. A new online registration for each replacement will be required before the name change can be processed.

Exchanges, refunds and cancellation

After purchasing a Ticket, you may exchange it, with the reservation that the Ticket may only be exchanged for a Ticket of a higher standard and value.

In order to exchange a Ticket, you must pay a difference between the price of the Ticket purchased and the price of the higher Ticket.

The difference in price shall be calculated on the basis of the price of the Ticket being exchanged and the price of the Ticket for which it is being exchanged, in force on the date the Tickets are exchanged.

The final date for the exchange of Tickets is 8 June 2026.

All cancellations must be submitted to the Organiser via email at: [email protected], otherwise they will not be processed, and the refund will not be issued. Cancellation e-mail must include the following:

- full name

- e-mail address used during registration process

- a statement reading as follows: I hereby declare my withdrawal from the [name of the Pass purchased] Pass purchase agreement concluded on [date]. Please return the price paid. I hereby declare that I am aware that the amount to be refunded to me may be reduced by an administrative charge.

Cancellations before 28 February 2026 will receive a full refund with an administrative charge of 75 EUR.

Cancellations from 1 March 2026 to 30 April 2026 will receive a 50% refund (including VAT).

Cancellations on and after 1 May 2026 will not receive any refund.

Should the Velo-city Conference 2026 be cancelled by the Organisers, provided that this does not occur due to a fortuitous event, the amount paid to the bank account of the Organiser, shall be refunded no later than 14 business days after the scheduled date of the Conference to the bank account from which the payment was made. The refund takes place when the instruction to transfer the funds to the aforementioned Account is submitted. The time limit indicated in the previous sentence shall not apply where the Conference is cancelled for reasons arising from a fortuitous event. In this case, the applicable legal regulations shall apply.

Insurance

It is recommended that you obtain adequate cover for travel, health and accident insurance before you depart from your home country.

Organisers cannot accept responsibility for personal injuries, loss or damage to private property belonging to you or any accompanying people.

Organisers 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.

Final provisions

If You do not use all or part of the services offered in the Ticket, You are not entitled to receive the reimbursement of the related fee.

Unexpected cancellation of the event or impossibility to hold it

In the unlikely case that the Velo-city 2026 cannot be held in whole or in part due to any event beyond the Organisers’ control or force majeure (such as riot, fire, explosion, accident, flood, earthquake, sabotage, strikes, acts of law or regulation by Italian or foreign Authorities, epidemic outbreak, sanitary emergency, etc) the Congress Organisers cannot be held liable for any damage, cost, or loss incurred, such as registration fee, transportation and accommodation costs, or any other direct or indirect loss or consequential damage.

Data protection and copyright at Velo-city conference

The personal information provided by the participant upon registration is used to guarantee the organisation, execution, and evaluation of the Event. Data will only be shared with third parties involved in the Event and to ensure that the event runs smoothly (organiser, hotel, etc.). Apart from this, no further data will be shared with third parties unless consent is given.

Personal information will be used and gathered solely in compliance with the applicable data-protection regulations.

By registering for the Event, the participant expressly grants his permission to gather, use, process, store and disclose his personal information in the aforementioned context.

The scientific/scholarly presentations by participating speakers will be transferred to the presentation equipment (e.g., laptops) exclusively and centrally from the technology counter or directly by means of a storage device and may be saved on the Event location’s server. The server gives third persons (e.g., event technicians) access to these copyright-protected works. The copyrighted works submitted by the speakers will be solely used to ensure that the Event runs smoothly. The presentations will only be shared with third parties involved in the Event and only if required for the Event. By registering for the Event, participants declare their agreement with this. The organiser cannot guarantee that the presentations are protected under copyright. The speakers should note that the organisers are not liable for copyright violations by the speakers in their presentations.

By entering the Event Premises, participants consent to the possibility of being included in interviews, photography, audio recording, video recording (“Footage”) and its/their release, publication, exhibition, or reproduction to be used for news, web casts, telecasts, inclusion on websites, social media, or any other purpose by the organisers, the European Cyclists’ Federation and/or its representatives. Such Footage may also be used to promote similar events in the future, highlight the event and exhibit the capabilities of the organisers. You hereby release the organisers, its officers and employees, and each and all persons involved from any liability connected with producing and/or usage of the Footage.

By entering the Event Premises, participants waive all rights they may have to any claims for payment or royalties in connection with any use, exhibition, streaming, web casting, televising, or other publication of the Footage, regardless of the purpose or sponsoring of such use, exhibiting, broadcasting, web casting, or other publication irrespective of whether a fee for admission or sponsorship is charged or waived. Participants also waive any right to inspect or approve the Footage taken by the organisers or the person(s) or entity/ies designated to do so by the organisers. You have been fully informed of – and understood – your consent, waiver of liability, and release prior to entering the Event Premises.

If you register, you agree with the above terms and conditions and privacy policy.