Participation Terms of ICEC Final Stage 2025

General Terms of Participation

for events hosted by IACES LC Karlsruhe

By registering for an event organised by IACES Local Committee Karlsruhe e.V. (IACES LC Karlsruhe), you accept the following general terms of participation. In some cases, additional conditions may apply and will be communicated to participants in advance.

1. Registration

To take part in an event, you must register in writing, for example by letter, email, or by using the online form. Ideally, you should register no later than 21 days before the event begins. 

If you use the online form, you will receive an automatic confirmation that your registration was sent. This confirmation is not yet a binding acceptance of your registration.

Registrations will be considered in the order they are received. For some events, there may be separate admission or selection procedures. If your registration is accepted, you will receive a confirmation. If there is no space left, we will let you know.

2. Payment

Unless stated otherwise, the participation fee is due immediately upon receiving the invoice and must be paid within 14 days.

If an event has multiple stages or semesters, payment for the next part is due two weeks before the next section begins, unless another date is stated in the invoice.

All fees must be paid directly. If you receive support from third parties (like public agencies, scholarships or employers), that does not affect the payment deadlines.

Costs for learning materials are not included unless clearly stated.

3. Withdrawal, Cancellation, Right of Withdrawal

You may cancel your registration up to 14 days before the event begins – no reason is needed. For longer events (40 hours or more), you must cancel at least one month before the start.

Cancellations must be made in writing (e.g. by email). Any participation fees already paid will be refunded.

If you cancel too late or do not attend, the full fee must still be paid – unless someone else takes your place.

Missing individual sessions does not entitle you to a discount. The right to cancel for important reasons remains unaffected.

For free events, please let us know at least 7 days in advance if you can’t come.
Right of Withdrawal (for online registrations as required by law)

You have the right to cancel your contract within 14 days without giving any reason. The 14-day period begins when the contract is concluded.

To use your right of withdrawal, simply send us a message (by post or email) to:

IACES Local Committee Karlsruhe e.V.
c/o AStA KIT
Adenauerring 7
76131 Karlsruhe
info ∂does-not-exist.iaces-karlsruhe de

It is enough if your message is sent before the 14-day period ends.

If you withdraw, we will refund all payments received, using the same method of payment. No fees will be charged for the refund.

If you have asked us to begin the event before the 14-day period ends, you will need to pay a reasonable amount for the services already provided up to the time of your withdrawal.

4. Changes or Cancellations

We reserve the right to cancel or postpone events for reasons outside our control – for example, too few participants, speaker cancellations, or force majeure.

In such cases, any fees already paid will be fully refunded. Further claims for compensation are excluded.

Minor changes (like a change of location within the same city or a change of speaker) do not give a right to withdraw or reduce the fee.

5. Liability

IACES LC Karlsruhe is not liable for any damage or loss experienced by participants during the event – including accidents, damage, theft, or loss, unless it is caused by intentional or grossly negligent actions by members of the organising team or official helpers.

Liability for injury to life, body, or health remains unaffected, as required by law.

Participants are responsible for their own insurance. We strongly recommend taking out travel health insurance (especially for non-EU participants) and – if needed – cancellation or luggage insurance.

IACES LC Karlsruhe does not provide any insurance coverage.

6. Exclusion from Participation

We reserve the right to exclude participants from the event in special cases, for example, if someone has not paid, causes disruption, or does not follow the house rules.

In such cases, the participation fee will not be refunded.

7. Personal Data and Image Rights

By registering, participants agree that their personal data may be stored and processed for the purpose of organising the event. This includes planning, communication, visa support (if needed), accommodation and participation certificates.

Photos and videos may be taken during the event. By registering, participants agree that these images may be used by IACES LC Karlsruhe for non-commercial purposes such as documentation, promotion and social media posts.

This includes the sharing of photos with third parties, such as event sponsors, for communication and marketing purposes. This applies to group photos and individual portraits, even if someone is clearly in the centre of the image.

If someone does not want their photo to be used, they can talk to the organising team at any time during the event.

8. Place of Performance and Legal Venue

The place of performance is Karlsruhe. Unless stated otherwise, events take place at locations announced by IACES LC Karlsruhe.

If the contract partner is a registered business or legal entity under public law, the place of jurisdiction is also Karlsruhe.

Organiser's address:
IACES Local Committee Karlsruhe e.V.
c/o AStA KIT
Adenauerring 7
76131 Karlsruhe
Germany