REGISTRATION FORM

You are about to begin the registration for the VCI 2025. As you complete the details on each page, click "Next" to proceed to the next section. You will be informed as soon as your data is finally processed.

Contact Details

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Privacy Declaration

 This privacy declaration is intended to inform you as a participant in the Vienna conference on Instrumentation 2025 "VCI2025" in accordance with Art 13 in conjunction with Art 26 para 2 GDPR about the purpose(s), legal basis and about your rights regarding the processing of personal data by the joint controllers  - the Österreichische Akademie der Wissenschaften (OeAW – Austrian Academy of Sciences) and Austropa Interconvention, Ruefa GmbH (Austropa).

For the organization and implementation of the VCI2025, we process the personal data that you yourself disclose as part of your registration for the event. The legal basis of processing your data is your registration for, your participation in and the performance of the VCI 2025 conference, the compliance with legal obligations (e.g. accounting obligations) or a public or legitimate interest in particular in public relations and (e.g. documentation of the conference) of OeAW (Art 6 (1) b, c, e, f GDPR).Your data will be processed for the administration of the conference, to provide you with information about (e.g. changes) and documents of (e.g. Proceedings) the event, to reach you for subsequent discussions/questions as well as for the documentation of the conference and public relation purposes.

Also photos and/or recordings are taken at the conference, which may be used for public relations and documentation of the event. OeAW is legally appointed “to promote science in every way” [cf. § 2 of the Federal Act on the Austrian Academy of Sciences (OeAW Act – ÖAWG)]. In order to meet this requirement, OeAW has to organize events in fulfilment of their public duties and to inform the public about them. Thus, the legal basis for the public relations work and the documentation of the conference, in particular by taking photos or recordings, is Art 6 (1) f GDPR or Art 6 (1) e GDPR in conjunction with § 2 ÖAWG.

Please note that the conference and presentations will take place in person. The registration will be carried out by Austropa as Processor of OeAW.

The registration will be carried out by Austropa as joint controller of OeAW. Therefore, Austropa and OeAW have concluded an agreement as joint controllers with the meaning of Art 4.7 in conjunction with Art 26 GDPR.

Please see also:

Web: https://austropa-interconvention.at/datenschutz/

Mail: datenschutz@verkehrsbuero.com

Recipients of your data may be:

-              Booking platforms for the booking of touristic services

-              Service providers for touristic or other services

-              Public authorities or banks for registration, tax and other statutory purposes if this is necessary for the provision of services or due to legal obligations.

Your personal data will be stored on the basis of contract fulfilment for as long as it is necessary for the administration of your conference registration. In addition, we store your data to comply with legal obligations, if legal retention periods exist for this purpose or statutes of limitations regarding potential legal claims are open.

In case of legitimate and public interest we process the data as long as this is necessary to protect the legitimate or public interests or until a (justified) objection is raised.

You have the right to request access to and rectification or erasure of personal data or restriction of processing or to object to processing as well as the right to data portability. Furthermore, you have the right to lodge a complaint with the competent supervisory authority in Austria or another EU member state. The Austrian supervisory authority is the Austrian Data Protection Authority (https://www.dsb.gv.at/). The contact details of the data protection officer of OEAW may be found here: https://www.oeaw.ac.at/en/oeaw/data-protection; E-Mail: datenschutz@oeaw.ac.at.

Privacy Declaration

Usage Agreement

 Please note that the posters will be on display during the whole conference and that the posters and talks will be published in the proceedings on indico (https://indico.cern.ch/event/1386009/ ). 

You confirm that you hold all exploitation rights to the posters, talks and the picture that you make available to OeAW and that you can freely dispose of them. You irrevocably grant OeAW the transferable and sublicensable right of the temporally and spatially unlimited and unrestricted use and publication of these posters, talks and pictures, in particular by making them available in the proceedings on the indico webpage of VCI2025 and via Elsevier. You acknowledge that these rights are granted free of charge and voluntary. If they are not granted, there will not be any disadvantages.
Posters, talks and proceedings may also be used and released for further documentation purposes. 

Usage Agreement

REGISTRATION

The Registration Fees are in Euro and include:
  

- Conference Registration                                                                  - Welcome Reception
- Conference Material and proceedings                                             - Gala Dinner
- Coffee Breaks                                                                                   

AMOUNT
690.00
TOTAL
AMOUNT
390.00
TOTAL

*Please send a copy of your Student ID to VCI@austropa.at

The Accompanying Person Fee is in Euro and include:  

- Welcome Reception                - Gala Dinner
AMOUNT
185.00
TOTAL
Young Scientist Prize (less than 4 years of PhD)
I'm eligible for the Young Scientist Prize

Please let us know your arrival date. The conference starts Monday, 17. February 2025

Are you interested in childcare during the conference?

Social Events

Welcome Reception

17 February, 19:00
AMOUNT
0.00
TOTAL
AMOUNT
0.00
TOTAL

Classical Concert

18 February, 20:00
AMOUNT
10.00
TOTAL
AMOUNT
0.00
TOTAL

Bowling

19 February, 16:00
AMOUNT
10.00
TOTAL
AMOUNT
0.00
TOTAL

Gala Dinner (Palais Ferstel)

20 February, 19:30
AMOUNT
0.00
TOTAL
AMOUNT
0.00
TOTAL

If you have any special requirements / diet restrictions please state them below.

Accommodation

TBA

Please select below your check-in and check-out date and click on the "Search" Button.
 
The hotel room allotment is pre-reserved from February 16 - 21, 2025.
Should you wish to arrive earlier and/or depart later please SELECT the dates available at the online system and
INDICATE in the field "Special Requirements" your actual arrival and departure date.
 
To secure your booking a credit card guarantee is required, total hotel expenses have to be settled directly at the hotel upon departure.
 
All rates are in EURO and incl. breakfast, service and taxes and are indicated for the whole stay.
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Cancellation Cover

Unpredictable things - often also on short notice - might happen before you set off, or during your travel! In order to avoid unnecessary expenses, we recommend to contract an insurance by the insurance company "Europäische Reiseversicherung" to receive a refund of your travel costs as well as the registration fees.
For information and your benefits please click here. Amounts are in EURO.


AMOUNT
19.00
TOTAL
AMOUNT
29.00
TOTAL
AMOUNT
49.00
TOTAL
AMOUNT
75.00
TOTAL
AMOUNT
95.00
TOTAL

Summary

 
Data Privacy

Please note that your data submitted for the registration to the conference will be processed for the purpose of administration of the event. Your data will be stored as long as necessary for the administration or legally requested.
For further information on data protection, please see below Data Privacy Statement.

Please find here our: Data Privacy Statement

If the transmission of personal information is not carried out by the person concerned but by other representatives of the customer, the customer undertakes to inform the data subject about the data transmission to Verkehrsbüro Business Travel GmbH and the official organiser and of the transmission by Verkehrsbüro Business Travel GmbH to the recipient categories as described in the Privacy Statement.


Data Controller:
Verkehrsbüro Business Travel GmbH
Austropa Interconvention
Jakov-Lind-Straße 15
1020 Wien
datenschutz@verkehrsbuero.com

Data Controller:
HEPHY - Institute of High Energy Physics of the Austrian Academy of Science
Nikolsdorfer Gasse 18
1050 Wien
hephy-office@hephy.at

Terms and Conditions
Registration: In case of cancellation before January 19th 2025 80% of the total fee will be refunded. No refund is possible for cancellations after this date. Room booking conditions: To secure your reservation a credit card is required. Total hotel expenses have to be paid directly at the hotel upon check out. All requests for cancellation or changes have to be made in writing to the registration office Austropa Interconvention. In case of cancellation until January 19th 2025, a handling fee of 40€ will be charge. One night cancellation fee will be charged to the given credit card for cancellations received after January 19th 2025 or for No-Show. In case of No-Show the hotel reservation will be released after the first night. Please note that the number of overnights booked in advance will serve as the basis for your hotel invoice – check your dates carefully! Liability: Austropa Interconvention acts as agent only and cannot be held responsible for any loss, injury or damage to any person or property whatever the cause may be. The liability of persons or enterprises providing means of transportation or other services, however, remains unaffected. In the event of cancellation or change of date of the congress, as well as in the event of force majeure, all prior expenses incurred, in particular processing expenses, shall be charged to the customer. Only written arrangements are binding. Sole venue is Vienna.

Payment

Please note that any bank charges resulting from the bank transfer of the registration fees have to be covered by the attendee, ensure that you use the option "transfer free of charges for the recipient"!

Thank you for your registration

Dear Participant,

thank you for your registration. Your confirmation / invoice will be sent to you via e-mail within the next minutes.

Best regards,

Registration & Housing Office
AUSTROPA INTERCONVENTION

Jakov-Lind-Straße 15
1020 Vienna
Tel.: +43 1 588 00 513
Fax: +43 1 588 00 520
VCI@austropa.at

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