Why are these important?

Terms and conditions play a crucial role in establishing a clear and mutual understanding between the organisers and participants of the ESN Amsterdam Summer Introduction Week 2023. By outlining the rights, responsibilities, and expectations of both parties, these terms and conditions serve as a legal framework that ensures fairness, transparency, and smooth operation of the event. These terms and conditions not only protect the interests of the organizers but also provide participants with important information, guidelines, and safeguards, ensuring a positive and enriching experience for everyone involved.

ESN Amsterdam Introduction Week – Terms and Conditions

These terms and conditions govern the relationship between the ESN Amsterdam Summer Introduction Week 2023 planning committee and affiliated personnel, thereafter referred to as “the organisers,” and the participants, thereafter referred to as “the participants,” which encompasses students who have registered and enrolled in the event. The organisers undertake the responsibility of planning, coordinating, and executing the event, while the participants commit to attending and actively engaging in the activities and programs offered during the ESN Amsterdam Introduction Week.

  1. Registration and Enrolment: Participants must complete the registration process accurately and provide all necessary information requested by the organisers. By enrolling, participants confirm their commitment to attend the ESN Amsterdam Summer Introduction Week 2023.
  2. Eligibility: The event is open to students who meet the eligibility criteria specified by the organisers. Participants must be students of University of Amsterdam or Amsterdam University of Applied Sciences. The organisers reserve the right to verify the eligibility of participants.
  3. Code of Conduct: Participants are expected to adhere to a code of conduct that promotes respectful behavior, inclusivity, and tolerance towards others. Any form of harassment, discrimination, or disruptive conduct will not be tolerated. Participants who violate the code of conduct may face immediate expulsion from the event without refund.
  4. Attendance: Participants are responsible for attending scheduled activities and events as outlined in the program. Participants are expected to arrive on time for all scheduled activities, activity starting times will not be delayed on demand.
  5. Health and Safety: Participants must prioritise their own health and safety as well as that of others. It is their responsibility to follow safety guidelines, adhere to any COVID-19 protocols or restrictions in place, and promptly report any incidents or concerns to the organisers. The organisers will provide qualified medics during the event to offer necessary medical assistance. However, participants acknowledge that the organisers shall not be held responsible for any injuries, accidents, or hazards that may occur during the event.
  6. Liability and Indemnity: The organisers will not be held liable for any personal injury, loss, damage, or theft of property that may occur during the event. Participants are advised to take necessary precautions and obtain appropriate insurance coverage for personal belongings. Participants agree to release and indemnify the organisers from any claims, liabilities, damages, or costs arising from their participation in the event.
  7. Changes and Cancellations: The organisers reserve the right to make changes to the event program, schedule, or venue. In the event of unforeseen circumstances or insufficient participant numbers, the organisers may cancel or modify the event. In such cases, participants will be notified promptly, and appropriate refunds or alternatives will be provided, except in cases explicitly mentioned as non-refundable.
  8. Photography and Media: By participating in the event, participants grant the organisers the right to use any photographs, videos, or other media captured during the event for promotional or documentation purposes. Participants consent to their likeness being used in such materials. Participants can contact organisers to request removal from a specific piece of media.
  9. Refunds: Participants acknowledge and agree to a no-refunds policy, unless otherwise specified by the organisers. Any cancellation requests must be made within the specified timeframe, and any applicable administrative fees may be deducted from the refund amount, if eligible.
  10. Intellectual Property: All intellectual property rights, including but not limited to logos, designs, and event materials, belong to the organisers. Participants are prohibited from using or reproducing any intellectual property without explicit written permission.
  11. Governing Law and Jurisdiction: These terms and conditions shall be governed by and construed in accordance with the laws of the jurisdiction where the event takes place. Any disputes arising out of or in connection with these terms and conditions shall be subject to the exclusive jurisdiction of the courts in that jurisdiction.
  12. Privacy and Data Protection: The organisers will collect and process personal information provided by participants for the purpose of organising and managing the event. Participants consent to the organisers using their personal information in accordance with applicable data protection laws and regulations.
  13. Communication: Participants consent to receive event-related communications from the organisers via email, SMS, or other channels of communication deemed necessary by the organisers.
  14. Force Majeure: The organisers shall not be held liable for any delay, cancellation, or alteration of the event or any part thereof due to circumstances beyond their reasonable control, including but not limited to acts of nature, war, terrorism, government regulations, disasters, strikes, or other force majeure events. In the event of force majeure, the organisers may, at their sole discretion, choose to reschedule the event, provide alternative arrangements, or issue refunds as they deem appropriate.
  15. Zero-Tolerance to Drugs: The ESN Amsterdam Introduction Week has a zero tolerance policy for the use, possession, or distribution of illegal substances or drugs. Participants found to be in violation of this policy will be immediately removed from the event, and appropriate legal authorities may be contacted. The organizers prioritise the safety and well-being of all participants and are committed to maintaining a drug-free environment throughout the event.
  16. Non-discrimination: The organisers  are dedicated to fostering an inclusive and non-discriminatory environment for all participants. Discrimination, harassment, or any form of harmful behavior based on race, ethnicity, gender, religion, sexual orientation, disability, or any other protected characteristic will not be tolerated. Participants are expected to treat others with respect and create a welcoming atmosphere for everyone involved.
  17. Third-party Services: The organisers may utilise services or facilities provided by third-party vendors or suppliers. Participants acknowledge that the organisers act solely as intermediaries and are not responsible for the quality, safety, or reliability of these third-party services. Any issues or complaints regarding third-party services should be directed to the respective providers. The organisers will make reasonable efforts to address any concerns and facilitate communication between participants and the relevant vendors or suppliers.
  18. Emergency Procedures: In the event of an emergency, participants are urged to follow the instructions provided by the organisers or event staff. The organisers have established comprehensive emergency procedures to ensure the safety and well-being of all participants. Participants are encouraged to disclose an emergency phone number where their relatives or designated contacts can be reached. While the organisers will make every effort to contact the provided emergency contact, participants understand that circumstances may arise where communication is not feasible or immediate. It is the responsibility of participants to keep their emergency contact information updated and readily available to the organisers.
  19. Consent for Medical Treatment: By participating in the ESN Amsterdam Introduction Week, participants acknowledge and provide their consent for receiving necessary medical treatment during the event. In the event of a medical emergency, participants authorise the organisers to seek medical assistance on their behalf and provide consent for medical professionals to administer any required treatment. It is the responsibility of participants to disclose any relevant medical information or conditions to the organisers to ensure appropriate care and support can be provided. Participants understand that they are responsible for any costs associated with medical treatment received during the event.
  20. Environmental Responsibility: The ESN Amsterdam Introduction Week is committed to promoting environmental responsibility among participants. We encourage all attendees to adopt sustainable practices during the event. This includes reducing waste by using reusable water bottles and avoiding single-use plastics, properly disposing of waste in designated recycling bins, and conserving energy and water wherever possible. Participants are also encouraged to engage in eco-friendly transportation options, such as using public transportation or carpooling. By collectively embracing these practices, we can contribute to minimising our environmental impact and fostering a more sustainable future.
  21. Feedbacks and Complaints: The organisers  value participant feedback and strive to continuously improve the event. Participants are encouraged to provide feedback, suggestions, or lodge complaints regarding any aspect of their experience during the event. Feedback can be submitted through the designated channels provided by the organisers. All feedback and complaints will be treated with confidentiality and addressed in a timely and appropriate manner. The organisers are committed to resolving any concerns or issues raised by participants to ensure a positive and enjoyable event for all attendees.
  22. Termination of Participation: The organisers reserve the right to terminate a participant’s involvement in the event if they fail to comply with the terms and conditions set forth. This includes but is not limited to acts of misconduct, disruptive behavior, violation of the code of conduct, non-compliance with health and safety guidelines, or any actions that pose a risk to the safety, well-being, or enjoyment of other participants or event staff. In such cases, the organisers may take appropriate measures, including immediate expulsion from the event without refund. The decision to terminate a participant’s participation will be at the sole discretion of the organisers and will be made in the best interests of the event and its attendees. Participants are expected to familiarise themselves with and adhere to the terms and conditions to ensure a harmonious and enjoyable experience for everyone involved.
  23. Changes to Terms and Conditions: The organisers reserve the right to modify or update the terms and conditions of the ESN Amsterdam Introduction Week at any time. Any changes made will be communicated to participants through the designated communication channels. Participants are responsible for reviewing the updated terms and conditions and are deemed to have accepted the revised terms by continuing their participation in the event. It is advised to regularly check for updates to stay informed about any modifications or additions to the terms and conditions.

These terms and conditions were last updated on 23.06.2023.
Any questions, concerns, or inquiries regarding the terms and conditions or the event? 
Contact us here.