Definitions

These Terms and Conditions are valid for every person/delegate registered as a media representative to attend the 1st Planetary Defence Conference (PDC 2009), to be held in Granada, Spain from 27 – 30 April 2009 (hereinafter referred to as “the conference").

All references to the age of a person, mentioned in this and other conference documents, refer to the age of that person as of 27 April 2009 (the first day of the conference), unless otherwise specified.

Media representative accreditation

Media representatives must register online. There is no registration fee for accredited media representatives. However, to register as a media representative, you must submit the following, through the online registration form.

Print journalists (including newsletters):

• References to at least three published articles you have written. If these articles are published online, you may send the URL
• A copy of your press card. If you do not have a press card, you can also provide a letter from your editor.

Broadcast journalists and film-makers:

• References of at least three broadcast programmes you have worked on. If this file is published online, please provide the URL,
• A copy of your press card. If you do not have a press card, you can also provide a letter from your editor. All submitted credentials will be checked and verified by the PDC 2009 Conference Secretariat before accreditation is approved. You should therefore allow few days processing time before you receive confirmation of your registration.

As the number of media registrations is limited due to the capacity of the venue, the IAS reserves the right to refuse applications.

Media representative registration

Media representatives shall use the online registration form.

To be able to register as a media representative, you must be at least 18 years old. The registration will only be processed upon receipt of the above mentioned data.

The registration for media representatives includes entry to all conference sessions, the exhibition area, the poster area, the opening session and the closing session. Conference material i.e. proceeding can be made available upon request; details will be provided onsite at the registration counter.

Registration confirmation

A registration confirmation will be sent by email by the ESA Conference Bureau. Delegates may be requested to present this registration confirmation at the registration desk as proof of their registration.

Cancellation of the conference

In the event that the conference cannot be held or is postponed due to events beyond the control of the conference organizers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the conference organizers, the conference organizers cannot be held liable by delegates for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc.

Modification of the programme

The conference organizers reserve the right to modify the programme, which is published as an indication only.

Lost name badge

The conference name badge must be worn at all times during the conference. Access to the conference facilities will not be granted without a proper name badge.

Letter of Invitation

Individuals requiring an official Letter of Invitation from the conference organizers can request one by contacting the PDC 2009 Registration Desk. To receive a Letter of Invitation, delegates must first register to the conference and receive the registration confirmation/invoice once the accreditation has been approved.

The Letter of Invitation does not financially obligate the conference organizers in any way. All expenses incurred in relation to the conference are the sole responsibility of the delegate.

Visa requirements

It is the sole responsibility of the delegate to take care of his/her visa requirements. Delegates who require an entry visa must allow sufficient time for the application procedure. Delegates should contact the nearest Spanish embassy or consulate to determine the appropriate timing of their visa applications.

The conference organizers and/or the ESA Conference Bureau will not directly contact embassies and consulates on behalf of visa applicants.

Data protection and sharing of contact details

The PDC will collect and store all personal data for the preparation and execution of the PDC 2009 conference. Data protection is warranted in accordance with the Swiss Data Protection Act and the Tele Service Data Protection Act.