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Terms & Conditions - International IDEA and MUSA Congress 2026

Symposium Participant Terms and Conditions – International IDEA & MUSA Congress 2026 (3-day Gynaecology Symposium Series, Leuven, April 9–11, 2026)

Article 1 – Scope

These general terms and conditions apply to all registrations and participation in the International IDEA & MUSA Congress 2026, a 3-day symposium series on Endometriosis, Fibroids, and Gynaecological Ultrasound, organized by KU Leuven in Leuven, Belgium.
By registering, participants accept these conditions.

Article 2 – Provider details

Organizer:
KU Leuven – Department of Development and Regeneration (Obstetrics & Gynaecology)
Campus Gasthuisberg, Herestraat 49, 3000 Leuven, Belgium

Contact: 3DAY-GYN-2026@uzleuven.be

Article 3 – Registration

  • Registration is online through the official symposium website.
  • Registration is final only once payment is received. Free items (if any) are valid upon confirmation email.
  • Participant details (name, email, institution) may be shared with the external event platform, certificate system, and—where applicable—with examination systems.

Article 4 – Participation fees and payment terms

  • Fees are set by KU Leuven and displayed on the symposium registration page.
  • Online payments are accepted via bank card or credit card, in accordance with the payment processor used. On-site cash payments will also be accepted during the symposium with additional fee.
  • After successful payment, participants receive a payment confirmation and can download their payment receiptfrom their user dashboard under Your documents → Payments & Receipts.
  • KU Leuven cannot offer VAT invoices to participants.
  • Payment must be completed prior to attendance.
  • Failure to pay may result in denied access to the symposium.

Article 5 – Programme alterations and cancellations

  • The organizer will provide accurate information on the schedule and speakers.
  • The program may be modified if necessary (e.g., speaker replacement). Such changes do not entitle participants to a refund.
  • If the entire symposium or a day of the symposium is cancelled due to force majeure, participants will be informed and registration fees refunded (or credited to future editions).

Article 6 – Participation requirements (on-site and streaming)

  • Participants are responsible for arranging their own travel, accommodation, and internet access (if attending via streaming).
  • The organizer cannot be held liable if participants cannot attend due to personal technical issues or travel disruptions.

Article 7 – Conduct during the symposium

  • Participants must follow all applicable laws, KU Leuven venue regulations, and conference rules.
  • Harassment, discrimination, disruption of sessions, or unauthorized advertising is not permitted.
  • The organizer reserves the right to remove participants who do not comply with the expected conduct.

Article 8 – Recordings & photography

  • Sessions may be recorded by the organizer (video, audio, images).
  • By registering, participants consent to being recorded and to the distribution of recordings/slides to participants after the symposium.

Article 9 – Certificates

  • Certificates of attendance are provided to all participants.
  • It is the participant’s responsibility to verify whether the symposium or certificate is recognized by their own accreditation body.

Article 10 – Cancellation and refund policy

Symposium registration (on-site attendance):

  • Cancellation by a participant must be made in writing to the official symposium email (3DAY-GYN-2026@uzleuven.be). Verbal cancellations are not accepted.
  • If cancellation occurs more than 3 months before the event, a refund will be issued minus a 30% administrative fee.
  • If cancellation occurs within 3 months before the event, no refunds will be issued and 100% of the registration fee will be retained.
  • No-shows will not receive any refund.

Refund request procedure:
Participants requesting a refund must provide the following details to process the transfer:

  • First name
  • Last name
  • Email address
  • IBAN
  • BIC Code
  • Address of beneficiary

For non-EU participants, additional banking details may be requested to complete the refund.

Article 11 – Liability

  • KU Leuven provides the symposium for educational purposes only. Information presented cannot be used for diagnosis or treatment of patients.
  • Neither KU Leuven nor its staff, faculty, or students can be held liable for costs or damages resulting from use of information provided during the symposium, except where caused by intentional misconduct.

Article 12 – GDPR compliance and Newsletter Consent

  • KU Leuven complies with GDPR (EU Regulation 2016/679).
  • Personal data provided at registration will be used for event management, communication regarding the symposium, and post-event follow-up.
  • Data may be shared with co-host partners, examination platforms, or certificate systems in order to execute the registration of the participant, who are required to comply with GDPR.
  • Participants’ email addresses will also be used to send symposium-related newsletters and updates. By registering, participants consent to receiving these communications. They can unsubscribe at any time using the unsubscribe link in the newsletter.
  • Participants have the right to access, correct, or request deletion of their data at any time by contacting the organizer.

Article 13 – Intellectual property

  • Symposium materials (presentations, recordings, documents) are protected by copyright and may only be used by registered participants for private study.
  • Recording, copying, distributing, or publishing symposium content without explicit consent from the organizer is prohibited.

Article 14 – Applicable law and jurisdiction

  • Any dispute relating to the symposium or these terms falls under the jurisdiction of the courts of Leuven, Belgium.
  • Belgian law applies exclusively.