The liability in the context of a conference refers to the legal responsibility of the event organizers and other stakeholders (such as sponsors, speakers, exhibitors, and participants) for any potential risks, damages, or issues that arise during the planning, execution, and follow-up of the event. Liability typically covers areas such as participant safety, property damage, and breach of terms or agreements. Ensuring the physical safety of attendees, speakers, staff, and volunteers at the venue. Organizers should consider fire safety, emergency exits, first aid, and crowd control. Organizers should ensure that presentations, workshops, and materials used at the event do not infringe on intellectual property rights. If copyright violations or unauthorized use of content occur, organizers might be held liable. In some cases, organizers ask participants to sign a waiver that limits the liability of the event organizers. For example, participants may waive their right to sue the organizers for certain types of accidents or injuries.

Intellectual Property refers to legal rights that protect creations of the mind, such as inventions, designs, trademarks, and works of authorship. In the context of a conference, IP is a critical consideration because conferences often involve the sharing and presentation of new ideas, research, creative works, and innovations. Understanding how IP is handled at a conference helps protect the rights of speakers, attendees, and organizers, while also ensuring proper usage and attribution of content. Often, speakers will grant a license to the event organizers to use their presentation materials, but they may retain full ownership of the content. For example, a speaker might agree to allow their presentation to be recorded and shared online, but retain the rights to reuse or republish their content elsewhere. If the conference sessions are recorded , organizers need to clarify who owns the recording. The speaker may retain rights, or the conference organizers may secure rights to use the recording for marketing or educational purposes.

Throughout the planning and execution of a conference, there are often changes or updates that may affect attendees, speakers, organizers, and exhibitors. These updates and modifications can range from schedule changes to last-minute logistical adjustments. It’s important for conference organizers to communicate these updates clearly and promptly to all relevant parties to ensure a smooth event. Sometimes, sessions or panels may need to be rescheduled due to speaker availability, technical issues, or unforeseen circumstances. Organizers should promptly notify participants about any timing changes, whether it's a delay, a change of time slot, or cancellations. For hybrid or virtual conferences, updates to the online platform (e.g., login issues, access problems, or technical difficulties) may arise. Organizers need to provide clear instructions on how to troubleshoot or where to find support. Updates about any changes to the platform should be communicated in real time, especially if a session or keynote is being live-streamed. In light of ongoing health concerns , organizers may need to update safety measures, such as mask requirements, vaccination status checks, social distancing guidelines, or changes in food service. If there are any last-minute adjustments to these protocols, it’s crucial to communicate the changes clearly to all participants before and during the event.

The Participant has the option of irrevocably cancelling participation in the Event before it begins (hereinafter referred to as ‘Cancellation’). The Cancellation must be made in writing. If we receive the cancellation notice no later than 14 days before the opening of the Event, no cancellation fee will be charged. If we receive the cancellation notice within less than 14 weekdays prior to the opening of the Event, a cancellation fee of 50% of the agreed participation fee will be charged. In such a case, we will furthermore deduct the value of the saved expenses as well as those benefits which we obtain from the freed participation opportunity. A Cancellation on the day of the Event or afterwards is excluded. Should the Participant have already paid in advance in cases owe will refund any overpaid amounts.

Privacy and data protection are crucial considerations for any conference, especially as events often involve the collection and processing of personal data from attendees, speakers, sponsors, and exhibitors. Safeguarding this data ensures compliance with data protection laws and builds trust with participants. Conferences, whether in-person, virtual, or hybrid, must implement appropriate measures to handle personal data responsibly and securely. Attendees, speakers, exhibitors, and others involved in the conference should explicitly consent to the collection and processing of their personal data. This consent should be informed, meaning individuals are fully aware of what data is being collected and how it will be used. If the conference involves third parties , attendees should be informed of this and consent to the sharing of their data with these partners. The conference organizers must ensure that third parties handle personal data in compliance with data protection regulations.