Terms and conditions

1. Scope and Application of the Terms and Conditions

These Terms and Conditions (the "Terms") govern registration for professional events and the ordering of related services through the websites and registration system operated by BOS. org s.r.o. ("BOS"). An event means, in particular, a congress, conference, symposium, seminar, course or workshop.

Details of a specific event, in particular its name, date, venue, programme, prices, scope of services, payment terms and capacity, form part of the offer for that event. Only the cancellation terms for the respective event are event-specific and set out the deadlines and fees applicable to cancellation of a registration or service. In matters of cancellation, they take precedence over these Terms.

The contracting party providing the ordered services is always identified before the registration or order is submitted. If BOS is identified as the service provider or recipient of payment, BOS is the contracting party. If another organiser is identified, BOS acts as its authorised organisational secretariat; the identified organiser is the contracting party and these Terms apply to the extent that the organiser's offer refers to them.

2. Participant, Customer and Payer

A Participant is an individual registered for an event. The Customer is the person who submits the registration or order; this may be the Participant, an employer, a healthcare provider or another person. The Payer is the person stated in the billing details.

A Customer acting on behalf of a Participant or Payer confirms that they are authorised to place the order and provide the necessary information. The Customer is responsible for ensuring that the Participant is acquainted with the conditions of participation and receives the organisational information. This does not affect the Participant's responsibility to comply with the event rules.

3. User Account and Accuracy of Information

Registration may require the creation of a user account. The User must safeguard their login credentials, must not disclose them to any third party and must notify BOS without undue delay of any suspected misuse.

The User, Participant and Customer must provide true, complete and up-to-date information and must check, in particular, the email address, the name to be shown on the name badge and certificate, the selected services and the billing details. BOS is not liable for consequences demonstrably caused by incorrect or outdated information unless BOS itself caused the error.

4. Registration, Orders and Formation of Contract

Before submitting a registration or additional order, the Customer may review the selected services, the final price and the information entered, correct any errors and review these Terms and the cancellation terms for the respective event.

The contract is concluded when confirmation that the registration has been accepted is delivered to the Participant, either by an automatic confirmation email from the registration system or by an individual confirmation sent by BOS. org s.r.o. From that moment, the registration is binding on both parties.

Before the contract is concluded, BOS may reject an order, in particular where capacity has been exhausted, the order is a duplicate, the information provided is incomplete or there are other serious organisational or technical reasons. After the contract has been concluded, BOS may cancel the registration only for reasons specified in these Terms, the applicable cancellation terms or applicable law.

5. Participation Fees, Prices, Payments and Invoicing

Participation fees and other prices are always specified for the particular event.

Prices may be stated inclusive or exclusive of VAT, depending on the nature of the service and applicable law. Specific information on the price, VAT, scope of the service and method of payment is provided on the event website, in the request for payment, on the advance invoice, tax invoice or in the registration confirmation.

Payment must be made using the method specified for the particular event, in particular by bank transfer, payment gateway or another designated method.

The price is payable in the manner and by the deadline stated in the offer, order confirmation or payment document. In the event of late payment, BOS may, after prior notice, cancel the registration or unpaid service and release the capacity; the financial settlement is governed by the cancellation terms for the respective event and applicable law.

Documents are issued on the basis of the information provided by the Customer. BOS will amend a document that has already been issued where permitted by law and by the nature of the requested change. The Customer must report any error without undue delay.

6. Additional Orders and Limited Capacity

Additional services may be ordered only while they remain available. An additional order constitutes a separate order, and formation of the contract is governed by Article 4. BOS does not guarantee the availability of accommodation, catering, courses, workshops, social programmes or any other capacity-limited services before they have been confirmed.

7. Cancellation

Cancellation terms may vary between events depending on the type of event, the event date, venue, and the terms imposed by the hotel, congress centre, caterer, accommodation provider, social programme provider, course or workshop provider, or other suppliers.

The specific cancellation terms are always stated for the respective event on the event website in the Cancellation Terms or Cancellation Fees section.

The cancellation terms for a specific event set out, in particular, the deadlines for cancelling a registration, the amount of the cancellation fees, the conditions for refunds and the cancellation conditions applicable to accommodation, catering, courses, workshops, social programmes and other services.

The cancellation terms stated for a specific event take precedence over the general provisions of these Terms and Conditions.

The Participant must review the cancellation terms for the specific event before submitting a registration or additional order.

The Participant may cancel a registration or ordered service through their user account in the "Event Registrations" section. If cancellation through the user account is not possible, it must be made in the manner specified for the particular event, usually in writing by email to the contact address of the organisational secretariat. The decisive date and time are the date and time when the cancellation is made in the registration system or, where applicable, the date on which the cancellation is delivered to the organiser.

Failure to attend an event without proper cancellation does not give rise to any entitlement to a refund of the participation fee or the price of the ordered service.

Refunds are always governed by the cancellation terms for the specific event.

In the event of cancellation, an administrative fee may be deducted from the amount refunded if such a fee is stated for the specific event or in the cancellation terms for that event.

8. Consumer's Right to Withdraw from the Contract

Cancellation of a registration or an ordered service provided on a specific date or during a specific period, in particular participation in an event, accommodation, catering, an accompanying or social programme, a course or a workshop, is governed by the cancellation terms and cancellation fees for the respective event.

Cancellation free of charge is possible only where expressly permitted by the cancellation terms for the respective event. This is without prejudice to the Participant's rights under applicable law.

9. Change of Participant

A registration may be transferred to a substitute Participant only with the prior consent of BOS. BOS will permit the change provided that it is not prevented by the event rules, accreditation requirements, personalised services, capacity, supplier requirements or disproportionate administrative or time constraints. Any applicable fee must be stated before the change is confirmed.

10. Accommodation, Catering and Other Services

The scope, price and provider of accommodation, catering, transport, parking, courses, workshops, social programmes and other services are specified for the respective event. The Participant must comply with the operating, safety and accommodation rules of the relevant facility.

If the Participant concludes a contract for a particular service directly with a hotel, carrier, car park operator or another supplier, that supplier is responsible for the service. If BOS sells the service in its own name, BOS remains responsible for due performance even where it uses a supplier; its statutory liability cannot be excluded by reference to a third party.

Information about parking constitutes information about the availability of parking only, unless it is expressly stated that a parking space is included in the ordered service. The car park operator is responsible for the vehicle and the items inside it to the extent provided by applicable law and the operator's own terms.

11. Individual Requirements and Medical Fitness

The Participant must assess whether their state of health permits participation in the event and its programmes. Any need for step-free access, assistance, dietary arrangements or another important requirement must be notified in good time in the manner specified for the event.

BOS will make reasonable efforts to accommodate the requirement, but cannot guarantee that it will be met if it is notified late or depends on the objective capabilities of the venue or supplier. Details concerning the processing of such information are set out in the separate Personal Data Processing Policy.

12. Participation Rules and Exclusion of a Participant

The Participant must comply with applicable law, the instructions of the organiser and the venue, and the rules concerning safety, health protection and the orderly conduct of the event. The Participant must not endanger other persons, damage property, disrupt the programme or, without authorisation, record or distribute content that infringes the rights of third parties.

In the event of a serious or repeated breach, the Participant may be excluded from the event after receiving a warning; no prior warning is required where immediate action is necessary to protect personal safety or property. Exclusion for reasons attributable to the Participant does not give rise to any entitlement to a refund and does not affect the right to compensation for any damage caused.

13. Personal Belongings, Insurance and Participant Liability

BOS does not provide Participants with accident, travel, health, liability or property insurance unless expressly stated otherwise for the event. The Participant is responsible for safeguarding personal belongings, documents, electronic devices, luggage and valuables.

BOS is not liable for items left unattended or outside a designated cloakroom or storage facility unless liability arises under applicable law or BOS has accepted custody of the item. The Participant is liable under applicable law for any damage caused by the Participant.

14. Changes to the Programme, Venue and Format of the Event

For professional, operational, safety, capacity or technical reasons, BOS may make reasonable changes to the programme, schedule, speakers or organisational arrangements, provided that the value of the ordered services is not materially reduced.

In the event of a material change to the date, city, event format or scope of the paid services, BOS will inform the Participant without undue delay and offer a reasonable solution. If the Participant does not accept the material change, the Participant may cancel the affected service and is entitled to a refund of the price paid for services not provided. A partial change to the programme or a speaker does not in itself constitute grounds for a refund if the event takes place substantially as planned.

15. Cancellation of the Event and Force Majeure

If the event is cancelled without substitute performance, the contracting party will refund payments for services not provided, generally within 30 days of the notice of cancellation. The Participant may be offered a replacement date, an online format, transfer of the registration or another substitute performance; acceptance of the substitute performance is voluntary where it constitutes a material change.

BOS is not liable for a breach of obligation caused by an extraordinary, unforeseeable and insurmountable obstacle arising independently of its will, including, in particular, a decision by a public authority, a natural disaster, an epidemic, a security threat or a serious infrastructure outage. Even in such a case, the financial settlement for services not provided is governed by applicable law; BOS may take into account any separate services that have already been duly provided.

BOS does not reimburse associated costs arranged by the Participant outside an order placed with BOS, in particular separately purchased transport, accommodation or insurance, unless BOS caused the damage through a breach of its obligation and its liability cannot be excluded by law.

16. Certificates, Confirmations and Credits

A certificate, confirmation of attendance or credits will be issued only where this is stated for the event and the Participant satisfies the conditions of actual participation, attendance recording and the requirements of the professional guarantor or accreditation authority. BOS is not liable for failure to issue such a document or credits where this is caused by failure to meet these conditions or by incorrect information provided by the Participant.

17. Active Participation and Submitted Materials

A person submitting a lecture, poster, abstract, presentation or other contribution is responsible for its accuracy and legality and for obtaining or clearing all necessary third-party rights. By providing the material, that person grants BOS and the organiser a non-exclusive licence to use it to the extent necessary for review, preparation of the programme, technical arrangements, the proceedings, the application and publication of the event outputs, including the author's name; any specific event instructions remain unaffected.

BOS may reject or remove material that is submitted after the deadline, is incomplete, technically unusable, contrary to the instructions or reasonably suspected of infringing third-party rights. Where possible, BOS may make necessary editorial or technical adjustments without changing the professional substance of the material.

18. Liability of BOS

BOS is responsible for the proper organisational delivery of the services to the extent specified for the particular event.

BOS is not liable for incorrect information provided by the Participant or Customer, for the Participant's failure to fulfil their obligations, for third-party services to the extent that the relevant supplier is responsible for them, or for circumstances caused by force majeure.

The Participant must comply with the organisational, safety and operating instructions of the organiser, the venue, hotel, congress centre or another supplier. The Participant is liable for any damage caused by a breach of their obligations, applicable law or the organiser's instructions. This provision does not affect BOS's liability for damage that cannot be excluded or limited under applicable law.

19. Complaints and Rights in Respect of Defective Performance

The Customer or Participant may notify BOS of a defect in a service and exercise rights arising from defective performance by email to info@bos-congress.cz, in writing at the registered office of BOS or, during the event, directly at the registration desk at the venue. The complaint must state the person's name, contact details, the name of the event, the order, a description of the defect, when it became apparent and the requested method of resolution, and must include any available supporting documents.

A complaint must be submitted without undue delay after the defect is discovered. Depending on the nature of the defect, the person may request, in particular, rectification of the defect, completion of the performance, a reasonable discount or withdrawal from the contract, provided that the statutory conditions are met.

When a consumer submits a complaint, BOS will issue confirmation containing the information required by law. BOS will decide on the complaint immediately or, in complex cases, within three business days; this period does not include a reasonable time required for expert assessment. The complaint, including rectification of the defect, will be resolved and the consumer informed no later than 30 days after it was submitted, unless the parties agree on a longer period. The consumer will receive confirmation of the method of resolution or the reasons for rejection.

20. Electronic Communication

BOS communicates primarily via the email address stated in the account or order. The Customer must ensure that the address is correct and accessible and must also check the spam or junk-mail folder. Order confirmations, payment documents, organisational instructions and notices of changes are sent electronically.

Email correspondence may contain links to the Terms and Conditions, the cancellation terms for the specific event, the Personal Data Processing Policy, newsletter unsubscribe options and cookie information.

21. Newsletter and Organisational Messages

The recipient may unsubscribe from the newsletter and marketing communications at any time. Once unsubscribed, the recipient will no longer receive information about or invitations to upcoming events. Unsubscribing does not affect essential organisational messages relating to a specific registration, payment, accommodation booking or other ordered service.

22. Alternative Dispute Resolution for Consumer Disputes

BOS will seek to resolve amicably, as a matter of priority, any disputes arising in connection with registration, the ordering of services or participation in an event.

If the Participant or Customer is a consumer, any consumer dispute that cannot be resolved by agreement may be referred to the Czech Trade Inspection Authority (Ceska obchodni inspekce), which is the competent alternative dispute resolution body for consumer disputes.

If the Participant or Customer is not a consumer, any disputes will be resolved under the laws of the Czech Republic by the competent courts of the Czech Republic.

The parties' right to bring proceedings before the competent court remains unaffected.

23. Final Provisions

Legal relations are governed by the laws of the Czech Republic. In the case of a consumer, this does not affect any mandatory rights granted to the consumer by the law of the country of their habitual residence.

For each registration or additional order, the applicable version is the version of the Terms and cancellation terms accepted by the Customer when submitting it. A subsequent amendment to the Terms does not apply to a contract already concluded unless the parties agree otherwise or the amendment is required by law.

If any provision is invalid or ineffective, this does not affect the remaining provisions. These Terms are effective from 1 August 2026.

24. Effective Date of the Document

These Terms and Conditions are effective from: 1 August 2026

Document version: [2026-01]