Registration Terms and Conditions

Registration fees are based on the registration category and the prices indicated are per person. The entrance to the event is assured only upon receipt of registration fees. Euroheat & Power reserves the right to refuse admission to registered participants whose payment is not settled.

Registration and supporting documents

The organiser reserves the right, at any time before or during the Event, to verify an attendee’s registration status, payment status, identity and eligibility to attend.

Attendees must, upon request, provide reasonable information or supporting documentation demonstrating:

(a) their identity;

(b) completion of any applicable registration requirements;

(c) payment of the applicable registration or participation fee; and

(d) where attendance is subject to specific eligibility criteria, their entitlement to benefit from any reduced fee, complimentary registration, membership status or other attendance category.

Failure to provide such information or documentation within the timeframe reasonably specified by the organiser may result in suspension of registration, refusal of admission to the Event, or withdrawal of access credentials, without liability on the part of the organiser.

The organiser further reserves the right to refuse admission or revoke access where:

(i) the applicable registration fee has not been paid in full;

(ii) the information provided during registration is materially inaccurate, incomplete or misleading;

(iii) the attendee does not satisfy the applicable eligibility requirements; or

(iv) the organiser reasonably believes that the registration has been obtained improperly or in breach of these Terms and Conditions.

Any personal information or supporting documentation requested pursuant to this clause shall be processed solely for verification and event administration purposes and in accordance with the organiser’s Privacy Notice and applicable data protection laws

Confirmation

Upon completion of your online registration, you will be sent a confirmation by email. The confirmation is sent to the address provided on the registration form.

Passport and visa – invitation letter

To enter Belgium, you will need to show a valid passport or national identity card if you are an EU/EEA citizen. If you are not an EU/EEA citizen, you will need to show further documentation. Please consult your embassy to check the requirements applicable to you.

Attendees must have registered and paid the required registration fees before requesting an official letter of invitation. All requests should be sent by e-mail to events@euroheat.org.  Foreign participants should contact the Belgian Embassy or Consulate in their home country to determine their particular visa requirements. Please note that the organisers will not be able to assist participants with their visa application and cannot intervene with embassies or consulates on behalf of any participant.

Please note that the visa letter only aims at assisting participants who need to obtain a visa or permission to attend the Summit and it is not a commitment from the organisers to cover any kind of expenses or to provide any financial support. All expenses incurred in relation to the Summit remain the sole responsibility of the participant.

Press / Journalist registration / EU and government representatives

Media/press representatives can access the event for free. Please contact ah@euroheat.org to get your ticket.

EU and government representatives can access the event for free. Please register using your work email address. All registrations will be manually verified. We may ask to provide a copy of a recognised press card and a commissioning letter from the editor of a recognised publication.

Payment

Payment must accompany the registration. Registrations received without payment will not be processed. All payments must be made in euros (€); no other currency will be accepted. Payment should preferably be processed online during the online registration procedure.

Payment by credit card

The online registration platform is a secured site. Credit cards, debit cards (Mastercard, Visa, Bancontact, American Express) or PayPal are accepted during the online registration process. Please enter all relevant information on the registration form.

Payment by invoice

To request a ticket payment via invoice, please send an email to accounts@euroheat.org containing your billing details and reference, VAT number and PO number (if required). The invoice is due 10 days after receipt.

VAT

Belgian VAT is applicable on the registration fees (21%) pursuant to the combined application of articles 53 and 193 of Directive 2006/112/EC, according to which the registration fee to a physical event is subject to VAT in the country where the event is taking place, regardless of the VAT status of the service recipient or its place of establishment. The VAT is therefore applicable, without exception, to all participants (i.e. entrepreneur or not, valid VAT registration number or not, customer located within the EU or outside of the EU, all must be charged local VAT).  Furthermore, according to the Belgian VAT law, EHP is required to indicate separately on its invoice part of the registration fee relating to the catering services in order to apply the VAT at the appropriate rate, notably on the food & beverages supplied at the occasion of the event.

Normally, the Belgian VAT can be claimed back by the client, with the exception of the VAT levied on the catering services as those kinds of expenses are not eligible for VAT deduction in Belgium. For more information, please check with your tax office or accounting department. If applicable, please fill out your company’s VAT number in the corresponding section on the registration form. Euroheat & Power reserves the right to amend this charge should the VAT rule or rate change.

For EU companies to apply VAT directives and in order to avoid any complications, please make sure your VAT number is officially recognised by the EU Taxation and Customs Union office: http://ec.europa.eu/taxation_customs/vies/vatRequest.html. Should your company not be VAT registered or your EU VAT number not be recognised by the EU site mentioned above, the VAT amount will still be added to your invoice and won’t be refundable. Euroheat & Power cannot be held responsible for any problem you may encounter related to the VAT refund.

Invoice

Only digital versions (PDF) of invoices will be sent to participants after completion of your online registration and payment. In accordance with the EU regulation dated 13/07/2010 (please refer to the explanatory note of the EU), which has come into effect on 1 January 2013, we can only issue invoices after the payment has been received or completion of the event.

The invoice issued will use the billing details provided on the registration form so please make sure you have provided us with the correct information (company name, address and VAT number if applicable).

Cancellation & refund policy

Cancellations must be communicated to Euroheat & Power by e-mail to events@euroheat.org.

Registrations can be cancelled, for any reason, with a complete refund until 4 October 2026 (30 days before the event). After 6 October cancellations will be refunded if the cancellation is due to government (from your country of residence or Belgium) imposed travel restrictions.  Cancellations for any other reason will not be refunded.

Should EHP decide, for any reason, to cancel the event, participants will receive a full refund.

Name changes

Summit registrations are transferable without a fee until 23 October 2026. However, we cannot change the invoice or make any other changes. Please email events@euroheat.org regarding all name changes.

No show

We ask all attendees to inform us of any cancellations in advance to give another person the possibility to join and reduce food waste.

Insurance

The registration does not include insurance of any kind. Euroheat & Power will not accept any responsibility or liability for injuries or losses sustained as a result of any cancellations, accidents, illness or other occurrences that may arise in connection with the summit or its evening event. It is strongly recommended that participants take out insurance to cover loss (including registration fees) incurred in case of cancellation, medical expenses and damage to or loss of personal effects.

Data protection

The personal information that you provide will be imported and kept in a database managed by Euroheat & Power (EHP). By subscribing to this event you agree to receive communications from EHP (newsletter, events…). To opt out of receiving such information please tick the relevant “opt-out” box when receiving undesired emails.

Your data will be collected and dealt with by Euroheat & Power, the organiser of this event to allow you access to the event, as well as its digital platform. When you register, an account will be created on Swapcard with all the information that you entered. This account will allow you access to the platform and the attendees’ list to network before, during and after the event.

Your data will be given to Swapcard, our partner and editor of our digital platform.  The data you share on Swapcard may be shared with the sponsors of this event for commercial purposes. We ensure that all sponsors comply with GDPR regulations regarding data protection and privacy.

You have the right to access your data, as well as editing or deleting it.  Your data will be protected and not commercialised.

For further information on your data processing and your rights, please refer to Swapcard’s protection of data policy: https://www.swapcard.com/gdpr.

Notice of filming and photography

By entering this event, attendees consent to their filming, photography and sound recording as members of the audience. This may be used for marketing or promotional purposes.

Removal from the Event

The Organiser reserves the right to refuse admission to, or require any attendee to leave, the Event without refund where the Organiser reasonably considers that the attendee:

(a) has obtained registration, accreditation or access rights by fraudulent, misleading or unauthorised means;

(b) is accessing, attempting to access, or facilitating access to catering, hospitality services, restricted areas or Event facilities without entitlement or authorisation;

(c) is acting in a disruptive, abusive, threatening, unsafe or inappropriate manner towards other attendees, speakers, venue staff, contractors or Organiser personnel;

(d) is damaging, misusing or placing at risk Event property, venue property or the safety, security or enjoyment of others;

(e) refuses to comply with reasonable instructions issued by the Organiser or venue management in relation to safety, security, access control, event operations or compliance with these Terms and Conditions; or

(f) is otherwise in material breach of these Terms and Conditions.

Where reasonably practicable, the Organiser may provide a warning before requiring an attendee to leave, but shall not be obliged to do so where immediate action is considered necessary for safety, security, operational or compliance reasons.

Any decision made under this clause shall be final. An attendee who is required to leave the Event under this clause shall not be entitled to any refund, compensation or reimbursement.

Disclaimer

Euroheat & Power (EHP), the organiser, may not be held responsible for any loss, injury or damage to any property, whatever the cause may be. Liability of persons and enterprises providing means of transportation or other services, however, remains unaffected. Should the venue or speakers change, for any reason outside the organisers’ control (including but not limited to acts of terrorism, extreme weather conditions and/or industrial action), or the event be cancelled, the organisers will endeavor to re-schedule, but shall not be held responsible for any costs, damages or expenses incurred by registrants. If for any reason the organiser decides to make material changes to this summit, the organiser is not responsible for airfares, hotels or other costs incurred by registrants. The participant takes part in the Summit at his own risk. Furthermore, the organiser may not be held liable for any costs or damages incurred resulting from acts outside of its control including but not limited to force majeure, strikes and/or public manifestations. Only written arrangements are binding.

Registration of a participant entails acceptance of these conditions.

In case of disputes concerning the execution or interpretation of the present General Regulations, both parties agree that they will be subject to Belgian law and that the commercial courts of Brussels will be competent, without prejudice to EHP’s right to initiate proceedings under the laws and before the courts of the participant’s registered office in the event any sums are due by the participant to EHP.