Terms and conditions


Conferences (physical)

  • Registration:
    • VAT: Please note that we’re obliged to charge 21% VAT to people that are not representing a company but participate on an individual basis. Furthermore, Dutch companies also will have to pay 21% VAT on conference tickets. In both these cases, an invoice for the VAT will be made afterwards and send to you by email.
      For European companies, we charge 0% VAT because of the reverse charge method. For companies outside of the EU, we also charge 0% VAT because of international legislation. 
  • Ticket promotions:
    • Special deals, promotions or discount codes are calculated based on the price of a regular ticket and can not be combined.
  • Cancellations:
    • Should an attendee cancel their participation via e-mail and at least 14 days before the event starts, a refund of the registration fee, minus a 15% administrative charge, or a full credit for another Solarplaza event will be made by Solarplaza. 
    • Participants who, cancel their participation less than 14 days before the start of the event or, do not attend the conference at all, will not be refunded or credited. They will have the possibility transfer the ticket to another person as replacement.
    • For attendees making use of a complimentary ticket, Solarplaza bears the same costs as for any other paying attendee (venue, catering, onsite staff etc.). Thereby, identical to "regular" tickets, cancellations of complimentary tickets must be communicated at least 14 days before the event. Those who do not comply with this will be charged an administrative fee of 15%.
    • We retain the right to refuse registration requests, in case of a conflict of interest or any other such occasion. If a registration fee has already been transferred, this will be refunded in full.
    • Registrants are responsible for understanding the visa requirements related to the locations of our events and applying for a visa in a timely manner. Solarplaza International BV cannot refund tickets when an attendee has failed the visa application or is not able to obtain a visa in time for the conference.
    • The aforementioned Terms and Conditions and ticket cancellation policy do not apply to conference tickets that are part of or included in a sponsorship agreement of a Solarplaza event. 
    • Solarplaza holds the right to cancel an event if not enough participants sign up for an event. In this case they will receive a credit or full refund limited to the ticket fee only.
  • Arrangements
    • Solarplaza reserves the right to alter or cancel, without prior notice, any of the arrangements relating directly or indirectly to an event, for any circumstances beyond Solarplaza's reasonable control (force majeure). In this case, Solarplaza’s liability is limited to the refund of the full ticket fee only.
    • If Solarplaza is forced to postpone an event, we transfer the ticket to the new date, but the customer will get the possibility within 10 days after notification of the new date to receive a full refund limited to the ticket fee only.
    • In case of complete cancellation of an event, due to force majeure, the participant will receive a credit or full refund limited to the ticket fee only.
  • Liability
    • In case the event is cancelled, Solarplaza’s liability is limited to the refund of the conference registration fee only.
    • Solarplaza cannot be held liable for any physical injuries for any infections, disease and material damages or losses during the event.
    • Participants are personally responsible and accountable for any damage to or at the event venue, caused by their own actions. Solarplaza is not liable and can not be held accountable in case of any such damage.
  • Event recordings:
    • Solarplaza may employ photographers and/or videographers to make recordings during the event, later to be used for informational and/or promotional purposes. As event attendee, your image might be featured in these materials, though always without personal identification. If you do not agree with this general practice and would not like your image to be featured in any post-show materials, please make this known to us.  

Trade Missions (physical)

  • Registration:
    • The registration form is a binding agreement and final confirmation of the attendance of the Trade Mission.
    • VAT: Please note that we’re obliged to charge 21% VAT to people that are not representing a company but participate on an individual basis. Furthermore, Dutch companies also will have to pay 21% VAT on conference tickets. In both these cases, an invoice for the VAT will be made afterwards and send to you by email.
      For European companies, we charge 0% VAT because of the reverse charge method. For companies outside of the EU, we also charge 0% VAT because of international legislation. 
  • Cancellations:
    • Cancellations that are communicated at least 15 full working days before the trade mission date, are eligible for a refund, minus a 25% cancellation fee. In practice, this means that 75% of the registration fee can be refunded or subtracted from the outstanding invoice. Cancellations beyond this date, can not be accepted and full payment will be due in such circumstances. Cancellations that are the result of a force majeure will also be chargeable under the above terms.
    • Substitution by a direct colleague is possible at all time. We do not charge an additional fee for direct substitutions.
    • Registrants are responsible for understanding the visa requirements related to the locations of our events and applying for a visa in a timely manner. Solarplaza International BV cannot refund tickets when an attendee has failed the visa application or is not able to obtain a visa in time for the conference.
  • Arrangements
    • Solarplaza reserves the right to alter or cancel, without prior notice, any of the arrangements relating directly or indirectly to an event, for any circumstances beyond Solarplaza's reasonable control (force majeure). In this case, Solarplaza’s liability is limited to the refund of the full ticket fee only.
  • Liability
    • In case the event is cancelled, Solarplaza’s liability is limited to the refund of the conference registration fee only.
    • Solarplaza cannot be held liable for any physical injuries for any infections, disease and material damages or losses during the event.
    • Participants are personally responsible and accountable for any damage to or at the event venue, caused by their own actions. Solarplaza is not liable and can not be held accountable in case of any such damage.
  • Event recordings:
    • Solarplaza may employ photographers and/or videographers to make recordings during the event, later to be used for informational and/or promotional purposes. As event attendee, your image might be featured in these materials, though always without personal identification. If you do not agree with this general practice and would not like your image to be featured in any post-show materials, please make this known to us

Virtual Events

  • Registration:
    • VAT: Please note that we’re obliged to charge 21% VAT to people that are not representing a company but participate on an individual basis. Furthermore, Dutch companies will also have to pay 21% VAT on conference tickets. In both these cases, an invoice for the VAT will be made afterward and will be sent to you by email. For European companies, we charge 0% VAT because of the reverse charge method. For companies outside of the EU, we also charge 0% VAT because of international legislation. 
    • Ticket promotions: Special deals, promotions and/or discount codes are calculated based on the price of a regular ticket and can not be combined.
    • Refusal: We retain the right to refuse registration requests, in case of a conflict of interest or any other such occasion. If a registration fee has already been transferred, this will be refunded in full.
  • Cancellations:
    • Should an attendee cancel their participation via e-mail and at least 14 days before the event starts, a refund of the registration fee, minus a 15% administrative charge, or a full credit for another Solarplaza event will be made by Solarplaza. 
    • Participants who, cancel their participation less than 14 days before the start of the event or, do not attend the event at all, will not be refunded or credited. They will have the possibility to transfer the ticket to another person as a replacement.
    • The stated Terms and Conditions and ticket cancellation policy do not apply to conference tickets that are part of or included in a sponsorship agreement of a Solarplaza event. 
    • Solarplaza holds the right to cancel an event if not enough participants sign up for an event. In case they will receive a credit or full refund limited to the ticket fee only.
  • Arrangements
    • Solarplaza reserves the right to alter or cancel, without prior notice, any of the arrangements relating directly or indirectly to an event, for any circumstances beyond Solarplaza's reasonable control (force majeure). In this case, Solarplaza’s liability is limited to the refund of the full ticket fee only.
    • If Solarplaza is forced to postpone an event, we transfer the ticket to the new date, but the customer will get the possibility within 10 days after notification of the new date to receive a full refund limited to the ticket fee only.
    • In case of a complete cancellation of an event, due to force majeure, the participant will receive a credit or full refund limited to the ticket fee only.
  • Liability
    • In case the event is canceled, Solarplaza’s liability is limited to the refund of the event registration fee only.
    • Participants are wholly responsible for ensuring an adequate technical set-up to participate in the virtual event - eg. a sufficiently capable internet connection, supported technical specs of their device, and use of the supported software (web browser). Solarplaza is not liable, and will therefore not provide refunds, for technical difficulties on the participant’s side or damages related to the participation in a virtual event.
    • Solarplaza, to the best of its abilities, makes efforts to ensure that the virtual event platform runs without error and that all the involved speakers and panelists that are included in the program have an adequate technical set-up and have been briefed properly so they can participate and broadcast. Should individual sessions be hindered by technical malfunctions, either on the side of the speaker, the platform provider or the organizer, Solarplaza is not liable and will not provide (partial) refunds to event participants. Only if the entire event can not take place due to technical difficulties on the organizer’s side, can refunds be requested. 
    • Solarplaza is not liable for any loss, be it economic, financial, social, direct or indirect, loss of information, software, programs, videos, photographs or of other materials or files, to any party, which may arise from the use of the platform, its contents, or any links posted on it.
    • Solarplaza makes no representation, warranty, or guarantee as to the reliability, timeliness, quality, suitability, truth, availability, accuracy or completeness of the Virtual Event Platform. Solarplaza does not represent or warrant that:
      • The use of the Virtual Event Platform will be secure, uninterrupted or error free
      • The Virtual Event Platform or the servers that make the services available are free of viruses or other harmful components. All conditions, representations and warranties, whether express, implied, statutory or otherwise, including, without limitation, any implied warranty of merchantability, or fitness for a particular purpose, are hereby disclaimed by Solarplaza to the maximum extent permitted by law.
  • Event recordings:
    • Solarplaza may make recordings of the event, later to be used for informational and/or promotional purposes. As an event attendee, your digital image (though always without personal identification) might be featured in these materials if there are elements in the virtual program which include digital interaction through the use of webcams. If you do not agree with this general practice and would not like your image to be featured in any post-show materials, please make this known to us by sending an email to [email protected]