The following Terms and Conditions (T&Cs) apply to all contracts concluded between clients (hereinafter referred to as "client") and ALPHATOPICS GmbH (hereinafter referred to as "ALPHATOPICS") for the participation in seminars, conferences, in-house training courses and training or coaching sessions for individuals (hereinafter referred to as "event") offered by ALPHATOPICS.

They also apply to all other business relationships relating to the services listed on the ALPHATOPICS websites (at www.alphatopics.de, www.phytopharmaka-symposium.com, www.medizinprodukte-symposium.de, www.cannabis-symposium.com, www.validierung-seminar.de, www.nahrungsergänzungsmittel-seminar.de, www.phytoexperte-fortbildung.com) even if they are not expressly agreed again. Deviating or supplementary terms and conditions of the customer shall only apply if ALPHATOPICS has expressly agreed to them. Subsidiary agreements as well as amendments or supplements shall only be effective if they are made in text form.

Deviating terms and conditions of the client are not agreed upon and do not become subject matter of the contract as long as they are not expressly recognized by ALPHATOPICS, even if they are not expressly contradicted by ALPHATOPICS.

ALPHATOPICS's services are exclusively aimed at companies within the meaning of Section 14 of the German Civil Code (BGB), public authorities, legal entities under public law and special funds under public law. By registering for an event or service, the registrant declares not to be a consumer within the meaning of Section 13 of the German Civil Code (BGB). Consumers must expressly indicate their consumer status when registering. Registration for ALPHATOPICS’s services is only possible with the express consent of ALPHATOPICS, in full knowledge of the consumer status.

Registration and conditions of participation

Registration for participation in an ALPHATOPICS event must be made in text form (e.g. via the website or by e-mail) and is binding. Personal data must be provided completely and truthfully. Further information on the processing of personal data can be found in the ALPHATOPICS data protection declaration.

When registering to participate in an event, the participant must specify who will be the contractual partner for the contract regarding participation in the event. The participant may also specify a third party, e.g. their employer, as the contractual partner. If a third party is specified as the contractual partner, the participant registering for the event thereby declares that they are authorised to represent the specified contractual partner.

The number of participants in seminars and conferences is limited and registrations will be considered in the order in which they are received. The contract for participation is concluded as soon as ALPHATOPICS confirms the registration in text form by e-mail.

Invoicing

Invoices will be issued before the date of the event in electronic text form (PDF) or, on request, in writing by letter. For this purpose, the customer must provide a valid billing address and an e-mail address for sending the invoice.

ALPHATOPICS organizes and conducts events in accordance with the respective product and event descriptions. These include face-to-face and online training courses, which are offered in various forms. Prices, details and conditions can be found in the respective descriptions on the websites.

The presentation of the offers on the website does not constitute a legally binding offer; the service descriptions do not have the character of an assurance or guarantee. As part of the event, ALPHATOPICS shall provide the services defined in advance, which may include the following elements depending on the type of event: Provision of specially configured hardware and/or software, hard copies of the presentations, working documents accompanying the event, confirmations of participation or certificates and, if applicable, lunch and drinks during breaks. The specific services included can be found in the respective event description on the website or in the seminar announcement.

ALPHATOPICS is entitled to replace the announced speakers with others and to make necessary changes to the event program or also to the event location while maintaining the overall character of the event.

ALPHATOPICS reserves the right to cancel the event due to insufficient demand or number of participants (at the latest 21 days before the scheduled event date) or due to other important reasons for which ALPHATOPICS is not responsible (e.g. sudden illness of the speaker, force majeure). In this case the participation fee will be refunded in full. A claim for compensation of travel and accommodation costs as well as loss of work is excluded, unless such costs arise due to grossly negligent or intentional behaviour on the part of ALPHATOPICS.

ALPHATOPICS commits itself to undertake everything reasonable to remedy or limit the disturbance in case of any kind of occurring disturbance of performance.

ALPHATOPICS can provide the service in the case of legal and/or official restrictions of the training operation, in particular also in connection with measures for the fight against pandemics, completely or partly in the form of webinars and similar contents, events and other forms of instruction to be made available online or in a similar way, as far as the service provision is not provided in such a way anyway.

The participation fee applies per individual participant and event date plus the statutory value-added tax. This includes the services listed in the announcement. A combination of discount campaigns and/or special prices is not possible. Invoices are payable without deduction within 14 days of receipt. The receipt of payment will not be confirmed.

If the participant is in default of payment, ALPHATOPICS is entitled to charge default interest. ALPHATOPICS can furthermore demand further compensation under corresponding proof. In the same way the participant is entitled to prove that a further damage has not arisen at all or is substantially lower than claimed by ALPHATOPICS.
The payment takes place by transfer to the bank account of ALPHATOPICS named in the invoice. The payment by sending cash or checks is excluded, as well as a liability by ALPHATOPICS in case of loss.

The participant can only set off with legally binding claims or claims which are undisputed by ALPHATOPICS. The participant is only authorized to exercise a right of retention insofar as his counterclaim is based on the same contractual relationship.

Cancellation of attendance seminars

Cancellation of participation in a face-to-face seminar must be made in writing by e-mail. The date of receipt of the declaration of cancellation by ALPHATOPICS shall be decisive. 

Cancellation fees are calculated as follows:

• Up to 8 weeks before the start of the event: 25% of the participation fee.
• 4 to 8 weeks before the start of the event: 50% of the participation fee.
• Within 4 weeks before the start of the event: 100% of the participation fee.

The calculation is based on the full published event fee without taking into account any discounts or other reductions.

Rebooking to other participants with identical services is possible at any time free of charge. In the event of non-appearance without prior written cancellation, the full seminar fees will be due. The following items should be noted.

Special features for webinars and e-learning products

It is no longer possible to cancel or change the participant once the handout has been sent. Cancellations must also be made in writing for digital events.

• Live webinars: The handout is usually sent out 1-2 days before the event.
• Streaming products: Changes or cancelations are excluded immediately after access has been provided.

START OF THE LEGAL CANCELLATION POLICY

Cancellation policy

ALPHATOPICS's services are exclusively aimed at companies within the meaning of Section 14 of the German Civil Code (BGB), public authorities, legal entities under public law and special funds under public law. If, in exceptional cases, consumers within the meaning of Section 13 of the German Civil Code (BGB) are granted the opportunity to use a service offered by ALPHATOPICS after disclosing their consumer status, the following applies to these consumers:

6.1 Right of cancellation

If a client is a consumer within the meaning of Section 13 of the German Civil Code (BGB), they may cancel their registration in writing (e.g. by email, fax or letter) within 14 days without giving reasons.

Consumers are requested to use the following contact details for this purpose:

Alphatopics GmbH
Iglinger Strasse 27
86916 Kaufering/Germany
Telephone: (0)8191 9737-130
E-mail: info(at)alphatopics.de

To meet the cancellation deadline, it is sufficient for the customer to send their notification of exercising their right of cancellation before the cancellation period expires.

6.2. Cancellation policy for digital content

The right of cancellation for digital products (e.g. e-learning modules, recordings or downloads) shall expire as soon as the execution of the contract has begun. This shall apply in particular as soon as the consumer has received the access data and can access the content or digital content (e.g. PDF documents) is made available by sending it.

6.3. Consequences of cancellation

If the contract is effectively cancelled, all payments already received by ALPHATOPICS in connection with the individual cancelled booking shall be refunded immediately and at the latest within fourteen days from the day on which ALPHATOPICS receives the notification of your cancellation of this contract. For this refund, we will use the same means of payment that you used for the original transaction, unless expressly agreed otherwise with you; in no event will you be charged any fees for this refund.

6.4. Legal basis for cancellation by consumers

These provisions comply with the requirements of Section 356 (5) of the German Civil Code (BGB) (right of cancellation for digital content) and serve to protect providers from misuse of content.

6.5. Exemplary cancellation form

(If you, as a consumer, wish to cancel the contract, please fill in this form and return it to us.)

Alphatopics GmbH
Iglinger Strasse 27
86916 Kaufering/Germany
Telephone: (0)8191 9737-130
E-mail: info(at)alphatopics.de

I/we (*) hereby cancel the contract concluded by me/us (*) for the purchase of the following goods (*)/the provision of the following service (*):

— Ordered on (*)/received on (*)

— Name of consumer(s)

— Address of consumer(s)

— Signature of consumer(s) (for notifications on paper only)

— Date

(*) Delete as applicable

END OF THE LEGAL CANCELLATION POLICY

7.1 The client and – if not identical with the client – the participant for whom a service from ALPHATOPICS is booked are subject to the following obligations. If the participant is not the contractual partner (see section 2, paragraph 2 above), the client is obliged to instruct and direct the participant to observe the obligations incumbent on the client and to comply with the following requirements.

7.2 Lectures, documents, presentations, handouts, recordings of lectures and presentations, and all other documents, films, lectures, etc. (‘event content’) distributed to participants or made available to participants in connection with an event are protected by copyright.

7.3 The transfer of rights of use to event content shall only be made in writing.

7.4 The creation of screenshots, photos or other forms of reproduction of event content is not permitted.

7.5 Event content made available to participants by any means whatsoever is exclusively intended for use by the participant. The participant is obliged and – if they are not themselves the contractual partner  – must be obliged by the contractual partner to prevent third parties from accessing event content.

7.6 Access data for events may only be used by the participant; any change in the person of the participant must be agreed with ALPHATOPICS after registration.

7.7 It is not permitted to enable third parties to participate in an event by granting or enabling access if these third parties are not registered for this event. Access is granted, for example – but not exclusively – by the participant allowing third parties to participate in an online event by giving them the opportunity to view the contents of an event in whole or in part via a screen and/or by listening to it. Unauthorised access is for instance also deemed to have been granted if online events are recorded and passed on to third parties or if online events are transmitted to third parties in any other way. 

7.8 If a third party is granted unauthorised access to event content, the client shall be liable to pay a contractual penalty amounting to twice the participation fee payable for participation in the event in question. If several third parties are granted unauthorised access to event content, the contractual penalty for each third party granted access shall amount to twice the participation fee payable by a participant for participation in the corresponding event.

The selection of the event is the responsibility of the client. ALPHATOPICS is happy to provide information about planned events in advance. The events are carefully prepared and carried out by qualified speakers. ALPHATOPICS obligates the speakers to take the current state of the art into account appropriately. ALPHATOPICS does not assume liability for advice given by a speaker or the utilization of acquired knowledge as well as for the content of the event and the presentations given by the speakers. Likewise, ALPAHTOPICS assumes no liability for the up-to-dateness, accuracy and completeness with respect to the conference materials and the conduct of the event.

As the organiser, ALPHATOPICS shall not be liable for personal injury or property damage occurring before, during or after the events, unless this is due to intentional or grossly negligent behaviour on the part of ALPHATOPICS or its vicarious agents.

Hotel reservation

For some offers, ALPHATOPICS offers the additional service of a room reservation quota at the event hotel. This reservation is binding for the customer. ALPHATOPICS is expressly only an agent for the booking; the contractual relationship is established exclusively between the customer and the hotel.

The costs for the hotel room are not included in the participation fee and will be invoiced separately to the customer by the hotel. Customers must deal with any changes or cancellations directly with the hotel. Any costs arising from this shall be borne by the customer.

For events that are held digitally or for which customers have chosen digital participation, the following minimum requirements shall apply: Computer with internet connection, current browser version, authorised access to the online platform or digital training environment via a browser link, speakers and/or headset.

The following features are also recommended but not essential: a camera, a microphone, authorised access to additional interaction platforms (e.g. Mentimeter, etc.) via a browser link.

If webinars are offered as available at any time, ALPHATOPICS points out that outages may occur, for example due to maintenance work or force majeure.

The data protection declaration of ALPHATOPICS GMBH applies https://www.alphatopics.de/en/privacy-policy. 

Furthermore, all information contained on this website has been compiled and checked with great care. However, ALPHATOPICS does not guarantee that the content is correct, complete and up to date at all times. We expressly reserve the right to make changes and adjustments.

ALPHATOPICS offers participants a free information service by email within normal business hours up to one month after the event they attended in order to answer questions related to the subject matter of an event.