Ticket and Access Delivery Policy

1. About this Policy

This Ticket and Access Delivery Policy explains how orders placed through www.europeandentalawards.com are processed and how customers receive:

  • event access passes;

  • General Access or VIP tickets;

  • competition registrations;

  • case-submission access;

  • contestant account access;

  • team-member invitations;

  • promotional or access codes;

  • order confirmations; and

  • related digital services.

The Website and the European Dental Awards, referred to as the “Event”, are operated by:

Legal name: European Ectopic Association
Legal form: Association
Registered address: București, Sector 1, Strada Bratocea, nr.13, CP 012158
Registration number: 33110298
International tax identification number: RO51253474

E-mail: office@ectopicsociety.com
Telephone: +40745201912
Website: www.europeandentalawards.com

Hereinafter referred to as the “Organizer”, “we”, “us” or “our”.

This Policy forms part of the Website’s Terms and Conditions.

2. Digital delivery only

Unless expressly stated otherwise on the Website, all services purchased through the Website are delivered electronically.

No physical products, printed tickets or parcels are shipped to the Customer.

Electronic delivery may take place through:

  • e-mail;

  • the Customer’s Website Account;

  • the competition submission platform;

  • a downloadable electronic ticket;

  • a QR code;

  • an access or registration code; or

  • another electronic method communicated during checkout.

There are no physical delivery or courier charges unless a specific optional physical product is expressly offered.

3. Services covered by this Policy

This Policy applies to the electronic delivery of:

3.1 Event access passes

These may include:

  • General Access passes;

  • VIP access passes;

  • complimentary or invitation-based passes;

  • partner passes;

  • finalist or team-member access passes; and

  • other access categories displayed on the Website.

3.2 Competition registrations

These may include:

  • registration for one clinical case;

  • multi-case registration packages;

  • access to the case-submission platform;

  • registration confirmation;

  • submission instructions;

  • team-management functions; and

  • administrative communications relating to the competition.

3.3 Other digital benefits

Depending on the purchased or allocated service, these may include:

  • team-member invitation links;

  • discount codes;

  • partner codes;

  • accreditation information;

  • finalist instructions;

  • Event programme information; and

  • other digital benefits described on the Website.

4. Order processing

An Order is processed after:

  1. the Customer submits the required information;

  2. the Customer accepts the applicable Terms and Conditions and policies;

  3. the payment is successfully authorized and confirmed; and

  4. the Organizer receives confirmation of the transaction.

Payments made by bank card are processed through NETOPIA Payments.

An Order for which payment has failed, been declined or remains unconfirmed will not be considered completed.

The Organizer may temporarily delay delivery where:

  • payment confirmation is pending;

  • the Order requires manual verification;

  • the payment has been flagged for a security review;

  • the information provided is incomplete or inconsistent;

  • eligibility verification is required;

  • a technical error has occurred; or

  • there are reasonable grounds to suspect fraud or unauthorized payment.

5. Order confirmation

Following successful payment, the Customer will receive an electronic Order confirmation at the e-mail address provided during checkout.

The confirmation may contain:

  • the Order number;

  • the Order date;

  • the Customer’s name;

  • the purchased service;

  • the amount paid;

  • the transaction currency;

  • the payment status;

  • billing information;

  • an electronic ticket or access link;

  • a QR code;

  • competition-registration information; and

  • relevant instructions.

The Order confirmation constitutes confirmation of the contract concluded between the Customer and the Organizer.

The Customer should retain the Order confirmation and any attached documents for future reference.

6. Delivery time

6.1 Automatically delivered services

Order confirmations and automatically generated access information are normally delivered shortly after successful payment.

In most cases, the Customer should receive the confirmation within a few minutes.

Delivery may take longer because of:

  • payment-processing delays;

  • e-mail-provider delays;

  • Website maintenance;

  • technical incidents;

  • security verification;

  • unusually high order volumes; or

  • manual review requirements.

6.2 Manually verified services

Where an Order requires manual verification, access information will normally be provided within two business daysafter successful payment.

Manual verification may apply to:

  • contestant eligibility checks;

  • special partner registrations;

  • complimentary access;

  • invoice corrections;

  • team registrations;

  • suspected duplicate Orders; or

  • unusual or inconsistent registration information.

If additional information is required, the processing period may begin after the requested information has been received.

6.3 Submission-platform access

Access to the competition submission platform may be:

  • activated immediately after payment;

  • activated through the Customer’s existing Account;

  • delivered through a separate invitation e-mail; or

  • made available on a date announced by the Organizer.

Where the submission platform opens at a later date, the Order confirmation confirms the registration, while submission access will be provided when the platform becomes available.

The relevant submission deadlines will be displayed separately on the Website or communicated to registered Contestants.

7. Delivery address

Digital services are delivered to the e-mail address entered by the Customer during checkout or registration.

The Customer is responsible for ensuring that:

  • the e-mail address is complete and correct;

  • the mailbox can receive messages;

  • sufficient storage space is available;

  • messages from the Organizer are not blocked;

  • spam, junk and promotions folders are checked; and

  • any corporate e-mail filtering permits messages from the Organizer.

The Organizer is not responsible for delays caused by an incorrect or inaccessible e-mail address provided by the Customer.

8. Delivery through the Customer Account

Some purchased services may also be made available in the Customer’s Account.

Depending on the Website functionality, the Account may display:

  • Order status;

  • registered cases;

  • electronic access passes;

  • ticket numbers;

  • QR codes;

  • invoices;

  • submission access;

  • deadlines;

  • team information; and

  • administrative messages.

Where the service is available in the Customer’s Account, it will be considered delivered even if the Customer does not open or download it.

The Customer remains responsible for maintaining the confidentiality of their Account credentials.

9. Event access-pass delivery

An electronic Event access pass may be provided:

  • as an attachment to the Order confirmation;

  • through a download link;

  • in the Customer’s Account;

  • through a separate ticketing or accreditation system; or

  • closer to the Event date.

The access pass may contain:

  • the attendee’s name;

  • the Event name;

  • the Event date;

  • the access category;

  • an individual ticket number;

  • a QR code;

  • access-zone information; and

  • entry instructions.

Where the Customer purchases several access passes in one Order, the Organizer may request the names and e-mail addresses of the individual attendees before issuing each personalized pass.

10. Competition-registration delivery

A competition registration is considered delivered when the Customer receives confirmation that the registration has been recorded or when the registration appears in the Customer’s Account.

The registration may provide the right to:

  • create a new case submission;

  • select an eligible category;

  • upload case materials;

  • add permitted Team Members;

  • edit the submission before the deadline; and

  • submit the case for evaluation.

Purchasing a competition registration does not automatically mean that:

  • the case has been submitted;

  • the case complies with the Competition Rules;

  • the case has been accepted for evaluation;

  • the contestant is eligible;

  • the case has reached the final stage; or

  • an Event access pass is included.

The Contestant must complete and submit the case separately before the applicable deadline.

11. Team-member invitations and codes

Where permitted by the relevant competition package, a Case Leader may be able to add Team Members.

Team Members may receive:

  • an invitation e-mail;

  • a team-confirmation message;

  • a registration link;

  • a discount code;

  • an access-pass offer; or

  • Event-related instructions.

The Case Leader is responsible for providing accurate Team Member information.

A Team Member is not guaranteed admission to the Event unless:

  • an access pass is expressly included;

  • the Team Member completes the required registration;

  • the applicable payment is completed; or

  • the Organizer confirms complimentary admission.

Codes and invitations may be subject to:

  • an expiry date;

  • individual eligibility requirements;

  • a limited number of uses;

  • selected ticket categories;

  • Event capacity; and

  • other conditions communicated with the code.

12. Invoices

Where an invoice is issued, it may be delivered:

  • by e-mail;

  • through the Customer’s Account;

  • through the applicable Romanian electronic invoicing system, where legally required; or

  • through another legally accepted electronic method.

The Customer is responsible for providing complete and accurate billing information.

A delay in issuing or receiving an invoice does not invalidate an otherwise successfully confirmed access pass or registration.

Requests to correct billing information should be sent to office@ectopicsociety.com as soon as possible. Corrections may be limited by applicable accounting and tax requirements after an invoice has been issued.

13. When delivery is considered completed

Electronic delivery is considered completed when at least one of the following occurs:

  • the Order confirmation is successfully sent to the e-mail address provided by the Customer;

  • the electronic ticket is sent or made available for download;

  • the purchased service appears in the Customer’s Account;

  • access to the submission platform is activated;

  • the registration confirmation is sent;

  • the access or invitation code is delivered; or

  • the Customer receives access through the designated third-party ticketing or registration platform.

The Customer’s failure to open, download or use the delivered service does not mean that delivery has not occurred.

14. What to do if the confirmation is not received

If the Customer does not receive an Order confirmation after successful payment, they should:

  1. check the spam, junk and promotions folders;

  2. verify whether the correct e-mail address was used;

  3. check whether the Order appears in their Account;

  4. wait up to one hour in case of a payment or e-mail delay; and

  5. contact the Organizer if the confirmation is still unavailable.

Support requests should be sent to:

E-mail: office@ectopicsociety.com
Telephone: +40745201912

The request should include:

  • the Customer’s full name;

  • the e-mail address used for the Order;

  • the approximate Order date and time;

  • the amount paid;

  • the purchased service;

  • the transaction reference, where available; and

  • proof of payment, where necessary.

Customers should not send complete card details, card security codes or photographs of both sides of a payment card.

15. Incorrect information provided by the Customer

The Customer must verify all information before confirming the Order.

Where an incorrect e-mail address, attendee name or billing detail has been provided, the Customer should contact the Organizer without undue delay.

The Organizer will make reasonable efforts to correct the information where:

  • the request is legitimate;

  • the Customer’s identity or Order can be verified;

  • the access pass has not already been used;

  • the change is permitted under the applicable ticket conditions; and

  • the correction is technically and legally possible.

The Organizer may refuse a change where there are reasonable concerns relating to:

  • fraud;

  • unauthorized resale;

  • identity misuse;

  • duplicate access passes;

  • competition eligibility; or

  • violation of the Terms and Conditions.

16. Technical problems

Where delivery is delayed because of a technical problem under the Organizer’s control, the Organizer will make reasonable efforts to:

  • resend the confirmation;

  • reissue the access pass;

  • restore Account access;

  • provide an alternative access method;

  • manually confirm the registration; or

  • provide reasonable assistance before the Event or submission deadline.

A temporary technical issue does not automatically cancel the Order.

Where the Organizer is permanently unable to provide the purchased service, the Customer will be offered an appropriate remedy in accordance with the Cancellation and Refund Policy and applicable law.

17. Lost or deleted access information

Customers who lose or delete their confirmation, ticket or access information may request it again by contacting office@ectopicsociety.com.

Before reissuing access information, the Organizer may request reasonable information to verify:

  • the Customer’s identity;

  • the Order;

  • the payment; and

  • the right to receive the relevant service.

Previously issued access codes or QR codes may be deactivated when a replacement is issued.

18. Access-pass validation

Electronic access passes may be validated electronically at the Event entrance.

The attendee may be required to present:

  • the electronic or printed access pass;

  • the QR code;

  • the ticket number;

  • a valid identity document; and

  • evidence of eligibility where a restricted or discounted access category applies.

Each access pass may be used only in accordance with its conditions.

Duplicated, altered, falsified, cancelled or fraudulently obtained access passes may be rejected.

19. Services delivered closer to the Event

Certain operational information may be delivered after the initial Order confirmation, including:

  • final access passes;

  • venue-entry instructions;

  • accreditation details;

  • seating information;

  • programme updates;

  • finalist schedules;

  • stage instructions;

  • team-member access information; and

  • other Event logistics.

The Customer is responsible for monitoring the e-mail address and Account used for registration.

Delivery of this later operational information does not change the date on which the initial Order or registration was confirmed.

20. Event changes

Where the Event is postponed, relocated, materially modified or cancelled, the Organizer will communicate the relevant information using one or more of the following:

  • e-mail;

  • the Website;

  • the Customer’s Account;

  • official social-media channels; or

  • direct communication with affected attendees or contestants.

The available options will be governed by the Cancellation and Refund Policy, the Terms and Conditions and applicable law.

21. No physical transfer of risk

Because the services covered by this Policy are supplied electronically, no physical transport or courier transfer takes place.

The Customer becomes responsible for protecting the electronic access information after it has been delivered.

The Customer must not:

  • publish a QR code publicly;

  • share confidential login details;

  • distribute personal access links;

  • duplicate an electronic pass;

  • sell an access code without authorization; or

  • permit unauthorized use of an Account.

The Organizer is not responsible for unauthorized use caused by the Customer voluntarily sharing their access credentials, ticket or QR code.

22. Relationship with other policies

This Policy should be read together with:

  • the Terms and Conditions;

  • the Cancellation and Refund Policy;

  • the Privacy Policy;

  • the Data Protection Policy (GDPR);

  • the Competition Rules; and

  • any conditions displayed for the specific service purchased.

In case of a conflict, mandatory applicable law will prevail.

23. Contact

For questions or problems concerning electronic delivery, please contact:

Legal name: European Ectopic Association
Legal form: Association
Registered address: București, Sector 1, Strada Bratocea, nr.13, CP 012158
Registration number: 33110298
International tax identification number: RO51253474

E-mail: office@ectopicsociety.com
Telephone: +40745201912
Website: www.europeandentalawards.com

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