Last updated August 2022
The European Broadcasting Union, an association duly established under Swiss law, located at L'Ancienne-Route 17A, 1218 Grand-Saconnex (Geneva), Switzerland (hereafter, "us", “EBU”, "we" or "our") is the managing organisation of Expert Groups and Communities.
The following pages contain our Terms and Conditions ("Terms") applicable to EBU Expert Groups and Communities, in relation to joining, participating, online voting (if any), and leaving a Group or a Community whether physical or virtual with the use of video or web conferencing tools/platforms.
Upon submission of your request for joining a Group or Community, you agree to these Terms without modification, and you enter into a binding contract with us, or where appropriate follow the subscription process applicable for a specific Group or Community.
If you join a Group or Community on behalf of an entity, you agree to these Terms on behalf of that entity and its affiliates and you represent that you have the authority to do so. In such case, “you” and “your” will also refer to that entity. If you do not have such authority, or if you do not agree to any portion of these Terms, please do not send a request to join.
You agree and understand that your request to join a Group or Community implies the acceptance of these Terms and is subject to our confirmation. Please note that each Group or Community may have specific conditions or procedure which apply in addition to these Terms.
We may translate these Terms into other languages for your convenience. The English language version is the version that governs these Terms. In case of any conflict between the English language version and a translated version, the English language version will prevail.
If some activities of a Group or Community you are joining are not free of charge, you undertake to pay the relevant fees (all taxes included) as specified on the registration form if you wish to attend the meeting or event managed by your Group or Community. The fees shall be paid in accordance with the conditions set out on the registration form. In the absence of specific conditions on the registration form, the fees shall be paid in accordance with the payment terms as set out on the invoice, but in any case, before the beginning of the event.
We may at any time, with or without giving notice, in its absolute discretion and without giving any reason, cancel your registration and/or cancel or postpone a Group or Community meeting or event, whether physical or virtual, change its venue or any of the other published particulars, or withdraw any invitation to attend. Should the meeting or event be postponed or cancelled, we are not responsible nor liable for any costs and/or expenses you may incur due to the postponement and/or cancellation of the Group or Community meeting or event.
In most circumstances, papers, working documents will be issued and shared in the Group or Community you are joining. This documentation is made available only to those participating in the Group or Community. This documentation is provided for your personal use and may not be reproduced, shared or distributed (whether in whole or part) by any method whatsoever without prior written permission given to you by the copyright owner.
You are fully responsible for making your own travel and accommodations arrangements. It is recommended that you check your visa requirements with your local embassy or consulate.
We will not be liable for any travel or accommodation formalities and/or expenses or if you are unable to attend a physical meeting of the Group or Community due to a Force Majeure event or any event out of our control.
We recommend you to subscribe appropriate insurance against cancellation as well as to have adequate health and accident insurance
If you need any special assistance (e.g. in relation to a person who is blind/visually impaired or a person with a physical disability), please contact the EBU staff member responsible for your Group or Community by email to arrange assistance.
Where applicable, you will be given the opportunity to mention any dietary requirement in the registration form and/or through the subscription process of a meeting or event.
By joining and participating to an EBU Group or Community wherever physically or virtually via video conferencing or web conferencing platforms/tools, you acknowledge that your personal data will be collected and processed by us, as further detailed in EBU Privacy Notice for Groups and Communities, which you acknowledge having read. Please note that your data may be shared with the Organization for which you work for, for staff management purposes to allow the EBU to ensure adequate follow-up and best services to its Members.
By registering and/or by participating to a Group or Community meeting, wherever physically or virtually via video conferencing or web conferencing platforms/tools, you acknowledge that certain sessions and/or social functions may be, photographed and/or filmed and/or web streamed and that some of these photos and video recordings can be used for the minutes of the meeting or event, news, promotional purposes, future marketing materials, illustration, information and dissemination activities via EBU’s own websites or inclusion on EBU’s social media pages which may process personal data according to their own policies. In some cases, online audio and/or video recordings are accessible only to EBU Members via log-in. Participation in a Group or Community meeting or event (whether online or not), indicates your consent to being included in the meeting’s recording. Should you have any concerns about this, or do not wish to be featured in any of these materials, please approach the EBU staff Member responsible and managing the Group or Community meeting and inform her/him. However, you are advised that incidental inclusion of some images of yourself within any recording or photos may take place. Photos and recordings will be publicly available.
By joining a Group or Community you may participate in meetings which may include where applicable an online vote, you acknowledge that your personal data such as your name, email address, phone number, country and organization will be processed by the EBU in accordance with its Privacy Notice for Groups and Communities to set-up the voting process. This may imply the transfer of such data to our contracted online voting platform ElectionBuddy in order to allow you to receive a voting invitation, to register for the vote and to cast your vote. As a candidate, you also accept that any additional information you choose to provide to the EBU for the purpose of presenting your nomination (including but not limited to your photo, motivation statement and bio) may also be transferred to ElectionBuddy for such purpose.
Votes may be summarized to show the results and how many votes were received for each choice on each position or question. However, please note that the results of the votes may be tallied in accordance with each Group or Community specific rules, should you wish more details you are invited to contact the Group or Community responsible.
For the purposes of these Terms, “Intellectual Property Rights” are any and all rights (including without limitation copyright, trademarks, trade names, know-how, design software applications, websites, rights in databases, compilations and designs, moral rights) and prerogatives, registered or not, arising from the Swiss and international legislation on the protection of notably patents, design, trademark, as well as know-how and trade secrets.
You agree that all elements made available by the EBU via a Group or Community in connection with an event or meeting, including, without limitation, notes, records, studies, reports, brochures, drawings or other documents and tangible items including images, texts, comments, graphics, illustrations, logos, icons, brand and products names, are (i) the exclusive property of the EBU, and/or of its licensors and (ii) could be protected by Intellectual Property Rights. The EBU reserves all rights not expressly granted under these Terms. Except as explicitly authorized by the EBU in writing, they may not be sold, licensed, rented, modified, used, distributed, copied, reproduced, transmitted, publicly displayed, publicly performed, published, adapted, edited or translated, in whole or in part by you to any third party outside of the other members of the Group or Community. These Terms do not grant to you any license nor any right to use these elements made available to you except where such use is limited to the purposes of your attendance to the meeting or event.
Subject to the provisions of Section 10 should you decide to share in the Group or Community, notes, records, studies, reports, brochures, drawings or other documents and tangible items including (or not) Intellectual Property Rights, you are responsible to secure that you have all necessary authorizations to share such material, content and/or information. You understand and agree that the EBU is not responsible for any further use and/or disclosure of such material, content and/or information by any other participant to the meeting or event and/or third-party outside of the Group or Community. You also understand and agree that the EBU may use such material, content and/or information for the minutes of the Group or Community meetings or events in accordance with these Terms.
Please note that you cannot exhibit or hand out marketing material or other printed matter during meetings of the Group or Community, unless by seeking prior consent of the EBU. In this respect you are invited to contact the Group or Community responsible.
We are dedicated to making our Groups and Communities meetings a safe place for all.
You shall not display any content, adopt a conduct, or incite any person to commit an act, which:
You consent also not to hack or use our infrastructure for unethical, illegal or malicious activities. We may at any time, with or without giving notice, in our absolute discretion, rescind your attendance to any activities of a Group or Community in case of violation of these Terms without incurring any liabilities to you and/or any third party. In such event, all paid fees if applicable will not be reimbursed, and any meeting or event fees shall remain due.
You are required to keep your personal belongings (including your computer and/or other devices) with you at all times and we accept no liability for damage to, or loss of, personal belongings. We do not accept any liability for any loss (including, without limitation, theft) occasioned on our premises and/or on any premises of any meeting or event being staged at external venues save for any damages caused directly by our negligence in which circumstances and, to the extent permitted by law, our liability shall be limited to your paid meeting or event fees if applicable.
To the extent permitted by law, we, and our affiliated companies as well as any video conferencing or web conferencing platforms’ system provider for the meeting or event and each of its and their respective officers, directors, and other partners and employees, shall not be liable under any circumstances, whether in contract, or otherwise, with respect to the damages suffered in relation with the organisation and/or your registration for and/or participation to the meeting or event for: (a) any indirect, consequential, punitive or exemplary damages, including, but not limited to, damages for loss of profits, loss of data, additional personnel costs or other intangible losses (even if we have been advised of the possibility of such damages), and/or (b) the cost of procurement of substitute services, and/or (c) any matters beyond our reasonable control, including Force Majeure event. You hereby expressly waive all claims against any of the aforementioned organisation and/or physical person for any of the aforementioned damages.
You understand and agree that we expressly disclaim all warranties of any kind, express or implied, including, but not limited to, implied warranties of merchantability, title, non-infringement and fitness for a particular purpose. By way of example, you hereby expressly waive all claims against us, against any and all of our affiliated companies as well as against any video conferencing or web conferencing platforms’ system provider for the meeting or event for any of the following, understanding and agreeing that no warranty is made herein that (a) the meeting or event will meet your requirements or expectations; (b) the meeting or event will be uninterrupted, timely, secure, and/or error-free; and/or (c) the results that may be obtained from attending the meeting or event will be accurate or reliable.
In case of your registration for and/or participation to a meeting or event:
These Terms constitute the entire agreement and understanding between you and the EBU and they supersede all previous agreements, arrangements and understandings between you and the EBU relating to the same subject matter. You confirm that you have not relied upon any statement, representation or understanding that is not expressly set out in these Terms and that you shall have no remedy in respect of any statement, representation or understanding which is not expressly set out in these Terms.
These Terms are effective from 17 August 2022 and shall apply to your participation to any Group or Community meeting or event. We may update these Terms at any time. Consequently, you are invited to regularly refer to the latest Terms in effect when you proceed to a registration and/or subscription. You agree that these Terms will be exclusively governed by the laws of Switzerland, without giving effect to any conflicts of law principles. Any dispute, claim or controversy arising out of, connected with or relating to the conclusion, validity, interpretation or performance of these Terms and/or ulterior agreements that could arise therefrom, will be under the exclusive jurisdiction of the competent courts of the Canton of Geneva, Switzerland with an appeal to the Swiss Federal Supreme Court remaining reserved for the constellations as provided by law.