General terms and conditions for participating CHESS activities

1. CHESS members have priority for participation in CHESS activities, and participation is normally free to members, unless stated otherwise.

2. When vacant spaces are available, non-member applicants can also participate.

3. CHESS will cover the travel and accommodation costs for CHESS members to participate in a CHESS related activity. Participants who are not a member of CHESS need to cover their own travel and accommodation costs. Depending on the activity, non-members might be required to pay the participation fee.

4. For CHESS members:
(a) CHESS does not pay for single hotel rooms for participants, unless it is under very special circumstances. PhD students should coordinate among themselves and share accommodations. If cheaper university housing is available, it should be used and booked well ahead of time to save costs.

(b) CHESS members have the obligation to make their travel arrangement as early as possible to get a reasonable price for flight and accommodation. Arrangements should be made at least a month before commencement of the activity.

(c) CHESS participants should submit their travel claim no later than 2 weeks after the activity is finished. The total amount claimed should be reported by the participants to the CHESS Administration Coordinator as soon as possible.

5. Cancellation policy: There will be cancellation fees for late notice cancellations without sufficient reasons given for non-attendance. Cancellation fees of accommodation and travel will follow the costs associated with the respective reservation contracts with, e.g., travel agents, airlines, or other. Cancellation of participation in a course is possible up to 2 weeks in advance of the commencement of the activity without any costs. Cancellation in the period 1-2 weeks prior to the activity will result in a fee equivalent to 50% of the participation costs. Cancellation within one week prior to the activity will be charged with a 75% fee equivalent to the participation costs and no show without cancellation or cancellation when the activity already commenced will be charged with 100% fee equivalent to the participation costs.