Registration Procedures

Vincentz Network GmbH & Co. KG
Plathnerstrasse 4c
30175 Hannover, Germany

1. +49 511 9910-383
   F +49 511 9910 – 379

wiebke.drohla@vincentz.net

1. +49 511 9910 – 000
   F +49 511 9910 – 099
   www.vincentz.net

Date & Venue

Conference: November 4-5, 2025

Digital Participation

or

On site Participation

DOLCE Bad Nauheim
Elvis-Presley-Platz 1
DE-61231 Bad Nauheim

T +49 6032 303-0
F +49 6032 303-529
info@dolcebadnauheim.com
www.dolcebadnauheim.com

Accommodation is available at the conference hotel.

We kindly ask you to make your own hotel reservation at the conference hotel. Rooms are available from € 154,- to € 174,-, depending on the room category. All rooms include breakfast for a price of € 5,- per person and day. Please refer to: “Automotive Circle”.

The following cancellation conditions apply for all categories:

All reservations can be cancelled free of charge up to 4 weeks before arrival. Up to 2 weeks before arrival 60% of the room rate will be due. From 2 weeks before arrival 80 % will be charged.

Participation Fee

On site or digital participation (Choice is all yours)

Students will get 50 % discount on standard prices on presentation of a valid student ID.

A 10% group discount on the rate that is valid at the time of registration is available. This will apply when 5 or more attendees from the same company address register at the same time.
The access data for the digital conference participation will be send out via E-Mail approx. one week prior the conference. The prerequisite for this is that all payments have been received in full.

* All prices plus 19 % German VAT. All conferences in Europe are subject to VAT. To reclaim, please contact your local tax office.

Participation fee includes

On site participation: Fees including full conference participation, incl. conference materials and list of delegates, the authority for downloading the presentation on the internet, luncheons, catering, the participation in the evening networking event and on-demand access to the presentation videos for 2 weeks after the conference.

Digital participation: Fees including full digital conference participation, incl. conference materials and list of delegates, the authority for downloading the presentation on the internet and on-demand access to the presentation videos for 2 weeks after the conference.

Registration

Registration is preferably done via the event’s website, alternatively by e-mail or regular mail. The confirmation of participation and invoice will be sent via e-mail. Without this confirmation, there is no claim to participation in the booked event. Registrations will be considered in the order in which they are received, except EuroCarBody. However, the number of participants is limited in all cases.

Technical Plattform for digital participation:

This virtual event of the Automotive Circle is planned and conducted using electronic tools and platforms. The following tools are used:

• Cvent Attendee Website (via browser, compatible with the latest versions of Chrome, Firefox, Safari and Microsoft Edge)
• Vimeo Player

Each participant is responsible for using these tools. If it is not possible to use them, e.g. due to internal company requirements, this does not entitle the participant to cancel the digital participation free of charge

Conference Language

The conference is held exclusively in English. All documents are predominately composed in the English language.

Cancellations

Fees will be refunded in full if notice of cancellation is received by October 07, 2025. Please understand that even preparation and organization involve financial and human resources. Therefore a fee of 50 % of the participation fee will be charged, if the notification of cancellation is received later, but not later than October 21, 2025. Should notification reach us after October 21, 2025, on in case of non-participation, 100% of the participation fee will be charged. Substitutions of delegates may be made at any time.

Cancellations and changes must be made in writing and will be confirmed by the organizer. Cancellations due to health reasons can be cancelled free of charge at any time with a medical certificate. If a participant is demonstrably unable to attend due to travel restrictions, he/she has the option of converting the attendance participation into a digital participation (if this is offered). Any cost differences will be reimbursed).

The participant undertakes to follow the instructions of the organizer and the venue. Failure to do so may result in exclusion from the event.

The organizer reserves the right to change the program or to cancel the event in the event of special circumstances (important reason). In particular, the organizer is entitled to take such measures in cases of force majeure, due to official orders, in the event of a situation endangering the life, body or health of the participants. In these cases, the organizer shall not be obliged to pay damages and/or reimbursement of expenses to the participants. This applies in particular to any cancellation fees incurred by third parties (e.g. hotel bookings, train or flight tickets).

If the digital event has to be canceld by the organizer due to insufficient number of participants, technical complications or due to illness of one or more speakers, already paid participation fees will be refunded in full. Further claims do not exist.

Invitation Letters

Please contact us if you need invitation letters for visa requirements. We will be happy to assist with this after we have received your registration. There requests are usually handled by us within 2 working days and we typically send the invitation letters out as a PDF file via eMail. If you require an original letter we can send it out by regular mail. Please understand that if you need letters sent via express mail that we have to further the delivery and handling costs to you.

Program Changes

Automotive Circle reserve the right to revise event content and change implementation tools. There is no claim to a specific lecture, workshop or references. Registered trademarks: No guarantee is given that the products, processes and other names mentioned are free of third-party property rights.

Data Protection

As participant of an event, you agree that data such as company, address (zip code, city, country), first name, name and job function of the attendee will be published on the list of participants. The list of participants is available to all participants in digital form. The list of participants could also be used by sponsors and exhibitors for advertising purposes. Objection against publication and circulation of your data may be made at any time until 3 weeks prior to the event and has to be made in writing to the organizer. The address data are processed for customer service and information purposes in compliance with the General Data Protection Regulation (GDPR). Company’s name, city and country might be published on the Internet as reference for upcoming Automotive Circle events. Personal data will be forwarded to the local health authority on request.

Pictures, Videos & Recordings

By registering you understand that your participation and attendance at the event may be videotaped, filmed and/or audio recorded. You agree that the recording may be used for any lawful purposes that Vincentz Network, or its designees, in their sole discretion, may determine.

Picture credits

Patrick P. Palej/ fotofolia.com; Vincentz Network

Miscellaneous

With your binding registration you agree that film, image, word and sound recordings may be made of you during the event. These recordings may be used without restriction by Vincentz Network or authorized parties in accordance with the General Data Protection Regulation (GDPR).

Also have a look at our Privacy Policy.

Hanover, August 2024