Participant Agreement International Academic Event 2024

This is a contract to be signed by those participating in the International Academic Event of the STAR Management Week 2024, with destination Paris, France, hereafter named “International Academic Event”. The project is organized by the STAR Management Week committee, which is part of the Study Association of Rotterdam School of Management, Erasmus University (STAR).

I agree to the following conditions as a prerequisite for participating in the International Academic Event:

Definitions

  1. Parties involved:
  2. STAR, Study Association affiliated with Rotterdam School of Management, Erasmus University, registered at the Chamber of Commerce Rotterdam, number 40397100, located at Burgemeester Oudlaan 50 in Rotterdam, hereby named “STAR.” STAR is hereby legally represented by STAR Board member Sam Legein.
  3. The STAR Management Week committee 2024, a committee of STAR, is hereafter named “committee.”
  4. The participants in the International Academic Event, a group of students of the Rotterdam School of Management, Erasmus University. These students are by means of this contract bound to the International Academic Event and will be referred to as “participants.”
  5. General definitions:
    1. The International Academic Event is a project of the STAR Management Week, which is designed to provide business students the opportunity to visit Paris and explore the city, the Science PO University in Paris, and the Amazon office. The project will hereafter be referred to as “International Academic Event”.
    2. The destination of the International Academic Event this year is Paris, hereafter referred to as “the destination”.
    3. The time for the entire project is hereafter referred to as “project period”.
    4. The time for the project while abroad is hereafter referred to as the “travel period”.

Article 1: Project, participants’ fee, and other expenses

  1. By signing this contract, the participant is bound to participate in the International Academic Event unless the International Academic Event will be cancelled given one of the conditions as mentioned below.
  2. The fee for participating in the International Academic Event is €65,- (sixty-five euros) for STAR and non-STAR members. The full participant’s fee amount of €65,- (sixty-five euros) will be debited from the account of the participant in one installment of the full amount through the STAR webshop.
  3. If the installment mentioned in Article 1.2 cannot be debited from the bank account of the participant, STAR holds the right to exclude the participant from the International Academic Event. This does not relieve the participant from his duties to pay any costs incurred by STAR, as stated in Article 6.8.
  4. The committee holds the right to determine or change the place, date, and time of departure to and return from the destination of the International Academic Event.
  5. In case of unforeseen circumstances that create costs that were not budgeted, the committee is not entitled to make financial decisions affecting STAR. All financial decisions must be made by one of the board members of the association, in writing. STAR cannot be held responsible for any statements communicated by the committee or other active members of STAR.
  6. It is not possible to individually book tickets to the destination, unless the committee explicitly agrees to allow this. In this case, the participant will accept the responsibility to pay all extra costs incurred due to booking an individual ticket and will not receive any discount on the International Academic Event fee.
  7. In case the participant wishes to cancel his or her participation in the International Academic Event, a cancellation fee might be incurred by the participant for any costs made, as stated in Article 6.8. STAR holds the rights – in case any costs are made – to not refund the participation fee.

Article 2: Responsibilities of STAR and/or the committee

  1. STAR and/or the committee will do their best, as much as can be reasonably expected, to live up to the proposed program at the destination, without accepting any liability for possible changes, as elaborated on in article 3, 4, 5 and 6.

Article 3: Responsibilities of the Participant

  1. The participant is obligated to respect and follow the local laws in the Netherlands, in countries visited on the way to and from the destination, and while at the destination. STAR bears no responsibility whatsoever for the behavior of the participant during the International Academic Event. The participant is obliged to acquire the necessary information about the local laws before departing to the destination.
  2. The participant is obliged to respect the rules and regulations of the various locations visited during the International Academic Event.
  3. The participant is responsible for arranging, at his or her own cost, insurance coverage for the whole travel period of the International Academic Event. STAR will not take any insurance whatsoever on behalf of or for the participants. The participant is advised to seek advice from an expert in the field of insurance regarding the International Academic Event, and hereby releases STAR and the committee from any liability.
  4. The participant is required to possess an internationally valid passport or identity card (EU citizen), with a minimum validity of 2 months after the date of arrival back in the Netherlands after the trip to Paris. This should be arranged at least one month before departure. In case this is not done in time, STAR holds the right to exclude the participant from the International Academic Event.
  5. The participant is obliged to follow the directions as laid out by the committee. In case the participant refuses to do this, STAR holds the right to exclude the participant from the International Academic Event.

Article 4: The Program in the Destination

  1. The participant accepts the program for the entire travel period, as proposed by the committee. The participant will actively participate in this program.
  2. The committee cannot be held responsible for any errors or mistakes in the program during the travel period that are beyond the control of its members.
  3. The committee holds the right to adjust the program during the travel period, in terms of route, transportation, and accommodation.

Article 5: Cancellation of the International Academic Event

  1. In case of unforeseen circumstances that lead STAR to decide to cancel the International Academic Event, STAR holds the right to pass on costs that have already been made.
  2. The decision to cancel the International Academic Event will be made when the Ministry of Foreign Affairs gives negative travel advice related to the destination.
  3. The decision, as mentioned in Article 5.1, can also be made when the committee or the board of STAR discovers significant reasons to cancel the International Academic Event, for example, in case of unstable political or meteorological circumstances.
  4. If one of the participants or the committee members dies before the travel period, the International Academic Event will not be cancelled unless at least two-thirds of the participants and committee members agree to do so.
  5. If one of the participants or the committee members dies during the travel period, each participant will have the choice whether or not to cancel participation in the International Academic Event.
  6. In case the participant wishes to cancel his/her participation in the International Academic Event, the participant is responsible for dealing with this situation and all (financial) consequences. This is not the responsibility of the committee or STAR. In any case, a cancellation fee might be incurred by the participant for any costs made, as stated in Article 6.8. STAR holds the rights to – in case any costs are made – to not refund the participation fee.

Article 6: Other Conditions

  1. STAR holds the exclusive right to exclude the participant from participating in the International Academic Event.
  2. Given the nature of the trip, providing an affordable trip to an interesting destination, the trip can be considered riskier than a trip organised through a travel agency. The participant hereby accepts this risk.
  3. STAR, the board members of STAR and the committee cannot be held liable, legally or financially, for any damage and/or consequential damage caused before, during, or after the International Academic Event, suffered by the participant.
  4. STAR cannot be held liable for the behavior or lack of behavior of any third party, such as hostels, restaurants, other participants, etc.
  5. The participant will arrange his or her own transportation to Rotterdam Central Station on November 6th
  6. The participant will arrange his or her own transportation from Rotterdam Central Station back to his or hers own residence on November 8th
  7. If any costs are incurred by STAR because of the behavior of any third party, such as the cancellation of activities, bankruptcy, termination of existence, stopping to follow the establishment of a stated statutory agreement, agreeing upon liquidation or losing the incorporation, all costs that are not budgeted can be passed on to the participant(s) responsible.
  8. In the cases mentioned in Article 5.5, STAR is obliged to notify the participants of any additional expenses made prior to making these expenditures.
  9. In the cases mentioned in Article 5.5, STAR is obliged to gain the approval of the participants for any additional expenses that exceed € 50 per participant, or any foreign equivalent, prior to making these expenditures.
  10. In the cases mentioned in Article 5.5 the participant is not allowed to contact anyone outside of the International Academic Event until STAR gives permission to do so.
  11. Any costs incurred by STAR that are due to the inability of the participant to meet the conditions as laid out in this participant’s contract will have to be paid by the participant.
  12. In all cases not covered by this participant’s contract, STAR holds the right to make decisions it perceives to be appropriate.
  13. Any disputes resulting from the participation of the participant in the International Academic Event are solely subject to Dutch Law, and can only be settled by the authorized judge of the Court of Rotterdam.

As drawn up on September 9th, 2024

SMW
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Location
  • Visiting address
    Room T04-53 (Mandeville)
    Burgemeester Oudlaan 50
    3062PA Rotterdam
    The Netherlands
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