1. AID participants
1. Only new students of Wageningen
Universty and Aeres Hogeschool Wageningen can register themselves to
participate during the Annual Introduction Days. You can register until 26-07-2020.
2. For BSc and MSc students from
outside the EU/EFTA the participation fee is included in the tuition fee. This
does not apply for Exchange students.
3. It is not possible to join later in the week. You can only start at day 1 in the week that is assigned to you (AID 1 or AID 2). If you réally have other obligations that week, contact the AID board (info.aid@wur.nl) to see what is possible.
4. The registration form has to be
filled out correctly and completely.
5. After completing the registration
the participant has to pay the indicated costs before the deadline as stated on
the financial overview.
6. In the participation fee the
entrance to all activities, four times lunch and four times diner on days of
the AID programme are included. All other meals and consumptions, travels and
accommodation are not included.
7. Cancellation is free of charge
until (and including) 19-07-2020. After this date, but until (and including) 26-07-2020
a cancellation fee of 30% of the participation fee will be charged.
From 27-07-2020 and onwards the total cost will be charged.
8. At the AID registration in Wageningen
on the first day you’ll receive a wristband. This wristband is the entry ticket
to the AID and has to be worn at all times. The wristband will only be distributed
once.
9. Instructions by the AID board,
Support Team or the CREW have to be followed at all times.
10. Participation in the AID is at
the participant’s own risk. Wageningen University, Aeres Hogeschool, the AID
board, CREW and mentors cannot be held responsible for any damages or injuries during
or after the AID.
2. Mentors
1. Only students from Wageningen
University and Aeres Hogeschool Wageningen can become an AID mentor.
2. To become a mentor, participation in
the mentor training is required.
3. Any form of fraud, including
omittance of or falsely reporting of student association membership, will be
punished with expulsion of mentorship.
4. Registration as a mentor is no garantuee for a place yet. For the selection of mentors, weighted lottery based on the submitted personal data of the mentors applies.
5. If a BSc mentor is not selected by lottery, he/she will automatically be registered as a MSc mentor. If a mentor wishes to withdraw in this case, he/she needs to unsubscribe from our system himself/herself.
6. Cancellation is free of charge until (and including) 12-07-2020. After this date, but until (and including) 19-07-2020 a cancellation fee of 30% of the participation fee will be charged. From 20-07-2020 and onwards the total cost will be charged.
7. During the entire AID it is not
allowed to wear or use promotional material of the mentor their association
during the AID. This includes clothing or accessories on which the name and/or
the logo and/or the slogan of the student association is shown.
8. A mentor has to be available for his/ her group and it is thus not allowed to work for his or her association for more than 2 hours. Excluded from this rule is the Study Morning/Afternoon.
9. Mentors on the reserve list have
to attend the mentor training, otherwise they cannot become a mentor.
10. Mentors on the reserve list can
be asked to become a mentor until 13-08-2020.
11. The AID board has the right to
reject a mentor.
12. After completing the form the
participant is required to pay the registration fee for the AID before the
deadline as stated on the invoice. When a (reserve) mentor is not selected by lottery, the
registration fee will be refunded.
13. At the registration at the first
day the mentor will receive a wristband. This wristband is the entry ticket to
the AID and has to be worn at all times. The wristband will only be distributed
once.
14. Instructions by the AID board,
Support Team or the CREW have to be followed at all times.
15. Participation in the AID is at
the participants own risk. Wageningen University, Aeres Hogeschool, the AID
board, CREW and mentors cannot be held responsible for any injuries or damages
during or after the AID.
3. CREW
1. Only students from Wageningen
University and Aeres Hogeschool Wageningen can participate in the AID as a
member of the CREW. Exception to this are persons who joined the CREW before,
or as decided by the AID board.
2. Registration as a member of the CREW
is on the basis of day parts (morning, afternoon, evening) and with a minimum
of five day parts.
3. During the proceedings as a member
of the CREW, one has to wear and use the clothes and personal protection (like
gloves and ear protection) provided by the AID board.
4. During the CREW registration the
CREW receives a wristband. This wristband is the entry ticket to the AID and has to be worn at all
times. The wristband will only be issued once.
5. It is not allowed to consume
alcoholic drinks before or during the proceedings as a member of the CREW.
6. Instructions by the AID board,
Support team AID or designated coordinator have to be followed.
7. Any traffic fines are at one’s own
expenses.
8. Photographs, movies or other footage
produced during the AID are property of Wageningen UR.
9. The proceedings as a member of the
CREW are covered via the insurance for volunteers of the municipality of
Wageningen. In any case not covered by this insurance, any liability for damage
to a third party caused by a member of the CREW is in principle covered by the
liability insurance of Wageningen UR. It remains important for a volunteer to
have a personal liability insurance. Only where no insurance the case covered,
the insurance Wageningen UR, represented by the AID board, will in principle
provide a reasonable compensation in the case of a permanent injury to the
member of the CREW. The same will hold for damage to or missing of goods
belonging to the member of the CREW. Obviously there is no coverage of the
damage if it is caused by gross negligence of the owner or person in question.
If a person through gross negligence causes damage to a third party, this
person will be personally liable.
10. Where the AID board explicitly asks
volunteers for their own materials with a significant value (€250,- or more)
the AID board can sign a fief to the appropriate volunteer, so the materials
during the AID period are loaned by the AID board. This is documented for any
materials involved and how damage or loss is handled.
4. Personal data
1. When the possibility is offered for
entering personal data (e-mail address, name, address, etc.), these entries are
made entirely on a voluntary basis. The personal data provided will only be
used for the purpose for which you have provided it: participation in the AID.
You have the right to access, delete, correct or limit the processing of
personal data, as well as the right to object and the right to data
portability. You also have the right to withdraw the consent given. If you have
a complaint, you can submit it to WUR via privacy@wur.nl. You can also submit a
complaint to the Dutch Data Protection Authority. More information can be found
at www.autoriteitpersoonsgegevens.nl. If you have any questions, you can
contact the Data Protection Officer of WUR via
functionarisgegevensbescherming@wur.nl
2. The entered personal data are stored
for a maximum of 1 year, unless the person in question has a function that runs
longer. In that case the personal data will be stored for up to 1 year after
the end of the last function.
3. The entered personal data are used
for the success of the AID. Name, telephone number and (email) address are used
for communication about the AID by the AID board and within the AID group or
within the CREW. Therefore, name, telephone number and (email) addresses are
shared with the mentors and AID-participants of the AID group of which the
person is part of. Within the CREW name, telephone number and (email) addresses
of CREW members are also shared for the benefit of a successful communication.
Information about study program, gender and date of birth are used for group
division. Data on diet and eating requirements are used for the meal supply and
therefore made available anonymously to the parties who provide the meals
during the AID. Data provided through the comments, including medical data, are
used for optimal preparation of the AID by the organization and the mentors of
the group of which the person is part. Data on membership of (student)
associations of mentors are used in the selection of mentors according to the
selection procedure. Data on the proficiency of languages, diplomas and
preferences of CREW are used for the best possible schedule. Data made
available by associations about their participation in the AID such as
organized activities or participating in the information market are used for
the preparation of the said programme component and are made available where relevant
to participants in the AID.
4. Anyone who has access to the AID or
who has access to the personal data of other participants in the AID must
protect this data and limit the storage of the data. The data provided or the
data that they have been able to see should only be used for their task in the
AID. When a data breach is detected, this must immediately be reported to the
AID board.
5. The privacy regulations of
Wageningen University & Research
apply - where relevant.
6. We make use of Google Analytics to
optimize our website. In order to optimize your privacy we have a data
processing agreement with Google, we masked the last octet of you IP-address
and we don't share your data with Google.
7. The AID board and its sponsors have
the right to use photos and videos made during the AID for promotional purposes. The AID
board reserves the right to refuse taking pictures by the participants at
specific times.
5. House rules
1. Alcohol consumption under the age of
18 will lead to exclusion from the AID.
2. It is not allowed to bring your own
(non-)alcoholic drinks on the festival area, with the exception of water in a
plastic bottle.
3. It is not allowed to smoke on the
entire campus.
4. Drugs are not allowed.
5. In case of disturbance you can be
removed from the festival area.
6. Cups have to stay on the festival
area.
7. It is not allowed to throw with
drinks or other things. Anyone who does this will be removed from the festival
area.
8. Crowd surfing and Stagediving are
not allowed.
9. No entrance possible without AID
wristband or valid ticket.
10. Consumption coins can only be
exchanged for money on the last day of the AID.
11. The AID is not liable for any claims
concerning missed or damaged personal possessions.
12. Trash should at all times be thrown
in the trashcans.
13. It is obliged to use the cloakroom
during the Cantus.
6. Workshops
1. After subscribing for a workshop
via the website, the AID board should accept the subscription. There will be
looked at the completeness of the workshop (contact data, description etc.) and
safety.
2. Subscribing workshops can be done
until the 5th of July, this is also the date where it has to be
known which workshop is given.
3. AID-participants can choose
freely which Workshop they want to go to.
4. The Workshop should have a
capacity from a minimum of ten people.
5. If a license is needed for the
workshop, then the organisation should arrange the license. The AID board is
not responsible for the consequences of not having a license.
6. Participation in the workshops is
at the participants own risk. Wageningen University, Aeres Hogeschool, the AID
board, CREW and mentors cannot be held responsible for any injuries or damages
during or after the AID.
7. The organisation who organises
the workshop, is responsible for the safety of the participants. Activities
during the workshops are taking place under supervision of the organisation
which is facilitating the workshop. The organisation take adequate security
measures to limit the risks for the participants.
8. The main language of the
workshops is English.
9. In case of a serious risk for
accidents during the activities, the organisation takes measures to give first
aid in case of an accident.
10. In case of a serious risk of fire
during the activities, the organisation takes measures to combat the fire in
case of a fire.
11. Every accident or calamity during
a workshop will be communicated as soon as possible to the AID board
(0317-484200). If needed, the AID board will support the organisation to
control the accident or calamity.
12. In case of an accident or
calamity, all external communication will be taken over by the AID board or the
Wageningen UR.
13. A workshop should be for free for
AID participants.
14. In case of a workshop is
cancelled (due to, for example, to less participants or unseen circumstances),
no compensations will be given.
7. Sport Market
1. The AID board is not held
responsible for any damage suffered, like damage on equipment.
2. The AID board reserves the right
to refuse organisations.
3. Participation is entirely at your
own risk.
4. Activities during the sport
market may not constitute a risk for
visitors or staff members for the sports market.
5. Instructions of the AID board or
persons designated by it must be followed.
6. Organisations have, if indicated,
access to a stall with roof. If desired, electricity can be used with a maximum
capacity per stall.
7. All major attributes, which are
taken along, must be registered and approved by the AID board. The AID board
has the right to reject it.
8. Organisations are not allowed to
be presented with more than ten members on the sport market.
8. Information Market
1. In the event of a violation of
the rules, you and your organization may be removed from the site immediately
and / or excluded from the participation in the future. The AID board decides
on this and will inform the organisation’s contact person both orally and by
e-mail.
2. Participation is entirely at your
own risk. The AID board, Wageningen University, Aeres Hogeschool, CREW and
SBBAW can, in no case, be held liable for any direct or indirect suffered
damage.
3. Damage caused to the Belmonte
Arboretum by activities of your organisation will be invoiced on the basis of
actual costs.
4. There are cost associated with
participation at the Info market. There are different price categories: a)
partners, b) student and volunteer organisations, c) non-profit professional
organisations and d) profit professional organisations.
5. Participation is definitive once the indebted amounts have been paid to the AID board and the registration has been approved by the AID board. Your application will be processed within three weeks.
9. Ticket Sale Festival
1. It is compulsory to be able to
show a valid ID.
2. A WUR card or Aeres card is
required. Only students and employees with a valid student card from the
mentioned educational institutions can buy an entrance ticket for the Festival.
3. The festival area is only
accessible for visitors with a valid entree ticket for the AID or the AID
festival.
4. Purchased tickets are strict
personal and not transferable.
5. If irregularities are found (such
as fake tickets, attempting to enter the area without a ticket, etc.), access
will be denied.
6. It is forbidden to bring the
following items to the festival area during the Festival: own consumptions,
glassware, cans, drugs, fireworks, (firearms) weapons and other dangerous
objects.
7. Purchased tickets cannot be taken back.
8. The programme is subject to
change. If one or more acts are cancelled, tickets cannot be returned. An
attempt will made to offer a replacement programme.
9. No alcohol is provided to
visitors under the age of 18. If in doubt, proof of identity may be requested.
10. Visitors are obliged to comply
with the regulations and/or instruction of the CREW/security.
11. Entering the festival area and
attending the performance are entirely at the visitor’s own risk.
12. On the AID festival area, photos
or recordings can be made for reports, website, promotional purpose, etc. By
purchasing a ticket and entering the festival area, the visitor gives
permission to the organisation to use these recordings for these purposes.
13. It is not allowed to distribute
flyers or hang a poster on or near the festival area without consultation with
the organisation.
14. The AID is in no way liable for
any damage caused to visitors and/or visitors' goods.
10. Other
1. In all cases for which these
conditions do not provide, the AID board decides.
2. If necessary, the AID board can deviate from these rules.