General terms & conditions AID

Article 1 Definitions

  1. AID: The general introduction days organized by Wageningen University & Research for new students of Wageningen University and Aeres Hogeschool Wageningen
  2. Organization: Wageningen University & Research and all persons, committees and working groups (including theAID-board) designated by Wageningen University & Research to - under its responsibility - implement and / or coordinate the organization of the AID.
  3. AID-board: board designated by Wageningen University & Research entrusted with the implementation - under the responsibility of Wageningen University & Research - and coordinating the organization of the AID
  4. AID-participant: Natural person, in principle a new or prospective student of Wageningen University or Aeres Hogeschool Wageningen, which has registered for participation in the AID.
  5. Mentor: Senior student appointed by the AID-board as a supervisor of participants.
  6. CREW: volunteer - senior student - appointed by the AID-board who carries out tasks designated by, and under the supervision of, the AID-board related to building and / or dismantling a location and / or ensuring that Events run smoothly.
  7. Participant: AID-participant, Mentor or CREW
  8. Event: Any activity organized by the Organization as part of the AID, that is open or accessible to AID-participants.
  9. Visitors: Participants, mentors, senior students and others attending the Events and / or participate in it.
  10. Security services: The persons and / or organizations charged with enforcing the safety during the AID. This includes: Police, Fire brigade, Security personnel and first aid personel
  11. Participating Parties: Parties with which the Organization has a partnership entered into on behalf of the AID. This includes: student parties, including student and study associations, student sports associations and fraternities, sponsors and cooperation partners

Article 2 Applicability of the General Terms and Conditions

  1. These "General Conditions AID" apply to AID-Participants who participate in the AID, Mentors, CREW and Participating Parties.

Article 3 Registration and participation / access AID (-Events)

  1. After a correctly completed registration and successful payment of the registration fee through the registration medium made available to the Organization, the Participant will receive a registration certificate in the form of an e-ticket. For AID-participants that have to pay 'Institutional fee 3' to Wageningen University, the participation to the AID is included in the university fee.
  2. Only on presentation of an original registration certificate, the Participant or Mentor receives an AID wristband, which serves as an admission ticket.
  3. Access to and participation in the AID and / or the Events is only open when a contiguous / intact and undamaged AID wristband is worn. For certain Events, an additional entrance fee must be paid. Concerning Events with limited capacity, if the maximum number attendees at an Event has been reached, access to the Event will be refused. For certain Events, the Organization can also act as an additional condition that the Participant must register separately in advance for this Event.
  4. For non-Participants, the QR code which they obtained when purchasing a ticket for the relevant Event via the registration medium made available by the Organization, serves as a valid ticket.
  5. During the AID and / or the Events, the Participant, Mentor or CREW must wear the AID wristband. At the request of the Organization and / or the security services, the Participant, Mentor or CREW must submit AID wristband. If the Participant refuses, he / she can access can be denied.
  6. The AID wristband is also an age wristband, recognizable by the color and the print.
  7. The AID wristband is strictly personal and non-transferable.
  8. In case of fraud with and / or otherwise unlawful use of the AID wristband by any natural person, follows exclusion from the entire AID and all AID Events.
  9. In case of damage to the AID wristband, because it is no longer connected / intact and / or the color is no longer clear and / or the text on it is no longer legible, it is no longer valid. Only if the damage has arisen, without the Participant being blamed for it (this is at the discretion of the Organization), the Participant or Mentor can, upon presentation of a valid proof of identity and after handing over the damaged but complete AID wristband, get a new AID wristband free of charge at the Central Point (Droevendaalsesteeg 2).
  10. Mentors - including Mentors on the reserve list - and CREW are obliged to take the mandatory training(s) offere by the Organization. Not taking part in these training(s) will result in exclusion from the AID without the right to full or partial refund of the registration fee.
  11. Mentors have to be available for their group and it is thus not allowed to work for his or her association for more than 2 hours. Excepted are Mentors during the study day.
  12. During the entire AID it is Mentors not allowed to wear or use promotional material of their association. This includes clothing or accessories on which the name and/or the logo and/or the slogan of the student association is shown.
  13. 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.
  14. When more Mentors register than required for the organization of the AID a lottery will be organized to select mentors for the AID. This lottery will be weighted for the associations of which a Mentor is a member to ensure fair share among associations. reference is given to students that have not been a mentor before and to mentor couples of which the mentors are member of different student associations. When needed selection of mentors is done by means of a weighted lottery based on the membership of certain associations. Some Mentors can be asked to join the reserve list in case more Mentors are needed or in case of withdrawal. For Mentors that are not selected by lottery or on the reserve list registration will be cancelled allowing full refund of any fees paid.
  15. The Organization reserves the right at all times to inform the emergency contact person designated by the Participant if it deems this necessary, for example in the event of a violation of the general terms and conditions, house rules, accidents, hospital admissions and / or calamities.

Article 4 Cancellation policy

  1. You can register as AID participant until 30-01-2022. 
  2. You can register as BSc mentor until 30-04-2021. You can register as MSc mentor until 16-07-2021. You can register as Online Only mentor until 02-08-2021. You can register as a WinterAID Mentor until 30-01-2022.
  3.  For AID participants cancellation is free of charge until (and including) 03-02-2022. From 04-02-2022 and onwards the total cost will be charged.

Article 5 House rules AID all locations and Events

  1. The house rules form an inseparable part of these general terms and conditions. Participants and visitors must adhere to these house rules, otherwise exclusion may follow without the right to full or partial refund of the registration fee or entrance fee.
  2. Visitors must be in possession of a valid ID and student card.
  3. It is not allowed to own or smoke tobacco products <18 years.
  4. It is not allowed to smoke at indoor locations, in tents or on Wageningen Campus. Smoking is only allowed in designated locations.
  5. It is not allowed to bring professional (digital) photo cameras, cameras with a lens> 70 mm, video and / or sound equipment without the prior consent of the Organization.
  6. Objects can -in certain cases- be taken into custody and returned when leaving the location, all at the discretion of the organization and / or security. Bringing your own drink is prohibited, with the exception of one sealable water bottle per person. Materials belonging to the Organization - including cups - cannot leave the Event location without prior consent of the Organization. Use of the wardrove can be mandatory at certain Events if the Organization holds this necessary for the safety of those present at the Event.
  7. It is not allowed to bring liquor, dangerous objects (such as weapons, fireworks, aerosols, sprays, cans, glassware, etc.) or food to the event. These will be collected and handed over to the police and will not be returned.
  8. It is not allowed to possess or consume alcoholic beverages <18 years. When it is established that the possession or consumption of alcohol <18 years old, exclusion from the entire AID follows without the right to full or partial refund of the registration fee or entrance fee.
  9. Trade in, use or possession of any form of drugs is prohibited, they will be taken and handed over to the police and will not be returned. Upon discovery of the trade, use and / or possession thereof, exclusion of the entire AID follows without the right to full or partial refund of the registration fee or entrance fee.
  10. It is not allowed to bring pets - with the esception of a guide dog -, animals or bicycles on or in the location.
  11. Visitors may be inspected prior to or during the event or subject to a private law superficial security search. Visitors will cooperate, otherwise access will be denied.
  12. Visitors must follow the instructions, orders and prohibitions of the organization and / or security, otherwise access will be denied.
  13. Visitors must not endanger public order and safety (in any way whatsoever), otherwise access will be denied.
  14. It is not allowed to express oneself in e.g. clothing or attire which the Organization considers offensive or undesirable. If this is the case, access will be denied.
  15. Visitors should not engage in undesirable behavior (bullying, sexual harassment, aggression and violence, threats, stalking, unequal treatment and discrimination), otherwise access will be denied.
  16. In case of denial of admission, no refund of the entrance fee will be made.
  17. Vehicles / bicycles must be parked at the designated places. Incorrectly parked vehicles / bicycles will be removed. The organization is not liable for damage in any form whatsoever caused by the removal of these incorrectly placed vehicles / bicycles.
  18. The organization is not liable for loss, damage and / or theft of property.
  19. It is forbidden to climb into attributes or scaffolding, to do crowd surfing and stage diving.
  20. Visitors who cause damage to property of the AID / WUR / AID-locations will be held liable for the damage and costs incurred and this will be reported to the police.
  21. Entering the event site is at your own risk. The organization cannot be held liable for any injury and / or material damage or immaterial damage, except in the case of intent, gross negligence or gross negligence on the part of the organization.
  22. It is possible that photos or videos where visitors appear on an “open source” (internet, social media, etc.) are shown.
  23. Unless otherwise agreed with the AID-board, the sale or promotion of services and / or products on and / or within sight of the AID sites is not permitted.
  24. The Organization reserves the right to deny Participants access or participation if Participants do not (correctly) follow measures and / or instructions taken by the Organization, including but not limited to because of COVID-19.
  25. Instructions by the Organization and their representatives have to be followed.
  26. In situations where the house rules do not provide, the Organization decides, the decision of the organization in this respect is binding.

Article 6 Participating parties

  1. During the AID it is only allowed to play music with the permission of the Organization, only between 10:00 and 23:00 and at an acceptable volume (to be determined by the AID-board). Directions given about the music by the Organization or their representatives must be followed immediately.
  2. Participating party must place its vehicles and allow activities to take place exclusively in the places assigned by the Organization or its representatives.
  3. Participating party must leave its allocated place at the end of the activity, taking with it all items it has brought with it and leaving the allocated place clean.
  4. Electrical facilities must be installed and fused by a competent person. Only sound, approved (CE marked) equipment and installations may be used.
  5. The use of open fires (including small fires including tea lights and candles) is prohibited. The use of barbecues must be explicitly authorized in writing by the Organization.
  6. (Special) risk situations should be reported to the AID-board as soon as possible. Prior to the general Kick-In, this can be done by e-mail (via This email address is being protected from spambots. You need JavaScript enabled to view it. ) and during the AID by telephone (tel. 0317 484 222) or in person at the central point (Droevendaalsesteeg 2).
  7. The participating party is committed to the program of the AID. The AID-board provides the AID program with the aim of introducing the new students to their new living, working and living environment. It is not allowed to organize activities parallel to this general program, without prior consent of the Organization
  8. The AID is open to non-Dutch-speaking students. This means that a program component is offered at all times is accessible to this group of students. It is therefore expected that all promotional material used will (also) be presented in English.
  9. Participating parties must endorse that the AID is organized in a sustainable manner. Handing out promotional material and waste production should be limited at all times.
  10. The participating party is responsible for the persons present on behalf of the organization at the activities of the AID (for example the board and those involved in the organization of the activities) and that it will ensure that these persons comply these rules of the game and be aware of the privacy statement.
  11. The participating party will immediately and punctually follow all directions from the Organization, its representatives, safety officers, first aiders and security services.
  12. The participating party can be immediately removed from the Event when these regulations are violated. In case of a serious violation of the rules of the game, the Organization can decide that the organization concerned will be excluded from further participation in AID Events with immediate effect, also for subsequent years.

Article 7 Participating parties information market


  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.

 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.

 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.

Article 8 Alcohol policy

  1. During the AID, Participants must adhere to - among others - the Drinks and Catering Act (Drank- en Horecawet). This means, among other things, that persons under the age of 18 are not allowed to consume alcohol. Participants are expected to be aware of the content of this law.
  2. Members of the CREW are not allowed to consume alcoholic drinks during their work as a CREW member.
  3. Alcohol can only be ordered at Horeca Exploitation Points of the AID with an 18+ wristband.
  4. The consumption of alcoholic drinks is not permitted for Participants with an 18-wristband and for participants without an AID wristband.
  5. It is not allowed to collect, serve and / or supply alcohol to participants with an 18-wristband and participants without an AID wristband.
  6. If a Participant acts in violation of this Alcohol Policy (Article 5), he or she will be banned from further participation in the AID and all its Events, without refund of the registration fee.
  7. Participating parties are not allowed to offer alcoholic drinks to Participants without prior permission from the Organization.

Article 9 Changes in AID program

  1. The AID program is presented under provision. If the program is changed, no compensation will be paid by the Organization to the Participant or Mentor.
  2. The Organization has the right at all times to decide to cancel the AID on the basis of compelling or exceptional circumstances. Compelling or exceptional circumstances, in addition to situations of force majeure, include the situation in which the safety of the Participant (s) is at risk. In that case, the Organization will - as far as reasonably possible - offer the AID digitally as much as possible or move it to another date or location. In that case, the registration of the Participant will be adjusted to this new date and / or location. The Organization will immediately inform the Participant and Mentors of this via the website of the Organization

Article 10 Liability and insurance

  1. Participation in the AID and the Events is at your own risk. The Organization is not liable for any (material and / or immaterial) damage suffered by the Participant during his or her participation in the AID, unless this damage is the direct result of intent or deliberate recklessness on the part of the Organization.
  2. The Organization is never liable for so-called indirect and / or consequential damage suffered by the Participant, Mentor or CREW. Under no circumstances is the Organization liable for any costs incurred by the Participant.
  3. The Participant, Mentor or CREW who causes damage to (property of) the Organization and / or the AID / Event locations will be held liable for the damage and costs incurred.
  4. The Participant, Mentor or CREW must arrange for adequate accident and liability insurance.
  5. The Participant, Mentor or CREW indemnifies the Organization against all claims of other Participants and / or third parties with regard to damage as a result of his or her acts or omissions.
  6. The proceedings 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 in these cases not covered by any insurance the Organizatino 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.
  7. Any (traffic) fines resulting from participatin in the AID are at one’s own expenses.
  8. Where the AID board explicitly asks members of the CREW 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.

Article 11 Force majeur

  1. Force majeure is understood to mean: any circumstance beyond the control of the Organization and / or beyond the control of the Organization which should not be borne by the Organization by law, agreements made or general views. as a result of which the fulfillment of its obligations towards the Participant (s) is wholly or partially prevented or as a result of which the fulfillment of its obligations cannot reasonably be expected of the Organization, regardless of whether these circumstances or events are foreseeable or foreseeable at the time of registration. goods. These circumstances or events include in any case, but not exclusively: war, fire, storm / whirlwinds, floods, earthquakes, labor disputes, strikes, epidemics, (stricter) imposed measures due to COVID-19, government regulations and / or similar regulations, embargoes and non-(timely) fulfillment of suppliers, artists or other third parties.
  2. The Organization is never liable for damage suffered by the Participant caused by force majeure.
  3. If an Event is not and / or partly or at a different time and / or in a different way or with a different interpretation as a result of or due to force majeure, the Participant can claim (replacement) access to another Event or (full or partial) refund of registration and / or entrance fees.

Article 12 Ownerships rights

  1. Except with the prior written permission of the AID-board, any commercial use of the name and / or logo of the AID and / or the Organization and / or the Events is strictly prohibited.
  2. Photographs, movies and/or other footage produced during the AID under the supervidion of the Organization are property of Wageningen University & Research and full rights are granted to Wageningen University & Research for the use and/or reproduction of this work.

Article 13 Final provisions

  1. In case of complaints and / or comments, an e-mail can be sent to This email address is being protected from spambots. You need JavaScript enabled to view it. .
  2. In the event that one or more of these General Terms and Conditions is or are deemed (wholly or partially) void or voidable by the competent court, the other (parts of the) provisions will remain in full force. In that case, the Organization / the AID-board will adopt a new provision to replace the invalid / nullified provision, whereby the purport of the invalid / nullified provision will be observed as much as possible.
  3. These General Terms and Conditions can only be deviated from by a written decision of the Organization / the AID-board, signed by the Organization / the AID-board.