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General Conditions


  1. 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.