Registration and terms | European Zoo Nutrition Group

Cancellation and Refund Policy

The European Zoo Nutrition Group aims to keep the workshop fee as affordable as possible. As the workshop is organised on a limited budget and financial commitments must be made in advance, the following cancellation and refund conditions apply.

1. Cancellation by the organiser

The workshop will proceed subject to a minimum of 50 registered participants. The final decision will be made no later than 27 November 2026. The maximum number of participants is 120. If the workshop is cancelled because the minimum number of participants has not been reached, all registration fees paid will be refunded in full. If the workshop has to be cancelled due to circumstances beyond the organiser’s reasonable control that make travel or in-person gatherings impossible or inadvisable—such as travel or flight restrictions resulting from an outbreak of an infectious disease, political unrest, violence, or official negative travel advice—registration fees will be refunded after deduction of any non-recoverable fixed costs incurred per participant. The organiser cannot reimburse travel, accommodation, visa, insurance, or other costs incurred by participants. Participants are therefore strongly advised to take out appropriate travel and cancellation insurance and to make flexible or refundable travel and accommodation arrangements.

2. Cancellation by a registered participant

A registered participant who is unable to attend may nominate a replacement. The organiser must be informed of the substitution in writing before the start of the workshop. No additional administration fee will be charged for an approved substitution.

If no replacement is nominated, the following refund conditions apply:

· Cancellation received no later than 27 November 2026: full refund of the registration fee, less a €20 administration fee.

· Cancellation received between 28 November and 31 December 2026: refund of 50% of the registration fee.

· Cancellation received on or after 1 January 2027: no refund.

All cancellations and requests for substitutions must be submitted in writing to the workshop organiser. The date on which the written notification is received will determine the applicable refund.

Refunds will be made to the original payment method wherever possible. Any transaction or bank charges associated with the refund may be deducted from the amount refunded.

3. Visa Refusal

Participants who require a visa to travel to Belgium are responsible for applying for the appropriate visa in good time and for meeting all applicable visa requirements.

If a visa application is refused, the participant may request cancellation of their registration. A refund will only be considered upon submission of official written evidence of the visa refusal and evidence that the visa application was submitted sufficiently in advance of the workshop. Where these conditions are met, the registration fee will be refunded minus any non-refundable costs already incurred by the organisation on behalf of the participant.

No refund will be provided if the visa application was submitted too late to allow reasonable processing time, if the application was incomplete, or if the participant did not comply with the requirements of the relevant visa authorities.

The European Zoo Nutrition Group cannot guarantee that a visa will be granted and cannot be held responsible for visa refusals, delays in visa processing, or associated travel or accommodation costs. Participants are therefore strongly advised to apply for their visa as early as possible and to consider appropriate travel and cancellation insurance.

4. Registration and payment

Registration and payment for this workshop are handled by Stichting
Science4Animals, Marnixlaan 80, 3552 HG Utrecht, the Netherlands.
Chamber of Commerce (KvK) registration number 69759421.

Email: workshop@europeanzoonutritiongroup.org
Telephone: +31 6 12819102

Payments are processed by Mollie. Depending on your payment method, the
transaction will appear on your bank statement as ENGWORKSHOP27.

All amounts are in euro (EUR). The registration fee of 230 euro includes
VAT and three lunches. A registration is only final, and a place is only
reserved, once payment has been received.

5. ENG Workshop - Privacy notice

The European Zoo Nutrition Group (ENG) collects personal data through the registration system for its three-day zoo nutrition workshop in Ghent (28 – 30 January 2027). This notice explains how we use those data and the separate choices you can make when registering. For privacy questions or requests, contact info@europeanzoonutritiongroup.org.

Registration and payment

We collect the information needed to register you, communicate about the workshop and handle payment, which may include your name, address, nationality, email address, telephone number, payment or bank details and, if an employer pays, the employer’s billing details. We use these data to administer your participation and payment. The legal basis is the performance of the registration agreement and, where applicable, compliance with legal accounting and tax obligations. We may provide relevant records to tax authorities when legally required.

Dietary requirements are used only to arrange suitable catering. Please provide only the information needed for that purpose. We may share the minimum necessary dietary information with the caterer.

Your optional choices

The following choices are separate, voluntary, and are not a condition of workshop registration. You can make each choice separately in the registration form.

Participant list: If you agree, we will include your name, institution and email address on a list available to workshop participants. Other participants may retain a copy after the workshop.
Other ENG activities: If you agree, ENG may email you information about, or consult you on, other ENG activities.
Photos and video: If you agree, ENG may use photographs or video from the workshop in which you are recognisable on its website and social media to communicate about the workshop and ENG activities. Please tell the organisers if you do not agree, so they can take reasonable steps to avoid or remove identifiable images under ENG’s control.

We rely on your consent for each of these optional uses. You may withdraw any consent at any time by emailing info@europeanzoonutritiongroup.org. Withdrawal does not affect use that was lawful before it. We will stop future emails and remove material under our control where applicable; copies already obtained by other participants or shared by third parties may remain beyond our control.

Access, storage and your rights

ENG organisers and service providers handling registration or payments may access only the data needed for their tasks. Stichting Science4Animals makes its payment system available; it does not organise the workshop. We do not use registration data for unrelated purposes. We retain data only as long as needed for the workshop and any applicable accounting, tax or legal obligations. Optional contact preferences are kept until you withdraw consent or ENG stops using them for that purpose.

You may request access to, correction or deletion of your data, restriction of processing or data portability where applicable. You may also object where the law provides that right. Contact us at info@europeanzoonutritiongroup.org. You may lodge a complaint with a competent data protection authority, including the Belgian Data Protection Authority (www.dataprotectionauthority.be).

6. Stichting Science4Animals - Privacy Notice

The privacy notice of Stichting Science4Animals can be found here.