Terms and Conditions

These terms & conditions for registrants apply to every person registering for the Allied Command Civil-Military Cooperation Key Leader Conference and Community of Interest Workshop Budapest 2020, to be held in Budapest’s Stefánia Palace, from May 25 – 29, 2020, organized by the CCOE, SHAPE and its respective strategic partners. All references to a date or a deadline, mentioned in these terms and on other documents, refer to the Central European Time Zone (CET).

Payment processing

Please pay before the 1st of May 2020. You will receive a payment confirmation letter once we processed your payment. Please present this document at the Registration Desk at the conference venue when you pick up your badge.

Terms of cancellation

Requests for registration cancellation must be made in writing and emailed to the following address: CKLC_COIWS@cimic-coe.org
All requests for refunds will be processed after the conference. Refunds will be made under the following schedule:

Cancellations received on or before the 15th of April 2020, will receive a full refund minus a 15 euro processing fee.
Cancellations received from the 16th of April 2020  will receive no refund.
‘No shows’ (due to all causes, including natural disasters) are also non-refundable.

Terms of Registration

Only fully completed registration forms will be accepted. The program of the CKLC20 & CoI20 is NOT free of charge. Meals and accommodation will not be provided. The individual registrant must pay travel expenses and accommodation. Please note that the security personnel, the Real-Life Support Team of the Conference/Workshop are responsible for granting or denying access to the event location in case of danger, potential security threats. Participation in every session is not guaranteed.  If the maximum participant capacity has been reached, the organizing committee reserves the right to refuse additional registrations.

Registration confirmation

An automated registration confirmation email will be sent after the registration form has been completed online. It will include an Invoice.

Registration name change

Name changes will be accepted by email indicating the old and new names, including the required contact details until 30.04.2020. After this date, all name changes must be carried out on-site.

Cancellation of Registration

If the conference cannot be held or is postponed due to events beyond the control of the organization committee (force majeure) or due to events which are not attributable to wrongful intent or gross negligence on the side of the organizing committee. We cannot be held liable by registrants for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, costs for additional orders, financial losses, etc.

Modification of the program

We reserve the right to modify the program. No refunds of transportation costs can be granted in case of cancellation of the program, speakers, lack of space in the event location or any other incidents during the CKLC20 & CoIWS20 which are beyond the control of the CKLC20 & CoIWS20 organizers.

Lost name badges

The CKLC20 & CoIWS20 name badge must be worn at all times during the conference. Access to the venue(s) will not be granted without the name badge issued by the organization committee. If a registrant loses, misplaces or forgets the name badge, he/she must request a new name badge at the Real-Life Support Team at the registration/in-processing counter. Upon handing out a new name badge, the lost badge will become invalid.

Letter of Invitation

Individuals requiring an official letter of invitation from the organizing committee can request one via email CKLC_COIWS@cimic-coe.org. To receive a letter of invitation, registrants must first register and then submit any necessary data, as stated in the online form.

The letter of invitation does not financially obligate the CKLC20 & CoIWS20 organizing committee in any way. All expenses incurred concerning CKLC20 & CoIWS20, the registration and the attendance are the sole responsibility of the registrant.


If the maximum participant capacity of any sub-event of CKLC20 & CoIWS20 is reached, the organizing committee reserve the right to decline additional registrations or re-allocate registrants to other sub-events that might be of interest to them. The latter will be communicated via email with the registrant.