Delegate agreement of the ERF2023

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Privacy Statement 

By attending the ERF2023, you agree to the privacy statement on the ERF2023 website: 



Odeons Kvarter 1, 

DK-5000 Odense C 

Overall preliminary program 

Monday March 13th 2023 

Site visit*, Exhibition open to the public (13:00-17:00), General Assembly (GA)**, VIP/GA reception*** 

Tuesday, March the 14th 2023 

ERF, Exhibition open, Welcome reception 

Wednesday, March the 15th. 2023 

ERF, Exhibition open, Site Visit to SDU (free), Award Show (free), Gala Dinner* 

Thursday, March the 16th 2023 

ERF, Exhibition open 

Friday, March the 17th 2023 

Site visit* 

* Not part of the forum package – requires additional payment 

** For euRobotics Members only 

*** By invite only, for euRobotics members, partners, sponsors and exhibitors 


All delegates, sponsors, exhibitors and partners, MUST wear their conference badge at all times. 

Failure to wear a valid conference badge, will result in immediate exclusion from the event. 

Registration fees and conditions for payment 

Prices are in DKK and excluding DK-VAT or similar taxes. 

The exchange rate is, 1 euro = 7,5 DKK.  

Delegates are responsible for any tax imposed on the delegate under any applicable law. Fee is subject to 25% DK-VAT and is paid by the delegate. 

Payment is due before the start of ERF2023 and after receipt of an orderly issued invoice.  

Orderly issued invoices contain the information given upon this registration. 

Terms of payment will be printed on the invoice and extend no more than 30 days after receiving the invoice. Invoices issued after Feb. the 13th 2023, are due before March 13th 2023, in such a manner that proof of payment (i.e bank transfer) can be presented upon arrival. In the event, that a delegate fails to pay in accordance with payment deadlines, rendering the delegate unable to provide proof of payment upon arrival, the delegate will have to buy a new ticket on site, at onsite rate, effective from March the 10th. No refund of any earlier tickets will be issued.   

The registration fee is based on the date of registration and payment.  

If delegates want to benefit from the lower fee, register early and pay before the deadline (midnight CET): 

  • Early bird until Dec 31st at 2023 
  • Normal rate until March the 9th 2023 
  • Onsite rate from March the 10th 2023  

The registration system accepts Bank Transfer through invoice option. 

Payment via Wire transfer is only possible until March 1st, 2023. From then payment is only possible with credit card. 

Registration through invoice option will be automatically updated to the next fee if payment has not been processed before the payment deadline mentioned on the invoice and superseded by restrictions mentioned in “Cancellations and refunds” below. 

Please make sure that you select the right ticket category (euRobotics Member/ Non member, etc. ) with the implications linked to it. Free ticket and discounted rates cannot be applied after a registration has been confirmed. 

Gala Dinner with member- or student discount is offered to fulltime delegates (members and students) only. The discount is offered exclusively as part of the fulltime registration for forum. Fulltime delegates can edit an existing registration and add the Gala Dinner at a later time. Gala Dinner fee is based on the date of registering for the Gala Dinner and the payment, in the same manner as for the fulltime forum ticket. 

Proof of registration 

Please keep the confirmation email received from after your registration. You will need this as proof of registration or if you need to change your registration. 

Change of name 

You may change the name of the registered participant by using the “edit your registration” option in the confirmation email from received after your registration. The change of name is cost free if you make the change yourself through the link in the confirmation email. However, the cost if you require assistance from the ERF2023 organizing staff to make a name change, is a fee of 50 EURO per change of name. 

euRobotics Membership  

  • euRobotics members – Industry and Research – receives a number of free registration links (according to their annual membership fees), provided that they have paid their euRobotics membership fees. The links will allow access to free registration until 31st of December 2022 (23.59 CET), From Jan. 1st 2023 a fee will be imposed for the registration.  
  • euRobotics members benefit from discounted rates for all tickets purchased. Associate members also benefit from the euRobotics discounted rates.  

Cancellations and refunds 

If you are unable to attend, a notification must be sent via email with your name and registration confirmation to  

You will be refunded according to the following conditions  

  • Cancellation up to 14 days after order – 100% refund (Cancellations received less than 14 days prior to the first day of the event are non-refundable.) 
  • Cancellation before 31st of December 2022 – 90% refund 
  • Cancellation before 31st of January – 50% refund  
  • Cancellation after 31st of January – No refund  

All refund requests will handled as soon as possible, however in some cases, refunds will be handled after the ERF. 

Family program 

Bring your partner and/or your children. We will make sure they are well entertained and get a sense of the unique Odense flavor. Participation is free for partners and children of international delegates participating in the entire ERF2023. Programs will be Tuesday – Thursday approximately 10:00 – 14:00. The program is under construction, and may include, visit to H C Andersen museum, shopping and a visit to the public pool.  

Unaccompanied children from the age of 14 are welcome. 

Participation is in on the responsibility of the legal guardian of the child. 

A working phone number to the legal guardian must be provided during registration. 

The Organizer reserves the right to refuse any participant, or cancel the program, in part or entirely. 


Delegates agrees that the Organizers, Owners, Sponsors, Exhibitors, Partners, Delegates, Journalists etc. may record, broadcast or take photographs or video of the delegate as part of the recording or broadcasting of the ERF2023 in general. The delegate authorizes photos and videos to be used for all editorial and promotional use.  

Unforeseen events 

In the event that the Organizer cancels the ERF2023 due to unforeseen circumstances (e.g. official measures, industrial disputes, force majeure, etc.), it shall retain such part of the delegate fee as shall be required to compensate the Organizer for reasonable expenses incurred up to the time of such cancellation. All remaining fees shall be refunded. In the event of cancellation by the Organizers, no hotel or airline or any other expenses will be reimbursed by the Organizers. 

The Organizer may offset the amount of fees owed by the delegate against any amount owed by the Organizer to the delegate.  

If the delegate is unable to travel into Denmark, for any other reason, other than an official and complete travelban into Denmark, imposed by the Danish authorities, the ticket is subject to the cancellation conditions stated above. 

The Organizers do not accept responsibility for any theft, loss or damage from any cause whatsoever, in respect of any property brought to the ERF2023 premises.  

Postponement of abandonment 

The delegate shall have no claim against the Organizers in respect of any loss or damage consequential upon the prevention, postponement or abandonment of the ERF2023, or of the Venue becoming wholly or partially unavailable for the holding of the ERF2023 by reason of happenings of any of the events being beyond the Organizers’ control. The Organizers may at their entire discretion repay the fee paid by the delegate or part thereof, but shall be under no obligation to repay the whole or part of such fee and shall be under no liability to the delegate in respect of any actions, claims, losses (including consequential losses), costs or expenses whatsoever which may be brought against or suffered or incurred by the delegate as the result of the happening of any such events. If in the opinion of the Organizers, re-arrangement or postponement of the period of the ERF2023, or by substitution of another Venue or building or by any other reasonable manner the ERF2023 can be carried through, the ticket shall be binding. 

Law and jurisdiction 

This agreement is governed by the laws of Denmark, and any disputes regarding them shall be determined by a Danish court. 

Ver. 2.2 – updated 20221121 

The DELEGATE AGREEMENT is subject to change without notice.