Terms and Conditions

of sale and payments

Terms and Conditions

Of sale and payments

These terms & conditions are created to minimise the possibility of any misunderstandings. If you have any queries regarding these rules, as set forth, please contact us at contact@eema2018.com  before registering and making a payment for the package.

  1. Preliminaries

The Organizing Committee is working on behalf of EEMA2018 France which is a French association (Loi 1901) specially founded for this event and located in Lisieux, in the same place as District 1640 of Rotary International.

We reserve the right to make changes to the published program without prior notice. However, you will have no claim against us in respect of such changes, and do not entitle you to cancel your registration.

Participants must be at least 18 years old by the beginning of any booked event.

The Organizing Committee will do its best to respect all specific requirements indicated in the registration forms, however it cannot be guaranteed that all special arrangements will be available.


  1. Privacy

In registering successfully for the Eema2018 Conference you agree:

  • That we may publish your name, country, position in RI, district and club on our website on the list of participants.

  • That we may publish photos of you taken during the event and the pre- and post-trips via any channel, online and offline such as, but not limited to:

  1. The RYE EEMA website (http://www.eema.eu.com)

  2. Our website (http://www.eema2018.com)

  3. Social Media (Facebook/Twitter/Instagram)

Personal information provided by you during registration will be held in our database, apart from any payment details (no information regarding your card details will be recorded whatsoever). Personal information (e-mail, telephone, emergency contact details) will be used to keep you up-to-date with developments of our activities. By making any purchase, you agree to be emailed by the EEMA 2018 team to keep you up to date with the event.


  1. Account Creation


In order to create an account, you must confirm that you are at least 18 years old and are of a mature age as defined by France and your country’s laws.

During the registration for EEMA2018 conference, a participant should fill out all the fields of the form correctly. The Organizing Committee will not be liable for any confusions and inconveniences caused by mistakes a participant made in the registration form.

Your account allows you to match your room-mate, provide arrival and departure flight information (these options will be available at a later stage, after the registration waves will be closed and the participants confirmed).


  1. Financial registrations

Registration to EEMA2018 France is open to all members of the Rotarian family and interested guests who attend Rotary Clubs on a regular basis. Partners can register as well.

The registrations are on the first-come-first-served base. The Organizing Committee cannot guarantee everybody that all offers will be available until the deadline of each phase, specially for the PRETOUR and POSTOUR.

The Organizing Committee cannot guarantee availability of a desired sightseeing/fun option for all Participants. Since the capacity of those attractions is limited

Event registration will be confirmed only after full reception of the payment.

We accept Visa, Visa Electron, MasterCard, American Express debit and credit cards for the online payment. We recommend the online payment as a quick and safe means of processing the registration. If you encounter any problems with the payment procedure, please contact us via the contact us page.

If you do not have a debit or credit card to make online payments, you can opt for bank transfer. Please note that a bank transfer might take a few days to process and your bank usually incurs additional transfer costs.

Credit card payments are carried out through SOGECOMMERCE by SOCIETE GENERALE 29 Bd Haussmann 75009 PARIS. Payments may be subject to a surcharge of 2% of the transaction amount added to the final bill after selecting payment by credit card or debit card according to some origin countries.

All fees associated with bank transfers are your responsibility.

In case of a bank transfer, please send us the proof of transfer (i.e. PDF or scan of the transfer confirmation) to make sure that we keep your order from being auto cancelled.

In case the Organizing Committee receives less than the full amount due from a Participant, she/he will not be registered for EEMA2018 until the missing amount is paid. The Participant is then obliged to supplement the missing amount according to the updated status.

At the time of registration each Participant will be automatically assigned an id-number. This number and name must be given as a title of the bank transfer if this method of payment is chosen.

Registrations booked via the bank transfer method will be reserved for a maximum of 3 working days. If payment has not been done during these days and no proof of payment has been sent to us, your reservation will automatically be cancelled.

All prices and costs are expressed in EUR and payments will be made in EUROS (EUR or €) via our online payment processor or by bank transfer.

If your card is not in EUR, your bank will automatically convert your currency to EUR at your bank’s exchange rate for the day that payment is made.

During all the parties and the gala, only cash payment will be accepted, in EUR.

We have prepared for you an all-inclusive fee for Conference, food and accommodation in Hotel Le Normandy. The Participants will be responsible for all costs incurred during their stay at the hotel such as paid TV, room mini-bar, room service, food and drinks at hotel restaurants and bars charged on the room.

The Consumer, who entered into a distance contract or an off-premises contract has 14 days to cancel his order, from the confirmation of payment sent via e-mail, without giving a reason and without incurring the costs except the cost supported immediately by the supplier of 100 €. To comply with the 14-days deadline is enough to send a statement before its expiry.

After 14 days from confirmation of your payment, no cancellation is accepted, but you can change the package owner. All the personal information of a substituting Participant should be sent to the Organizing Committee prior to the date of EEMA.

( Reference to Code de la consommation : articles L312-18 à L312-27,  L312-57 à L312-65 , R312-20 ) .


  1. Check-in

Every participant must check-in at EEMA2018 France desk upon the arrival. Only checked-in participants have the right to participate in the event.

There will be an EEMA2018 France info and registration point at the hotel Le Normandy. All the information regarding on-site registration and check-in will be emailed to you prior to arrival. During the registration process, you will be provided with a welcome package

  1. Liabilities

RYE EEMA and EEMA2018 France will not assume any responsibility whatever for any damage or injury to persons or property during the convention. The participants are recommended to arrange their own personal travel and health insurance.

The relationship between the EEMA2018 France and the participant will be exclusively governed and constructed in accordance with the laws of France with exclusive competence of the French jurisdiction.

RYE EEMA and EEMA2018 France will have no liability for any loss and/or damage that may occur to any of your private property. EEMA and EEMA2018 France will not be liable for any indirect or consequential loss suffered by you or any loss of profits or loss of business (direct or indirect) suffered by you.

RYE EEMA and EEMA2018 France will not be liable for any default or delay in the performance of its obligations, to the extent that such default or delay is caused, directly or indirectly, by an event beyond the reasonable control.

By completing the registration process and making payment you agree to be bound by these terms and conditions of sale and payment.

You will be assigned a hotel room at your arrival. By booking a hotel room you accept that you will be made completely liable for any damage that happens in your room throughout the duration of your stay.

If you exchange rooms internally with other Rotarian without notifying the hotel administration, liability for damages will remain liable for any damages suffered to your original room.

In case of any damage, you are personally liable for any possible charges with the hotel administration directly.



  • 70% of payment will be refunded before January 31, 2017

  • 30% of payment will be refunded before May 31, 2017

  • No refund will be made for the cancellation made on and after May 31, 2017
    All cancellation refunds will be made after the conference.


  1. Rights in materials

All copyright and other rights in materials provided to you during or for the purposes of EEMA2018 France are the property of EEMA2018 France and RYE EEMA.

You are entitled to use such materials only for your own personal study. You are not entitled to copy such materials nor are you entitled to use or authorize others to use them for any commercial purposes.



President of EEMA2018 France

Jean Ronny HUART

Gouv 2016-2017 District 1640

President of RYE EEMA

Serdar Kelahmet

EEMA President 2016- 2018