Terms & Conditions

BlueBoxEvents, founded in September 2015, is a a full-service planning conference office for facilitation scientific national and international conferences, courses and masterclasses with a focus on transport and Civil Engineering that takes place on our campus, in our country or anywhere in the world.

By agreeing to these Terms and Conditions you understand that you are registering to attend a conference managed by BlueBoxEvents, and all fees associated with your registration and accommodation or event pass to the conference are payable in full as per BlueBoxEvents, payment terms. You may register on behalf of others; however, you are deemed to be liable for all associated fees for all the participants you register.

By registering and attending the conference each person acknowledges and agrees to the following restrictions as the criteria of being accepted to attend a conference.

We ask that you please ensure that you register for the correct conference and choose the option relevant to your requirements.

Should you require assistance at any time please do not hesitate to contact BlueBoxEvents, via email at blueboxevents@tudelft.nl or by phone +31 (0)15 278 4915 during office hours – These are currently Mon-Fri 9am – 5pm GMT . Please note the office is closed during weekends, bank holidays and festivals.

I             Abstract Submissions & Contribution:

Abstracts for the conferences are submitted to the Scientific Chair(s) of the conference. The Chair(s) word is final. Posters may be refused if they are larger than A0.

Views expressed by speakers are their own. BlueBoxEvents cannot accept liability for advice given, or views expressed, by any speaker at the conference or in any material provided to delegates.

BlueBoxEvents will use the speaker’s name and affiliation for promoting delegate attendance at the conference. Presentations given to BlueBoxEvents will be permanently deleted from any BlueBoxEvents computers or storage devices upon completion of the presentation. Any copies taken for backup purposes will also be deleted and shall not be distributed to third parties without express consent from the authors.

Photography, Recordings and filming within the conference room(s) or poster room is strictly forbidden without the express consent of BlueBoxEvents Conferences. If such an incident occurs any people violating this policy will be asked to leave.

Distributing, quoting or sharing any content of the conference, whether verbally, electronically or printed is strictly prohibited without first seeking the approval of all contributing parties and BlueBoxEvents Conference. This extends to Blogs, Tweets and other Social Networking Platforms.

II            Registration:

The registration fee has been calculated to encourage attendance for the entire conference and to provide the conference budget to each conference chair. The registration fee will be charged regardless of the length of time an attendee is present.

On completion of your registration form, a confirmation email will be sent to your nominated email address. Your registration will remain as ‘Pending’ until such time as the registration fee is fully received. (Currency depends on conference location, and will be specified on registration page). Please check your details on the email sent to you. If you require any assistance or require any alterations please do not hesitate to contact the office. Please make sure the name and title you register under is the name and title you wish to be known as at the conference as this will be what appears on your badge. Any name changes to badges at the venue will incur an admin fee payable before changes can be made.

Your registration represents an offer to BlueBoxEvents to purchase a product which is accepted by BlueBoxEvents when we send the invoice requested at the time of completing the registration form. This invoice will contain your unique registration number which we request you note for all future enquiries or correspondence to help identify you.

That acceptance will be completed at the time BlueBoxEvents send the receipt of FULL PAYMENT of your registration and accommodation (if accommodation is applicable) to your nominated email address. Any items which were contained within your original offer (registration) which BlueBoxEvents have not confirmed in a registration confirmation e-mail do not form part of that contract.

If you have booked accommodation through BlueBoxEvents, confirmation will be sent to your nominated email address. If you have been allocated a room, please note that your room is not guaranteed until full payment has been made against your registration.

Upon registration, delegates should inform and advise BlueBoxEvents of any special access requirements at the time of registration.

Please note that only registered and accepted delegates will have entry into the conference. Any person who arrives at the venue and does not wish to attend the conference will be required to pay the full accompanying person fee. This is not negotiable. Accompanying people wishing to listen to their partners talk may do so at the discretion of the BlueBoxEvents staff.

Children under 18 are not permitted in the conference room or poster session at any time. It is the parent’s responsibility to put into place adequate child care before the conference commences. Anybody violating this policy will be asked to leave the session. Children are welcome to attend the accompanying person programme after registration and payment (depending on the venue this may be at a reduced price).

Please note that not all venues have capacity for children under a certain age and additional costs may be incurred for cots, roll out beds and additional rooms needed for families over the limit of people allowed per room.

Gala tickets (if not included in the conference fee) must be purchased on day of registration, failure to do this may result in no availability. These can be paid by credit card (Mastercard or Visa only) or cash (currency of the country of the venue you are in only).

Two weeks before the conference you will receive a notification (confirmation mail) mail with the last details and practical information. The travel information contained in this mail is a guide and not an exhaustive choice. If you have not received a notification mail before you leave for the conference please contact the office urgently via email at blueboxevents@tudelft.nl or phone +31 (0)15 278 4915. Please note the office is closed at weekends, bank holidays and festivals, therefore if you are travelling to the conference before the conference, please consider this when contacting BlueBoxEvents. Please check your details carefully. Should an error have been made, please contact BlueBoxEvents, on the email address or phone number above, as soon as possible to advise us of amendments.

By submitting registration details, delegates agree to allow BlueBoxEvents and companies associated with the conference to contact them regarding their services. Delegates who do not wish to receive such communications please email Blueboxevents@tudelft.nl. The contact details of registered delegates will be placed on the delegate list which will be passed to sponsoring companies and to all attendees for them to see who is at the conference for the purpose of networking and meetings. Delegates who do not wish to be included on this list should advise at the time of booking.


It is the responsibility of all delegates and speakers to arrange appropriate insurance in connection with their attendance at the conference. BlueBoxEvents will not assume responsibility for loss, stolen or damage to delegate’s property.

BlueBoxEvents does not assume responsibility for any medical expenses for delegates. Please ensure that you have adequate insurance to cover health and travel for this period. Your insurance should also cover your inability to travel as BlueBoxEvents will not be liable in the event that you have paid for travel you are unable to take.

III           Payments & Cancellation

BlueBoxEvents prefers full payment (or deposit) by Visa or Mastercard at the time of registration. Bank transfer or cash  is accepted as method of payment, too. All charges are made in the currency mentioned in the registration form. BlueBoxEvents must have the full value of registration and any bank or card charges must be covered by the attendee when making payment. Unfortunately BlueBoxEvents is unable to accept payment by American Express or Diner Club. Your Credit Card information will not be stored by BlueBoxEvents. Cheques are not accepted for any sort of invoice at BlueBoxEvents Conferences.

Registration Payment Terms

Payment of your deposit fee is due to formalise your registration and remove the ‘Pending’ status of your application. All fees are payable prior to the commencement of the conference (before the deadline) to ensure admission, unless prior arrangement.

Refunds are not payable if you simply change your mind, however if your circumstances change please contact BlueBoxEvents immediately via email bleuboxevents@tudelft.nl or by phone +31 (0)15 278 4915 to amend you registration. BlueBoxEvents will endeavor to assist you with a refund in accordance with our refund policy. Should a delegate be unable to attend, they may nominate an alternative person from their organisation to attend up to 7 days prior to the start of the event.

Substitutions and cancellations must be received in writing

You must contact BlueBoxEvents no later than 90 days prior to the commencement of the conference. A cancellation fee will be charged and calculated according to the table below

  • 181 days or greater prior to start of event: 75% of the delegate fee
  • 180 – 141 days prior to start of event: 50% of the delegate fee
  • 140 – 91 days prior to start of event: 25% of the delegate fee
  • 90 or less days prior to start of event: No refund

Please note that these cancellation charges apply to all of the people in your group and all of the nights for which you book accommodation.

Cooling-off period
If you cancel within 7 days of paying, then we will refund your payment fully.

BlueBoxEvents will advise you of the cancellation policy, prior to cancelling or amending your booking, to ensure you are fully aware of any non-refundable deposits.

BlueBoxEvents will only refund fees paid direct to BlueBoxEvents. Refunds will be authorised and sent for processing within 10 working days of receiving a refund request and added to the next available payment batch. Please note weekends, bank holidays and festivals will be added to the 10 working days.

Event Cancellation:
 should a conference be jeopardised due to unforeseen circumstances, such as:
Terrorism (incl threat), 
, Major weather conditions, 
Country boarders closing, 
Earthquake, … BlueBoxEvents will, if possible, find an alternative venue. Should a situation occurs where BlueBoxEvents must postpone a conference, your registration fee will be transferred to the new date of the conference.

The registration fee does not include costs incurred for recreation, extra nights at the venue, other hotels, taxi fares, food/drink, mini bar, room films, accompanied peoples flights or expenses, porterage, medical bills, laundry, insurance, car rental, WiFi, parking or any other personal expenses.

Deadlines for special offers will be closely monitored, if you choose not to take advantage of the discounted rates and pay within the timescales stipulated, then the full price must be paid. Payment options are listed on your invoice, please allow 3 working days for payment to reach our account.

IV          General

You are required to secure your own travel arrangements. This is not the responsibility of BlueBoxEvents or any individuals associated with this conference.
N.B. this also includes Airport transfers. However information to assist you with airport transfers will be found in the ‘Welcome pack’ and on the website. The information provided is a suggestion and should not be deemed as the only method available. BlueBoxEvents accepts no responsibility for fees charged for taxis, transfers or tours.

It is your responsibility to obtain an entry visa to visit a country if it is required.

BlueBoxEvents will assist you by providing a letter from our company to your email address. This will contain the details of your participation at the conference, the venue of the conference, dates of the conference and the dates of your accommodation if you have accommodation is booked through BlueBoxEvents.

The BlueBoxEvents website may link to other websites and networking tools provided for the convenience of the users. The contents of these websites are maintained by their owners, for which BlueBoxEvents takes no responsibility. Neither can responsibility be taken for contents of any website linking to this website. Use of these sites is at your own risk and BlueBoxEvents does not assume responsibility.

By attending a conference and filling in a feedback form, you agree that BlueBoxEvents may use your feedback and opinions on the ‘Testimonial’ webpage of the BlueBoxEvents Website. If your feedback is ‘Negative’ we will not edit your opinions to select and include any ‘Positive’ comments which unfairly reflect your views.


  • When we communicate with you we will generally do so by email or via phone. You agree that email and phone communications are contractually binding in the same way as properly signed and dated documentation sent by post.
  • Nothing in this agreement or on our websites,blueboxevents.nl or any website owned, operated, licensed or controlled by BlueBoxEvents, shall confer on any third party any benefit or obligation.
  • If any of these terms is at any time held by any jurisdiction to be void, invalid or unenforceable, then it shall be treated as changed or reduced, only to the extent minimally necessary to bring it within the laws of that jurisdiction and to prevent it from being void and it shall be binding in that changed or reduced form. Subject to that, each provision shall be interpreted as severable and shall not in any way affect any other of these terms.
  • No waiver by us, in exercising any right, power or provision in this agreement shall operate as a waiver of any other right or of that same right at a future time; nor shall any delay in exercise of any power or right be interpreted as a waiver.
  • In the event of a dispute arising out of or in connection with these terms or any contract between you and us, then you agree to attempt to settle the dispute by engaging in good faith with us in a process of mediation before commencing arbitration or litigation.
  • We are not liable for any breach of our obligations resulting from causes beyond our reasonable control.
  • You are deemed to have accepted these terms and conditions when you proceed with the registration process

Please note that BlueBoxEvents maintains the right to remove add or modify the Terms and Conditions as set out with or without notice.
If you require clarification of these terms or have any concerns please do not hesitate to contact us
Tel no: +31 (0)15 278 4915. 
Email: blueboxevents@tudelft.nl

© 2016 BlueBoxEvents.

BlueBoxEvents is registered in the Netherlands.
Stevinweg 1, 2628 CN Delft
P.O.Box 5048 CN Delft
Phone +31(0)15 278 4915
KvK-nummer: 64133125