1. SCOPE
1.1 The following General Terms and Conditions contain the conditions for participation in 15th IEA Heat Pump Conference 2026 taking place on 26-29 May, 2026, hereinafter referred to as the Conference.
1.2. The 15th IEA Heat Pump Conference is being organised by the AIT Austrian Institute of Technology in cooperation with the Technology Collaboration Programme on Heat Pumping Technologies by the International Energy Agency (IEA HPT TCP). The conference programme is designed by the Scientific Committee of the conference, consisting of representatives from The National Organising Committee (NOC), International Organising Committee (IOC), the Heat Pump Centre, the Regional Coordinators, the Scientific Advisors and approved by the International Organising Committee (IOC). The chair of the National Organizing Committee is Dr. Thomas Fleckl, AIT Austrian Institute of Technology.
2. CONFERENCE PARTICIPATION/REGISTRATION
2.1. The Conference is taking place at the Hofburg Conference Center, Heldenplatz, 1010 Vienna, Austria. To register for the Conference, participants need to fill in the online registration form on the Conference website: LINK
2.2. After submitting the online registration form, the participant will receive an automated confirmation of receipt by e-mail. The final confirmation of the booking (conclusion of contract) does not yet take place with this, but only with the separate receipt of the payment confirmation. The participant is only authorised to take part in the Conference once the full Conference fee has been received by AIT Austrian Institute of Technology.
3. CONFERENCE FEES
3.1. The Conference fees published on the Conference website apply.
3.2. The amount of the Conference fee depends on the type of participant and the payment date of the registration fee. The day of payment is decisive for the registration fee, not the day of registration.
3.3. The organiser reserves the right to adjust the conference fee payable in case delegates do not qualify for their selected registration fee or fail to provide the respective proof.
3.4. Travel and accommodation are not included in the Conference fee.
3.5. VISA arrangements need to be taken care of by the participant and are not included in the Conference fee.
4. PAYMENT TERMS
4.1. Booking fees are binding and must be paid in advance. By placing an order for a Conference registration, the registrant agrees to fulfil the payment obligation, regardless of participation.
4.2. Payment may be settled by instant transfer or credit card.
4.3. Registration fees are dependent on the date the payment is received and will be adjusted accordingly if the payment is not received by the relevant deadline.
4.4. Fees are subject to change in the event of legal and/or regulatory changes that may result in price fluctuations, such as changes to the applicable VAT rate, introduction of new taxes, etc.
5. NAME BADGE/ACCESS AUTHORISATION
5.1. Participants will receive their name badge at the registration area at the Conference venue.
5.2. The conference badge will only be provided once the full payment has been received by the organiser.
5.3. At the Conference the name badge must be worn visibly at all times. Access to the Conference cannot be granted without a name badge.
6 COPYRIGHTS
6.1. Participants are obliged to respect the existing copyrights and other rights to the content provided at the Conference and beforehand. It is expressly prohibited to copy the content in whole or in part (e.g. making screenshots, recordings), to distribute it or make it publicly accessible or to remove technical protective measures or copyright or rights notices.
7. CANCELLATION/REBOOKING/PROCESSING FEES
7.1. Cancellation of registration must be made in writing (email) to heatpumpconference(at)mondial-congress.com
7.2. Your conference fees and if applicable gala dinner tickets for 15th IEA Heat Pump Conference 2026 can be refunded for a cancellation fee of 30 percent until 28th February 2026. No refund will be possible from 28 February 2026 onward.
7.3. If your registration was used to upload a final paper to the conference, there will be no refund. In such a case please send your cancellation request to office(at)hpc2026.org
7.4. All refunds will be processed after the Conference.
7.5. Rebooking your registration to a substitute participant is possible at a fee at any time prior to the issuing of the Conference badge. Once the participant has issued their badge, no name change is possible anymore.
8. PROCESSING OF PERSONAL DATA
8.1. The personal data collected for the fulfilment of the contract will be processed by Mondial Congress & Events GmbH in accordance with the provisions of the General Data Protection Regulation.
8.2. Processing of your data by the Heat Pump Centre (the programme office of HPT TCP by IEA), hosted by RISE Research Institutes of Sweden: Your personal data (comprising name, contact & address data, organisation/institute), collected by the AIT Austrian Institute of Technology GmbH, may be passed on to the Heat Pump Centre, after your consent during the registration process. With your consent the IEA Heat Pump Centre has permission to process your personal data and to contact you directly for the promotion of future and topic-related events, for the promotion and to disseminate information about activities of the society (eg: competitions, travel grants, etc.) and for the evaluation and further development of the current congress, as well as its future editions. In addition you allow them to forward the data to the next organiser of the IEA Heat Pump Conference for promotion of that conference. This declaration of consent can be retracted at any time by sending a written message to the AIT Austrian Institute of Technology GmbH, Giefinggasse 4, 1210 Vienna or to office(at)hpc2026.org .
8.3. Photographs or video footage of participants taken during the Conference will be published and used by IEA Heat Pump Conference Team, Heat Pump Center and the AIT Austrian Institute of Technology to promote future IEA Heat Pump Conferences and to disseminate information related to the Conference. By registering for the Conference, delegates agree that photographs of them may be published for these purposes.
9. RESERVATIONS OF CHANGE
9.1. In the event that the Conference is prohibited or unreasonably restricted in its planned scope due to official orders and/or legal prohibitions due to force majeure such as unforeseen political (e.g. strikes), economic, epidemiological or climatic circumstances the organiser is entitled to cancel the Conference in whole or in part or to change the format of the Conference (e.g. hybrid or virtual format) without the participant being entitled to withdraw from the contract. The participation fees shall be adjusted accordingly.
9.2. The Organiser reserves the right (even at short notice before the start of the Conference) to change the course of the Conference, to replace or cancel individual lectures of the Conference or to change speakers for good cause. This shall only apply if the changes are reasonable, the overall circumstances make these changes necessary, and the overall character of the Conference is preserved.
10. LIABILITY
10.1. The participant acknowledges that neither Mondial Congress & Events GmbH nor AIT Austrian Institute of Technology can be held liable for damages if the Conference is hindered or prevented by force majeure such as unforeseen political (e.g. strikes), economic, epidemiological or climatic circumstances, as well as if programme changes (e.g. due to speaker cancellations) or a change to another Conference venue or conversion to a virtual format are necessary.
10.2. Mondial Congress & Events and AIT Austrian Institute of Technology shall only be liable for damage or accidents suffered by participants in the Conference venue in the event of intent or gross negligence. Neither Mondial Congress & Events and AIT Austrian Institute of Technology are liable for items brought into the venue (cloakroom, valuables, etc.). The house rules of the venue apply.
10.3. Mondial Congress & Events and AIT Austrian Institute of Technology assume any liability for the success of the Conference.
11. FINAL PROVISIONS
11.1. Should individual provisions of these General Terms and Conditions be or become invalid or should a loophole become apparent, this shall not affect the validity of the remaining provisions. In place of the invalid provision, the valid provision that corresponds or comes closest to the meaning and purpose of the invalid provision shall be deemed to have been agreed. In the event of loopholes, the provision that would have been agreed in terms of meaning and purpose if the parties had considered this point when concluding the contract shall be deemed to have been agreed.
12 APPLICABLE LAW
12.1. The law of the Federal Republic of Austria shall apply. The place of jurisdiction is Vienna.