General Conditions

  1. AID participants

    1. Only new students of Wageningen University and Aeres Hogeschool Wageningen can register for the Annual Introduction Days.
    2. For Master students from outside the EU/EFTA the participation fee is included in the tuition fee.
    3. If you can’t start at the first day of the AID and like to start at a later time, please contact the AID board.
    4. The registration form has to be filled out correctly and completely.
    5. After completing the registration the participant has to pay the indicated costs before the deadline as stated on the financial overview.
    6. Included in the participation fee is the entrance to all activities (except entrance to the beer cantus for participants under 18 years), brunch on 5 days of the AID program and dinner on Friday, Saturday, Sunday, Monday and Tuesday. All other meals and consumptions, travels and accommodation are not included.
    7. Cancellation is free of charge until (and including) 20-07-2018. After this date, but before 07-08-2018 a cancellation fee of 30% of the participation fee will be charged. From 07-08-2018 and onwards a cancellation fee of 100% will be charged.
    8. At the registration in Wageningen at the first day you’ll receive a wristband. This wristband is the entry ticket to the AID and has to be worn at all times. The wristband will only be issued once.
    9. Instructions by the AID board, Support Team AID or the CREW have to be followed.
    10. Participation in the AID is at the participants own risk. Wageningen University, the AID board, CREW and mentors cannot be held responsible for any damages during or after the AID.
  2. Mentors

    1. Only Students from Wageningen University and Aeres Hogeschool Wageningen can become an AID mentor.
    2. To become a mentor participation in a mentor training is required.
    3. Any form of fraud, including omittance of or falsely reporting of student association membership, will be punished with expulsion of mentorship.
    4. Preference is given to students that have not been a mentor and to mentor couples of which the mentors are member of different student associations. Selection of mentors is done by means of a weighted lottery.
    5. During the entire AID it is not allowed to wear or use promotional material of their association during the AID. This includes clothing or accessories on which the name and/or the logo and/or the slogan of the student association is shown.
    6. A mentor has to be available for his/ her group and it is thus not allowed to work for his or her association for more than 2 hours. Excepted are Mentors during the study day. Participation in the Wageningen Classroom is explicitly a part of the responsibilities of mentors.
    7. Mentors on the reserve-list have to attend the mentor training, otherwise they cannot become a mentor.
    8. Mentors on the reserve-list can be asked to become a mentor until the 17th of August.
    9. The AID board can reject a mentor.
    10. After completing the form the participant is required to pay the costs for the AID before the deadline as stated on the invoice.
    11. At the registration at the first day you’ll receive a wristband. This wristband is the entry ticket to the AID and has to be worn at all times. The wristband will only be issued once.
    12. Cancellation is free of charge until 18-05-2018. After this date, but before 07-08-2018 a cancellation fee of 50% of the participation fee will be charged. From 07-08-2018 and onwards a cancellation fee of 100% will be charged.
    13. Instructions by the AID board, Support Team AID or the CREW have to be followed.
    14. Participation in the AID is at the participants own risk. Wageningen University, the AID board, CREW and mentors cannot be held responsible for any injuries or damages during or after the AID.
  3. CREW 

    1. Only students from Wageningen University and Aeres Hogeschool Wageningen can participate in the AID as a member of the CREW. Excepted are persons who joined the CREW before, or as decided by the AID board.
    2. Registration as a member of the CREW is on the basis of day parts (morning, afternoon, evening) and with a minimum of 5 day parts.
    3. During the proceedings as a member of the CREW one has to wear and use the clothes and personal protection (like gloves and ear protection) provided by the AID board.
    4. It is not allowed to consume alcoholic drinks before or during the proceedings as a member of the CREW.
    5. Instructions by the AID board, Support team AID or designated coordinator have to be followed.
    6. Any traffic fines are at one’s own expenses.
    7. Photographs, movies or other footage produced during the AID are property of Wageningen UR.
    8. The proceedings as a member of the CREW are covered via the insurance for volunteers of the municipality of Wageningen. In any case not covered by this insurance, any liability for damage to a third party caused by a member of the CREW is in principle covered by the liability insurance of Wageningen UR. It remains important for a volunteer to have a personal liability insurance. Only in these cases not covered by any insurance Wageningen UR, represented by the AID board, will in principle provide a reasonable compensation in the case of a permanent injury to the member of the CREW. The same will hold for damage to or missing of goods belonging to the member of the CREW. Obviously there is no coverage of the damage if it is caused by gross negligence of the owner or person in question. If a person through gross negligence causes damage to a third party, this person will be personally liable.
    9. Where the AID board explicitly asks volunteers for their own materials with a significant value (€ 250, - or more) the AID board can sign a fief to the appropriate volunteer, so the materials during the AID period are loaned by the AID board. This is documented for any materials involved and how damage or loss is handled.
  4. Personal data

    1. When the possibility is offered for entering personal data (e-mail address, name, address, etc.), these entries are made entirely on a voluntary basis. The personal data provided will only be used for the purpose for which you have provided it: participation in the AID. You have the right to access, delete, correct or limit the processing of personal data, as well as the right to object and the right to data portability. You also have the right to withdraw the consent given. If you have a complaint, you can submit it to WUR via privacy@wur.nl. You can also submit a complaint to the Dutch Data Protection Authority. More information can be found at www.autoriteitpersoonsgegevens.nl. If you have any questions, you can contact the Data Protection Officer of WUR via functionarisgegevensbescherming@wur.nl
    2. The entered personal data are stored for a maximum of 1 year, unless the person in question has a function that runs longer. In that case the personal data will be stored for up to 1 year after the end of the last function.
    3. The entered personal data are used for the success of the AID. Name, telephone number and (email) address are used for communication about the AID by the AID board and within the AID group or within the CREW. Therefore, name, telephone number and (email) addresses are shared with the mentors and AID-participants of the AID group of which the person is part. Within the CREW name, telephone number and (email) addresses of CREW members are also shared for the benefit of a successful communication. Information about study program, gender and date of birth are used for group devision. Data on diet and eating requirements are used for the meal supply and therefore made available anonymously to the parties who provide the meals during the AID. Data provided through the comments, including medical data, are used for optimal preparation of the AID by the organization and the mentors of the group of which the person is part. Data on membership of (student) associations of mentors are used in the selection of mentors according to the selection procedure. Data on the proficiency of languages, diplomas and preferences of CREW are used for the best possible schedule. Data made available by associations about their participation in the AID such as organized activities or participating in the information market are used for the preparation of the said program component and are made available where relevant to participants in the AID.
    4. Anyone who has access to the AID or who has access to the personal data of other participants in the AID must protect this data and limit the storage of the data. The data provided or the data that they have been able to see should only be used for their task in the AID. When a data breach is detected, this must immediately be reported to the AID board.
    5. For the purposes of the IxESN buddy program, the name, (email) address, education and nationality of MSc students and mentors are shared with IxESN.
    6. The privacy regulations of Wageningen University &  Research apply - where relevant.
    7. We make use of Google Analytics to optimize our website. In order to optimize your privacy we have a data processing agreement with Google, we masked the last octet of you IP-address and we don't share your data with Google.
    8. The AID board and its sponsors have the right to use photos made during the AID for promotional purposes. The AID board reserves the right to refuse taking pictures by the participants at specific times.
  5. House rules

    1. Drinking under the age of 18 will lead to exclusion from the AID
    2. It is not allowed to bring your own (non-) alcoholic drinks, with the exception of water in a plastic bottle.
    3. It is not allowed to smoke inside the tent.
    4. Drugs are not allowed.
    5. In case of disturbance you can be removed from the festival area.
    6. Cups have to stay on the festival area.
    7. It is not allowed to throw with drinks or other things. Anyone who does this will be removed from the festival area.
    8. Crowdsurfing and stagediving is not allowed.
    9. No entrance without AID wristband or valid ticket.
    10. Consumption coins can only be exchanged for money on the last day of the AID.
    11. The AID is not liable for any claims concerning missed or damaged personal possessions.
    12. Trash in the trashcans.
    13. You are obliged to make use of the wardrobe during the cantus.
    14. The cantus is only open to people of 18 years old and over.
  6. Workshop

    1. After registering a workshop on the website, the workshop has to be approved by the AID board. If a workshop can be approved depends mainly on whether the registration is fully complete (contact information, description of the workshop).
    2. The workshops take place on Tuesday the 22nd of August from 13.00hrs – 14.30hrs. There cannot be made any exceptions for this because of problems with the schedule of the whole AID programme.
    3. Participation can be registered until the 7th of June, at the 7th of June you should also register what kind of workshop AID-participants can follow.
    4. Workshops should have the capacity minimum 15 AID-participants 
    5. The AID participants can choose their own workshops. 
    6. If there is need for a license, the association has to arrange this by themselves. The AID board is not responsible for possible consequences if an association did not arrange the license.
    7. Workshop is at the participants and the organisations own risk. Wageningen University, the AID board, Crew, Press and mentors cannot be held responsible for any injuries or damages during or after the AID.
    8. Every organization can organize an unlimited amount of English workshops (possibly together with 10 Dutch workshops).
    9. An organization can indicate in which language the workshop is given. AID participants can choose whether they want to participate in an English or Dutch workshop (This means that international students are free to choose a Dutch workshop if they want to).
    10. If there are to little English workshops for non Dutch speaking students, the AID board can send the non Dutch speaking people to a Dutch workshop.
    11. Organization who organize a workshop are always responsible for the safety of the participants.
    12. Acitivities during the workshops are always commenced under the supervision of the organization.
    13. Organizations take the needed safety precautions to minimise risks for participants.
    14. If there's a real risk of physical accidents for the participants, the organisation takes precautions to provide first aid in case of an accident.
    15. If there's a real risk of fire the organisation takes precautions to fight fires that might occur.
    16. Alle accidents and calamities are reported as soon as possible to the AID board (0317 - 484200). When needed the AID board will support the organisatie in controlling the accident or calamity.
    17. In case of an accident or calamity the AID board or Wageningen UR will take care of all external communication.
    18. The workshop has to be free of charge for AID participants.
    19. If a workshop was cancelled (for example because of lack of participants, of unforeseen circumstances etc.), no financial compensation is given.
    20. If the opportunity for the input of personal or business data is given, the input of these data takes place voluntarily. Personal data are only used for internal affairs. If appropriate, the privacy regulations of Wageningen University are applicable.
  7. Sports market

    1. The AID board is not liable for any damage such as damage to equipment.
    2. The AID board has the right to deny organizations from participating in the information market.
    3. Participation is at own risk.
    4. The participation is certain at the moment the association paid their contributions to the AID board.
    5. Activities at the sports market may not cause any risks for the participants and visitors.
    6. Instructions from the AID board or authorized persons by the AID board need to be followed.
    7. All attributes which are taken have to be registred and approved by the AID board. The AID board has the right to reject attributes. 
    8. A maximum of 10 members per organization can be present at the sports market.
  8. Information market

    1. When violating the regulations, you and your organization can be removed immediately from the site, and/or being ruled out for future participation. The AID board decides to do so and will communicate this both verbally and by email to the contact person of your organisation.
    2. Participation is at own risk. Furthermore, the AID board, Wageningen UR or SBBAW[1] is not liable for any direct and indirect damage such as damage to equipment.
    3. Damage caused to the Arboretum Belmonte by the activities of your organisation will be charged based on calculation afterwards.
    4. Participation will bring along costs. There are different price categories: a) partners, b) student and volunteer organisations, c) non-profit professional organisations and d) profit professional organisations.
    5. Your participation is confirmed at the moment the participant paid all his or her fees to the AID board, and when the AID board has received the payment(s). Furthermore, the AID board needs to approve your registration. Your registration will be dealt with within three weeks.
    6. The AID board has the right to decline organizations from participating in the information market at all times.
    7. You can cancel your participation without costs until four weeks before the information market. If you cancel after this period, you will need to pay the costs mentioned on your invoice.
    8. Activities at the information market may not cause any risks for the participants, visitors or other people who are present at the Arboretum Belmonte. The AID board or the safety coordinators will decide on this matter.
    9. Make sure you do not cause any annoyance or disturbance such as excessive noise to fellow participants, visitors and other people who are present.
    10. Instructions from the AID board or persons authorized by the AID board need to be followed directly on first request, at all times.
    11. The information market will take place for visitors (AID participants and other interested people) on Wednesday, August 22nd 2018, between 12.00 and 16.00.
    12. When the participation has been confirmed, participants can make use of a stand with a canvas roof and 2 chairs. The chairs can be picked up at the entrance of the Arboretum at the beginning of the market. At the end, the chairs need to be returned to the same place.
    13. Participants only have a right to a stand with the requested electricity (maximum 650 Watt) when you applied for it and your request is approved by the AID board. This can be done in the system when subscribing.
    14. The AID board makes sure that the stands are present. You can decorate your stand on Wednesday the 22nd of August from 10.00 hrs. At the entrance you will receive a garbage bag and a map of the Arboretum. It is not allowed to take another stand.
    15. Participants need to declare additional attributes, besides the stand, in the system and make sure that they are approved by the AID board. The AID board has the right to decline the application. When these additional attributes are not declared and/or approved, they are not allowed on the information market.
    16. Additional attributes do not give the right for additional space around the stand, unless this is stated differently in your contract.
    17. Motorized vehicles are not allowed on the information market, unless specifically mentioned in your contract. If it is really necessary to use a motorized vehicle, this is only allowed before 11.30 and after the information market (16.00 hrs). All motorized vehicles must be removed from the information market before 11.30 hrs. You can park your car at the Dreijen, Dreijenlaan 4-8 (turn left when leaving the market).
    18. When you want to enter the Arboretum with a motorized vehicle you need to give a filled in Infomarkt Entrance Ticket at the entrance of the Arboretum and have a Infomarkt Parking Ticket on the dashboard of the motorized vehicle.
    19. In case of bad weather the AID Board can decide to deny moterized vehicles acces to the Arboretum.
    20. At the end of the information market you have to clean your own stand. Please roll up the canvas sheet and place it on the stand. Chairs must be handed in at the entrance of the information market, as well as garbage bags. Also clean up any leaflets and other garbage within 5m reach of your stand.
    21. When offering food or (non-alcoholic) beverages, the stand holder is responsible for food safety. In case of doubt, the AID board holds the right to confiscate these products and declare them non-consumable.
    22. For stand holders, it is not allowed to drink and/or hand out alcoholic drinks to visitors, nor is it allowed to be in the possession of alcohol at the information market. An exception is the sales of (alcoholic) drinks organized by the AID board.
    23. Commercial communications or activities (including handing out leaflets and sampling) are exclusively reserved for organizations which have a sponsor contract with the AID board.
    24. Handing out leaflets can only be done within 5m of your own stand. Try to give leaflets only to people who seem interested.
    25. Stay near your own stand and let interested people come to you instead of the other way around. It is not allowed to walk around on the information market while promoting your organization unless specifically mentioned in your contract.
    26. It is not allowed to ask for monetary contributions unless specifically mentioned in your contract.
    27. It is not allowed to promote other organizations besides your own. This also means promoting on behalf of your own sponsors is not allowed.
    28. Be prepared that both English and Dutch speaking students will visit the information market.
    29. There will be no lunch available for stand holders, please bring your own.
    30. Coffee and tea can be collected for free at a central point.
  9. Other

    1. In any other cases not covered by these regulations, the AID board decides how to continue.
    2. The AID board can decide to diverge from these rules if necessary.