1. Scope and Organisers 

These Terms and Conditions (“T&Cs”) govern participation at the AI Academy Summit taking place on 26–27 February 2026 in Berlin, including networking events (coffee breaks, dinner reception, etc.) and all associated virtual components. 

The event is organised by a collaborative consortium consisting of PIPA, MILE, phactMI, and AVAYL (collectively, the “Organisers”). 

The summit is strictly intended for business participants (B2B), including but not limited to medical information professionals, healthcare professionals acting in a professional capacity, representatives of the pharmaceutical and related industries, professional associations, and other sector stakeholders. 

The AI Academy Summit is an educational event designed for professional development and knowledge exchange. It is not a promotional event, and any discussion of specific tools or solutions is strictly for educational and illustrative purposes. 
 

2. Registration and Eligibility 

Registration for the AI Academy Summit is made via the designated online registration form or in writing (e.g. by email) and constitutes a binding offer to enter into a participation agreement.  

The agreement is concluded once the Organisers confirm the registration by email and issue an invoice and/or payment instructions to the participant. 

Participation is limited to persons with full legal capacity acting in the course of their business or professional activity or on behalf of an organisation; consumers in the sense of EU consumer protection law are excluded.  

 

3. Fees and Payment Terms 

The participation fees for Standard, Early Bird, and Virtual tickets published on the event website are exclusive value-added tax (VAT) if applicable. 

All fees are invoiced and payable in Euro (EUR) only.  

Payment may be made 

by bank transfer, or 

by credit card via a payment link sent to the participant by email after registration. 

Participation is only secured once full payment of the invoiced amount has been received and a confirmation including a ticket has been sent out. 

 

4. Discounts and Membership Benefits 

Members of PIPA, MILE, and phactMI may be eligible for a discounted participation fee (e.g. a 20% reduction). 

Discounts are only applied at the time of booking; they cannot be granted retroactively to registrations that have already been paid.  

Discounts are not combinable with other promotions, and the Organisers reserve the right to request appropriate proof of membership or eligibility.  

 

5. Cancellations, Refunds, and Ticket Changes 

Cancellations by participants are not possible, and there is no entitlement to a refund of the participation fee, irrespective of the reason for non-attendance.  

Changes between ticket categories (e.g. from onsite to virtual or vice versa) are treated as a modification of the booking without any automatic right to a refund or fee reduction, unless the Organisers explicitly agree otherwise in writing as a gesture of goodwill.  

 

6. Transfer of Registration 

A registration may be transferred to another person from the same company or organisation, based on approval of transfer by the Organisers.  

Requests for such substitutions must be submitted by email to academy@avayl.tech.  

In the event of a transfer, eligibility for any discounted rate may be reassessed. 

 

7. Programme Changes, Format Adjustments, and Force Majeure 

The Organisers reserve the right to modify the programme, individual sessions, speakers, schedules, and the format of delivery (e.g. switching from in‑person to hybrid or fully virtual) for organisational, technical, or legal reasons at any time. 

If circumstances beyond the Organisers’ control arise – including but not limited to regulatory or governmental orders, force majeure events, pandemics, security concerns, or unavailability of the venue – the Organisers may alter the location and structure of the event, postpone it, or, if necessary, cancel it. 

In such cases, participants are not entitled to compensation for travel, accommodation, or any other related costs; any remedy will be limited to an alternative participation option or, if offered at the Organisers’ discretion, a credit note. 

 

8. Liability 

8.1 In cases of slight negligence concerning essential contractual obligations (cardinal obligations), liability is limited to contract-typical and foreseeable damages. Essential contractual obligations are those whose fulfillment is necessary for the proper execution of the contract and on whose observance the participant generally relies. Any further liability for slight negligence is excluded.  

8.2 The Organisers have no liability for loss, theft, or damage to personal property brought to the event by participants (e.g., coats, bags, laptops, or other valuables), unless such loss or damage is caused by the Organisers’ intent or gross negligence.  

8.3 The Organisers do not assume liability for the content of presentations, workshops, discussions, or materials, particularly regarding their accuracy, completeness, timeliness, or applicability; such content reflects the personal or professional opinions of the respective speakers. 

 

9. Recording, Photography, and Publication 

During the AI Academy Summit, the Organisers may produce photo, audio, and video recordings that may include participants, speakers, and their contributions. 

By registering, participants acknowledge that such recordings may be used by the Organisers and their partners for documentation, information, and marketing purposes, and may be published on websites, social media platforms (e.g. LinkedIn, YouTube), newsletters, and other online channels; acceptance of this is a condition of participation. 

Participants grant the Organisers a non‑exclusive, transferable, worldwide, and time‑unlimited right to use their image and voice in connection with reporting on the summit and the activities of the AI Academy, subject to applicable personality and data protection rights.  

 

10. Data Protection and Processing 

The Organisers process personal data of participants in order to 

manage registration and participation in the AI Academy Summit (e.g. badges, attendance lists, access credentials), 

organise and document attendance at sessions, workshops, and virtual formats, and 

inform participants about future events, offerings, and activities of the AI Academy. 

Data may be shared, to the extent necessary, with consortium partners PIPA, MILE, and phactMI as well as with contracted service providers (e.g. event platform providers, payment processors), where required for performance of the contract or based on legitimate interests. 

Further details on the scope, legal bases, storage periods, and data subject rights are set out in the applicable Privacy Policy, which is referenced during registration and forms an integral part of the participation agreement. 

 

11. Use of AI Tools and Responsibility for Decisions 

The AI Academy Summit focuses on artificial intelligence in medical information and may include live demonstrations, tools, and discussions of technical solutions. 

All content is provided for information and discussion purposes only and does not constitute legal, regulatory, or medical advice; decisions regarding patient care, compliance strategies, or corporate processes remain the sole responsibility of participants and their organisations.  

The Organisers assume no liability for outputs, suggestions, or analyses generated by AI systems shown or discussed during the event; participants must critically assess such outputs before any use in their professional context and ensure compliance with internal and external rules and standards.  

 

12. Code of Conduct and Compliance 

The Organisers expect all participants, speakers, and partners to maintain a professional, respectful, and non‑discriminatory environment; harassment, disruptive behaviour, or overly aggressive sales activities may result in exclusion from the event without any right to a refund. 

Companies and healthcare professionals remain solely responsible for complying with all applicable laws, industry standards, and codes (e.g. EFPIA Code, national industry codes, anti‑corruption laws) in connection with their participation, sponsorship, or HCP invitations; the Organisers do not assume responsibility for such compliance. 

To facilitate open exchange, participants agree that statements, opinions, or comments made by other attendees or speakers during discussions or workshops may not be attributed to specific individuals or their organisations in any public report, article, or social media post without the explicit prior consent of the individual concerned. 

 

13. Intellectual Property and Use of Materials 

All content made available in connection with the AI Academy Summit – including presentations, slides, handouts, workshop materials, and other documents – is protected by copyright or related rights. Any distribution, reproduction, public dissemination, or use inside and beyond the participant’s own organisation requires the prior explicit consent of the respective rights holder.  

The Organisers reserve the right to decide which materials, if any, will be made available after the event and in what form; there is no entitlement to receive slides or recordings.  

 

14. Governing Law and Jurisdiction 

These T&Cs and any disputes arising out of or in connection with them are governed by German law.  

The exclusive place of jurisdiction for all disputes related to participation in the AI Academy Summit, to the extent legally permissible, is Berlin, Germany.  

 

15. Final Provisions 

Should any provision of these T&Cs be or become invalid or unenforceable, the remaining provisions shall remain in full force and effect.  

The Organisers may amend these T&Cs as necessary; the version displayed during the registration process and accepted by the participant shall be the one applicable to the respective booking.