Terms & Conditions

Terms and conditions of use

Introduction

When drafting or reviewing terms and conditions related to a conference, it’s essential to include comprehensive details to ensure clarity, protect the organizers, and manage participant expectations. Below are the key elements to consider:

Key Clauses in Conference Terms and Conditions

1. Registration and Payment

   • Eligibility criteria for participation.
   • Details of registration fees, payment methods, and deadlines.
   • Policy on early bird discounts, group rates, or other promotional offers.
   • Confirmation process upon successful registration.

2. Cancellation and Refund Policy

   • Conditions for cancellation by participants.
   • Deadlines for refund eligibility (e.g., full, partial, or no refund).
   • Rights of the organizer to cancel or reschedule and refund procedures in such cases.
   • Non-transferable or transferable ticket policies.

3. Event Details and Changes

   • Statement on event details (e.g., date, location, schedule) and the possibility of changes.
   • Organizer’s right to modify the agenda, speakers, or format.
   • Communication protocol for notifying participants about changes.

4. Code of Conduct

   • Expected behavior of participants, exhibitors, and speakers.
   • Prohibition of harassment, discrimination, or disruptive actions.
   • Actions to be taken in case of violations (e.g., removal from the event).

5. Liability and Insurance

   • Disclaimer of liability for personal injury, theft, or property damage.
   • Participants’ responsibility to arrange their travel insurance, if applicable.
   • Organizer’s liability limitations for event-related disruptions.

6. Privacy and Data Protection

   • Details on the collection, use, and storage of participants’ personal information.
   • Consent for photography, video recording, or live streaming during the event.
   • Sharing participant data with third parties, if applicable (e.g., sponsors).

7. Intellectual Property

   • Ownership of content, materials, or presentations shared during the event.
   • Restrictions on recording sessions or distributing copyrighted materials.

8. Force Majeure

   • Exclusion of liability for events canceled or disrupted due to uncontrollable circumstances (e.g., natural disasters, pandemics, strikes).

9. Governing Law and Jurisdiction

   • The applicable legal framework and jurisdiction for resolving disputes.
   • Statement on arbitration or mediation clauses if preferred.

10. Miscellaneous

    • Accessibility options or accommodations for participants with disabilities.
    • Policies regarding sponsorships, exhibitor agreements, or promotional materials.
    • Rules on carrying out surveys or distributing non-authorized materials at the event.