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CRISTMas Conference Terms and Conditions

1. Introduction

These Terms and Conditions govern registration for and participation in the CRISTMas Conference (“the Conference”), organised by STEMM Global Scientific Society, a company limited by guarantee registered in England and Wales (“the Organiser”).

By registering for the Conference, each participant acknowledges that they have read, understood and agree to be bound by these Terms and Conditions.

The Organiser reserves the right to amend these Terms and Conditions where reasonably necessary. Any significant amendments will be published on the Conference website.

2. Registration

Conference registration is personal and may not be shared between multiple participants.

If a registered participant is unable to attend, registration may be transferred to another individual, subject to prior written approval by the Organising Committee.

Registration is considered complete once payment has been received in full, unless otherwise agreed in writing by the Organiser.

Participants are responsible for ensuring that all information provided during registration is accurate and complete.

3. Payment

Registration fees must be paid by the published payment deadline unless alternative arrangements have been agreed in writing.

Participants who present at the Conference without having completed payment prior to the event agree to settle the outstanding registration fee within one month following the Conference. In such cases, the Organiser reserves the right to issue an invoice within one week after the Conference.

4. Conference Programme

The Organiser reserves the right to modify the Conference programme, speakers, session schedule, venue or other arrangements where reasonably necessary. Every effort will be made to notify registered participants promptly of any significant changes.

5. Force Majeure

The Organiser shall not be liable for any failure or delay in performing its obligations where such failure results from circumstances beyond its reasonable control, including but not limited to natural disasters, severe weather, fire, flood, epidemic, pandemic, war, terrorism, civil unrest, industrial disputes, government action, travel restrictions, failure of utilities or transportation, or any other comparable event (“Force Majeure”).

If the Conference is cancelled or postponed due to a Force Majeure event, the Organiser will make every reasonable effort to reschedule the Conference.

Registration fees will automatically be transferred to the rescheduled Conference.

If a registered participant is unable or unwilling to attend the rescheduled Conference, the Organiser will provide a credit equal to 100% of the registration fee paid. This credit may be used towards a future CRISTMas Conference within twenty-four (24) months of the original Conference dates.

The Organiser shall not be responsible for travel costs, accommodation expenses, visa costs, insurance, or any other expenses or financial losses incurred by participants arising from the cancellation or postponement of the Conference due to a Force Majeure event.

6. Refund Policy

Registration Fees

Registration may be transferred to another participant by prior arrangement with the Organising Committee.

If a participant is unable to attend and chooses not to transfer their registration, the following refund policy applies:

  • Cancellations received more than sixty (60) days before the first day of the Conference are eligible for a full refund less a €100 administrative fee.
  • Cancellations received between thirty (30) and sixty (60) days before the first day of the Conference are eligible for a 50% refund less a €100 administrative fee.
  • Cancellations received less than thirty (30) days before the first day of the Conference are not eligible for a refund.

All cancellation and refund requests must be submitted in writing to the Organising Committee.

Publication fees, where applicable, are non-refundable.

As an alternative to requesting a refund, a registered participant who is unable to attend the Conference may request to defer their registration to the next scheduled CRISTMas Conference.

Requests to defer registration must be submitted in writing before the first day of the Conference and are subject to approval by the Organising Committee.

An administrative fee of €100 will apply to all approved registration deferrals. The remaining balance of the original registration fee will be credited towards registration for the next scheduled CRISTMas Conference.

A deferred registration may be transferred once only and cannot subsequently be exchanged for a cash refund.

7. Publications

Where Conference Proceedings are published, submitted manuscripts are subject to peer review.

Acceptance for publication is conditional upon:

  • presentation of the associated work during the Conference.
  • submission in accordance with the official Conference template;
  • successful completion of peer review;
  • implementation of reviewer comments where required;

Each submission will undergo peer review in accordance with the editorial policy of the Conference Proceedings publisher.

The decision of the Editors regarding publication shall be final.

Publication fees, where applicable, are non-refundable irrespective of the publication outcome.

8. Visa Invitation Letters

Visa invitation letters are provided solely to assist registered participants with visa applications.

Invitation letters:

  • are issued only after registration has been completed and any applicable registration fee has been paid or formally waived;
  • do not constitute financial support;
  • do not guarantee visa approval;
  • do not create any financial or legal responsibility on the part of the Organiser.

Participants may be requested to provide additional documentation where required by the relevant embassy or consulate.

Invitation letters are issued exclusively for attendance at the Conference. The Organiser reserves the right to decline future invitation letter requests from applicants who repeatedly obtain invitation letters but do not attend the Conference without prior notification or exceptional circumstances.

9. Photography and Promotional Materials

By attending the Conference, participants acknowledge that photographs, video recordings and other media may be captured during Conference activities.

The Organiser may use participants’ names, affiliations, presentation titles and images captured during the Conference for promotional, reporting, educational and archival purposes, unless a participant has notified the Organiser in writing prior to the Conference that they do not consent to such use.

10. Certificates of Attendance

Certificates of Attendance are available upon request for participants who attended the Conference.

Requests should be submitted within one week following the final day of the Conference.

11. Limitation of Liability

The Organiser shall not be liable for any personal injury, illness, loss, theft, damage to property or other losses suffered by participants except where such liability cannot be excluded under applicable law.

Participants are responsible for arranging their own travel insurance, accommodation, medical insurance and any other personal insurance they consider appropriate.

12. Privacy

Personal information collected during registration will be processed in accordance with the CRISTMas Privacy Policy and applicable data protection legislation.

13. Conference Conduct

Participants are expected to comply with the CRISTMas Anti-Harassment Policy and all reasonable instructions issued by the Organising Committee. The Organiser reserves the right to refuse admission to or remove any participant whose behaviour is considered inappropriate, disruptive or inconsistent with these policies. No refund shall be payable in such circumstances.

14. Governing Law

These Terms and Conditions shall be governed by and interpreted in accordance with the laws of England and Wales.

Any disputes arising in connection with these Terms and Conditions shall be subject to the exclusive jurisdiction of the courts of England and Wales.