Terms & conditions

Registration Policy

Payment is due 21 days from invoice date or before the event takes place, whichever is soonest. In order to keep secure your slot at the conference full payment must be received prior to the event.

Payment Methods

Online Registration:  Credit/Debit Card payments may be made through the secure online payment site through the following link: LINK or respective conference website.

Offline Registration: To register offline, the participant or applicant should contact the respective conference manager. The conference manager will advise on the procedure.

Please quote your invoice number for reference.

Only fully completed registration forms will be accepted. After your registration is received, an invoice will be sent, and a confirmation of payment will be sent upon receipt of payment in full. If the full payment is not received before the indicated deadline, the registration will remain valid; however, the due fee will be increased according to the payment period (early/regular/on-site).

Onsite Registration: Payment must be made before receiving conference materials on-site. A suggested mode of payment is by cash.

RESPONSIBILITY

Conference attendees are personally responsible for their belongings including transportation and parking at the venue. The organizers will not accept any liability for personal injuries or loss or damage to property belonging to the attendees, either during, or as a result of the conference.

INSURANCE

Registration fees do not include insurance of any kind.

VISA Information

In view of increased security measures, we would like to request that all the participants apply for Visas as soon as possible.

Ciencie Meetings will not directly contact embassies and consulates on behalf of visa applicants. All delegates or invitees should apply for a Business Visa only.

Important note for failed visa applications: Visa issues cannot come under the consideration of the cancellation policy of Ciencie Meetings, including the inability to obtain a visa. For the participants of the conference, only an Acceptance Letter will be provided upon the approval of their abstracts.

It is the sole responsibility of the delegate to take care of his/her visa requirements. Delegates who require an entry visa must allow sufficient time for the application procedure. Delegates should contact the nearest embassy or consulate to determine the appropriate timing of their visa applications.

Cancellation/Refund Policy:

If the registrant is unable to attend and is not in a position to transfer his/her participation to another person or event, then the following refund arrangements apply:

Keeping given advance payments towards Venue, Printing, Shipping, Hotels, and other overheads, we had to keep the Refund Policy as follows slabs and all bank charges will be for the registrants' account.

Cancellation of Registration:
  • Before 75 days of the conference: Eligible for a full refund. (after $150/€150/£150 Service Fee deduction)
  • Within 75-60 days before the Conference: Eligible for a 50% payment Refund
  • Before 60 days of Conference: Not eligible for refund


Cancellation of Accommodation:

60 days or more before the check-in date will receive a full refund of the relevant accommodation fees.

Less than 60 days of the check-in date: Not entitled to any refund

In case of VISA refusal, the paid registration amount can be transferred to any other CIENCIE Meetings Conferences scheduled within a year of registration.

In the unlikely event of cancellation of the conference by the CIENCIE Meetings, delegates will be offered a full refund or a credit note against an equivalent future CIENCIE Meetings Conference.

Please note that delegate fees will not be refunded in the event of the threat of war, terrorism, or circumstances outside of the CIENCIE Meetings control. The CIENCIE Meetings reserves the right to make minor alterations to the content and timing of the program or the identity of the speakers.

NOTE: All kinds of refunds will be processed after the completion of the conference.

NOTE: All discounted registrations are fully non-refundable.

NOTE: Virtual registrations are non-refundable and non-transferable.

NOTE: Transferred registrations to the next conferences are non-refundable.

NOTE: The e-Poster fee will not be refunded.

Program Changes or Postponement Registration Policy

CIENCIE Meetings reserves the right to change the program, venue, and timing of the conference at any time. The organizers shall not be responsible for any expenditure or loss incurred by the attendees, for whatever reason, that the conference is postponed or the dates are altered. If the event can take place by rescheduling or postponement, the reservation will stay in effect between the delegate and the organizers and will be subject to the cancelation terms above.

If CIENCIE Meetings Postpones an event for any reason and you are unable or unwilling to attend on rescheduled dates, you will receive a credit for 100% of the registration fee paid with a deduction of $150 as processing charges.

You may use this credit (100% of the registration fee) for another CIENCIE Meetings Conference which must occur within one year from the date of postponement. 

Data Protection and Authorization Policy

By registering for the conference, you grant permission to CIENCIE Meetings Conferences to photograph, film, or record and use your name, likeness, image, voice, and comments to publish, reproduce, exhibit, distribute, broadcast, edit, and/or digitize the resulting images and materials in publications, advertising materials, or in any other form worldwide without compensation. Taking photographs and /or videotaping during any session is prohibited. Contact us for any queries.

Others

Accommodation Cancellation: Accommodation Providers (Hotels) have their own cancellation policies, and they generally apply when cancellations are made less than 30 days prior to arrival. Please contact us as soon as possible, if you wish to cancel or amend your accommodation

Insurance: Registration fees do not include any kind of insurance.

Invitation Letter: For security purposes, Letter of Invitation will be sent only to those individuals who had registered for the conference.

Transportation: Please note that any (or) all transportation and parking is the responsibility of the registrant.

Press/Media Pass: Press permission must be obtained from Materials Oceania and conferences organizing committee prior to the event. The press will not quote speakers or delegates unless they have obtained their approval in writing.

Liability:  The delegate shall take part in the conference at his/her own risk. The organizers will not accept any liability for personal injuries or for loss or damage to property belonging to the delegates, either during, or as a result of the conference.

Lost and found will be located at registration desk during the events. Participants can drop off found items at the registration desk during the events. All items are turned into the venue’s local security office at the end of each day.

PRIVACY & POLICY

CIENCIE Meetings appreciates you for taking the time to visit our website. Our online privacy policy is designed to tell you about the following information:

What personally identifiable information is collected from you through the website, how it is used, and with whom it may be shared?

What choices are available to you regarding the use of your data?

The security procedures are in place to protect against the misuse of your information.

How you can correct any inaccuracies in the information.

Information Collection, Use, And Sharing

CIENCIE Meetings is the sole owner of the information collected on this site. We only have access to/collect information that you voluntarily give us via email or other direct contact from you. We will not sell or rent this information to anyone.

We will use your information to respond to you, regarding the reason you contacted us. We will not share your information with any third party outside of our organization, other than as necessary to fulfill your request.

Unless you ask us not to, we may contact you via email in the future to tell you about our regular conference updates, or changes to this privacy policy.

Your Access to and Control Over Information

You may opt out of any future contacts from us at any time. You can do the following by contacting us via info@cienciemeetings.com 

See what data we have about you, if any.

Change/correct any data we have about you.

Have us delete any data we have about you.

Express any concern you have about our use of your data.

Security

We take precautions to protect your information. When you submit sensitive information via the website, your information is protected both online and offline. Whenever we collect sensitive information (such as credit card data), it is encrypted and securely transmitted to us.

Websites & Links:

The conference and associated MedEd Meetings websites may link to other networking tools and websites provided for the convenience of the users. The contents of these websites are maintained by their owners, for which CIENCIE Meetings takes no responsibility. Neither can responsibility be taken for the contents of any website linking to this website.

Photography & Filming:

For promotional purposes, there may be a professional photographer at the conference and the photos will be uploaded to social networking sites. Delegates who do not wish to be filmed or recorded should advise the organizers by emailing info@cienciemeetings.com before the event.

The contact info of registered delegates and speakers will be placed on the attendee list which will be shared with our sponsoring companies for them to see who is at the conference for networking. Delegates who do not wish to be included on this list should advise us regarding this at the time of booking.

CIENCIE Meetings' privacy policy has been developed out of respect for the privacy preferences and choices of our attendees and subscribers. We have established procedures to ensure that every reasonable effort is made to address your concerns.

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