For international in-person, virtual and hybrid conferences, academic meetings, paper presentations, workshops and related activities
Effective from: May 2026 | Last updated: May 2026
1. Definitions
“Organizer”, “we”, “us” and “our” means SCON Conferences LLP. “Participant” or “you” means any presenter, author, speaker, delegate, attendee, purchaser or other person registering for, accepting an invitation to, accessing or attending an Event. “Event” means the applicable conference, academic meeting, paper presentation, workshop or related activity organized by the Organizer.
“Registration” means the accepted participation arrangement for an Event. “Registration Fee” means the fee stated on the applicable registration page, invoice or written confirmation.
2. Acceptance of Terms
These Terms apply to all Events organized by the Organizer unless an Event-specific written provision expressly provides otherwise.
By registering, submitting an abstract or paper, making payment, accepting an invitation, accessing an Event platform or attending an Event, you confirm acceptance of these Terms.
Electronic actions, including submitting an online registration, selecting an acceptance option or completing payment, may constitute acceptance where permitted by applicable law.
3. Event Information and Programme
We make every reasonable effort to provide accurate information about Event dates, venue, programme, speakers, presentation format and schedule.
International events involve external service providers and circumstances that may require reasonable changes because of speaker availability, venue requirements, travel disruption, safety considerations, government directions or other operational circumstances.
The Organizer may reasonably change the programme or session order; speakers, chairpersons or moderators; presentation dates or times; session duration or format; rooms or venue within the destination city; virtual-event platforms; or in-person, virtual or hybrid delivery arrangements.
Material changes will be communicated as reasonably practicable. A reasonable programme or schedule adjustment will not ordinarily be treated as cancellation. Participants should regularly check the latest programme and Event communications.
The inclusion of a particular speaker, chairperson, moderator, reviewer, sponsor, venue or partner does not constitute a guarantee that such person or organization will participate or remain available for the Event.
4. Registration and Confirmation
Registration is considered confirmed only after all required information has been provided, full cleared payment has been received where payment is required, the registration has been accepted and the Organizer has issued a confirmation or receipt.
Abstract acceptance, an invitation letter or submission of a registration form does not by itself confirm registration.
Participants must provide complete and accurate personal, professional and academic information.
Registrations are personal and must not be shared, resold or transferred without prior written approval.
The Organizer may decline or cancel a registration if information is materially false, incomplete or misleading; payment is reversed or disputed; these Terms are seriously violated; or participation presents a legal, safety, security or operational concern.
5. Registration Fees and Payment
Registration fees must be paid in the currency and by the deadline stated on the registration page or invoice.
Unless expressly included, the Participant is responsible for applicable bank charges, payment-processing charges, foreign-exchange costs and intermediary-bank deductions and must ensure that the full invoice amount is received.
Discounts, promotional prices and special offers cannot ordinarily be combined or applied retrospectively unless confirmed in writing.
Registration fees may cover participation, programme administration, venue arrangements, technology, catering, materials, certificates and other services described for the relevant category. No separate refund is available for an included item that a Participant chooses not to use.
6. Cancellation and Refund Policy
Registration fees are generally non-refundable. Participants who may be unable to attend should contact contact@sconconferences.com as early as possible so that an alternative arrangement can be considered.
6.1 Requests received more than 60 calendar days before the Event
Where a written request is received more than 60 calendar days before the Event, the Organizer may consider:
- substitution with another eligible Participant;
- transfer to another edition of the Event;
- a time-limited registration credit; or
- in exceptional circumstances, a partial refund after deducting non-recoverable taxes, payment charges, administrative costs and expenses already incurred.
The available option will be assessed individually and must be confirmed by the Organizer in writing.
6.2 Requests received within 60 calendar days
During the final 60 days, most major Event arrangements and expenses will normally have been committed. Therefore, a monetary refund cannot ordinarily be provided for cancellation, withdrawal or inability to attend.
Where reasonably possible and requested before the Event begins, the Organizer may consider substitution or a credit toward a future Event. Any such arrangement is discretionary and subject to availability.
6.3 Non-attendance and unused services
A refund or credit will not ordinarily be available for:
- failure to attend without prior communication;
- late arrival, early departure or failure to join a virtual session;
- personal or professional schedule conflicts, illness or other personal circumstances;
- failure to obtain leave, funding or institutional approval;
- visa refusal or visa-processing delay;
- missed, delayed or cancelled travel;
- reasonable programme or speaker schedule changes; or
- meals, materials, sessions or other included services that the Participant chooses not to use.
Participants are strongly encouraged to obtain appropriate travel, medical and cancellation insurance.
7. Substitutions, Transfers and Credits
The Organizer will make reasonable efforts to accommodate a substitution where the original Participant cannot attend. Requests must be submitted in writing with the replacement Participant’s complete details, and the replacement must satisfy applicable registration, identity, academic, visa and payment requirements.
Approved transfers and credits must be confirmed in writing, have no cash value, cannot ordinarily be combined with another offer, may require payment of any fee difference, may be limited to the named person or organization and must be used before the stated expiry date. Unless otherwise confirmed, an approved credit will be valid for 12 months from its date of issue.
8. Refund Processing
Where a refund is approved, the Organizer will ordinarily initiate it within 15 business days after receiving all information required to process the transaction.
For international payments, banks, card networks, payment processors and intermediary institutions may require additional processing time. The date on which the amount appears in the Participant’s account is outside the Organizer’s direct control.
Refunds will ordinarily be issued through the original payment method and in the original transaction currency. The final amount received may be affected by currency fluctuations, banking deductions and processing charges, which cannot be reimbursed by the Organizer.
9. Cancellation, Postponement, Relocation or Format Change by the Organizer
The Organizer will make every reasonable effort to conduct each Event as announced. Circumstances may require cancellation, postponement, relocation or a change in delivery format.
If the Organizer cancels an Event for reasons within its reasonable control and does not offer a replacement date or substantially equivalent format, Participants will be offered an appropriate remedy, which may include a refund of the registration fee received for that Event.
If an Event is postponed, rescheduled, relocated or changed between in-person, virtual and hybrid formats, the existing registration will normally remain valid. If the change is material, the Organizer may offer a transfer, credit or another reasonable remedy.
The Organizer’s responsibility will ordinarily be limited to the registration fee actually received. We cannot reimburse independently booked flights, hotels, visas, taxis, insurance, loss of salary or business, or expenses paid directly to third parties.
10. Circumstances Beyond Reasonable Control
An Event may be affected by circumstances beyond the reasonable control of the Organizer, including natural disasters, extreme weather, epidemic or pandemic, war, terrorism, civil disturbance, strikes, government restrictions, border closures, transportation disruption, venue failure, utility or internet outages, cyber incidents, public-health measures or other emergencies.
The Organizer will make reasonable efforts to protect Participants’ interests and preserve the Event through rescheduling, relocation, format changes, virtual participation or registration credit. Any refund will depend on the circumstances, applicable law and the extent to which committed expenses can be recovered.
11. Visas, Immigration and Travel
The Organizer may provide reasonable visa-support documentation to eligible Participants with confirmed registration. The Organizer does not control decisions or processing times of embassies, consulates, immigration departments or border authorities.
An invitation or participation letter confirms the stated purpose of participation. It is not immigration or legal advice, financial sponsorship, employment authorization or a guarantee that a visa or entry permission will be issued.
Participants are responsible for maintaining a valid passport; checking visa, transit and entry requirements; applying sufficiently in advance; providing truthful information; attending required interviews; carrying supporting documents; and complying with immigration and local laws.
Visa refusal, delay or inability to enter the destination country does not automatically create a right to a refund. The cancellation provisions of these Terms apply.
The Organizer may verify or withdraw an invitation where documents or registration information appear altered, misrepresented or misused.
12. Academic Submissions and Presentations
Authors confirm that submitted materials are original or appropriately licensed, correctly identify contributors, contain appropriate citations, respect intellectual-property and privacy rights, comply with research and ethical standards and are not unlawful or deliberately misleading.
Submissions may be screened for plagiarism, duplication, manipulated content, fabricated authorship or other integrity concerns. The Organizer may request clarification or corrections and may withdraw acceptance if a serious concern is identified before or after the Event.
Abstract acceptance does not automatically guarantee publication, independent journal acceptance, indexing, citation, an award, a particular presentation duration or participation by every advertised reviewer or speaker. Any publication or indexing arrangement must be expressly confirmed in writing.
Presenters must follow applicable registration deadlines, assigned schedules and required presentation formats. Certificates may be issued only after applicable attendance, presentation, identity and payment requirements are completed.
13. Intellectual Property
Participants retain ownership of their original academic work.
By submitting or presenting material, the Participant grants the Organizer a non-exclusive, worldwide and royalty-free permission to host, reproduce, display, stream, record and distribute the submitted title, abstract, biography, presentation and related Event recording for Event delivery, proceedings, archives, documentation and reasonable promotion.
Participants should notify the Organizer before the Event if specific unpublished or confidential material must not be recorded or distributed. The Organizer will make reasonable efforts to accommodate the request, but confidentiality cannot be guaranteed for material presented during an open session.
Participants must not record, reproduce, livestream or distribute another person’s presentation without permission.
14. Photography, Audio and Video Recording
Photography, audio recording, video recording or livestreaming may take place in public Event areas and during sessions. Participants may appear incidentally in Event photographs or recordings used for documentation, archives, reporting and reasonable promotion.
A Participant who does not wish to appear prominently in promotional material should contact contact@sconconferences.com before the Event. The Organizer will make reasonable efforts to respect the request, although exclusion from background or crowd images cannot always be guaranteed.
15. Virtual and Hybrid Participation
Participants are responsible for a compatible device, stable internet connection, supported software, functional audio and video equipment and an appropriate participation environment.
The Organizer will make reasonable efforts to provide reliable access and technical instructions. Uninterrupted access cannot be guaranteed where a problem arises from Participant equipment, local internet, a third-party platform, telecommunications networks or circumstances outside our control.
Access links and credentials are personal and must not be shared. Participants must not record sessions, share restricted content, disrupt proceedings or attempt unauthorized access to Event systems.
16. Professional Conduct
Participants are expected to communicate respectfully with staff and other participants, follow programme and reporting times, observe venue/platform/safety/security instructions, respect cultural and professional differences, protect privacy and intellectual property, and raise concerns through designated channels.
Harassment, discrimination, intimidation, threats, abusive communication, stalking, deliberate disruption, physical aggression, impersonation or unlawful conduct will not be accepted.
Serious or repeated violations may result in restricted participation or removal without refund and, where necessary, referral to the venue, institution, platform or appropriate authorities.
Nothing in this section prevents a Participant from submitting a genuine complaint, seeking legal advice or exercising lawful consumer rights.
17. Safety, Health and Accessibility
Participants are responsible for evaluating their own health, mobility, travel and insurance needs before attending.
Participants must follow reasonable safety, identification, access-control and emergency instructions issued by the Organizer or venue.
Participants requiring accessibility support should contact contact@sconconferences.com as early as possible so requirements can be discussed with the venue and reasonable arrangements considered.
The Organizer does not provide medical, travel, immigration or insurance advice.
18. Venues and Other Third-Party Services
International events depend on independent venues, hotels, airlines, publishers, payment processors, virtual platforms, caterers and other providers, which may apply their own terms.
Unless the Organizer expressly sells a service as part of the registration package, it is not responsible for independent bookings made directly between a Participant and a third party.
References to speakers, institutions, journals, sponsors, venues or partners should not be interpreted as a guarantee or assumption of responsibility by those parties unless expressly stated.
19. Event Outcomes and Limitation of Liability
The Organizer will make reasonable efforts to deliver a professional programme and valuable opportunities for learning, presentation and networking. Individual outcomes depend on factors outside the Organizer’s control.
The Organizer cannot guarantee publication or indexing; academic or professional recognition; employment or business opportunities; immigration outcomes; collaboration with a particular person or institution; financial returns; or any specific personal or institutional benefit.
To the maximum extent permitted by law, the Organizer will not be responsible for indirect or consequential losses, including loss of income, opportunity, reputation, data, travel arrangements or anticipated publication.
Where liability cannot legally be excluded, the Organizer’s aggregate contractual liability will ordinarily be limited to the registration fee actually received from the affected Participant for the relevant Event. Nothing in these Terms limits a right or liability that cannot legally be excluded.
20. Questions, Complaints and Dispute Resolution
Participants should write to contact@sconconferences.com with their full name, registration or invoice number, Event name, clear explanation, supporting documents and requested resolution.
The Organizer will ordinarily acknowledge a complaint within three business days and aim to provide a substantive response within 15 business days. Complex matters may require additional time.
If a chargeback is raised, the Organizer may provide the payment provider with relevant registration, attendance, service-delivery and communication records. This does not restrict any lawful consumer, banking or payment-dispute right.
These Terms and the relationship between the Participant and the Organizer are governed by the laws of India.
If a disagreement arises, both parties agree to first make a genuine effort to resolve it through respectful written communication. If unresolved, the parties may consider mediation or another mutually acceptable resolution process.
Subject to applicable consumer-protection laws and other mandatory legal rights, the courts at Telangana, India will have jurisdiction.
21. General Provisions and Event-Specific Terms
Event-specific terms stated on a registration page, invoice or written confirmation will supplement these Terms. If an Event-specific provision directly conflicts with a general provision, the clearly identified Event-specific provision will apply.
These Terms, together with applicable Event-specific terms and any separate written agreement signed by the parties, constitute the terms governing participation in the Event.
If any part of these Terms is found invalid or unenforceable, the remaining provisions will continue to apply. A delay in enforcing a provision does not permanently waive it.
These Terms may be updated for future registrations. The version accepted when a Participant registers will ordinarily govern that registration, except where an update is required by law, public safety or circumstances affecting Event delivery.
Contact
For any query regarding these Terms, contact the SCON Conferences secretariat:
Email: contact@sconconferences.com
Phone: +1 775 243 6888
Website: sconconferences.com