Terms and conditions

General

1. Registration must be accompanied by payment. Otherwise, access is not granted.
2. Early registration must be accompanied by payment. Otherwise, it will not be processed and the standard registration rates will be applied.
3. Registrations are for the person acquiring the registration and paying the registration fee. Registrations are non-transferable.
4. Due to data protection regulations, bulk registrations for institute members are not possible.
5. Registration for the conference implies the acceptance of the rules of conduct (see further).
6. Changes to registration invoices are only possible with regard to the invoice address or order references. Any such claims must be received by Copernicus Meetings no later than six weeks after the last day of the conference. Later requests cannot be considered.
7. Changes to the registration rate selected in the finalized registration form, including received invoice, are only possible for unpaid invoices. In this case, the attendee is asked to cancel the registration order and to place a new one through the registration form, including the correct registration rate. Please note that the deadline for early registration also applies in these cases.

Pandemics, hazards, and force majeure

1. Any person who attends the conference in Antwerp is obliged to follow any official regulations regarding health and hygiene that are valid during the conference runtime. Such regulations are considered official and mandatory if publicly announced by the European Union/Commission, the federal government of Belgium, the city of Antwerp, or Room with a Zoo convention center as the hosting venue.
2. The obligation to follow official health and hygiene regulations is not only applied to COVID-19, but to any other pandemic or epidemic that might occur in the future.
3. Hazards that make it impossible to run the Clay Conference 2027 in Antwerp grant the organising committee the right to cancel the event and therefore terminate the paid registrations of attendees. In such cases, the full registration fee is reimbursed.

Cancellation policy

1. Registration fees will only be refunded if the notice of cancellation is received by Copernicus Meetings before 1 March 2027. The cancellation fee is €50.
2. Cancellations after 1 March 2027 and no-shows are not eligible for a refund.
3. There is no reason (including but not limited to illness) for registration cancellation that makes the above-mentioned deadline for cancellations inapplicable.

Insurance

The organizers cannot accept liability for personal accident, loss, or damage to private property, which may be incurred as a result of the participation in the Clay Conference 2027. Participants are, therefore, advised to arrange appropriate insurance coverage. This should apply not only to travel but also to cancellation costs.

Disclaimer

By registering, participants acknowledge and consent that during their attendance at the Clay Conference 2027 their contributions to sessions may be recorded by an official of the conference. If you do not wish to be recorded, you are required to formally advise the organizing committee (info@clayconference2027.org) in advance.

Rules of conduct

Violations to the rules of conduct will be taken seriously and appropriate actions will be taken where necessary.

Respectful behaviour

1. Professional and respectful conduct of all attendees is expected.
2. Bullying, harassment, intimidation, and discrimination of any kind will not be tolerated.
3. These rules are valid for all kinds of interaction during the Clay Conference: display materials, presentations, discussions, chats, commenting on display materials, as well as social gatherings.

Recording and screenshots

It is prohibited to take photos or videos of scientific material shown in presentations and to take screenshots or record presentations unless the presenter authorizes it. Presenters are encouraged to inform the audience if they welcome screenshots or sharing on social media.

Social media

Open discussion on social media (LinkedIn, Instagram, Facebook, etc.) is encouraged. The following rules aim to provide means by which all participants can embrace social media, while at the same time remaining respectful of presenting authors' work and protecting their research output:

1. Never post any images or videos online without the authors' explicit permission.
2. The default assumption is to allow open discussion of presentations on social media. However, please respect any request from an author not to disseminate the contents of their presentation.
3. Be sure to include the official hashtag, #ClayConference2027, when sharing snippets of your time at the conference on LinkedIn and elsewhere on social media.