Terms & conditions

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

In view of increased security measures, we would like to request that all participants understand the necessary visa requirements (e.g. UK Visa requirements) and if needed apply for an appropriate Visa as soon as possible.

The organisers will not directly contact embassies and consulates on behalf of visa applicants. All delegates or invitees should apply for a Visa as required by the regulations.

Registration fees do not include any kind of insurance. Participants are advised to obtain the required insurances for travel and stay at the conference.

Please note that any (or all) transportation and associated parking are the responsibility of attendees.

Should the organisers cancel the Conference for any reason, registrants will receive a credit for 100% of the registration fee paid. All cancellations or modifications of registration must be made in writing to the Conference organisers via email.

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

Keeping in view of advance payments towards venue, printing, and other overheads we have had to keep the refund policy within the following parameters (see below), where all bank charges will be for the registrants’ account.

• Greater than 60 days prior to the conference: Eligible for a full refund (after an administrative charge, which is 25% of the paid registration fee.)
• Between 60-30 days prior to the Conference: Eligible for 20% of payment refund
• Within 30 days of Conference: Not eligible for refund
• E-Poster Payments will not be refunded.

In the case of a VISA refusal, the registration fee will be fully refunded with no administrative charges.

NOTE: We aim to process all refunds within six weeks after the completion of the Conference

If the organisers postpone the event for any reason and you are unable or unwilling to attend on rescheduled dates, you will receive a credit for 100 per cent of the registration fee paid. You may use this credit for another ICEC/EWTEC event occurring within one year or so of the date of postponement.

All fully paid registrations are transferable to other persons from the same organisation if a registered person is unable to attend the event. Transfers must be made by the registered person in writing to the Organising Committee. Details must  include the full name of replacement person, phone number, and email address. All other registration details will be assigned to the new person unless otherwise specified.

If the transfer also includes a change to the paper to be presented, this must be agreed with the Organising Committee ahead of the transfer. All changes to accepted abstracts will be at the discretion of the conference organisers.

Registration cannot be transferred if an application is made within 15 days of the start of the conference. The transferred registrations will not be eligible for refund.

Registrants will be able to transfer from in-person registration to online registration and vice versa up to 10 working days before the conference.

If transferring from in-person to online registration, whereby the fee paid for in-person registration is greater than the online registration rate (£250) there will be no refund of registration costs, in order to cover related costs for the venue, catering and adminsitration.

If transferring from online to in-person registations, whereby the current rate of in-person registration is greater than the online registration rate (£250) the conference organisers will reserve the right to charge the inidividual the difference in rates for the current rate of in-person registration.

Accommodation providers have their own cancellation policies, please adhere to these policies. The conference organisers will not be held liable for any loss due to cancelled accomodation.

Permission must be obtained from the Conference Management Committee prior to the event for any use of conference materials and content by the press. Members of the press should not quote speakers or delegates unless they have obtained their approval in writing. This conference is not associated with any commercial meeting company.

By registering for the conference you give permission to the conference organisers for photographs, video and sound recordings to be captured and broadcast to the event audience, including those attending online.  You also grant permission to use your name, image, likeness, 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.

Staff attending from UK local authorities are entitled to attend the conference free of charge (max. 2 people per organisation) on the following conditions:

1. Provide us with confirmation of the names, contact details of attendees and days to attend the conference by emailing evolvingcities@soton.ac.uk. Once we received this information, we will send you the required codes to allow registration.
2. Approved attendees from your organisation will need to register for the conference and use the provided code for a free pass.
3. The registered participants from your organisation will need to indicate the days they plan to attend the conference.
4. No show will result in full fees at the time of registration being charged for each attendee and the invoice will be sent to your organisation.