Terms and Conditions

1. General Provisions

These Terms and Conditions govern any interaction with the International Conference on Environmental Research and Nuclear Sciences (the "Conference"), also referred to as the ERaNS NextGen™ Conference, including, but not limited to, the use of the official website, registration platform, abstract submission system, conference services, workshops, scientific sessions, training activities, and any related services provided in connection with the Conference.

The official language of the Conference is English, unless otherwise stated by the Conference. By continuing to use the Website or any related services made available through the Website, registering for the Conference, submitting materials, or participating in any Conference-related activity, the Participant confirms that they understand that Conference communications, instructions, scientific sessions, submissions, presentations, certificates, and related materials may be provided in English. The Participant is responsible for ensuring that they have sufficient English language ability to understand these Terms and Conditions, follow Conference instructions, communicate with the Organizer, and participate in the relevant Conference activities. Participants are also responsible for ensuring that all submissions, abstracts, manuscripts, presentations, posters, speeches, and other Conference materials meet the required English language standard.

Nothing in these Terms limits any mandatory consumer rights that cannot legally be excluded or restricted under applicable Hungarian law.

By accessing or continuing to use the Website, creating an account, submitting an abstract or other materials, registering for the Conference, participating in workshops, attending scientific sessions, making payments, or using any Conference-related service, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions. If you do not agree with these Terms and Conditions, you must not use the Website, submit materials, register for the Conference, make payments, participate in any Conference activity, or use any Conference-related service.

2. Definitions

For the purposes of these Terms and Conditions:

• “Conference” means the International Conference on Environmental Research and Nuclear Sciences (also known as the ERaNS NextGen™ Conference), including the associated workshops, training sessions, scientific programs, social events, exhibitions, online services, and related activities.
• “Organizer,” “we,” “us,” or “our” means the Conference Chair, the host institution acting as the legal entity responsible for the Conference, Organizing Committee, Scientific Committee, authorized representatives, and service providers acting on behalf of the Conference.
• “Participant,” “you,” or “user” means any person who accesses the website, creates an account, registers for the Conference, submits any materials, attends a session, participates in a workshop, or acts as an author, co-author, reviewer, speaker, trainer, sponsor, exhibitor, volunteer, visitor, or otherwise intends to participate in or is interested in participating in or engaging with the Conference.
• “Website” or “Platform” means the official conference website, registration portal, abstract submission system, user dashboard, payment interface, communication tools, and any related digital service operated for the Conference and available through the Website.
• “Submission” means any abstract, title, manuscript, poster, presentation, slide deck, biography, photograph, video, supporting document, research description, or other material submitted to the conference.
• “Workshop” means any practical, technical, educational, laboratory-based, demonstration-based, or training activity organized as part of or in connection with the conference.
• “Scientific Committee” means the group of reviewers, academic experts, session chairs, advisors, or authorized persons responsible for reviewing submissions, evaluating scientific content, and supporting the academic quality of the conference.

3. About the Conference

ERaNS NextGen™, the International Conference on Environmental Research and Nuclear Sciences, is a recurring specialized academic, scientific, and interdisciplinary event dedicated to advancing knowledge in environmental and nuclear sciences, with a particular focus on supporting young and early-career researchers. The conference brings together a diverse audience, ranging from interested members of the public to leading experts, and welcomes domestic and international participants from around the world without geographical restrictions.

The Conference concept has been created and developed by Dr. Király Amin, the Conference Chair and Scientific Organizer, who has built up the long-term academic concept, Conference title, scientific scope, and the framework of ERaNS NextGen™.

The term “ERaNS” originates from Environmental Research and Nuclear Sciences, while “NextGen” reflects the Conference’s mission to support young researchers, as the next generation of scientists, in their professional development and career advancement.

The Conference aims to provide an international scientific platform for the exchange of knowledge, presentation of research findings, development of collaborations, transfer of modern experimental know-how, and discussion of scientific and technological developments in areas including, but not limited to, sustainability, environmental engineering, environmental health, energy, public health, occupational safety, environmental radioactivity, radiochemistry, radioecology, radiation protection, nuclear physics, nuclear engineering, nuclear applications in medicine, industry and energy, public exposure, and related interdisciplinary fields.

The long-term academic concept, conference title, scientific scope, and future conference series identity are initiated and coordinated by the Conference Chair.

4. Current Edition

The current edition of the Conference, subtitled “1^st Series: Empowering Youth”, is supported by the Hungarian Ministry of Culture and Innovation under the Science Patronage Programme, through a funded project administered by the National Research, Development and Innovation Office, and is organized by the University of Pannonia, acting as the Host Institution and legal beneficiary of the funded project for this edition. Dr. Király Amin serves as Conference Chair, Scientific Organizer, and Organizational Coordinator.

4.1. Conference & Organizer Details

Long Name: 1^st International Conference on Environmental Research and Nuclear Sciences.

Short Name: ERaNS NextGen 1^st Series: Empowering Youth

Conference Chair / Organizer Representative: Dr. Király Amin (Senior Research Fellow, Ph.D.)

Organizer Institution / Legal Beneficiary: University of Pannonia (Host Institution)

Supported by: the National Research, Development and Innovation Office under the authority of the Hungarian Ministry of Culture and Innovation, Project No. NKFI-155766 under the Science Patronage Programme

Registered address: Egyetem utca 10, 8200 Veszprém, Hungary

Tax/VAT number: 17784571-5-19 (HU17784571)

Institutional registration number: FI80554

Organizing Committee: As presented on the Conference website.

Scientific Committee: As presented on the Conference website.

After completion and closure of this edition, future editions of the Conference may be organized by the Conference Chair independently with or without support and in cooperation with the current or another host institution, unless a separate written agreement provides otherwise.

5. Scope of These Terms

These Terms and Conditions apply to all interactions with, access to, registration for, participation in, and use of services connected with the International Conference on Environmental Research and Nuclear Sciences, also known as the ERaNS NextGen™ Conference.

Without limitation, these Terms apply to:

• use of the official Conference website, platform, user dashboard, registration system, abstract submission system, payment interface, communication tools, and related digital services;
• creation, use, suspension, or deletion of user accounts;
• Conference registration, participant category selection, eligibility verification, badge issuance, access credentials, and attendance rights;
• payment of registration fees, workshop fees, publication fees, social event fees, training fees, accompanying person fees, sponsorship fees, exhibitor fees, or any other Conference-related charges;
• invoicing, taxes, currency rules, payment processing, bank transfers, card payments, refunds, chargebacks, substitutions, and related financial matters;
• submission, review, acceptance, rejection, withdrawal, correction, presentation, publication, archiving, or removal of abstracts, manuscripts, posters, presentations, biographies, photographs, videos, supporting documents, and other Conference materials;
• scientific review, academic evaluation, ethical screening, plagiarism checking, editorial processing, publication opportunities, proceedings, journals, indexing, and third-party publication services;
• participation in scientific sessions, poster sessions, oral presentations, keynote lectures, invited lectures, workshops, training programs, demonstrations, laboratory activities, exhibitions, social events, networking activities, ceremonies, excursions, and any other Conference-related activity;
• participation in physical, hybrid, online, virtual, or otherwise modified Conference formats;
• issuance, correction, withholding, refusal, or revocation of certificates, awards, recognitions, and other Conference-related documents;
• conduct of participants, authors, co-authors, speakers, invited speakers, trainers, session chairs, committee members, reviewers, sponsors, exhibitors, volunteers, visitors, accompanying persons, and other persons involved in or connected with the Conference;
• intellectual property, branding, Conference materials, website content, submitted academic work, publication permissions, photography, filming, recording, promotional use, and archival use;
• laboratory, radiation-related, chemical, technical, venue, public safety, emergency, medical, accessibility, dietary, and security requirements;
• visa, travel, accommodation, insurance, personal arrangements, third-party services, external links, service providers, and related participant responsibilities;
• data protection, privacy, communication, participant information, publication of names, affiliations, abstracts, biographies, session details, and other Conference-related information;
• sponsorship, exhibition, invited speaker, trainer, chair, committee, partner, institutional, and other special-role arrangements, unless a separate written agreement provides otherwise;
• compliance with applicable laws, institutional rules, export control, sanctions, anti-bribery, anti-corruption, anti-money laundering, tax, financial compliance, safety, ethical, and academic integrity requirements; and
• all other services, benefits, materials, rights, obligations, activities, communications, decisions, or arrangements connected with the Conference.

These Terms apply before, during, and after the Conference where relevant, including during registration, submission, review, payment, preparation, attendance, publication, certification, post-event communication, record keeping, archiving, complaint handling, and any follow-up activity connected with the Conference.

Additional rules, guidelines, instructions, deadlines, safety requirements, workshop conditions, payment terms, publication requirements, venue rules, platform rules, privacy notices, sponsor or exhibitor conditions, invited speaker instructions, or other specific requirements may apply to particular Conference activities or participant categories. Such additional rules form part of these Terms where they are published on the Conference website, made available through the platform or user dashboard, included in registration or payment information, or communicated to participants by email or other official Conference communication.

Where a separate written agreement applies to sponsors, exhibitors, service providers, invited speakers, trainers, partners, institutions, publishers, or other specific parties, that separate written agreement shall apply in addition to these Terms. In the event of conflict, the separate written agreement shall prevail only to the extent of that conflict, unless mandatory applicable law provides otherwise.

6. Eligibility and Participant Responsibility

The Conference is intended primarily for academic, scientific, professional, educational, and industry-related purposes. It is open to academic researchers, university students, young scientists, professionals, experts, educators, technical specialists, policymakers, industry representatives, and other individuals with a legitimate interest in the Conference topic and related fields, subject to registration, eligibility, capacity, safety, security, scientific, administrative, and other requirements determined by the Organizer and/or the Conference Chair.

By using the platform or registering for the conference, you confirm that:

• (a) the information you provide is accurate, complete, and current;
• (b) you have the legal capacity to enter into these Terms and Conditions;
• (c) you are at least 18 years old or, if you are under 18, your use of the platform, registration, and participation are subject to the Clause 24, “Minors / Under-18 Participants” of these Terms and Conditions;
• (d) you will comply with all Conference rules, safety instructions, venue rules, institutional policies, and applicable laws;
• (e) you will not use the platform or any Conference-related service for unlawful, misleading, abusive, disruptive, fraudulent, harmful, or unauthorized purposes; and
• (f) you are responsible for your own travel, accommodation, visa, insurance, health, safety, and personal arrangements unless expressly stated otherwise in writing by the Organizer.

The Organizer reserves the right to refuse registration, suspend access, cancel participation, remove a Participant from the Conference, withhold Conference materials or certificates, or take other appropriate measures if the Participant provides false, inaccurate, misleading, incomplete, or unverifiable information; violates these Terms and Conditions; fails to comply with safety instructions, venue rules, institutional policies, or applicable laws; behaves inappropriately; causes disruption; misuses the platform; or poses a risk to the Conference, Participants, staff, property, safety, security, scientific integrity, or reputation of the Conference.

7. Account Registration and User Dashboard

Certain Conference-related services may require users to create an account through the Conference Platform, registration system, abstract submission system, or user dashboard. Users are responsible for maintaining the confidentiality and security of their login credentials and for all activity carried out through their account.

You agree to:

• provide accurate, complete, and current account information;
• keep your username, password, access links, verification codes, and other login credentials confidential;
• not share, sell, transfer, or allow another person to use your account;
• promptly notify the Organizer of any suspected unauthorized access, security breach, incorrect account information, or misuse of your account;
• ensure that all registrations, submissions, uploads, payments, communications, and other actions made through your account are lawful, accurate, complete, and authorized; and
• update your account information where necessary to keep it accurate and current.

The Organizer is not responsible for any loss, damage, delay, missed deadline, incorrect submission, incorrect registration, payment error, unauthorized activity, or other consequence resulting from unauthorized account access, shared credentials, inaccurate account information, or the user’s failure to protect login credentials.

The Organizer may suspend, restrict, disable, or delete accounts that appear fraudulent, inactive, duplicated, abusive, misleading, technically harmful, unauthorized, compromised, inconsistent with the purposes of the Conference, or in breach of these Terms and Conditions.

The Organizer may also require additional verification before restoring access to an account, confirming registration, accepting submissions, processing payments, issuing certificates, or granting access to Conference-related services.

8. Registration for the Conference

Unless otherwise stated by the Organizer, active and confirmed registration is required for participation in the Conference and for receiving any Conference-related benefits, materials, services, certificates, access rights, digital content, workshop access, social event access, or other entitlements made available in connection with the Conference.

Registration may include the collection of personal, academic, institutional, logistical, and payment-related information. Registration is considered complete and confirmed only after all required information has been provided and, where applicable, the full applicable fee has been received by the Organizer as cleared funds in the required currency and within the applicable deadline. Partial, incomplete, insufficient, delayed, or incorrect payments do not complete or confirm registration unless expressly accepted in writing by the Organizer.

Participants are responsible for reviewing and verifying their name, affiliation, presentation title, author list, manuscript details, biography, and any other information intended for certificates, the Conference program, abstract book, proceedings, website, digital platform, badges, or other Conference-related materials before the stated deadline. The Organizer may refuse corrections, amendments, republication, reissuance, or replacement requests submitted after certificates have been issued, materials have been published, files have been finalized, printing or production has started, or records have been closed.

The Organizer may define different participant categories, including, but not limited to, student, young participant*, invited speaker, trainer, committee member, sponsor, exhibitor, workshop participant, online participant, or accompanying person.

*For the purposes of these Terms and Conditions, a "young participant" or "early-career participant" means either: (a) a person who is under 35 years of age on the first day of the Conference and who obtained a PhD within the previous five years, regardless of employment status; or (b) an academic staff member who is under 35 years of age on the first day of the Conference.

The Organizer reserves the right to verify eligibility for discounted or special registration categories. Supporting documents, including, but not limited to, confirmation of student status, proof of age, proof of PhD award date, or institutional affiliation, may be requested.

Failure to provide required documentation may result in refusal of discounted registration, cancellation of registration, or reassignment to another registration category.

A registration that is incomplete, unconfirmed, unpaid, underpaid, paid in the wrong currency, or not verified by the Organizer does not create any entitlement to participation, access rights, certificates, materials, publication, presentation, or other Conference-related benefits.

8.1. Consumer and Institutional Registrations

Participants may register either in a personal capacity or on behalf of an institution, employer, company, sponsor, exhibitor, university, research organization, or other professional body. Where a registration is made using institutional billing details, employer payment, purchase order, tax/VAT details, sponsor or exhibitor status, or other professional or organizational information, the registration may be treated as an institutional or professional registration to the extent permitted by applicable law.

8.2. Registration Fee Inclusions

Depending on their nature and purpose, fees and charges may cover different services, benefits, materials, access rights, or participation options according to the Participant’s category, registration type, payment period, presentation format, workshop selection, social program selection, and participation format.

The specific items included in each Participant category or registration package shall be announced on the official Conference website, registration page, fee table, Participant information page, or other official Conference communication.

Depending on the Participant category, registration may or may not include access to scientific sessions, workshops, training activities, Conference materials, abstract book, proceedings, certificates, coffee breaks, meals, social events, excursions, online materials, publication services, or other benefits.

Unless expressly stated on the official Conference website or in written confirmation from the Organizer, registration fees do not include travel, accommodation, visa costs, insurance, airport transfer, local transport, personal expenses, publication charges, editorial processing fees, peer-review fees, manuscript handling fees, workshop fees, social event tickets, accompanying person activities, or any other third-party costs.

Registration fees are paid for the Conference attendance, access rights, and registration package benefits described by the Organizer. Payment of a registration fee does not guarantee acceptance of any manuscript, abstract, poster, presentation, scientific material, oral presentation, poster presentation, proceedings contribution, journal submission, publication, indexing, certificate of presentation, or any specific scientific, editorial, or program outcome. Such matters are subject to the applicable submission rules, scientific review, peer review, editorial review, eligibility checks, program capacity, deadlines, and final decision of the Organizer, Scientific Committee, reviewers, editors, publisher, or other responsible body.

Participants are responsible for carefully reviewing the fee information, Participant category description, included benefits, submission rules, review conditions, and publication conditions before completing registration, payment, or submission.

The Organizer may update or clarify registration fee inclusions, Participant categories, available benefits, submission conditions, or publication conditions where necessary for operational, venue, catering, scientific, editorial, financial, legal, or technical reasons. Any such updates will be announced through the official Conference website or official Conference communication.

Publication fees, editorial processing fees, peer-review fees, manuscript handling fees, proceedings fees, and any other publication-related charges are separate from general Conference registration fees unless expressly stated otherwise by the Organizer.

8.3. Badge, Access, and Security Rules

Conference badges, tickets, passes, access credentials, QR codes, digital tickets, workshop confirmations, login details, and similar access documents are personal and non-transferable, except where Participant substitution has been approved by the Organizer in accordance with these Terms and Conditions.

Badges, passes, tickets, access credentials, QR codes, and similar access materials remain subject to the control of the Organizer and may be deactivated, replaced, restricted, or withdrawn where necessary for security, administrative, technical, legal, operational, or safety reasons.

Participants may be required to wear or visibly display their Conference badge at all times while attending Conference sessions, workshops, social events, exhibitions, laboratory activities, training sessions, site visits, restricted areas, or other Conference-related activities.

The Organizer, venue staff, security personnel, Host Institution representatives, workshop trainers, laboratory supervisors, or authorized Conference staff may request Participants to present identification, proof of registration, proof of payment, student status documentation, workshop confirmation, invitation, access authorization, safety clearance, or other verification at any time.

Access to the Conference, workshops, social events, exhibitions, restricted areas, laboratories, technical areas, speaker rooms, poster areas, catering areas, online platforms, or other controlled spaces may be refused, suspended, or limited where a Participant does not have the required registration category, badge, ticket, invitation, payment confirmation, identity verification, safety clearance, or authorization.

Participants must not lend, sell, transfer, copy, reproduce, alter, misuse, share, publish, or allow another person to use badges, tickets, access credentials, QR codes, login details, digital access links, or other Conference access materials. Misuse of access credentials may result in refusal of entry, suspension of access, cancellation of registration, removal from the Conference, refusal of certificates, exclusion from future events, and/or other appropriate action.

Lost, stolen, damaged, or forgotten badges, tickets, passes, access credentials, or similar access materials must be reported to the Organizer as soon as possible. The Organizer may issue a replacement at its discretion and may require identity verification, payment confirmation, security checks, or payment of a replacement fee. Replacement is not guaranteed.

Participants must comply with all venue security rules, safety checks, access controls, emergency procedures, laboratory rules, institutional policies, and instructions issued by the Organizer, venue staff, security personnel, Host Institution representatives, laboratory supervisors, workshop trainers, or emergency authorities.

The Organizer reserves the right to refuse entry, remove any person from the venue, suspend access, cancel participation, deactivate credentials, deny access to specific areas or activities, or involve security or competent authorities where necessary for safety, security, legal, operational, institutional, reputational, or public order reasons.

The Organizer is not responsible for lost, stolen, delayed, confiscated, or damaged personal property. Lost property may be handled according to venue procedures and applicable institutional rules.

9. Fees, Payment, Currency, VAT, and Invoicing

9.1. Fees and Payment

Where registration fees, workshop fees, publication fees, social event fees, or other charges apply, payment must be made according to the instructions provided on the website or in official conference communications.

Fees may vary depending on registration category, contribution or presentation type, participation format, payment method, registration period, workshop selection, publication options, eligibility for discounts, or other factors determined by the Organizer.

Participants are responsible for ensuring that payments are made correctly and on time. Bank charges, transfer fees, currency conversion fees, payment processor charges, and similar costs are excluded from the final payable Conference fees, shall be borne by the Participant, and are non-refundable.

To qualify for special or reduced pricing tiers, the full applicable fee must be received by the Organizer as cleared funds by the published deadline. Where payment is made by bank transfer, the payment must be initiated before the published deadline and received as cleared funds within the transfer clearing window specified in Clause 9.3, “Bank Transfer Payments, Registration Periods, and Fee Adjustments.”

To qualify for discounted registration categories (including, but not limited to, Student, Young Participant, Invited Speakers, or similar categories), participants must provide all required supporting documentation in the form and by the deadline specified by the Organizer.

All supporting documentation must be valid, accurate, complete, and issued by an appropriate institution or authority. The Organizer reserves the right to request additional information or documentation to verify eligibility for a particular registration category.

Participants are responsible for presenting the original supporting documentation (or another form of verification acceptable to the Organizer) at the conference registration desk upon request. Failure to provide satisfactory proof of eligibility may result in the participant being reclassified to the applicable standard registration category.

If a participant is unable to provide valid proof of eligibility for a discounted registration category, the participant shall be required to pay the difference between the discounted fee already paid and the applicable full registration fee in effect at the time of on-site registration. The Organizer may withhold conference materials, badges, certificates, access credentials, or other conference benefits until the outstanding balance has been paid in full.

The Organizer reserves the right to reject, revoke, or adjust any registration category or discounted fee if the submitted documentation is found to be inaccurate, misleading, incomplete, expired, falsified, or otherwise insufficient to establish eligibility.

The Organizer may refuse participation, access to conference materials, certificate issuance, abstract inclusion, workshop participation, or other conference benefits where payment has not been received in full or where required billing or payment information has not been properly provided.

9.2. Conference Official Currency

The official currency applicable to each Participant shall depend on the Participant’s institutional affiliation, as determined by the Organizer at the time of registration.

For Participants affiliated with an institution outside Hungary, regardless of nationality, residence, bank account location, or card issuer currency, the applicable registration fees, workshop fees, and other Conference-related fees shall be stated and payable in euro (EUR). Payment in any other currency shall not be accepted as full payment unless the exact EUR amount required by the Organizer is received as cleared funds in the Organizer’s designated EUR bank account.

For Participants affiliated with an institution in Hungary, regardless of nationality, residence, bank account location, or card issuer currency, the applicable registration fees, workshop fees, and other Conference-related fees shall be stated and payable in Hungarian forint (HUF). Payment in any other currency shall not be accepted as full payment unless the exact HUF amount required by the Organizer is received as cleared funds in the Organizer’s designated HUF bank account.

For independent researchers, individual participants, retired researchers, self-employed persons, unaffiliated participants, or any other Participants who do not have an institutional affiliation, the applicable currency shall be determined by the Participant’s country of residence or billing address, unless otherwise determined by the Organizer. Where such Participant’s residence or billing address is in Hungary, fees shall be payable in HUF. Where such Participant’s residence or billing address is outside Hungary, fees shall be payable in EUR.

The Organizer may request supporting information or documentation to verify a Participant’s affiliation, residence, billing address, or applicable currency category. If the information provided is incomplete, inaccurate, inconsistent, or unverifiable, the Organizer may determine the applicable currency category at its reasonable discretion.

For bank transfer payments, the Participant is responsible for ensuring that the exact applicable fee amount is received by the Organizer in the required currency as cleared funds. Any bank charges, intermediary bank fees, payment processor fees, transfer fees, currency conversion fees, exchange rate differences, or similar costs shall be borne by the Participant and shall not reduce the amount required to be received by the Organizer.

For online card payments or payments through an online payment gateway, the payment gateway, bank, card issuer, or payment service provider may apply currency conversion, exchange rates, commissions, service charges, or other fees. The amount charged to the Participant’s card or account may differ from the Conference fee displayed by the Organizer due to such third-party charges, exchange rates, or conversion rules. The Organizer is not responsible for any such differences, charges, delays, or losses.

If a payment is received in an incorrect currency, in an insufficient amount, or with deductions resulting from bank charges, intermediary bank fees, currency conversion, payment processor fees, or similar costs, the Organizer may require the Participant to pay the outstanding balance before confirming registration, issuing Conference materials, granting access to sessions or workshops, or issuing certificates.

Incorrect, incomplete, insufficient, or ineligible payments may be refunded only after verification by the Organizer, unless otherwise required by mandatory applicable law. Any such refund may be subject to deduction of applicable bank charges, intermediary bank fees, transfer costs, currency conversion fees, payment processor fees, administrative processing fees, or similar costs related to the refund.

9.3. Bank Transfer Payments, Registration Periods, and Fee Adjustments

Where payment is made by bank transfer or any other delayed-settlement payment method, the Participant is responsible for ensuring that the payment is initiated sufficiently in advance and received by the Organizer within the applicable deadline.

All transfer transactions must be initiated before the closing date of the corresponding registration period or pricing tier. The transferred amount must be received as cleared funds in the Organizer’s bank account no later than ten (10) calendar days after the closing date of the corresponding registration period or pricing tier. If the payment is received after this ten-calendar-day clearing period, the registration fee applicable to the next available registration period or pricing tier shall automatically apply, and the Participant shall be responsible for paying any resulting difference before registration is confirmed, access is granted, or Conference materials or certificates are issued.

The Organizer reserves the right, in special cases and at its sole discretion, to increase, reduce, waive, correct, or otherwise adjust any registration fee, charge, discount, or payment requirement on a case-by-case basis. Any such adjustment does not create any right, entitlement, precedent, or claim for the same or similar treatment by any other Participant. No Participant shall be entitled to challenge, rely on, or claim compensation in relation to discretionary fee adjustments made by the Organizer in good faith.

Submission of a bank transfer order, payment screenshot, SWIFT confirmation, bank receipt, payment instruction, or pending transaction notice shall not be considered proof of completed payment unless and until the funds are actually received as cleared funds in the Organizer’s designated bank account.

9.4. VAT, Taxes, and Invoicing

All Conference fees announced by the Organizer are inclusive of applicable taxes, including value added tax (VAT) where applicable, unless expressly stated otherwise on the official Conference website, invoice, payment page, fee table, registration page, or official Conference communication.

The Conference is held in Hungary and hosted by Pannon Egyetem / University of Pannonia. Fees, invoices, receipts, and payment documentation may therefore be subject to Hungarian tax rules, institutional financial procedures, accounting requirements, and applicable invoicing laws.

Participants, institutions, sponsors, exhibitors, and other payers are responsible for providing accurate, complete, and timely billing information, including full legal name, institutional or company name, billing address, tax number, VAT number, purchase order reference, contact email, or other invoice details where applicable.

Invoices, receipts, or payment confirmations may be issued based on the billing information provided during registration, payment, or official communication with the Organizer. The Organizer is not responsible for incorrect invoices, delayed invoices, rejected invoices, payment processing issues, accounting problems, or tax documentation problems resulting from inaccurate, incomplete, late, inconsistent, or misleading billing information provided by the Participant, institution, sponsor, exhibitor, or payer.

Where an invoice has already been issued, changes to billing details may be limited, refused, or subject to correction procedures depending on Hungarian tax rules, institutional financial procedures, accounting deadlines, payment status, or legal requirements.

Participants, institutions, sponsors, exhibitors, and other payers are responsible for any taxes, withholding taxes, reverse-charge obligations, bank charges, transfer fees, currency conversion costs, administrative charges, payment processor fees, institutional approval procedures, purchase order requirements, or other payment-related costs or obligations imposed by their own bank, institution, country, payment processor, or tax authority, unless expressly stated otherwise by the Organizer or required by mandatory applicable law.

The Organizer does not provide individual tax, accounting, customs, or financial advice. Participants, institutions, sponsors, exhibitors, and other payers are responsible for obtaining their own advice where necessary.

10. Cancellation, Refund, Substitution, and Virtual Participation

Because the Conference is a live, in-person event with fixed dates, limited seating, and specialized workshop resource allocations, all registrations are subject to the following cancellation policy.

To the extent permitted under applicable consumer protection law, registrations for this Conference and associated Conference services that are provided on a specific date or during a specific period are considered services relating to leisure and event activities. Accordingly, under Hungary's implementation of the EU Consumer Rights Directive, including Government Decree 45/2014 (II. 26.) on contracts between consumers and businesses, the statutory right of withdrawal does not apply to registrations and such Conference services, to the extent permitted by applicable law.

Registration becomes binding only upon receipt of the full applicable fee by the Organizer as cleared funds in the required currency. Once the full applicable fee has been received, registration fees and all Conference participation fees are final and are subject only to the cancellation, refund, substitution, and virtual participation provisions set out in these Terms and Conditions.

Any payments for accommodation, transportation, visa services, travel insurance, or other third-party services are not included in the conference registration fees unless expressly stated otherwise. Such services are provided, controlled, and operated by independent third-party providers and are subject to their own terms, conditions, cancellation, and refund policies. To the extent permitted by applicable law, the Organizer shall not be responsible for the availability, performance, cancellation, modification, or refund of such services.

The Organizer is not responsible for travel, accommodation, visa, insurance, or personal costs incurred by participants in the event of cancellation, schedule changes, refusal of entry, illness, force majeure, or other circumstances beyond the Organizer’s control.

The Organizer's decision shall be final and binding, and the Organizer shall have no obligation to provide reasons for rejecting a request.

10.1. Cancellation and Refund Policy

The Participant acknowledges and agrees that all fees paid are non-refundable upon the Participant’s cancellation request, except where a refund is required by mandatory applicable law or where the Participant meets any of the conditions set out in paragraphs (a) to (d) of Clause 10.1.1.

Failure to attend the Conference without submitting a valid request for a refund, substitution, or virtual participation by the applicable deadline specified in these Terms and Conditions shall be treated as a no-show and shall not entitle the Participant to any refund or credit, unless otherwise required by mandatory applicable law or expressly approved in writing by the Organizer.

10.1.1. Refundable Cancellation

To the maximum extent permitted by applicable law, a refundable cancellation is possible only in the circumstances described below and is subject to verification of eligibility by the Organizer in accordance with these Terms and Conditions:

• (a) documented visa refusal preventing attendance at the Conference;
• (b) documented government-imposed travel restrictions, war, border closures that directly prevent attendance at the Conference;
• (c) documented natural disasters that directly prevent attendance at the Conference location; or
• (d) documented flight cancellation that prevents the participant from attending the Conference despite reasonable efforts to obtain alternative transportation.

The refund options described in this Clause are voluntarily offered by the Organizer in addition to any rights the Participant may have under applicable mandatory law. If any of the conditions in paragraphs (a)–(d) of the “Refundable Cancellation” Clause is satisfied and verified by the Organizer, the Participant may be eligible for a refund, subject to the deductions and other conditions set out below.

The refund will be calculated from the Conference fee actually received by the Organizer in the applicable official currency. Any bank fee, transfer fee, card charge, payment-provider commission, currency-conversion charge, or other cost imposed on the Participant in connection with the original payment is not part of the Conference fee and will not be refunded by the Organizer.

All refunds issued under Clause 10.1.1 shall be subject to a non-refundable processing fee of €20 (where applicable 7000 HUF) to cover administrative processing, materials preparation, and related costs.

Unless mandatory applicable law requires otherwise, any bank charge, payment-provider charge, transfer cost, intermediary-bank fee, currency-conversion cost, or similar third-party cost incurred in processing or transmitting the refund shall be borne by the Participant and may be deducted from the refundable amount.

Where the Participant’s bank, card issuer, or payment provider converts the original payment or refund into another currency, the amount credited to the Participant may differ from the amount originally debited because of exchange-rate movements, conversion rates, commissions, or other charges applied by that third party. The Organizer is not responsible for such differences or third-party charges.

Refunds, where approved by the Organizer under this Clause, will only be processed to the original payment method used for the registration, unless this is technically impossible, legally restricted, or otherwise impracticable. In such cases, the Organizer may request alternative payment details in the name of the original payer.

Refunds will be processed within a reasonable period after approval of the refund request and receipt of all required supporting documents and payment details. Processing times may vary depending on banks, card issuers, payment processors, institutional finance procedures, currency conversion, sanctions screening, or other circumstances outside the Organizer’s reasonable control.

The Organizer is not responsible for delays, deductions, or losses caused by banks, payment providers, card issuers, intermediary banks, currency conversion, or incorrect payment details provided by the participant.

Refund requests must be submitted by written request to the email address designated  , no later than seven (7) days after the conference start date (excluding visa-refusal refund requests).

Any refund request submitted more than seven (7) days after the conference start date will be rejected, unless otherwise required by mandatory applicable law.

Refund requests based on visa denial must be supported by official documentation and submitted no later than 7 days after the final visa refusal decision. Any refund request relating to visa refusal submitted more than seven (7) days after the final visa refusal decision will be rejected, unless otherwise required by mandatory applicable law.

The Organizer reserves the right to verify the authenticity, accuracy, and completeness of any documentation submitted in support of a refund request, registration category, or other eligibility claim. The Organizer may request additional information or supporting evidence where reasonably necessary. Refund requests may be denied where documentation is incomplete, inaccurate, fraudulent or materially misleading, or otherwise insufficient to establish eligibility under these Terms.

10.1.2. Non-Refundable Cancellation

Participants may cancel their participation at any time in accordance with Clause “Non-Refundable Cancellation”. No cancellation fee or penalty will be charged by the Organizer for cancellation or non-failure to attend.

For all other circumstances, including, but not limited to, illness, medical emergencies, work commitments, scheduling conflicts, personal circumstances, inability to travel, or any other reason not expressly listed in paragraphs (a)–(d) of the “Refundable Cancellation” Clause, no refund shall be provided under this policy. In such cases, the Organizer may, in good faith, at its discretion and subject to technical, administrative, scientific program, and operational feasibility, offer virtual participation as an alternative to in-person attendance. Alternatively, the Participant may request substitution in accordance with the "Participant Substitution" provisions of these Terms and Conditions. Any such alternative arrangement shall be considered on a case-by-case basis and shall not create any entitlement, precedent, or obligation for the Organizer to offer the same or similar arrangement in other cases.

10.2. Participant Substitution

Because unexpected circumstances may occur, the Organizer may allow Participant substitution where a registered Participant is unable to attend the Conference, provided that the request is submitted before the applicable deadline and approved by the Organizer.

Substitution requests must be submitted in writing through the user dashboard or to the email address designated by the Organizer no later than fourteen (14) days before the start of the Conference. Requests submitted after this deadline may be rejected automatically or refused without further review due to the limited time available for administrative processing, identity verification, program updates, badge preparation, certificate preparation, material preparation, access control, workshop arrangements, catering, venue coordination, or other Conference preparations.

If a registered Participant cannot attend, a substitute attendee, such as a co-author, colleague, institutional representative, or other eligible person, may take their place subject to approval by the Organizer. Substitutions are valid only within the same registration category and participation type, unless the Organizer approves otherwise and any applicable fee difference is paid. For example, a student registration cannot be transferred to a senior corporate professional without approval and payment of any applicable fee difference.

The proposed substitute attendee must satisfy all applicable registration requirements and other Conference participation requirements, and the substitute attendee shall be subject to the same Terms and Conditions, Conference rules, eligibility requirements, safety instructions, and participation obligations as the original Participant.

Once approved, substitution shall be final and no further modification shall be permitted. If the approved substitute attendee does not attend the Conference, the substitution shall be deemed exhausted, and the original registration shall be treated as a no-show participant.

The substitute attendee has no independent right to request a refund, further substitution, virtual participation, fee reduction, or any other alternative arrangement in relation to the substituted registration, as the substitute attendee is approved only as a replacement attendee for participation purposes and where applicable, the substitute attendee shall fulfill approved Conference activities on behalf of the original Participant. The original Participant remains responsible for ensuring that the substitution request is accurate, authorized, and submitted on time, and for any outstanding fees, category differences, administrative requirements, or consequences resulting from the substitution request.

Where a substitution is approved, the substitute attendee will replace the original registered Participant for the approved Conference activities and may, where applicable, fulfill the original Participant’s attendance responsibilities and/or role.

Approval of substitution does not automatically transfer authorship, speaker status, invited speaker status, keynote status, committee status, workshop trainer status, publication rights, travel support, accommodation support, reimbursement rights, fee waivers, special benefits, or other personal privileges unless expressly approved in writing by the Organizer.

No additional author confirmation is normally required when a substitute attendee is an existing co-author of an accepted contribution or an authorized representative of the relevant sponsoring organization or institution. For substitutes who are not connected to the accepted contribution or represented organization, the Organizer may require written confirmation from the relevant authors, sponsoring organization, institution, or other responsible authority before approving the substitution.

The original Participant shall not be entitled to an attendance certificate, presentation certificate, workshop certificate, Conference materials, access rights, or other attendance-based participation benefits after an approved substitution, unless expressly approved in writing by the Organizer.

Certificates shall generally be issued according to actual participation and verified fulfillment of the relevant role. A general attendance certificate may be issued to the substitute attendee if the substitute attendee attends and satisfies the applicable attendance requirements. A presentation, poster, speaker, workshop, or role-based certificate may be issued to the person who actually delivers or fulfills the approved role, subject to the Organizer’s certificate rules, scientific records, and verification requirements.

Where the original Participant is an author or co-author of an accepted manuscript, poster, presentation, or other submitted material, such material may remain included in the Conference abstract book, website, digital platform, or other publication channel, and may be eligible for Conference proceedings publication or submission to a contracted Conference journal, where applicable, subject to the relevant scientific, editorial, authorship, publication, ethical, copyright, payment, and submission requirements, and only if all other applicable requirements are met under these Terms and Conditions.

If the substitution affects badges, certificates, invoices, abstract records, program details, participant lists, dietary requirements, workshop access, social event access, visa letters, publication records, or other Conference materials, the Organizer may update such records where technically and administratively feasible. The Organizer is not required to make changes after published deadlines, printing, publication, file finalization, or record closure.

The Organizer reserves the right to reject a proposed substitute attendee if the substitution request is incomplete, late, inaccurate, unauthorized, inconsistent with the registration category, or if any Conference participation, eligibility, scientific, safety, security, legal, sanctions compliance, payment, or administrative requirement is not satisfied.

An approved substitution is final unless the Organizer expressly agrees otherwise in writing. A Participant whose registration has been substituted shall not also be entitled to a refund, virtual participation, certificate, Conference materials, or other benefits connected to the original registration.

10.3. Virtual Participation

The Conference is organized primarily as an in-person event. Virtual participation is not a general registration option and may be offered only on a case-by-case basis, subject to the Organizer’s prior approval and the conditions set out in these Terms and Conditions.

Only Participants who are unable to attend the Conference in person due to substantiated legal obligations, force majeure events, or other serious circumstances beyond their reasonable control that are supported by appropriate documentation may request virtual participation. Requests based on personal preference, change of mind, convenience, ordinary scheduling conflict, or other unsupported personal reason shall not constitute valid grounds for requesting virtual participation.

All requests for virtual participation must be submitted in writing, together with all required supporting documentation, no later than fourteen (14) calendar days before the official starting date of the Conference. Requests submitted after this deadline may be rejected automatically or refused without further review due to the limited time available for technical preparation, administrative processing, scientific-program coordination, access arrangements, participant verification, and other operational requirements. Submission of a request before the deadline does not guarantee approval, and all requests remain subject to the eligibility, documentation, feasibility, and approval requirements set out in this Clause.

All requests for virtual participation must be submitted in writing together with supporting documentation. The Organizer may review and verify the stated reason and supporting documents before making a decision. Except where otherwise required by applicable mandatory law, the Organizer reserves the right to approve or deny such a request at its sole discretion (on a case-by-case basis and based on the documents provided and validity of the reason for absence) and only where virtual access is technically, administratively, scientifically, and operationally feasible and that the virtual participation will not compromise the in-person experience or the overall integrity of the Conference.

Approval of virtual participation does not entitle the Participant to any refund, partial refund, fee reduction, or compensation unless expressly stated otherwise by the Organizer or required by mandatory applicable law.

Where virtual participation is approved, the Organizer will make reasonable efforts to provide access to the scientific sessions of the Conference that are made available in virtual or hybrid format. However, the Organizer does not guarantee uninterrupted access, recording availability, full interactivity, or access to every session, presentation, poster session, networking event, social event, exhibition, practical activity, or other Conference component.

Virtual Participants are responsible for ensuring that they have suitable internet access, devices, software, audio-visual equipment, and any other technical requirements necessary to access virtual Conference content. The Organizer is not responsible for technical problems, connection failures, device limitations, software issues, institutional firewall restrictions, or other access problems on the Participant’s side.

Virtual participation in workshops may be limited. Where a workshop includes theoretical lectures and practical, laboratory, safety-sensitive, security-sensitive, or hands-on components, the Organizer may provide access only to the theoretical part where feasible. Laboratory practice, practical demonstrations, hands-on training, site visits, controlled-access areas, and similar activities may be excluded from virtual participation due to safety, security, technical, legal, institutional, or operational limitations.

Unless otherwise stated by the Organizer, no distinction will be made between approved Virtual Participants and in-person Participants for the purpose of general Conference attendance certificates. However, workshop certificates, training certificates, practical completion certificates, laboratory certificates, or similar documents may be withheld or issued with limitations where the Participant has not completed the required in-person, practical, safety-related, or hands-on components.

Complying with the Conference's terms and conditions is mandatory for all participants, regardless of physical or virtual attendance. Participants remain responsible for fulfilling their assigned roles at the date, time, and format specified in the official Conference program (in accordance with these terms and conditions), unless otherwise approved in writing by the Organizer.

Virtual Participants must comply with all applicable Conference rules, including rules on recording, photography, confidentiality, intellectual property, respectful conduct, data protection, and access credentials. Virtual access links, login details, recordings, and digital materials are personal to the registered Participant and may not be shared, transferred, published, recorded, copied, distributed, or used by any unauthorized person.

The Organizer may suspend or terminate virtual access if the Participant breaches these Terms and Conditions, shares access credentials, records or distributes restricted content without permission, disrupts the Conference, or otherwise misuses the virtual participation option.

The Organizer may modify, limit, suspend, or cancel virtual access where necessary due to technical failure, speaker restrictions, copyright or licensing limitations, data protection requirements, institutional rules, safety or security concerns, or other circumstances which are outside the Organizer’s reasonable control.

Approval of virtual participation in one case does not create any entitlement, precedent, or obligation for the Organizer to approve virtual participation for any other Participant or in any other circumstance.

10.4. Selection of Remedy and Effect of Refund

A Participant who is unable to attend the Conference may submit only one type of request in relation to the same registration: cancellation/refund, substitution, or virtual participation. Cancellation and refund requests shall be handled in accordance with the Clause titled “Cancellation and Refund Policy”; substitution requests shall be handled in accordance with the Clause titled “Participant Substitution”; and virtual participation requests shall be handled in accordance with the Clause titled “Virtual Participation”.

Submission of a request does not guarantee approval. All requests are subject to review, verification of eligibility, supporting documentation where applicable, technical and administrative feasibility, and approval by the Organizer in accordance with these Terms and Conditions.

Unless otherwise approved in writing by the Organizer, a Participant may not pursue or benefit from more than one remedy for the same registration. For example, a Participant who requests and receives a refund shall not also be entitled to substitution, virtual participation, Conference access, certificates, Conference materials, workshop access, social event access, or any other Conference-related service or benefit connected to the refunded registration.

Once a refund is approved and processed, the Participant’s registration and participation rights shall be canceled. The Participant shall no longer be entitled to attend the Conference in person or virtually, receive Conference materials, access Conference services, receive certificates, participate in workshops or sessions, or benefit from any registration-related services, unless expressly agreed otherwise in writing by the Organizer.

Where a refunded Participant has submitted an abstract, poster, presentation, manuscript, biography, profile information, or other Conference-related material, the Organizer may withdraw, remove, exclude, or mark such material as withdrawn from the Conference program, abstract book, proceedings, website, digital platform, or other Conference materials, to the extent technically, administratively, and legally possible. The Organizer may retain copies where necessary for legal, accounting, administrative, archival, compliance, audit, or record-keeping purposes.

If a request for refund, substitution, or virtual participation has been approved, any later change to another remedy shall require the Organizer’s prior written approval and may be refused where processing has already started, arrangements have already been made, materials have already been prepared, or the change would create technical, administrative, financial, scientific program, or operational difficulty.

The Organizer may require the Participant to confirm in writing which remedy they are requesting. If multiple or inconsistent requests are submitted, the Organizer may ask the Participant to select one request for review or may process the most recent written request received, at the Organizer’s reasonable discretion.

10.5. Publication and Editorial Fees

Where publication-related or editorial services are provided directly by the Conference or the Organizer, the applicable fees become non-refundable once the manuscript, abstract, paper, poster, proceedings contribution, or other publication material has been submitted and assigned to the editorial workflow, administrative, technical, formatting, plagiarism-checking, review, or peer-review process.

Payment of any publication-related or editorial fee does not guarantee acceptance, publication, indexing, inclusion in proceedings, journal publication, citation database listing, peer-review outcome, editorial approval, DOI assignment, or any other particular publication result. All publication materials remain subject to the applicable scientific, editorial, ethical, legal, technical, formatting, and publisher requirements.

Where publication-related or editorial services are provided by a third-party journal, publisher, proceedings provider, repository, indexing service, editorial service provider, or other external provider, the applicable publication or editorial fees, payment conditions, refund rules, and related financial obligations shall be governed by that third party’s applicable terms and conditions, subject to mandatory applicable law.

If a manuscript, abstract, paper, poster, proceedings contribution, or other publication material is withdrawn by the Participant or author, rejected, suspended, removed, or otherwise not processed or published for scientific, ethical, legal, technical, formatting, plagiarism, authorship, copyright, licensing, conflict-of-interest, compliance, or similar reasons, publication-related or editorial fees paid to the Organizer shall not be refundable unless expressly stated otherwise by the Organizer or required by mandatory applicable law.

The Organizer may withhold, suspend, discontinue, or cancel publication or editorial processing where required information, author approvals, copyright permissions, ethical approvals, conflict-of-interest disclosures, publication forms, revised files, supporting documents, or applicable fees are not provided by the required deadline.

11. Submissions and Author Responsibilities

11.1. Submission

Authors may submit abstracts/manuscripts or other academic materials through the conference platform according to the instructions and deadlines published by the Organizer.

By submitting an abstract/manuscript, the submitting author confirms that:

• the submission is original or properly authorized;
• all co-authors have reviewed the submitted material, approved its content, agreed to the author list and author order, and authorized the submission to the Conference;
• the submitting author has the right and authority to submit the work on behalf of all authors;
• the submission does not violate copyright, confidentiality obligations, institutional rules, ethical standards, data protection obligations, publication rules, contractual obligations, or third-party rights;
• the submission does not contain unlawful, defamatory, discriminatory, offensive, fraudulent, plagiarized, fabricated, falsified, or misleading content;
• all required ethical approvals, permits, licenses, consents, data-use permissions, copyright permissions, funding acknowledgments, conflict of interest disclosures, or institutional permissions have been obtained or provided where applicable; and
• the submission complies with all applicable Conference instructions, formatting rules, scientific requirements, publication requirements, and these Terms and Conditions.

The submitting author is responsible for the accuracy and completeness of author names, affiliations, author order, titles, abstracts, keywords, funding information, acknowledgments, correspondence details, uploaded files, and all other submitted information and materials.

The Organizer is not responsible for disputes between authors or co-authors, incorrect author order, missing authors, unauthorized submissions, institutional conflicts, ownership claims, copyright disputes, confidentiality breaches, plagiarism allegations, authorship disputes, funding acknowledgment errors, or inaccurate submission details provided by the submitting author.

The Organizer may request confirmation, correction, supporting documentation, author approvals, institutional permissions, ethics approvals, copyright permissions, conflict of interest disclosures, or other information where reasonably necessary to verify the submission or resolve concerns. The Organizer may reject, withdraw, remove, suspend, or decline to publish any submission where the required information or confirmation is not provided or where the submission appears to breach these Terms and Conditions, Conference rules, ethical standards, publication requirements, or applicable law.

11.2. Submission Content

Authors are responsible for the accuracy, originality, authorship, permissions, citations, ethical compliance, and integrity of all submitted materials, including abstracts, titles, keywords, author information, affiliations, posters, presentations, manuscripts, figures, tables, data, images, videos, biographies, and any supporting documents.

Authors are also responsible for any content prepared, edited, translated, summarized, or otherwise assisted by artificial intelligence tools, language models, automated writing tools, translation software, image-generation tools, data-analysis tools, or similar technologies.

Submission content is also subject to the research ethics, permissions, funding disclosure, and conflict of interest requirements set out in Clause 11.3, “Research Ethics, Permissions, and Conflict of Interest”

Use of artificial intelligence tools or automated systems must comply with applicable institutional rules, publication requirements, research ethics standards, academic integrity rules, copyright laws, confidentiality obligations, data protection requirements, and any specific instructions issued by the Organizer.

Participants must not use automated transcription, recording, AI meeting assistants, or similar tools in closed sessions, workshops, unpublished research presentations, or private discussions without prior permission.

The Organizer may use plagiarism detection, AI content detection, similarity checking, editorial screening, metadata review, or other academic integrity tools to evaluate submissions.

The submitting author is responsible for ensuring that all eligible authors are properly listed and that no individual is included or omitted without appropriate authorization.

Any authorship, ownership, permission, or content-related dispute remains the responsibility of the authors.

The Organizer may exercise the rights set out in Clause 11.1 to request clarification, documentation, confirmations, permissions, or other information reasonably necessary to verify compliance with these Terms.

If submitted scientific material is rejected, withdrawn, or if the publication process is unsuccessful due to editorial, ethical, legal, technical, formatting, authorship, conflict of interest, plagiarism, capacity, eligibility, deadline, or compliance reasons, this shall not by itself entitle the Participant to a refund of the registration fee or revoke the Participant’s right to attend the Conference, provided that the Participant has a valid and confirmed registration and complies with these Terms and Conditions.

The Organizer may take any action permitted under Clause 11.1 where concerns arise regarding compliance with these Terms, Conference requirements, ethical standards, publication requirements, or applicable law.

11.3. Research Ethics, Permissions, and Conflict of Interest

Authors, speakers, presenters, trainers, and participants are responsible for ensuring that all research, data, images, samples, case studies, technical information, and presentation materials submitted or presented at the Conference comply with applicable ethical, legal, institutional, professional, and regulatory requirements.

Where applicable, authors and presenters must obtain and maintain all necessary approvals, permits, licenses, consents, authorizations, and institutional permissions before submitting or presenting their work. This may include, without limitation, ethics committee approval, human-subject research approval, animal research approval, environmental sampling permits, radiation protection authorization, nuclear or radioactive-material permits, biosafety approval, export-control clearance, data-use permission, image-use permission, patient or participant consent, and institutional approval.

Authors and presenters must disclose any actual, potential, or perceived conflict of interest that may be relevant to their submission, presentation, review, funding, sponsorship, data interpretation, commercial relationship, institutional affiliation, or participation in the Conference.

Authors and presenters should acknowledge relevant funding sources, grants, institutional support, sponsorship, commercial support, technical assistance, or other material support connected with the submitted or presented work.

The Organizer may request evidence of ethics approval, permits, licenses, consent, funding disclosure, conflict of interest disclosure, institutional approval, or other documentation where reasonably necessary to verify compliance with these Terms or applicable conference, publication, legal, safety, or academic integrity requirements.

Failure to provide satisfactory clarification or documentation may result in rejection of a submission, withdrawal from the program, refusal of publication, refusal or revocation of certificates, removal from the Conference, or other action considered appropriate by the Organizer.

The Organizer is not responsible for verifying every ethical approval, permit, license, consent, funding disclosure, or conflict of interest statement submitted by authors or presenters. Responsibility for compliance remains with the authors, presenters, institutions, supervisors, funders, and other relevant parties.

11.4. Abstract and Publication Withdrawal Rules

Authors may request withdrawal of an abstract, submission, poster, presentation, paper, or other conference contribution by submitting a written request to the Organizer through the official communication channel specified by the Conference.

Abstracts or other submissions may be withdrawn up to thirty (30) calendar days before the official starting date of the Conference.

Withdrawal after acceptance is allowed, provided that the withdrawal request is submitted within the permitted withdrawal period and approved or acknowledged by the Organizer.

Withdrawal of an accepted abstract, presentation, poster, paper, or other submission does not automatically entitle the author, presenter, participant, institution, or payer to any refund, credit, discount, compensation, or reimbursement of registration fees, workshop fees, publication fees, social event fees, or any other conference-related charges. Cancellation and refund matters are governed exclusively by Clause 10 of these Terms.

If an accepted presenter does not attend the Conference, does not deliver the assigned presentation, or fails to participate in the assigned session without prior approval from the Organizer, the presenter may be marked as withdrawn, no-show, or non-presenting. In such cases, the abstract, presentation, poster, certificate, or related conference record may be removed from the final program, abstract book, proceedings, website, certificate system, or other conference materials at the discretion of the Organizer.

A no-show presenter or non-presenting author shall not be considered to have participated in or presented at the Conference and shall not be entitled to any certificate, award, publication benefit, attendance recognition, or official record of participation or presentation. Any refund remains subject to the applicable Cancellation and Refund Policy.

After acceptance, authors are not permitted to change the title, author list, co-author names, author order, presenting author, affiliations, or substantive content of the accepted submission, except where the Organizer expressly allows a correction for administrative, technical, ethical, or legal reasons.

Minor typographical, formatting, spelling, affiliation, or metadata corrections may be considered at the sole discretion of the Organizer, provided that the request is submitted before the applicable deadline and does not materially alter the accepted submission.

The Organizer may refuse late withdrawal requests, late correction requests, author changes, title changes, or content changes where conference materials have already been prepared, reviewed, published, printed, indexed, scheduled, archived, or distributed.

12. Scientific Review and Acceptance

Submissions may be reviewed by the Scientific Committee, reviewers, session chairs, editors, or other authorized experts appointed or approved by the Organizer.

The review process may be single-stage or multi-stage and may consider, including but not limited to, scientific relevance, originality, clarity, methodology, ethical compliance, technical quality, suitability for the Conference theme, available program space, presentation balance, topic coverage, formatting compliance, and overall academic quality.

The review outcome may be based on the opinions, assessments, and recommendations of reviewers, editors, session chairs, Scientific Committee members, or other authorized experts. However, the Organizer and/or Scientific Committee reserves the right to make the final decision on acceptance, rejection, revision, presentation format, session allocation, publication eligibility, or withdrawal of acceptance. Such decisions are final and are not subject to appeal or objection, unless expressly stated otherwise by the Organizer.

The Organizer, Scientific Committee, reviewers, editors, session chairs, or other authorized experts may:

• (a) accept or reject submissions;
• (b) request revisions, corrections, additional information, or clarification;
• (c) accept submissions conditionally, subject to revision, payment, eligibility verification, formatting correction, ethical approval, copyright permission, or other requirements;
• (d) assign submissions to oral, poster, workshop, demonstration, online, hybrid, or alternative presentation formats;
• (e) change session allocation, presentation time, presentation format, or program placement;
• (f) withdraw acceptance where scientific, ethical, legal, technical, authorship, plagiarism, formatting, eligibility, capacity, deadline, or compliance concerns arise; and
• (g) remove submissions that violate these Terms and Conditions, Conference rules, academic standards, ethical standards, publication requirements, or applicable law.

Submissions and related information (such as names, email addresses, affiliations, etc.) may be shared with the Scientific Committee, reviewers, editors, session chairs, technical staff, administrative staff, external experts, publishers, proceedings providers, journal partners, plagiarism-checking services, abstract management systems, conference management platforms, or other authorized persons or service providers where reasonably necessary for submission handling, scientific review, peer review, editorial review, plagiarism screening, formatting checks, program planning, publication processing, technical administration, or Conference organization.

Such persons or service providers may be located inside or outside the Organizer, the Host Institution, or the country where the Conference is held. By submitting an abstract, manuscript, poster, presentation, or other material, the submitting author confirms that they are authorized to submit the material and agrees that the submission and related information may be processed and shared for these purposes, subject to applicable data protection rules and the Conference privacy notice.

Where submission handling, review, publication processing, plagiarism checking, indexing, proceedings publication, journal submission, payment processing, virtual platform access, or other Conference-related services are provided by third-party service providers, such services may be subject to the privacy policies, terms of service, technical rules, editorial policies, publication rules, and processing conditions of those third parties. The Organizer is not responsible for third-party policies, systems, decisions, delays, technical failures, editorial outcomes, publication outcomes, indexing results, data-processing practices, or service limitations that are outside the Organizer’s reasonable control.

Acceptance of an abstract, manuscript, poster, presentation, or other submitted material does not guarantee publication in proceedings, journal publication, indexing, financial support, visa approval, acceptance of an invitation letter by authorities, inclusion in a specific session, or any particular presentation format, time, date, or program placement.

Rejection, withdrawal, non-acceptance, or unsuccessful publication of submitted scientific material does not by itself affect the Participant’s general right to attend the Conference under a valid and confirmed registration, but it may affect presentation rights, publication rights, role-based certificates, program inclusion, or other submission-related benefits.

13. Presentation and Attendance Requirements

Accepted authors, presenters, speakers, poster presenters, workshop contributors, trainers, session chairs, and other Participants assigned a role in the Conference program may be required to register for the Conference, pay all applicable fees, satisfy eligibility and verification requirements, and present or fulfill their assigned role in the format, date, time, location, and manner specified by the Organizer.

The Organizer may remove an abstract, manuscript, poster, presentation, workshop contribution, biography, profile, or other Conference-related material from the final program, abstract book, proceedings, website, digital platform, certificate system, publication materials, or other Conference records if:

• (a) the presenting author or responsible Participant does not register;
• (b) payment is not completed in full;
• (c) the author, presenter, speaker, trainer, chair, or responsible Participant fails to attend, present, deliver, or fulfill the assigned role;
• (d) the submission violates scientific, ethical, legal, institutional, confidentiality, copyright, authorship, or publication requirements;
• (e) the work is found or reasonably suspected to contain plagiarism, falsified data, fabricated data, unauthorized content, confidential information, misleading information, unlawful material, or third-party rights violations;

(f) required author confirmations, permissions, ethical approvals, copyright permissions, conflict-of-interest disclosures, or supporting documents are not provided by the applicable deadline; or

(g) the Participant or submitted material otherwise fails to comply with these Terms and Conditions, Conference instructions, academic standards, publication requirements, or applicable law.

Presenters are responsible for preparing, uploading, testing, and delivering their presentations in accordance with Conference instructions, including, but not limited to, time limits, file formats, language requirements, slide templates, technical requirements, upload procedures, speaker instructions, copyright rules, confidentiality rules, and deadlines.

The Organizer is not responsible for technical problems, delay, presentation failure, loss of presentation time, reduced presentation quality, or inability to present caused by incompatible files, corrupted documents, late uploads, missing fonts, unsupported media, embedded media failure, internet problems, device problems, adapter issues, software incompatibility, presenter equipment failure, or failure to follow technical instructions.

Participants who are accepted or scheduled as speakers, invited speakers, keynote speakers, trainers, session chairs, poster presenters, authors, co-authors, workshop contributors, demonstrators, moderators, panelists, or in any other Conference program role remain responsible for fulfilling their assigned role at the date, time, format, and location specified in the official Conference program, unless otherwise approved in writing by the Organizer.

Approval of virtual participation, active registration, payment of fees, inclusion in the Conference program, or acceptance of a submitted material does not automatically excuse a Participant from delivering their assigned presentation, poster, speech, workshop contribution, chairing duty, moderation duty, training activity, or other scientific or program responsibility.

If a Participant does not deliver their assigned presentation, poster, speech, workshop contribution, session chairing duty, training activity, or other scientific or program role, the Organizer may decide not to issue a certificate of scientific presentation, speaker certificate, poster presentation certificate, workshop delivery certificate, trainer certificate, chair certificate, or similar role-based certificate. In such cases, the Participant may receive only a general participation certificate, provided that the applicable attendance, registration, payment, and conduct requirements have been met.

Failure to attend, present, upload materials, appear at the scheduled session, or fulfill an assigned role without prior written approval from the Organizer may result in the Participant being recorded as withdrawn, non-presenting, or no-show for the relevant role. The Organizer may remove or mark the relevant submission, presentation, certificate record, program entry, abstract, poster, proceedings contribution, or other Conference record accordingly.

Any benefits, privileges, reimbursements, accommodation, travel support, honorarium, fee waiver, special access, social event access, speaker package, workshop access, invitation status, or other arrangements offered to invited speakers, keynote speakers, trainers, committee members, session chairs, or other special-role Participants are conditional upon the Participant’s actual fulfillment of the relevant role and, where required by the Organizer, physical attendance at the Conference.

The Organizer may withdraw, reduce, refuse, cancel, or recover such benefits where the Participant does not attend in person, does not deliver the assigned role, changes participation format without approval, cancels participation, fails to comply with Conference program requirements, or otherwise breaches these Terms and Conditions, unless otherwise agreed in writing by the Organizer.

Nothing in this Clause prevents a Participant whose submitted material is rejected, withdrawn, removed, or not presented from attending the Conference as a general Participant, provided that the Participant has a valid and confirmed registration, satisfies all applicable requirements, and complies with these Terms and Conditions.

14. Workshop Participation

Workshops may include practical, technical, laboratory-based, instrument-related, analytical, educational, demonstration-based, or training activities, including, but not limited to, activities related to alpha spectrometry, sample preparation, measurement techniques, analytical methods, laboratory procedures, chemicals, radioactive or hazardous materials, toxic substances, controlled instruments, and safety-sensitive equipment.

Due to the nature of certain workshops, including laboratory work, chemical handling, instrument operation, toxic or hazardous material handling, radiation-related safety considerations, and controlled-access laboratory environments, participation may be subject to additional workshop-specific terms and conditions, safety rules, laboratory access rules, risk acknowledgments, consent forms, institutional requirements, protective equipment requirements, and safety agreements. Participants may be required to read, accept, sign, or comply with such additional documents before being admitted to a workshop or laboratory activity.

Workshop participation may be subject to:

• (a) limited capacity;
• (b) separate registration;
• (c) additional fees;
• (d) specific eligibility requirements;
• (e) safety instructions;
• (f) protective equipment requirements;
• (g) laboratory rules;
• (h) trainer approval;
• (i) institutional rules;
• (j) age, health, safety, or qualification restrictions;
• (k) prior technical knowledge;
• (l) identity verification, access control, or security clearance;
• (m) physical ability to safely access and evacuate the workshop or laboratory area; and
• (n) any other requirement reasonably necessary for safety, security, technical, institutional, or operational reasons.

Certain workshop activities, laboratories, instruments, facilities, or controlled-access areas may not be fully accessible or suitable for all Participants due to the physical layout of the laboratory, safety infrastructure, emergency evacuation requirements, chemical or hazardous-material controls, radiation-safety controls, security restrictions, narrow spaces, stairs, protective-equipment requirements, instrument configuration, or other technical, institutional, or safety limitations.

In addition to the conditions set by Clause 22, “Accessibility, Disability Needs, and Reasonable Adjustments”, Participants with any disabilities, reduced mobility, or health conditions (including those requiring wheelchairs, vision guidance, sensory support, pregnancy, or medical restrictions) that may affect safety, accessibility, or laboratory activities must inform the Organizer and obtain written confirmation prior to registration for a workshop. Failure to do so will result in the participant bearing full responsibility, and their participation may be restricted or disrupted. Additionally, such participants will not be eligible for any refunds, discounts, or reductions.

Participants must comply with all workshop instructions provided by trainers, organizers, laboratory staff, safety officers, venue staff, Host Institution representatives, or other authorized persons. The Organizer, Host Institution, laboratory staff, trainers, safety officers, or other authorized personnel reserve the right to refuse entry to, restrict or modify the participation of, or remove a participant from the workshop if the participant:

• (a) fails to follow safety instructions;
• (b) misuses instruments, chemicals, samples, radioactive materials, hazardous materials, toxic substances, protective equipment, or other equipment;
• (c) disrupts the training environment;
• (d) fails or refuses to wear required protective equipment;
• (e) creates a risk to themselves, other Participants, staff, facilities, equipment, samples, research materials, or the environment;
• (f) lacks the required preparation, eligibility, authorization, documentation, or safety clearance;
• (g) appears unfit to participate safely due to health, conduct, impairment, fatigue, intoxication, medication effects, or other safety-related reasons;
• (h) violates laboratory, safety, security, institutional, or Conference rules; or
• (i) fails to sign or comply with any required workshop-specific terms, safety agreement, risk acknowledgment, consent form, or institutional document.

The Organizer, Host Institution, trainers, laboratory staff, safety officers, or other authorized persons may modify, limit, suspend, or cancel workshop activities where necessary for safety, security, legal, technical, operational, institutional, equipment, staffing, environmental, or force majeure reasons.

Workshop content is provided for educational and training purposes only. Participation in a workshop does not certify independent professional competence, authorization to operate instruments, laboratory licensing, radiation-safety qualification, chemical-handling qualification, occupational qualification, regulatory approval, or any other professional or legal qualification unless expressly stated in an official certificate issued by the Organizer or competent authority.

15. Certificates and Awards

The Organizer may issue certificates of participation, presentation, poster presentation, workshop attendance, workshop completion, training attendance, speaker contribution, keynote speaker contribution, invited speaker contribution, trainer contribution, session chair contribution, reviewer contribution, committee contribution, or other forms of recognition according to the Participant’s verified role and actual participation in the Conference.

The type, wording, format, eligibility criteria, issue date, and delivery method of any certificate or recognition shall be determined by the Organizer. Certificates may be issued electronically, physically, or in both formats at the discretion of the Organizer and in accordance with these Terms and Conditions.

Certificate issuance is subject to verification of all applicable requirements, including, but not limited to:

• (a) completed and confirmed registration;
• (b) full payment of applicable fees;
• (c) verified attendance;
• (d) successful participation in the relevant activity;
• (e) delivery of the assigned presentation, poster, speech, workshop contribution, training activity, chairing duty, or other program role;
• (f) workshop attendance or completion, where applicable;
• (g) verification of identity;
• (h) compliance with Conference rules, workshop rules, safety rules, and these Terms and Conditions; and
• (i) provision of any required information, documentation, corrections, or confirmations by the applicable deadline.

Certificates are printed as hard copies and awarded to participants in person at the Conference venue. Certificates and physical Conference materials are intended to be collected personally by the Participant during the Conference.

All issued certificates and documents are verifiable online through the dedicated verification Section of the official Conference website at https://erans.org/validity.html, by document type, purpose of issuance, name, and surname. These data may be publicly accessible to anyone who has the relevant document ID number for an indefinite period, unless otherwise required by applicable law. The Participant acknowledges and agrees to this. After issuance, requests for removal of the document from the verification system or objections to online verification may be denied, unless otherwise required by law.

Requests for additional hard-copy certificates, replacement certificates, corrected certificates, reissued certificates, or postal delivery must be submitted no later than thirty (30) calendar days after the last day of the Conference. Late requests may be refused without examination.

All requests shall be reviewed and examined from the first working day after the last day of the Conference. Requests will normally be processed within seven (7) to fourteen (14) working days. Final preparation, packing and shipping times may vary depending on verification, workload, institutional procedures, technical issues, receipt of any applicable fees, receipt of required information, or other circumstances outside the Organizer’s reasonable control.

Where an additional hard-copy certificate, replacement certificate, corrected certificate, or reissued certificate is requested and approved, an administrative issuing fee of EUR 15, or HUF 5,000 where applicable, may be charged in addition to postage, courier, packaging, or other applicable costs.

Where only an additional digital certificate, corrected digital certificate, or reissued digital certificate is requested and approved, an administrative issuing fee of EUR 10, or HUF 3,500 where applicable, may be charged.

Approved virtual Participants may receive their certificates digitally via their registered email address, subject to verification of eligibility and completion of all applicable requirements. A hard-copy certificate may also be issued free of charge to such Participants upon request; however, postage, courier, packaging, and any other applicable delivery costs may apply.

The Participant shall be responsible for all postage and courier fees, import taxes, local charges, and any other costs, documents, procedures, or requirements applicable in the destination country.

The Organizer shall notify the Participant of the total payable fee before initiating the issuance procedure. Certificate issuance and delivery are subject to receipt of all applicable processing, issuance, and delivery costs as cleared funds. Shipment shall be made only after the Organizer has received the full applicable delivery fee as cleared funds.

The Organizer is not responsible for loss, delay, damage, customs clearance issues, returned shipments, failed delivery, incorrect addresses, additional charges, or delivery restrictions imposed by postal services, courier companies, customs authorities, local authorities, or other third parties.

The Organizer is not responsible for delays, non-delivery, incorrect certificate details, failed delivery, or inability to issue a certificate resulting from inaccurate registration information, incorrect names, incorrect affiliations, incorrect email addresses, spam filters, institutional email restrictions, technical issues, incorrect postal addresses, postal restrictions, missing information, missing documentation, unpaid fees, or the Participant’s failure to submit corrections or requests by the applicable deadline.

Any correction or reissuance is subject to the administrative issuing fee and other related fees, unless the correction is required due to an error caused by the Organizer. If the correction is requested before printing, or at least ninety (90) days before the Conference start date, the correction may be made free of charge.

The Organizer may withhold, correct, amend, refuse to issue, reissue, or revoke a certificate where the Participant has not paid the required fees, has not attended or completed the relevant activity, has not fulfilled an assigned presentation or program role, has provided inaccurate or misleading information, has breached these Terms and Conditions or Conference rules, has committed misconduct or an academic integrity violation, or where the certificate was issued based on administrative error, incorrect information, or unverifiable participation.

A certificate does not constitute proof of professional licensing, legal qualification, regulatory authorization, independent laboratory competence, radiation-safety qualification, chemical-handling qualification, instrument-operation authorization, or any other professional competence unless expressly stated in the certificate and issued by a competent authority or authorized body.

Awards, including young scientist awards, poster awards, presentation awards, workshop awards, recognition certificates, or other distinctions, may be granted at the discretion of the Organizer, jury, Scientific Committee, award committee, or appointed evaluators. Award eligibility, evaluation criteria, categories, number of awards, award format, and award value may be determined or modified by the Organizer.

Award decisions are final and are not subject to appeal or objection, unless the Organizer expressly provides a written appeal or correction procedure. The Organizer may withhold, correct, revoke, or reassign an award where eligibility concerns, misconduct, academic integrity issues, administrative errors, conflict of interest, non-attendance, non-presentation, or breach of these Terms and Conditions arise.

The Organizer may refuse, correct, reissue, or revoke certificates if they were issued based on incorrect information, non-attendance, misconduct, academic integrity violations, or administrative error.

16. Publication and Use of Conference Materials

By submitting any abstract, manuscript, poster, presentation, slide deck, biography, photograph, video, recording, reviewer report, supporting document, or other academic or Conference-related material, the submitting Participant grants the Organizer a non-exclusive, worldwide, royalty-free license to use, reproduce, format, edit for technical or layout purposes, publish, display, distribute, communicate, archive, store, and make available such materials for Conference-related, academic, educational, scientific, reporting, promotional, archival, indexing, and publication purposes.

This permission may include, where applicable, use or publication in Conference programs, abstract books, proceedings, booklets, flyers, schedules, certificates, Conference websites, digital platforms, digital repositories, recorded sessions, photographs, videos, academic reports, sponsor or funder reports, reviewer materials, archival records, and materials promoting the current or future editions of the Conference.

Authors retain ownership of their original academic work unless a separate publication agreement, copyright transfer agreement, license agreement, publisher agreement, institutional rule, or applicable law provides otherwise. Nothing in these Terms transfers ownership of the author’s original copyright to the Organizer unless expressly agreed in writing.

The Organizer may make reasonable technical, formatting, editorial, language, layout, metadata, file-conversion, or platform-related adjustments to submitted materials where necessary for review, publication, indexing, archiving, accessibility, program preparation, website publication, printing, or Conference administration, provided that such adjustments do not intentionally alter the scientific meaning of the submitted work.

Participants acknowledge that once materials are published, distributed, printed, indexed, archived, downloaded, cited, recorded, shared, or stored by third parties, complete removal, withdrawal, deletion, correction, or restriction of access may not be possible. Requests to remove, withdraw, delete, correct, or restrict access to published Conference materials may be considered at the Organizer’s discretion and subject to technical, legal, administrative, publication, indexing, archival, and third-party limitations, unless removal or correction is required by applicable law.

Participants must not submit or disclose confidential, classified, commercially sensitive, export-controlled, patent-sensitive, unpublished proprietary, restricted, third-party-owned, or otherwise protected information unless they have full legal authority and all required permissions to do so. The Conference, Organizer, Host Institution, Scientific Committee, reviewers, editors, publishers, service providers, and other Conference-related persons shall not be responsible for any claim, dispute, loss, damage, legal issue, confidentiality breach, intellectual property issue, export-control issue, data-protection issue, publication dispute, or other matter arising from the unauthorized submission, disclosure, publication, or use of such information.

The submitting author and/or corresponding author remain responsible for ensuring that all submitted and published materials comply with all applicable authorship rules, copyright requirements, ethical standards, permissions, confidentiality obligations, institutional policies, funder requirements, publication rules, data-protection requirements, export-control rules, and applicable law. The submitting author and/or corresponding author shall be solely responsible for addressing and resolving any claim, complaint, dispute, correction request, withdrawal request, or legal issue relating to the submitted or published material, at their own costs.

Publication eligibility may depend on acceptance, completed registration, payment status, compliance with submission requirements, scientific review, editorial review, publication rules, and actual delivery of the accepted contribution in the assigned Conference format. Unless otherwise stated by the Organizer, only accepted contributions that have been successfully delivered in the assigned Conference format, including oral presentation, poster presentation, workshop contribution, demonstration, invited lecture, keynote lecture, approved virtual presentation, or any other approved format, shall be eligible for inclusion in the Conference abstract book, proceedings, Conference website, digital repository, special issue, contracted journal opportunity, or other official Conference publication materials.

Publication, inclusion, archiving, indexing, or display of any Conference material remains subject to the Organizer’s final decision, technical feasibility, editorial requirements, publication requirements, third-party platform requirements, legal compliance, and these Terms and Conditions. The Organizer may refuse, suspend, remove, correct, or decline to publish materials that breach these Terms and Conditions, Conference rules, academic standards, ethical standards, publication requirements, third-party rights, or applicable law.

Following acceptance, publication, or display of a scholarly submission, presentation, poster, recording, photograph, biography, or other Conference contribution on the Conference website, in the abstract book, proceedings book, third-party repository, digital platform, printed material, online platform, or any other publication format, the content may remain accessible to the public for an indefinite period, unless otherwise determined by the Organizer or required by applicable law.

16.1. Third-Party Publication, Proceedings, Journals, and Indexing

Acceptance of an abstract, manuscript, poster, presentation, workshop contribution, or other scholarly material for presentation or participation in the Conference does not guarantee its acceptance, publication, indexing, inclusion, or continued availability in any journal, proceedings volume, book, repository, database, indexing service, citation database, digital platform, or other publication channel.

Where the Organizer offers, facilitates, recommends, links to, or provides access to publication opportunities through proceedings, journals, publishers, repositories, indexing services, editorial platforms, plagiarism-checking services, DOI providers, open-access platforms, or other third-party providers, such publication opportunities may be subject to separate submission requirements, editorial policies, peer-review procedures, ethical standards, formatting requirements, technical requirements, deadlines, copyright terms, licensing conditions, publication charges, privacy policies, platform terms, and independent acceptance or rejection decisions.

Authors may be required to enter into or comply with separate publication agreements, copyright transfer forms, license agreements, author declarations, conflict-of-interest statements, ethics declarations, open-access terms, repository conditions, publisher requirements, indexing rules, or other third-party documentation before publication, indexing, archiving, or related processing can proceed.

Third-party publishers, journals, repositories, indexing services, editorial platforms, DOI providers, plagiarism-checking services, and other publication providers are independent from the Organizer unless expressly stated otherwise in writing. The Organizer does not control and is not responsible for their editorial or peer-review decisions, rejection decisions, publication or indexing delays, publication dates, indexing status, citation status, DOI assignment, platform errors, technical failures, policy changes, correction or withdrawal procedures, access restrictions, continued availability, or other publication-related decisions or conditions.

Authors remain responsible for ensuring that all submitted, presented, and published materials comply with applicable publication ethics, authorship standards, copyright and intellectual-property requirements, permissions, licensing terms, institutional policies, funder requirements, confidentiality obligations, data-protection requirements, export-control rules, publisher instructions, and third-party platform requirements.

A decision by a third-party publisher, journal, repository, indexing service, or other publication platform to reject, delay, suspend, withdraw, remove, modify, decline to publish, or decline to index any material shall not, by itself, entitle the Participant, author, institution, or payer to a refund of registration fees, workshop fees, or other Conference-related charges. Publication-related and editorial fees remain subject to the relevant third party’s terms and conditions.

17. Intellectual Property, Ownership, Branding

ERaNS NextGen™ is the conference brand associated with the International Conference on Environmental Research and Nuclear Sciences. The Conference title, name, acronym, concept, mission, vision, scientific scope, program structure, academic framework, branding, slogans, logos, designs, website content, texts, materials, databases, templates, formats, selection structures, promotional materials, certificates, and other original elements connected with ERaNS NextGen™ are protected intellectual property to the extent permitted by applicable law.

The ERaNS NextGen™ concept, Conference title, scientific scope, academic framework, and future Conference series identity were initiated and developed by Dr. Király Amin, as the Conference Chair and Scientific Organizer. Rights in these original elements remain reserved by Dr. Király Amin and/or the relevant rights holder, subject to applicable law, funder requirements, third-party rights, and any separate written agreement.

All website content, Conference branding, logos, graphics, design elements, texts, templates, certificates, program structures, promotional materials, platform materials, databases, and other Conference materials are owned by, licensed to, or lawfully used by the Organizer, creator, Host Institution, or relevant rights holder, unless otherwise stated.

No Participant, author, speaker, sponsor, exhibitor, committee member, reviewer, service provider, visitor, or other person may copy, reproduce, imitate, adapt, translate, modify, publish, distribute, sell, commercially exploit, register, use, or create a confusingly similar event, name, brand, platform, scientific program structure, slogan, logo, design, website, database, template, format, promotional material, or related content based on ERaNS NextGen™ without prior written authorization from the relevant rights holder or the Organizer.

Participants may not use Conference materials, branding, logos, photographs, recordings, website content, templates, certificates, program structures, or other Conference-related materials for commercial, misleading, unauthorized, defamatory, unlawful, or non-Conference purposes without prior written permission.

Participants retain rights to their own submitted academic work, subject to the publication permissions, review permissions, archival permissions, and Conference-use permissions granted to the Organizer under these Terms and Conditions and any separate publication agreement, publisher agreement, copyright transfer, license, or third-party platform terms that may apply.

Where third-party content is used in a presentation, poster, manuscript, abstract, video, image, figure, table, slide deck, recording, or other submission, the Participant is responsible for obtaining all necessary permissions, licenses, consents, citations, acknowledgments, and approvals before submission, presentation, publication, or distribution.

The Participant is responsible for copyright infringement, plagiarism, unauthorized use of third-party material, confidentiality breach, trade secret disclosure, patent-sensitive disclosure, licensing violation, image-rights violation, data-protection violation, or other intellectual property or legal issue caused by Participants, authors, presenters, speakers, sponsors, exhibitors, or third parties.

After completion and closure of the funded project edition, future editions of the Conference may be organized, updated, expanded, modified, continued, suspended, or discontinued by the Conference Chair independently or in cooperation with the current Host Institution or another host institution, unless a separate written agreement provides otherwise. This does not affect the Host Institution’s rights and obligations concerning the funded project edition, including reporting, financial administration, grant visibility, website availability, audit, record keeping, and funded project outputs.

Nothing in these Terms and Conditions transfers any intellectual property rights in the Conference, its name, concept, branding, website, materials, program structure, academic framework, or related content to any Participant, author, speaker, sponsor, exhibitor, service provider, visitor, or third party.

Unauthorized use of Conference intellectual property, branding, materials, name, concept, website content, or related rights may result in refusal of participation, removal from the Conference, cancellation of registration, denial of access to Conference materials, withdrawal of permissions, refusal or revocation of certificates, and/or legal action where appropriate.

This Clause does not affect the intellectual property rights of authors, speakers, presenters, institutions, publishers, sponsors, service providers, photographers, designers, or third parties in their own submitted, licensed, commissioned, or pre-existing materials.

18. Photography, Recording, Media Use, and Restrictions

The Conference is a public or semi-public academic event. By attending, presenting, exhibiting, participating in, or otherwise engaging with the Conference, Participants acknowledge that photography, filming, audio and video recording, livestreaming, screenshots, transcription, and other forms of media capture and documentation may form an ordinary and expected part of the Conference experience. Such media capture and documentation may take place in connection with the Conference, including during public sessions, presentations, workshops, ceremonies, exhibitions, group activities, networking and social events, online or hybrid conference environments, and related Conference activities.

For the purposes of these Terms, “Conference Media” means photographs, video recordings, audio recordings, livestreams, screenshots, transcripts, quotations, excerpts, publications, promotional materials, and any other media, content, or documentation captured, created, produced, or processed in connection with the Conference and its events.

The Organizer, its staff, contractors, photographers, videographers, media providers, communication teams, press representatives, sponsors, partners, venues, institutions, service providers, and other persons authorized by or acting on behalf of the Organizer may use, edit, reproduce, publish, display, distribute, archive, store, and make publicly available Conference Media, subject to these Terms, applicable law, and the Conference privacy notice.

Participants acknowledge that once Conference Media is made publicly available, it may be viewed, shared, indexed by search engines, archived, republished by independent media, or otherwise processed by third parties outside the Organizer’s control

Where the Organizer relies on a lawful basis other than consent, including legitimate interests, performance of a contract, legal obligation, public task, public interest where applicable, or where journalistic, academic, archival, freedom of expression, or similar legal protections or exemptions apply, no separate consent, approval, review, inspection, payment, royalty, financial compensation or any share of compensation, or other authorization shall be required, unless required by applicable law or expressly agreed in writing by the Organizer.

To the maximum extent permitted by applicable law, each Participant grants the Organizer a non-exclusive, worldwide, royalty-free right and license to capture, record, process, edit, reproduce, publish, display, distribute, archive, store, and make publicly available the Participant’s image, likeness, voice, presentation, performance, statements, participation, and other contributions appearing in Conference Media. The Organizer may use Conference Media on or through any platform, format, or medium for Conference documentation, academic reporting, institutional communication, website publication, social media communication, educational purposes, sponsor or funder reporting, archival purposes, and promotion of the current or future editions of the Conference.

Where consent is the legal basis for a specific photograph, recording, interview, testimonial, posed portrait, video statement, public communication, or other individually identifiable media activity, the Participant may withdraw such consent in accordance with the Conference privacy notice. Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.

Participants acknowledge that Conference Media may include crowd images, group photographs, background footage, livestreams, recordings of public sessions, online screenshots, and other media in which Participants may appear incidentally or as part of the Conference environment. Participants may not require the Organizer to prevent general photography or filming, direct how general event media is captured, guarantee exclusion from general Conference Media, or remove them from media already published, distributed, archived, downloaded, shared, indexed, printed, or otherwise made difficult or impracticable to withdraw, except where required by applicable law.

By knowingly engaging with, responding to, posing for, or otherwise taking part in interviews, face-to-face reporting, one-to-one public statements, media statements, journalist interactions, testimonials, speaker portraits, video statements, public communications, or similar recorded or photographed activities, the Participant acknowledges that the Organizer may use close-up photographs, video recordings, audio recordings, transcripts, quotations, excerpts, and other individually identifiable Conference Media for Conference-related documentation, academic, educational, institutional, promotional, marketing, archival, reporting, and communication purposes, including in relation to current and future editions of the Conference.

The Organizer cannot guarantee exclusion from general crowd images, group photographs, background footage, livestreams, recordings of public sessions, online screenshots, or media captured by third parties, press, sponsors, exhibitors, partners, venues, institutions, or other Participants.

Where a Participant is photographed, filmed, interviewed, or recorded individually in a clearly identifiable close-up and does not wish the material to be used, the Participant should inform the photographer, videographer, media team, or Organizer directly and as soon as reasonably possible, preferably at the time of capture. The Organizer may consider removal, correction, exclusion, or non-use requests where technically, legally, administratively, operationally, and practically feasible, particularly before the material has been edited, printed, published, archived, distributed, shared, downloaded, or otherwise used.

The Organizer cannot guarantee deletion, withdrawal, correction, exclusion, or non-use of Conference Media where the Participant did not object at the time of capture (including, but not limited to, crowd images, group photographs, and appearing in the background), where the material has already been processed or used, where the media was captured or published by third parties, or where deletion, withdrawal, correction, exclusion, or non-use is not technically, legally, administratively, operationally, or practically possible.

If a removal request is accepted, the Organizer shall be responsible only for removing the relevant Conference Media from websites, platforms, publications, or channels directly controlled by the Organizer. The Organizer cannot guarantee removal from third-party websites, platforms, social media accounts, archives, search engines, repositories, press materials, sponsor or partner channels, downloaded materials, printed materials, institutional publications, or any other location that is outside the Organizer’s direct control.

The Organizer shall not be responsible for photography, filming, recording, livestreaming, publication, sharing, reposting, indexing, archiving, republication, or continued availability of media captured or published by third parties, including press, sponsors, exhibitors, partners, venues, institutions, service providers, other Participants, or external media platforms, except where such third party acts under the direct control or instruction of the Organizer. Participants must address any removal, objection, deletion, correction, restriction, or complaint request relating to third-party media directly to the relevant third party or platform, at their own cost and subject to that third party’s policies, terms, procedures, and applicable law.

To the maximum extent permitted by applicable law, Participants waive and agree not to assert any image rights, rights of publicity, personality rights, approval rights, inspection rights, payment rights, royalty rights, financial compensation rights, shared compensation rights, or similar rights that would prevent or restrict the Organizer’s lawful use of Conference Media for the purposes described in these Terms and the Conference privacy notice. A Participant does not acquire any ownership right in Conference Media by appearing in, contributing to, presenting, performing, speaking, or participating in it. Nothing in these Terms limits any non-waivable rights of a Participant under applicable data protection, privacy, consumer protection, copyright, or other mandatory law.

Participants may not photograph, film, livestream, screenshot, audio-record, video-record, transcribe, copy, distribute, publish, or share presentations, workshops, closed sessions, laboratory demonstrations, unpublished research, posters, slides, private discussions, online sessions, chat messages, participant lists, or restricted Conference materials without prior permission from the Organizer and, where applicable, the relevant speaker, trainer, presenter, author, or Participant.

The Organizer may restrict or prohibit photography, filming, recording, livestreaming, screenshots, transcription tools, AI meeting assistants, or similar technologies in specific sessions, workshops, laboratories, private meetings, closed discussions, online rooms, or areas where confidentiality, safety, security, copyright, data protection, unpublished research, institutional rules, or speaker preferences require such restriction.

Any unauthorized recording, copying, publication, distribution, livestreaming, screenshot capture, transcription, or sharing of Conference content, Participants’ images, unpublished research, restricted materials, or private communications may result in removal from the Conference, suspension of access, cancellation of registration, refusal or revocation of certificates, deletion requests, reporting to the relevant institution or authority, and/or legal action where appropriate.

All copyright, database rights, neighbouring rights, and other intellectual property rights in Conference Media produced by or on behalf of the Organizer in connection with the Conference shall remain vested in the Organizer or its licensors, contractors, or other applicable rights holders.

19. Laboratory, Radiation, Chemical, and Technical Safety

Some Conference, workshop, demonstration, training, or technical activities may involve laboratory environments, controlled-access areas, measurement systems, scientific instruments, analytical equipment, environmental samples, sealed sources, radiation-related topics, radioactive or radiation-related materials, chemical materials, toxic substances, hazardous substances, biological or environmental samples, technical equipment, or safety-sensitive procedures.

All such activities are conducted subject to applicable laws, institutional safety rules, laboratory rules, radiation-safety rules, chemical-safety rules, environmental-safety rules, access-control procedures, and supervision by authorized personnel, including trainers, laboratory staff, safety officers, Host Institution representatives, venue staff, or other authorized persons.

Participation in laboratory, radiation-related, chemical, technical, or safety-sensitive activities may require prior registration, identity verification, eligibility verification, safety briefing, protective equipment, health or safety declaration, risk acknowledgment, written consent, trainer approval, institutional approval, or compliance with additional laboratory, safety, security, or access-control documents.

Participants must:

• (a) follow all safety briefings, verbal instructions, written instructions, warning signs, emergency procedures, and access-control rules;
• (b) use equipment, instruments, samples, chemicals, sources, materials, tools, software, or facilities only when expressly permitted and supervised;
• (c) wear all required protective equipment and use it correctly;
• (d) not touch, move, operate, adjust, open, modify, disable, or interfere with instruments, equipment, samples, sources, chemicals, materials, tools, controls, alarms, safety devices, ventilation systems, shielding, locks, labels, signs, or technical infrastructure without authorization;
• (e) not bring unauthorized materials, samples, chemicals, tools, devices, food, drinks, bags, personal protective equipment, recording devices, or other items into the workshop, laboratory, or controlled area;
• (f) not remove samples, materials, tools, documents, safety equipment, protective equipment, labels, data, laboratory records, or any other item from the workshop, laboratory, or controlled area without authorization;
• (g) not eat, drink, smoke, vape, apply cosmetics, or engage in unsafe conduct in laboratory, workshop, or controlled areas;
• (h) immediately report spills, contamination concerns, accidents, injuries, exposure concerns, equipment problems, unsafe conditions, damaged materials, missing items, or any suspected safety or security issue to authorized personnel; and
• (i) comply with any instruction to stop work, leave the area, evacuate, decontaminate, remove protective equipment, seek medical assistance, or follow emergency procedures.

Participants with medical conditions, pregnancy-related concerns, allergies, mobility limitations, sensory limitations, accessibility needs, medication effects, implanted medical devices, or other circumstances that may affect safe participation must inform the Organizer in advance and before entering any laboratory, workshop, controlled area, or safety-sensitive activity where possible. The Organizer may restrict, modify, or refuse participation where necessary for safety, legal, institutional, technical, or operational reasons.

The Organizer, Host Institution, laboratory staff, trainers, safety officers, venue staff, or other authorized persons may refuse entry, restrict access, remove a Participant, stop an activity, modify procedures, replace practical elements, or cancel any laboratory, radiation-related, chemical, technical, or safety-sensitive activity where necessary for safety, security, legal, institutional, technical, environmental, staffing, equipment, or operational reasons.

Participants acknowledge that laboratory, radiation-related, chemical, technical, and practical activities may involve inherent risks, including risks connected with instruments, chemicals, toxic or hazardous substances, samples, controlled areas, technical equipment, emergency procedures, and human error. By participating, Participants agree to act responsibly, follow all instructions, remain within authorized areas, use only permitted equipment or materials, and comply with all applicable safety, security, institutional, and legal requirements.

Participation in any laboratory, radiation-related, chemical, technical, or practical activity does not authorize the Participant to independently operate instruments, handle chemicals, handle radioactive or hazardous materials, access controlled areas, conduct laboratory work, or perform regulated activities outside the supervised Conference activity, unless expressly stated in writing by the Organizer or competent authority.

20. Venue Rules, Emergency Procedures, and Medical Assistance

Participants must comply with all rules, policies, access restrictions, safety instructions, emergency procedures, health requirements, public-order rules, and security requirements of the Conference venue, accommodation venues, transport providers, social event locations, and any other location used for Conference-related activities.

In the event of an emergency, including, but not limited to, fire, accident, injury, illness, evacuation, chemical incident, radiation-safety concern, contamination concern, technical failure, security threat, public health issue, extreme weather, natural disaster, transport incident, or any other urgent situation, participants must immediately follow the instructions of authorized personnel and must not obstruct emergency response procedures.

The Organizer, venue staff, or authorized personnel may contact emergency medical services, ambulance services, fire services, police, security staff, institutional safety personnel, public health authorities, or other competent authorities where they reasonably consider it necessary for the safety, health, security, or protection of any Participant, staff member, visitor, property, facility, or other person.

Participants are responsible for assessing whether they are medically, physically, psychologically, and technically fit to participate in Conference activities, including workshops, laboratory visits, technical demonstrations, training activities, field activities, social events, excursions, transport activities, and any activity involving equipment, chemicals, samples, radiation-related topics, controlled environments, physical movement, or safety-sensitive conditions. The conference may be difficult to access in some areas or may not be suitable for people with disabilities.

Participants must inform the Organizer in advance of any relevant medical condition, disability, allergy, pregnancy-related concern, mobility limitation, sensory need, safety restriction, health risk, medication effect, implanted medical device, dietary restriction, emergency need, or other circumstance that may affect their safe participation in workshops, laboratory activities, technical demonstrations, excursions, transport activities, social events, or other Conference activities, where such information is necessary to allow reasonable safety planning, accessibility consideration, or accommodation.

The Organizer will make reasonable efforts to consider disclosed medical, accessibility, or safety-related needs, subject to venue, institutional, legal, technical, operational, and safety limitations. However, the Organizer may refuse, restrict, modify, or cancel participation in any activity where participation may create a health, safety, legal, operational, or security risk.

Participants remain responsible for carrying any necessary personal medication, medical devices, insurance documents, emergency contact details, and other personal health or safety items. The Organizer does not provide medical insurance or cover related expenses, except where liability cannot be excluded under applicable law.

The Organizer may require a Participant to leave, rest, stop participating, seek medical assistance, avoid certain activities, or provide confirmation of fitness to participate where the Organizer, venue staff, Host Institution representatives, safety officers, laboratory personnel, trainers, or emergency personnel reasonably consider that the Participant’s condition may create a risk to themselves, other persons, property, facilities, equipment, or the safe conduct of the Conference.

Participants must not endanger themselves or others, ignore safety instructions, misuse emergency equipment, block exits, interfere with emergency procedures, provide false safety or medical information, or remain in restricted or evacuated areas without authorization.

21. Code of Conduct

All participants and persons involved in the Conference must behave professionally, respectfully, safely, and ethically at all times.

This Code of Conduct applies to all Conference-related activities, social events, exhibitions, online sessions, hybrid sessions, virtual platforms, email communications, user dashboards, messaging tools, social media interactions, and any other Conference-related communication or activity.

The conference does not tolerate:

• (a) harassment, discrimination, bullying, intimidation, stalking, threatening behavior, or abusive language;
• (b) sexual harassment, unwanted physical contact, inappropriate comments, or other inappropriate conduct;
• (c) discrimination or disrespect based on nationality, race, ethnicity, gender, sex, age, religion, disability, sexual orientation, gender identity, academic status, professional background, institutional affiliation, political opinion, scientific opinion, language ability, or any other protected or personal characteristic;
• (d) disruption of sessions, workshops, meetings, presentations, ceremonies, social events, online sessions, or Conference operations;
• (e) misuse of facilities, laboratories, instruments, equipment, samples, chemicals, radioactive or hazardous materials, digital platforms, badges, access credentials, or Conference materials;
• (f) unauthorized photography, filming, recording, livestreaming, screenshots, transcription, distribution, or publication of Conference content or Participant information;
• (g) plagiarism, fabrication, falsification, academic dishonesty, misuse of artificial intelligence tools, authorship misconduct, research misconduct, or other breach of academic integrity;
• (h) fraudulent registration, false payment information, chargeback abuse, misrepresentation of identity, age, affiliation, eligibility, authorship, role, qualification, or institutional authority;
• (i) unauthorized access to restricted areas, private sessions, online rooms, laboratories, technical areas, participant lists, data, systems, or materials;
• (j) retaliation against any person who raises a concern, submits a complaint, assists with an investigation, or refuses inappropriate conduct;
• (k) knowingly false, malicious, misleading, or abusive complaints or reports;
• (l) conduct that creates a safety, security, health, legal, operational, reputational, scientific-integrity, or public-order risk; or
• (m) any breach of these Terms and Conditions, Conference rules, venue rules, laboratory rules, safety instructions, institutional policies, or applicable law.

Participants must respect differences in nationality, race, ethnicity, gender, age, religion, disability, sexual orientation, academic status, professional background, and opinion.

Participants who experience, witness, or become aware of conduct that may violate this Code of Conduct, Conference rules, venue rules, laboratory rules, safety instructions, or applicable law are encouraged and expected to report the matter as soon as reasonably possible to the Conference registration desk, Organizer, venue staff, security personnel, session chair, workshop trainer, laboratory personnel, safety officer, Host Institution representative, online platform administrator, or any other authorized Conference representative.

Reports should include, where possible, the names or descriptions of the persons involved, the date, time, location, nature of the incident, any relevant evidence, and whether immediate assistance is required.

The Organizer may take action against misconduct, including warning, removal from a session, cancellation of registration, refusal of certificates, exclusion from future events, notification to the participant’s institution, or reporting to competent authorities where required.

The Organizer’s response to misconduct may depend on the nature, seriousness, urgency, evidence, risk, recurrence, and impact of the conduct. The Organizer may take immediate action where necessary to protect safety, security, Conference integrity, Participants, staff, property, facilities, or the reputation of the Conference.

Where a Participant is removed, excluded, suspended, or has their registration canceled due to misconduct, breach of these Terms and Conditions, safety concerns, false information, academic integrity violation, or other serious non-compliance, the Participant shall not be entitled to any refund, compensation, certificate, Conference materials, substitution, virtual participation, or other benefit, unless otherwise required by mandatory applicable law.

Participants must not knowingly submit false, malicious, misleading, or abusive reports. Retaliation against any person who reports a concern, assists with a review, or cooperates with the Organizer is prohibited.

Participants and website users may not use the Conference, Conference venue, sessions, workshops, networking events, online platforms, participant lists, communication channels, or related activities for unauthorized advertising, recruitment, product promotion, political campaigning, fundraising, petitioning, solicitation, distribution of promotional materials, or collection of contact information without prior written permission from the Organizer.

22. Accessibility, Disability Needs, and Reasonable Adjustments

Participants acknowledge that certain workshops, laboratories, controlled-access areas, technical facilities, transport activities, excursions, social venues, and practical or safety-sensitive activities may not be fully accessible or suitable for all Participants due to physical layout, stairs, narrow spaces, emergency evacuation requirements, safety infrastructure, hazardous materials, radiation-safety controls, chemical-safety controls, security restrictions, protective-equipment requirements, instrument configuration, or other technical, institutional, operational, or safety limitations.

Participants with disabilities, reduced mobility, medical conditions, pregnancy-related concerns, sensory needs, allergies, implanted medical devices, health restrictions, or other circumstances that may affect safe access to or participation in Conference activities, including but not limited to workshops, laboratory activities, controlled-access areas, practical activities, excursions, transport, social events, or other safety-sensitive activities, and who require support or adjustment, must inform the Organizer and obtain written confirmation before registering and making any payment, or if such circumstances arise after registration, Participants must inform the Organizer as early as possible so that a suitable arrangement may be considered. This enables the Organizer to take appropriate measures, to the best of its ability, for safety planning, accessibility assessment, and the provision of reasonable and practicable solutions.

The Organizer will consider reasonable and practicable adjustments to the best of its ability. However, the Organizer does not guarantee that all activities, venues, laboratories, transport arrangements, excursions, or controlled-access areas can be made accessible or suitable in every case.

Where the Organizer, Host Institution, venue staff, laboratory staff, trainer, safety officer, security personnel, transport provider, or other authorized person determines that a Participant cannot safely access, participate in, or evacuate from an activity, or that participation may create a risk to the Participant, other persons, equipment, samples, facilities, research materials, property, or institutional safety requirements, the Organizer may refuse, restrict, modify, or terminate the Participant’s participation in that activity.

If a Participant fails to disclose relevant circumstances despite having had a reasonable opportunity to do so, or if the Organizer has not provided written confirmation, despite all reasonable efforts, that participation is suitable or that the requested adjustment can be provided, the Participant will be responsible for the consequences directly arising from late or non-disclosure, except to the extent that such consequences result from the Organizer’s breach of applicable law, negligence, or failure to provide information that it was legally required to provide. In such cases, refusal, restriction, modification, or termination of participation for safety, security, legal, institutional, technical, or operational reasons shall not, by itself, entitle the Participant to a refund, discount, price reduction, compensation, substitution, or alternative participation, except where mandatory law provides otherwise.

Participants must comply with all accessibility, safety, venue, workshop, laboratory, transport, emergency, and institutional instructions provided by the Organizer, venue staff, trainers, laboratory staff, safety officers, Host Institution representatives, transport providers, or other authorized persons.

Nothing in this Clause limits any rights that cannot lawfully be excluded, including rights arising under applicable consumer protection, equality, accessibility, data protection, health and safety, or negligence laws.

23. Dietary Requirements, Allergies, and Social Events

The Conference may include coffee breaks, meals, receptions, banquets, networking events, excursions, or other social activities, depending on the Participant category, registration package, selected options, availability, and arrangements announced by the Organizer.

The Organizer does not guarantee special meals, allergen-free meals, religious meals, medical diets, separate preparation environments, or substitute catering arrangements. Any additional cost required for a special dietary arrangement may be charged to the Participant before the request is confirmed.

Participants with allergies, food intolerances, medical dietary restrictions, religious dietary requirements, or other food-related concerns are responsible for checking ingredient and allergen information before consuming any food or beverage.

Food and beverages may be prepared, supplied, served, or controlled by hotels, restaurants, catering companies, venues, or other third-party providers. The Organizer does not control all food preparation, storage, service, labeling, or cross-contamination environments, and the relevant food provider remains responsible for food preparation and food-service operations.

Where feasible, food and beverage items may be labelled or described by the venue, caterer, restaurant, hotel, or other food provider. Common allergens, intolerance-related ingredients, vegetarian options, vegan options, halal options, or other dietary information may be indicated where such food or beverage is available and where such information is provided or confirmed by the relevant food provider. Such labels, descriptions, symbols, or indications are provided for general guidance only and do not constitute a guarantee that the food or beverage is free from allergens, traces of allergens, cross-contamination, restricted ingredients, or ingredients unsuitable for a particular medical, religious, or dietary requirement.

Participants with severe allergies, food intolerances, medical dietary restrictions, or other health-related dietary needs are responsible for carrying any necessary personal medication, allergy medication, epinephrine auto-injector, medical device, emergency card, medical information, or other personal health equipment required for their own safety. The Organizer does not provide personal medication, allergy medication, epinephrine auto-injectors, medical devices, medical supervision, or individual health monitoring.

Participants are responsible for knowing their own allergies, intolerances, medical restrictions, religious dietary requirements, or other dietary restrictions, and for deciding whether any food or beverage is safe or suitable for them to consume.

The Participant acknowledges that, to the extent permitted by applicable law, the Organizer shall not be liable for allergic reactions, food intolerance reactions, medical consequences, religious dietary concerns, dissatisfaction with meal options, non-availability of special meals, or other issues arising from food or beverage consumption, except where liability cannot legally be excluded under applicable law.

24. Minors / Under-18 Participants

Participants under the age of 18 may use the Platform, register for the Conference, submit materials, attend sessions, participate in workshops, or take part in any Conference-related activity only with the consent and supervision, where appropriate, of a parent or legal guardian.

By permitting a minor to use the Platform, register for the Conference, or participate in Conference-related activities, the parent or legal guardian confirms that they have reviewed and accepted these Terms and Conditions on behalf of the minor and accepts responsibility for the minor’s participation, conduct, travel, accommodation, visa, insurance, health, safety, and personal arrangements.

The Organizer may request proof of age, identity, or parent/legal guardian consent at any time. The Organizer reserve the right to refuse registration, restrict participation, or cancel participation where appropriate consent or required information is not provided.

Certain Conference activities, workshops, training sessions, site visits, laboratory visits, technical demonstrations, or other activities may be subject to additional age, safety, security, institutional, or legal requirements. The Organizer may restrict participation in such activities where necessary.

25. Visa, Travel, Accommodation, and Insurance

Participants are responsible for arranging their own visa, travel, accommodation, health insurance, travel insurance, and personal documents.

The Organizer may provide invitation letters or registration confirmation letters where appropriate, but such letters do not guarantee visa approval, entry into Hungary, travel permission, funding, accommodation, or participation.

The Organizer is not responsible for visa refusal, travel delay, border control decisions, transport disruption, illness, missed flights, accommodation problems, or personal expenses.

Participants are strongly advised to arrange suitable insurance covering travel, health, accident, cancellation, personal property, and other relevant risks.

The cancellation policy in Clause 10 still applies if a participant’s visa application is denied/rejected by immigration authorities.

26. Changes to the Program, Event Alteration, Rescheduling, or Cancellation by the Organizer

The Organizer reserves the right to make changes to the Conference program, schedule, speakers, trainers, workshop content, venue, session rooms, presentation format, social events, catering arrangements, technical arrangements, access arrangements, and other Conference-related elements where reasonably necessary, including, but not limited to, due to scientific, technical, safety, security, institutional, legal, public health, operational, financial, venue-related, speaker-related, staffing-related, equipment-related, weather-related, transportation-related, or force majeure reasons.

The Participant acknowledges that the planned Conference venue, social-event locations, accommodation-related venues, excursion locations, and other Conference-related locations are subject to change. The Organizer may move the Conference to another suitable venue, facility, building, campus, location, or city within approximately one hundred (100) kilometers of the originally planned venue where such a change is necessary and reasonable.

Except in cases of Force Majeure, the Organizer undertakes that any such change shall be made and communicated to the Participant no later than two (2) months prior to the scheduled commencement date of the Conference.

The Organizer shall be responsible informing registered Participants of such changes as soon as reasonably practicable after becoming aware of them. Participants are responsible for regularly checking official Conference communications, including email, the Conference website, the registration platform, and the user dashboard. Where a change is not caused by force majeure or circumstances beyond the Organizer’s reasonable control, the Participant may either:

• (a) confirm acceptance of the updated venue arrangement, in which case the registration remains valid and all Conference Terms and Conditions continue to apply; or
• (b) request cancellation and refund of the registration fee by submitting a request within the deadline specified by the Organizer.

¹ The Participant may challenge such deemed acceptance by demonstrating a reasonable and documented justification for failing to respond within the designated period. The Organizer may review such request in good faith, taking into account the circumstances, timing, supporting evidence, operational feasibility, and any applicable provisions of these Terms and Conditions.

The Participant acknowledges and agrees that after acceptance or confirmation of the change, the registration remains active and no further requests or alternative arrangement requests may be made solely due to the same change, unless otherwise required by mandatory applicable law. In such cases, cancellation or withdrawal from the Conference only shall be handled according to Clause 10 'Cancellation, Refund, Substitution, and Virtual Participation' of these Terms and Conditions.

Approved refunds under this Clause 26'Changes to the Program, Event Alteration, Rescheduling, or Cancellation by the Organizer' shall be subject to a non-refundable administrative processing fee of EUR 10 (in case of local participants 3500 HUF), in addition to any non-refundable bank charges, payment processor fees, currency conversion costs, or other third-party payment costs.

The Organizer may convert physical sessions to online or hybrid formats, replace speakers, trainers, session chairs, or presenters, modify workshop activities, limit attendance, merge sessions, change presentation times, adjust session allocation, move activities to different rooms or venues, or cancel specific activities.

To the extent permitted by applicable law, the Organizer shall not be liable for any travel, accommodation, transportation, visa, insurance, personal, incidental, consequential, or other costs incurred by the Participant or reimburse losses as a result of such changes, and all such costs shall be borne solely by the Participant, except where liability cannot legally be excluded.

Participants are responsible for rearranging their travel, accommodation, local transportation, and personal plans arising from any changes to the conference.

If the Organizer cancels the Conference for reasons within its reasonable control and does not provide a substitute date, substitute format, or virtual access, the Organizer shall issue a full refund. The refund will be processed only be processed to the original payment method used for the registration, unless this is technically impossible, legally restricted, or otherwise impracticable. In such cases, the Organizer may request alternative payment details in the name of the original payer. This refund does not include independently purchased travel, accommodation, insurance, visa, banking, currency-conversion, or other third-party costs, unless mandatory applicable law requires otherwise.

27. Force Majeure

The Organizer shall not be liable for any delay, cancellation, modification, interruption, relocation, rescheduling, restriction, suspension, or failure to perform any obligation under these Terms and Conditions where such delay, cancellation, modification, interruption, relocation, rescheduling, restriction, suspension, or failure is caused by circumstances beyond the Organizer’s reasonable control.

Force majeure events may include:

• natural disasters;
• fire, flood, earthquake, storm, extreme weather, or other environmental events;
• war, terrorism, armed conflict, civil unrest, political instability, or public disorder;
• epidemics, pandemics, public health emergencies, quarantine requirements, or public health restrictions;
• government decisions, legal restrictions, administrative orders, border closures, visa restrictions, sanctions, or regulatory measures;
• Strikes, labor disputes, airport disruption, railway disruption, road closures, or other travel disruption;
• power failure, internet outage or technical infrastructure failure;
• cyberattacks, data breaches, platform failures, payment system failures, or digital security incidents;
• venue closure, venue unavailability, venue safety concerns, or venue access restrictions;
• institutional restrictions;
• supplier and service-provider failure;
• technical and equipment failure;
• laboratory safety incidents; or
• any other event or circumstance beyond the Organizer’s reasonable control.

In the event of force majeure, the Organizer may postpone, modify, relocate, reschedule, restrict, suspend, cancel, or convert the Conference or any Conference-related activity to an online, hybrid, reduced, alternative, or replacement format.

To the extent permitted by applicable law, force majeure-related delay, cancellation, modification, relocation, rescheduling, restriction, suspension, interruption, or format change shall not automatically entitle Participants to any refund, compensation, discount, price reduction, travel reimbursement, accommodation reimbursement, visa reimbursement, insurance reimbursement, or other remedy.

Where feasible, the Organizer may, at its discretion and subject to technical, financial, institutional, legal, safety, and operational limitations, offer alternative arrangements such as rescheduling, virtual participation, hybrid participation, transfer of registration to a future edition, credit, partial refund, substitute activity, or modified access. Any such arrangement shall not create an entitlement, precedent, or obligation for the Organizer to offer the same or similar arrangement in other cases.

The Organizer is not responsible for personal, travel, accommodation, visa, insurance, transport, medical, incidental, consequential, or other costs incurred by Participants due to force majeure, except where liability cannot legally be excluded under applicable law.

Participants are responsible for obtaining appropriate travel, cancellation, medical, accident, and personal insurance to cover risks connected with force majeure, travel disruption, illness, cancellation, postponement, venue change, or other circumstances beyond the Organizer’s reasonable control.

28. Website Use and Prohibited Activities

Users must use the Website, Platform, registration system, abstract submission system, user dashboard, payment interface, communication tools, and any related digital services only for lawful Conference-related purposes and in accordance with these Terms and Conditions, and must not:

• submit false, misleading, or fraudulent information;
• upload viruses, malware, or harmful code;
• attempt unauthorized access to systems or accounts;
• interfere with platform operation;
• copy, scrape, or harvest data without permission;
• impersonate another person or institution;
• submit unlawful, offensive, defamatory, or discriminatory content;
• violate intellectual property rights;
• circumvent security measures; or
• send spam or unauthorized commercial messages.

The Organizer may restrict, suspend, or terminate access to the website or platform if misuse is suspected.

The Organizer does not guarantee uninterrupted, error-free, or fully secure access to the website. Temporary unavailability may occur due to maintenance, updates, technical problems, hosting issues, or circumstances beyond our control.

To the extent permitted by applicable law, the Organizer shall not be liable for loss, delay, missed deadline, failed submission, failed registration, failed payment, inability to access materials, data loss, security incident, unauthorized account use, or other consequence arising from misuse of the Website or Platform, user-side technical problems, third-party service failures, or circumstances beyond the Organizer’s reasonable control.

29. Third-Party Services, Links, and Service Providers

The Conference website may contain links to third-party websites, payment processors, publication platforms, digital repositories, accommodation providers, transport providers, institutional pages, social media platforms, map services or other external tools and resources. Such links are provided for convenience or Conference-related information only and do not constitute an endorsement or guarantee and do not impose responsibility on the Organizer unless expressly stated otherwise.

External tools, platforms, applications, plugins, registration systems, abstract submission systems, payment processors, communication tools, video platforms, publication platforms, repositories, map services, accommodation providers, social media platforms, analytics tools, or other third-party services used on or linked through the Conference website are subject to the performance, policies, terms and conditions of their respective providers, including, but not limited to:

• access to such tools depends on the availability and operation of third-party platforms;
• technical access, functionality, and uninterrupted availability cannot be guaranteed by the Conference Organizer;
• users must comply with the applicable terms, conditions, and policies of the relevant third-party platforms;
• personal data submitted through or processed by such tools may be collected, stored, and processed by the respective providers in accordance with their Privacy Policies and applicable data protection laws.

Users are responsible for reviewing and complying with those third-party terms and policies where applicable.

The Organizer shall not be responsible for the content, accuracy, security, availability, privacy practices, data-processing practices, policies, decisions, technical failures, delays, interruptions, data loss, service limitations, fees, refunds, security incidents, or the terms of third-party websites, platforms, tools, providers, or services.

Any dispute, claim, refund request, data request, removal request, technical issue, access issue, payment issue, publication issue, or service issue relating to a third-party service may need to be addressed directly with the relevant third-party provider, according to that provider’s own terms, policies, and procedures.

30. Data Protection and Privacy

These Terms and Conditions do not replace the Conference Privacy Policy. In the event of conflict between privacy-related wording in these Terms and Conditions and the Conference Privacy Policy, the Privacy Policy shall govern the processing of personal data.

Personal data is processed in accordance with the conference Privacy Policy and applicable data protection laws, including Regulation (EU) 2016/679, the General Data Protection Regulation.

The Privacy Policy explains how personal data is collected, used, stored, shared, protected, retained, transferred, and deleted, and describes the rights of data subjects under applicable data protection law.

By using the Conference Website or Platform, registering for the Conference, submitting materials, making payments, participating in Conference activities, or communicating with the Organizer, Participants acknowledge that their personal data may be processed for Conference administration, registration management, payment handling, communication, scientific review, program planning, publication, certificate issuance, identity verification, safety and security, legal compliance, reporting, archiving, and related Conference purposes.

Participant names, affiliations, presentation titles, abstracts, biographies, photographs, recordings, session information, program roles, certificate information, and similar Conference-related information may be included in Conference programs, schedules, abstract books, proceedings, websites, apps, certificate verification systems, reports, promotional materials, archival records, and related Conference materials, subject to the Conference Privacy Policy and applicable data protection law.

Participants are responsible for ensuring that personal data they submit about co-authors, institutions, reviewers, accompanying persons, emergency contacts, or other third parties is accurate and lawfully provided, and that any required notice, permission, or authorization has been obtained where applicable.

The Privacy Policy is available on the Conference website and forms an important part of the legal framework governing participation in the Conference.

31. Sponsorship and Exhibitors

Sponsors, exhibitors, partners, advertisers, institutional supporters, and similar third parties may be subject to separate written agreements, sponsorship packages, exhibitor rules, technical requirements, payment terms, branding rules, venue rules, and deadlines in addition to these Terms and Conditions.

In the event of any conflict between these Terms and Conditions and a signed sponsor, exhibitor, partner, or supporter agreement, the signed agreement shall prevail only to the extent of that conflict, unless mandatory applicable law provides otherwise.

Sponsors and exhibitors are responsible for ensuring that all information, logos, promotional materials, displays, products, demonstrations, giveaways, advertisements, claims, and communications they provide are accurate, lawful, authorized, non-misleading, and compliant with applicable laws, institutional rules, venue rules, intellectual property rights, data protection rules, advertising rules, safety requirements, and these Terms and Conditions.

The Organizer may refuse, remove, restrict, or require modification of any sponsor or exhibitor material, display, product, demonstration, advertisement, logo, message, or activity that is inaccurate, unlawful, misleading, unsafe, offensive, discriminatory, unauthorized, inconsistent with the scientific or educational purpose of the Conference, or otherwise contrary to these Terms and Conditions, venue rules, institutional rules, or applicable law.

Sponsors and exhibitors must not use the Conference name, ERaNS NextGen™ name, logos, branding, photographs, recordings, participant information, speaker information, scientific materials, or Conference materials beyond the scope expressly approved in writing by the Organizer.

Sponsorship, exhibition, advertisement, logo placement, promotional visibility, or participation in the Conference does not constitute endorsement, certification, approval, recommendation, warranty, or guarantee by the Organizer, Host Institution, Scientific Committee, funder, or Conference representatives of any sponsor, exhibitor, product, service, claim, technology, publication, company, institution, or organization.

Sponsors and exhibitors are responsible for their own staff, representatives, contractors, property, displays, equipment, promotional materials, insurance, taxes, permits, customs, transport, storage, setup, dismantling, safety, security, and compliance obligations.

The Organizer is not responsible for loss, theft, damage, delay, customs issues, transport issues, technical failure, venue restrictions, regulatory issues, or third-party claims relating to sponsor or exhibitor property, materials, staff, products, demonstrations, or services, except where liability cannot legally be excluded.

The Organizer may cancel, restrict, relocate, or modify sponsor or exhibitor arrangements where necessary for safety, security, venue, legal, institutional, technical, operational, reputational, or force majeure reasons, subject to any signed sponsor or exhibitor agreement.

Unless expressly agreed in a separate signed agreement, sponsors and exhibitors are not entitled to influence scientific review, abstract acceptance, publication decisions, award decisions, speaker selection, program content, editorial decisions, or the academic independence of the Conference.

32. Invited Speakers, Trainers, Chairs, and Key Participants

Invited speakers, keynote speakers, trainers, session chairs, moderators, committee members, reviewers, panelists, workshop contributors, demonstrators, and other key Participants may be subject to additional written instructions, invitation letters, role descriptions, honorarium arrangements, reimbursement rules, travel arrangements, accommodation arrangements, presentation deadlines, workshop requirements, reporting requirements, confidentiality obligations, and conduct obligations.

Any invitation, role assignment, honorarium, reimbursement, accommodation, travel support, fee waiver, special access, speaker package, or other benefit is conditional upon the invited or key Participant’s acceptance of the role, compliance with these Terms and Conditions, fulfillment of the assigned role, and, where required by the Organizer, physical attendance at the Conference.

Invited or key Participants are responsible for complying with all deadlines, presentation requirements, biography and photograph submission requirements, travel-document requirements, visa requirements, reimbursement-document requirements, tax-document requirements, workshop preparation requirements, and other instructions communicated by the Organizer.

The Organizer may withdraw, modify, reduce, refuse, or cancel any invitation, role assignment, honorarium, reimbursement, travel support, accommodation support, fee waiver, special access, or other benefit where the invited or key Participant does not attend, does not fulfill the assigned role, changes participation format without approval, misses deadlines, provides inaccurate information, fails to provide required documents, breaches these Terms and Conditions, or otherwise fails to comply with Conference requirements.

Unless expressly agreed in writing, invitation as a speaker, trainer, chair, committee member, reviewer, moderator, or other key Participant does not create an employment relationship, agency relationship, partnership, permanent appointment, institutional affiliation, or entitlement to future invitations, payment, reimbursement, accommodation, travel support, publication, certificate, award, or similar benefit.

Invited or key Participants must not use their role, title, invitation, access, or affiliation with the Conference in a misleading way or in a manner that suggests authority, endorsement, employment, representation, or approval beyond the scope expressly authorized by the Organizer.

Where a separate signed agreement or written invitation letter applies to an invited speaker, trainer, chair, committee member, reviewer, moderator, or other key Participant, that agreement or invitation letter shall apply in addition to these Terms and Conditions. In the event of conflict, the separate signed agreement or written invitation letter shall prevail only to the extent of that conflict, unless mandatory applicable law provides otherwise.

33. Export Control, Sanctions, Anti-Bribery, and Financial Compliance

Participants, authors, speakers, presenters, trainers, sponsors, exhibitors, partners, service providers, and other persons involved in the Conference must not submit, present, transfer, disclose, publish, distribute, upload, demonstrate, or otherwise make available any information, material, software, technical data, know-how, research output, sample, technology, equipment, or documentation that is classified, export-controlled, restricted, subject to sanctions, confidential, security-sensitive, prohibited, or otherwise unlawful under applicable law, institutional rules, funder rules, or regulatory requirements.

Participants are responsible for ensuring that any research, data, software, technical information, samples, materials, equipment, images, demonstrations, publications, or presentation content they submit, present, display, transfer, or discuss at the Conference complies with all applicable export-control, sanctions, national-security, confidentiality, institutional, intellectual-property, publication, and legal requirements.

The Organizer may refuse, remove, restrict, suspend, withdraw, or reject any submission, presentation, demonstration, publication, participant, sponsor, exhibitor, partner, service provider, activity, or material where legal, security, institutional, sanctions, export-control, confidentiality, ethical, safety, or regulatory concerns arise.

Participants, authors, speakers, sponsors, exhibitors, partners, service providers, and any other persons or entities involved in the Conference must comply with all applicable anti-bribery, anti-corruption, anti-money laundering, counter-terrorism financing, sanctions, export-control, tax, banking, and financial-compliance laws and regulations.

No Participant or associated party may offer, promise, give, request, accept, or receive any bribe, kickback, improper payment, gift, benefit, advantage, hospitality, favor, or other item of value for the purpose of improperly influencing any decision, registration, review outcome, award, sponsorship arrangement, publication opportunity, procurement process, or Conference-related activity.

Conference registration, abstract acceptance, speaking invitations, awards, sponsorship, exhibition opportunities, certificates, publication opportunities, and other Conference benefits must not be obtained through fraud, corruption, coercion, misrepresentation, money laundering, sanctions evasion, or other unlawful conduct.

The Organizer may refuse, suspend, cancel, or terminate any registration, sponsorship, exhibition arrangement, partnership, payment, abstract submission, presentation, publication opportunity, certificate, award, or participation if the Organizer reasonably believes that accepting or continuing the arrangement may violate applicable laws, sanctions, institutional rules, banking requirements, payment-processor rules, ethical standards, or reputational safeguards.

The Organizer may request additional information, identification, institutional confirmation, payment details, source-of-funds information, tax information, billing information, or compliance documentation where reasonably necessary to verify eligibility, process payments, issue invoices, meet legal obligations, or address compliance concerns.

Payments may be rejected, returned, delayed, frozen, or subject to additional verification where required by banks, payment processors, sanctions rules, anti-money-laundering requirements, tax rules, institutional policies, or applicable law. The Organizer is not responsible for delays, losses, bank charges, exchange-rate differences, payment failures, refund failures, or processing restrictions caused by compliance checks, banking restrictions, sanctions screening, payment-provider requirements, or inaccurate payment information provided by the Participant or payer.

Participants, sponsors, exhibitors, partners, and service providers must not use the Conference, its website, payment systems, publications, networking opportunities, communication tools, or related services for unlawful financial activity, sanctions evasion, bribery, corruption, fraud, money laundering, terrorist financing, illegal transfer of restricted technology, or any other prohibited purpose.

Any violation of this Clause may result in refusal of participation, cancellation without refund, withdrawal of abstracts or publications, refusal or revocation of certificates or awards, removal from the Conference, termination of sponsorship or exhibition rights, reporting to relevant institutions or authorities where required, and exclusion from future events.

Where payment cannot be accepted, processed, retained, or refunded due to sanctions, banking restrictions, anti-money-laundering rules, counter-terrorism financing rules, tax rules, institutional policies, payment-provider requirements, or legal requirements, the Organizer may take the steps required by law and shall not be liable for delays, losses, deductions, or non-payment caused by such restrictions.

34. Complaints and Reporting Procedure

The Organizer is committed to maintaining a professional, respectful, safe, inclusive, and ethical conference environment.

Participants may report concerns, complaints, misconduct, harassment, discrimination, safety issues, academic integrity concerns, payment issues, registration problems, accessibility concerns, privacy concerns, or violations of these Terms to the Organizer through the official contact details published on the conference website or communicated during the Conference.

Reports should, where possible, include the name and contact details of the reporting person, the person or issue involved, the date, time, location, description of the incident or concern, relevant evidence, and any urgent safety or confidentiality considerations.

The Organizer will review complaints in a fair and reasonable manner and may take appropriate action depending on the nature, seriousness, urgency, and available evidence of the complaint.

Possible actions may include clarification, warning, mediation, correction of administrative records, removal from a session, restriction of access, cancellation of registration, refusal or revocation of certificates, withdrawal of abstracts or publications, exclusion from future events, notification to a participant’s institution, involvement of venue security, or reporting to competent authorities where required or appropriate.

The Organizer will make reasonable efforts to handle complaints confidentially. However, confidentiality cannot be guaranteed where disclosure is necessary to investigate the matter, protect the safety of participants, comply with legal obligations, involve relevant institutions or authorities, or ensure procedural fairness.

Participants must not knowingly submit false, malicious, misleading, or abusive complaints. The Organizer may take appropriate action where a complaint is found to have been submitted in bad faith.

Retaliation against any person who raises a concern, makes a complaint, assists with an investigation, or reports misconduct in good faith is prohibited and may itself result in disciplinary or corrective action under these Terms.

For urgent safety, medical, security, or emergency situations, participants should immediately contact venue staff, security personnel, emergency services, or the Organizer’s on-site representatives.

35. Suspension, Refusal, and Termination of Participation

The Organizer may refuse, suspend, cancel, or terminate participation in the conference or its related programs without a refund and without prior warning, taking immediate action where the Participant, user, author, speaker, presenter, trainer, session chair, sponsor, exhibitor, accompanying person, or service provider:

• violates these Terms and Conditions;
• fails to pay required fees, pays an incorrect or insufficient amount, initiates an abusive chargeback, or fails to resolve an outstanding balance;
• provides false, inaccurate, incomplete, misleading, fraudulent, unauthorized, or unverifiable information;
• disrupts conference activities and operations;
• engages in harassment, discrimination, bullying, intimidation, abuse, misconduct, retaliation, unsafe conduct, or other prohibited behavior;
• violates safety, security or rules, including but not limited to laboratory and venue;
• submits, presents, uploads, publishes, or distributes plagiarized, unlawful, defamatory, confidential, unauthorized, restricted, misleading, falsified, fabricated, unethical, infringing, or otherwise inappropriate content;
• misuses Conference materials, branding, intellectual property, access credentials, badges, digital links, recordings, photographs, participant information, website content, or platform services;
• violates data protection, privacy, confidentiality, export-control, sanctions, anti-bribery, anti-corruption, payment, tax, or financial-compliance requirements;
• creates or may create a safety, security, legal, financial, technical, operational, reputational, scientific-integrity, academic-integrity, public-order, or institutional risk; or
• otherwise acts in a manner inconsistent with the purpose, integrity, safety, or lawful operation of the Conference.

The Organizer may also remove content, withdraw abstracts, revoke certificates, cancel presentations, refuse or revoke awards, suspend accounts, notify the person’s institution (employer, sponsor, funder, or relevant organization), report the matter to competent authorities where appropriate or required, and/or exclude the person from future events, where appropriate.

36. No Guarantee of Outcomes

Participation in the conference and Conference-related activity does not guarantee any specific academic, professional, editorial, financial, immigration, certification, networking, or career outcome, including but not limited to:

• acceptance of abstracts, manuscripts, posters, presentations, or other submissions;
• publication in proceedings, journals, books, repositories, databases, special issues, or any other publication channel;
• indexing, citation and DOI assignment;
• award selection, prize eligibility, recognition, ranking, or evaluation outcome;
• certificate issuance unless all applicable attendance, participation, payment, verification, conduct, and role-completion requirements are met;
• visa approval, travel permission, entry clearance, invitation-letter acceptance, or acceptance of Conference documents by authorities;
• employment opportunities, academic credit, degree credit, professional licensing, regulatory qualification, laboratory authorization, radiation-safety qualification, chemical-handling qualification, or technical competence certification;
• research collaboration, grant funding, project partnership, sponsorship, investment, publication collaboration, future invitation, speaker invitation, committee appointment, or institutional relationship;
• uninterrupted website access, virtual access, recording availability, technical compatibility, networking success, business opportunity, or personal benefit.
• grant funding;
• future invitation; or
• successful workshop completion.

All academic, scientific, professional, editorial, technical, certification, networking, and participation-related outcomes depend on applicable eligibility requirements, payment status, attendance, individual participation, scientific review, editorial review, program capacity, workshop completion, third-party decisions, technical feasibility, applicable rules, and these Terms and Conditions.

37. Limitation of Liability

To the maximum extent permitted by applicable law, the Organizer, Host Institution, Conference Chair, Organizing Committee, Scientific Committee, reviewers, trainers, session chairs, staff, volunteers, representatives, service providers, sponsors, and partners shall not be liable for any indirect, incidental, special, consequential, punitive, economic, or financial loss arising out of or in connection with the Conference, these Terms and Conditions, the Website, Platform, registration, participation, submissions, workshops, travel, publication, or any Conference-related activity.

Without limitation, the Organizer shall not be liable for:

• (a) travel, accommodation, transport, visa, insurance, personal, incidental, or consequential expenses;
• (b) loss of opportunity, funding, grant, scholarship, employment, collaboration, publication, indexing, award, visa approval, invitation-letter acceptance, academic credit, professional recognition, or business opportunity;
• (c) loss caused by Participant error, late submission, missed deadline, incorrect information, incomplete registration, insufficient payment, technical incompatibility, failure to follow instructions, or failure to check official communications;
• (d) technical failure, website failure, platform interruption, internet outage, email delivery failure, cybersecurity incident, data loss, or digital-service failure outside the Organizer’s reasonable control;
• (e) third-party service failures, venue issues, hotel issues, catering issues, transport issues, payment-provider issues, publication-platform issues, journal or publisher decisions, repository issues, or other third-party acts or omissions;
• (f) lost, stolen, delayed, confiscated, damaged, or destroyed personal property, documents, devices, equipment, luggage, samples, materials, or valuables;
• (g) illness, injury, accident, allergic reaction, food intolerance reaction, medical emergency, evacuation, refusal of participation, or health or safety-related circumstance, except to the extent caused by proven negligence or willful misconduct where liability cannot legally be excluded;
• (h) academic disputes, authorship disputes, institutional disputes, copyright disputes, confidentiality disputes, publication disputes, funding disputes, or collaboration disputes between Participants, authors, co-authors, institutions, publishers, sponsors, or third parties;
• (i) unauthorized recording, copying, publication, distribution, republication, sharing, indexing, or use of Participant materials, images, recordings, submissions, presentations, or personal information by third parties outside the Organizer’s reasonable control;
• (j) changes to the Conference schedule, program, speakers, trainers, session allocation, presentation format, venue, rooms, workshop content, social events, catering, technical arrangements, online access, hybrid access, or Conference format;
• (k) cancellation, postponement, relocation, rescheduling, restriction, suspension, interruption, or modification caused by force majeure or circumstances beyond the Organizer’s reasonable control; or
• (l) any matter for which liability is excluded or limited elsewhere in these Terms and Conditions.

Participants are responsible for their own conduct, belongings, travel arrangements, accommodation, visa, insurance, health, medical needs, emergency preparedness, accessibility needs, submitted materials, payments, technical equipment, internet access, and compliance with applicable laws, venue rules, safety rules, laboratory rules, institutional rules, and these Terms and Conditions.

To the maximum extent permitted by applicable law, the Organizer is not responsible for medical costs, hospital costs, emergency transport costs, ambulance costs, repatriation costs, medication costs, personal assistance costs, accommodation changes, travel changes, missed travel, insurance excess, lost bookings, or related expenses arising from illness, injury, accident, emergency, evacuation, refusal of participation, removal from an activity, or other health, safety, travel, or emergency-related circumstances.

Nothing in these Terms and Conditions excludes or limits liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, willful misconduct, or any other liability that cannot legally be excluded or limited under applicable law.

38. Indemnification

To the maximum extent permitted by applicable law, Participants agree to indemnify and hold harmless the Organizer, Host Institution, Conference Chair, Organizing Committee, Scientific Committee, reviewers, trainers, session chairs, volunteers, representatives, partners, sponsors, exhibitors, and service providers from and against any claims, losses, damages, liabilities, penalties, costs, or expenses, including reasonable legal costs, arising out of or connected with:

• (a) the Participant’s breach of these Terms and Conditions, Conference rules, venue rules, laboratory rules, institutional rules, or applicable law;
• (b) false, inaccurate, incomplete, misleading, fraudulent, unauthorized, or unverifiable information provided by the Participant;
• (c) infringement or alleged infringement of intellectual property rights, copyright, moral rights, image rights, privacy rights, confidentiality obligations, data protection rights, publication rights, or other third-party rights;
• (d) unauthorized submission, presentation, publication, disclosure, upload, distribution, recording, or use of any material, data, image, video, research content, confidential information, restricted information, or third-party content;
• (e) plagiarism, fabrication, falsification, authorship dispute, co-author claim, institutional claim, funding claim, ethics issue, conflict-of-interest issue, or academic integrity concern connected with the Participant’s submission or presentation;
• (f) misconduct, harassment, unsafe behavior, misuse of equipment, laboratory breach, safety breach, venue breach, unauthorized access, or other improper conduct by the Participant;
• (g) misuse of the Website, Platform, registration system, payment interface, submission system, access credentials, Conference materials, branding, photographs, recordings, or participant information; or
• (h) any claim made by co-authors, institutions, employers, sponsors, publishers, service providers, other Participants, authorities, or third parties arising from the Participant’s act, omission, submission, participation, or breach of these Terms and Conditions.

This indemnification obligation applies only to the extent that the relevant claim, loss, damage, liability, cost, or expense was caused by or connected with the Participant’s act, omission, breach, misconduct, false information, unlawful conduct, unauthorized action, or failure to comply with these Terms and Conditions or applicable law.

Nothing in this Clause requires a Participant to indemnify the Organizer for losses caused solely by the Organizer’s own proven negligence, willful misconduct, or breach of obligations where such liability cannot legally be excluded.

39. Severability and Entire Agreement

If any provision of these Terms and Conditions is found to be invalid, unlawful, void, or unenforceable by a competent court, authority, or applicable law, that provision shall be interpreted, limited, modified, or removed only to the minimum extent necessary to make it valid, lawful, and enforceable to the fullest extent permitted by applicable law.

The remaining provisions of these Terms and Conditions shall remain valid, binding, and enforceable to the fullest extent permitted by applicable law.

The invalidity or unenforceability of one provision shall not affect the validity or enforceability of any other provision.

These Terms and Conditions, together with the Privacy Policy, published Conference rules, registration instructions, abstract submission guidelines, workshop instructions, safety instructions, payment terms, refund policy, and any other official written policies, rules, requirements, or communications issued by the Organizer, constitute the agreement between the Participant and the Organizer regarding use of the Conference website, registration, submission, payment, attendance, participation, and related Conference services.

These Terms and Conditions replace any prior or informal discussions, statements, representations, emails, advertisements, website descriptions, promotional materials, or understandings concerning the same subject matter, except where a separate written agreement has been signed by the Organizer and expressly states that it overrides these Terms and Conditions.

In the event of inconsistency between these Terms and Conditions and other Conference information, the Organizer may issue an official written clarification. Unless mandatory applicable law provides otherwise, or a separate signed written agreement expressly prevails, the Organizer’s official written clarification shall apply to the extent necessary to resolve the inconsistency.

40. Governing Law and Jurisdiction

These Terms and Conditions are governed by the laws of Hungary, without prejudice to any mandatory rights available under applicable European Union law or other mandatory consumer protection rules that cannot legally be excluded.

Any dispute, complaint, or claim arising in connection with these Terms and Conditions, the Conference, the Website, registration, payment, submission, participation, certificates, publications, or related services should first be addressed through good-faith communication with the Organizer.

The participants may submit complaints to the Organizer using the contact details stated in these Terms and Conditions or on the Conference website. The Organizer will review complaints in good faith and respond within a reasonable period.

Nothing in these Terms and Conditions limits any mandatory consumer rights, including any right to contact a competent consumer protection authority, alternative dispute resolution body, mediation body, public authority, or court where applicable.

If a dispute cannot be resolved amicably, it shall be submitted to the competent courts of Hungary, unless mandatory applicable law provides otherwise, including any mandatory consumer jurisdiction rules that cannot legally be excluded.

41. Governing Language

The English version of these Terms and Conditions is the official and legally controlling version.

Any translated version is provided for convenience only. In the event of conflict, inconsistency, or disagreement between the English version and any translation, the English version shall prevail.

42. Changes to These Terms and Conditions

The Organizer may update, amend, or modify these Terms and Conditions from time to time where necessary for legal, administrative, operational, technical, safety, institutional, financial, scientific, or Conference-related reasons.

Unless otherwise stated by the Organizer, updates shall apply from the date of publication to future use of the Website, Platform, registration system, submission system, payment interface, and Conference-related services.

For Participants who have already completed registration before a material change is published, the version of the Terms and Conditions accepted at the time of registration shall generally apply to that registration, unless the change is required by mandatory applicable law, safety requirements, institutional rules, venue rules, payment-provider requirements, third-party service requirements, or is reasonably necessary for the lawful, safe, or practical operation of the Conference.

Continued use of the Website, Platform, user dashboard, submission system, payment interface, or Conference-related services after updated Terms and Conditions are published may be treated as acceptance of the updated Terms for such continued use, to the extent permitted by applicable law.

Where the Organizer makes a material change that significantly affects confirmed registrations, the Organizer may notify affected Participants through the Conference website, registration platform, user dashboard, email, or other official Conference communication channel.

43. Contact information