Conferences and CoursesInformation for Participants
Terms and Conditions
Payment of Registration Fees
EMBL encourages online payments for course and conference registration fees. For payments that are made by bank transfer, all bank transfer fees must be covered by the participant and may not be deducted from the amount remitted. All registration data submitted to EMBL will be treated confidentially.
Upon registration a confirmation email will be sent automatically to the registrant.
For events with registration on a first come first served basis, this confirmation email serves as proof of registration and specifies all event details included in the registration.
For events with registration only after a prior selection process, the confirmation email serves as proof of pre-registration. The outcome of the final selection, and, for those registrants who have been selected, the invitation to complete the full registration and make the payment of the registration fees, will be communicated via email to each registrant.
The specific registration conditions applicable to each event are listed on the event website.
Cancellation of Registration
Cancellation of registration must be submitted in writing or via email and is valid only with acknowledgement of receipt by the EMBL Course & Conference Office.
Cancellation fees are dependent on the notice given:
If cancellation occurs less than 7 days prior to the start of the event, the cancellation fee is 100% of the registration fee.
If cancellation occurs between 7 days and 1 month prior to the start of the event, the cancellation fee is 50% of the registration fee.
Earlier than 1 month, a cancellation fee of EUR 50 will be charged or 50% of the registration fee, whichever is the lower.
If payment has been made by the payment deadline of the event and a visa is not awarded in time to travel to the event, the full registration fee will be reimbursed.
Online Registration for EMBL events is subject to the following payment conditions:
For events with registration on a first come first served basis, EMBL must receive the payments for the registration fees as detailed on the event webpage before the registration can be confirmed. Admittance to the conference cannot be permitted without prior receipt of payment or a valid proof of payment.
For events requiring a pre-selection process, payment will be required only after the invitation to full registration. The selection process usually takes 3-4 weeks after the registration deadline. The selected registrants will be invited for full registration and payment of the registration fee via email.
In some cases late registrations can also be paid onsite. Such payments may be subject to an additional late registration fee, details are specified on the events website.
Credit card payments will be processed via a secure online payment module (WorldPay) included in the EMBL registration form. Registration fees charged in EUR will be debited in EUR, Registration fees charged in GBP will be debited in GBP.
EUR payments may be made through Visa and Master Card and America Express. German bank account holders can also use ELV to make payments. GBP payments may be made through Visa, Master Card and Maestro. Specific payment conditions for each event are listed on the event website.
Conference / Course Application and Admission Processes
If your conference / course application is accepted (approved), you are expected pay immediately to confirm your attendance and accommodations (if provided). In this regard, EMBL and its payment provider WorldPay collects your payment and billing information and will use such information to process your payments.
If you are accepted to a conference/course, we will use your personal information to:
- process your payments and thus your registration and facilitate your attendance at the event
- provide you with information regarding the conference / course, including scheduling and logistics
- provide you with other information that we believe may be of interest to conference / course attendees.
We also may share personal information (other than payment information) of conference / course attendees (e.g. provided in the abstract book) with the other persons attending the same event. The purpose of this is to enable conference / course attendees to contact each other (prior to) after the conference / course, for networking purposes.
Service as an Invited Speaker
If you agree to speak at an EMBL event, we collect the information described in section one. Sometimes we may also request a biography and photograph. We collect this information to make it available to conference applicants and attendees. Accordingly, if you agree to speak at an EMBL event, we post on the respective event website your personal information (other than payment information), including your name, employer, physical work address, work email address, work telephone number and work fax number (mostly by means of directing to your institutional website. This is so that visitors to the EMBL website, including conference / course applicants, attendees and speakers can contact you with questions and requests for more information, and to provide feedback if needed.
Usage of Photographic and Video Material taken at EMBL Events
EMBL takes photographic and video material of participants at events. In registering for an EMBL event you acknowledge that we may include images of yourself intact or in part for material used in various publications, press releases, promotional activities, or other related endeavors. This material may also appear on the EMBL’s internet web page or related social media pages.
Usage of Social Media to Share Information
EMBL welcomes and encourages the use of social media by participants. As a courtesy to other members, as well as to presenters at such events, we ask that you follow accepted social media etiquette.
- Use the event-specific hashtag as communicated during the event for any related tweets
- Remember that unpublished data presented at EMBL events should be regarded as confidential, and should not be published
- Tweet about the conference and sessions (without sharing unpublished information or data)
- Gain approval from a speaker or poster presenter prior to quoting or publishing that individual’s scientific results
- Be respectful in tone and content
- Mute your cellphone/laptop/tablet volume to avoid disrupting sessions
- Capture, transmit or redistribute data presented at the meeting - this may preclude subsequent publication of the data in a scholarly journal
- Use offensive language in your posts
- Engage in rudeness or personal attacks
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