Terms & Conditions

1.1 Registration Requirements: All participants must complete the official registration process and provide accurate information including full name, affiliation, contact details, and research interests.

1.2 Payment: Registration fees must be paid in full before the specified deadline. Payment confirms your participation and grants access to conference materials and events.

1.3 Registration Categories:

• Early Bird Registration: Special discounted rates for early registrants
• Regular Registration: Standard rates after early bird deadline
• Late Registration: Higher rates for registrations after the regular deadline
• Student Registration: Discounted rates with valid student ID
• Virtual Participation: Online-only attendance option

1.4 Cancellation Policy:

• Cancellations made 60+ days before the conference: 80% refund (20% administrative fee)
• Cancellations made 30-59 days before: 50% refund
• Cancellations made less than 30 days before: No refund
• No-shows are not eligible for refunds
• All refund requests must be submitted in writing via email
• Refunds will be processed within 30 business days

1.5 Transfer Policy: Registration may be transferred to another individual with written notice at least 15 days before the conference, subject to approval. A transfer fee of ₹2,000 (or $50 USD) applies.

1.6 Group Discounts: Groups of 5 or more participants from the same institution may be eligible for discounts. Contact the organizing committee for details.

1.7 Payment Methods: We accept payment via credit card, debit card, bank transfer, demand draft, and online payment gateways. All transactions are secured and encrypted.

2.1 Originality: All submitted abstracts and papers must be original work and not published elsewhere. Submissions found to be plagiarized or previously published will be rejected immediately.

2.2 Submission Guidelines:

• Abstracts must be 250-300 words maximum
• Full papers should not exceed 6,000 words (excluding references)
• Submit in MS Word or PDF format
• Follow the conference template (available on website)
• Include 4-6 keywords relevant to your research
• All submissions must be in English

2.3 Peer Review: All submissions will undergo double-blind peer review by at least two independent reviewers. Acceptance is at the discretion of the scientific committee. Review decisions are final.

2.4 Presentation Requirements:

• Accepted presenters must register and attend the conference
• Oral presentations: 15 minutes presentation + 5 minutes Q&A
• Poster presentations: Standard A0 size (841mm × 1189mm)
• Presentations must be in English
• Audio-visual equipment will be provided for oral presentations
• Failure to present without prior notice may result in exclusion from future conferences

2.5 Publication Rights: By submitting, authors grant ICEEA-2026/ICETS-2026 the right to publish accepted papers in conference proceedings (Springer Book Publication and Scopus Indexed Journal).

2.6 Multiple Submissions: Authors may submit multiple papers, but each paper requires a separate registration fee for presentation.

2.7 Author Attendance: At least one author of each accepted paper must register and attend the conference to present the work.

2.8 Certificate of Presentation: Certificates will be issued only to those who present their work at the conference.

3.1 Professional Behavior: All participants must conduct themselves professionally and respectfully at all times. This includes during sessions, networking events, and social gatherings.

3.2 Harassment Policy:

• Harassment of any kind is strictly prohibited
• This includes discrimination based on race, gender, age, religion, nationality, sexual orientation, disability, or any other protected characteristic
• Verbal, physical, or written harassment will not be tolerated
• Inappropriate comments, unwelcome attention, or offensive behavior is prohibited
• Creating an intimidating, hostile, or offensive environment is not acceptable

3.3 Academic Integrity:

• Present only your own work or work you are authorized to present
• Give proper credit to all sources and collaborators
• Do not fabricate or falsify data
• Respect intellectual property rights
• Engage in honest and constructive criticism

3.4 Confidentiality: Respect confidential or embargoed information shared during the conference. Do not share or publish such information without explicit permission.

3.5 Consequences:

• First violation: Verbal warning from organizers
• Second violation: Written warning and potential restrictions
• Serious violations: Immediate removal from the conference without refund
• All violations: Exclusion from future conferences
• Severe cases: Reporting to home institution and professional bodies
• Legal action may be pursued for serious offenses

3.6 Reporting Violations: Any participant who witnesses or experiences a violation of this code of conduct should immediately report it to conference staff or the organizing committee.

3.7 Dress Code: Business casual or professional attire is recommended for all conference sessions and events.

3.8 Technology Use: Mobile phones must be silenced during sessions. Photography and recording are permitted only with speaker consent.

4.1 Copyright: Authors retain copyright of their work but grant publication rights to the conference organizers for proceedings and related materials.

4.2 Conference Materials:

• All conference materials are protected by copyright
• This includes presentations, handouts, recordings, and abstract books
• Materials may not be reproduced without permission
• Limited copying for personal use is permitted

4.3 Prohibited Use: Unauthorized reproduction, distribution, or commercial use of conference materials is strictly prohibited.

4.4 Attribution: When using or citing conference materials, proper attribution must be provided including author names, presentation title, conference name, and date.

4.5 Third-Party Materials: If your presentation includes third-party copyrighted materials, you are responsible for obtaining necessary permissions.

4.6 Open Access: Published conference proceedings may be made available through open access platforms with proper attribution.

5.1 Conference Recording: The conference may be photographed, audio/video recorded for promotional, archival, and educational purposes.

5.2 Participant Consent: By attending, participants consent to being photographed or recorded in public conference areas and sessions.

5.3 Personal Recording:

• Personal recording of sessions requires permission from presenters and organizers
• Request permission before recording any presentation
• Respect presenters who decline to be recorded
• Recordings are for personal use only and may not be shared publicly

5.4 Social Media:

• Participants are encouraged to share on social media using official hashtags
• Use hashtags: #ICEEA2026 #ICETS2026
• Tag official conference accounts
• Respect speakers requests not to share their work
• Do not share embargoed or confidential information

5.5 Media Inquiries: All media inquiries and interview requests must be coordinated through the conference media relations team.

5.6 Opt-Out: Participants who do not wish to be photographed or recorded should notify the organizing committee upon registration.

6.1 Force Majeure: The organizers are not liable for conference cancellation or changes due to circumstances beyond their control including natural disasters, pandemics, political unrest, strikes, or government regulations.

6.2 Personal Property:

• The organizers are not responsible for loss, theft, or damage to personal property
• Participants should secure their belongings at all times
• Conference venues are not responsible for items left unattended
• Use hotel safes for valuable items

6.3 Health and Safety:

• Participants attend at their own risk
• Participants are responsible for their own health and safety
• Notify organizers of any medical conditions or special needs
• Follow all venue safety regulations and emergency procedures
• First aid services will be available at the venue

6.4 Travel and Accommodation:

• Participants are responsible for their own travel arrangements
• Book accommodation well in advance
• The conference is not responsible for travel delays or cancellations
• Obtain appropriate travel insurance
• International participants must ensure they have valid visas

6.5 Conference Cancellation: In the unlikely event of full conference cancellation, participants will receive a full refund of registration fees minus processing charges.

6.6 Virtual Alternative: If in-person conference cannot proceed, a virtual alternative may be offered at the organizers discretion.

6.7 Insurance: Participants are strongly encouraged to purchase travel and conference cancellation insurance.

6.8 Medical Emergency: The conference provides basic first aid. For serious medical issues, local emergency services will be contacted.

6.9 Limitation of Liability: The organizers total liability shall not exceed the registration fee paid by the participant.

7.1 Schedule Modifications: The conference program, schedule, and speakers are subject to change without notice. Every effort will be made to notify participants of significant changes.

7.2 Speaker Changes: Keynote speakers or invited speakers may be replaced or sessions rescheduled due to unforeseen circumstances.

7.3 Venue Changes: The organizers reserve the right to change the venue if necessary. Participants will be notified immediately of any venue changes.

7.4 Session Cancellations: Individual sessions may be cancelled or rescheduled. The organizing committee will make reasonable efforts to accommodate affected presentations.

7.5 Format Changes: The conference format may be modified from in-person to hybrid or virtual if required by circumstances.

7.6 Notifications: All significant changes will be communicated via email and posted on the conference website.

8.1 Visa Requirements: International participants are responsible for obtaining necessary visas to enter India.

8.2 Invitation Letters:

• Official invitation letters will be provided upon request after registration
• Allow 5-7 business days for letter processing
• Letters do not guarantee visa approval
• Conference registration does not guarantee entry into India

8.3 Visa Denial: The conference is not responsible for visa denials. Registration fees are non-refundable in case of visa rejection unless documentation is provided within 30 days.

8.4 E-Visa Facility: India offers e-visa facility for citizens of eligible countries. Check with Indian embassy or consulate in your country.

9.1 Data Collection: Personal information collected during registration will be used solely for conference purposes.

9.2 Privacy: Your data will be handled in accordance with our Privacy Policy and applicable data protection laws.

9.3 Third-Party Sharing: Your information may be shared with partner institutions and publishers only as necessary for conference operations.

9.4 Participant Directory: A participant directory may be created and shared among attendees. You may opt out by notifying the organizers.

For complete details, please refer to our separate Privacy Policy and Data Collection Policy.

10.1 Governing Law: These terms and conditions shall be governed by the laws of India.

10.2 Jurisdiction: Any disputes arising from this agreement shall be subject to the exclusive jurisdiction of courts in Kalaburagi, Karnataka, India.

10.3 Mediation: Parties agree to attempt mediation before pursuing formal legal action.

10.4 Complaints: All complaints should be submitted in writing to the organizing committee within 30 days of the conference conclusion.

For questions regarding these terms and conditions, please contact: