Terms & Conditions

Registration and Payment

Registration is confirmed only after full payment has been received, verified and acknowledged by the Conference Secretariat.

All fees are charged in U.S. Dollars unless otherwise stated.

Participants are responsible for bank charges, card-processing fees, payment-platform charges, currency-conversion costs and other transaction fees.

Presenter registration does not automatically confirm abstract acceptance or inclusion in the scientific program.

Cancellation and Refund Policy

All cancellation requests must be submitted in writing to the Conference Secretariat.

• Cancellations received more than 90 days before the event are eligible for a refund after deduction of a USD 100 administrative charge and applicable transaction fees.
• Cancellations received between 60 and 90 days before the event are eligible for a 50% refund of the registration fee.
• Cancellations received between 30 and 59 days before the event are eligible for a 25% refund of the registration fee.
• Cancellations received fewer than 30 days before the event are non-refundable.

Approved refunds are generally processed within 30 days after the conference.

Bank, card-processing, payment-platform and currency-conversion charges are non-refundable.

Registration Transfers and Substitutions

Participants may request a transfer until the event date to another eligible participant, virtual participation where available, or a future edition of the same event.

Transfers and substitutions are subject to written approval, availability, program requirements and applicable fee differences.

Transfers are permitted only once and cannot later be converted into a refund.

Presenter substitutions are subject to abstract approval and scientific-program availability.

No-Show Policy

Participants who do not attend in person, join virtually or complete an approved transfer before the event will be considered no-shows.

No-shows are not eligible for a refund, credit, future transfer or attendance certificate.

Accommodation

Accommodation is optional and is not included in the registration fee unless specifically stated otherwise.

Participants who require accommodation must select and pay for it separately.

Accommodation bookings are subject to separate hotel cancellation, amendment, no-show and early-departure conditions.

Cancellation of event registration does not automatically cancel or refund accommodation. Accommodation charges may become partially or fully non-refundable once the organizer has made a financial commitment to the hotel.

Visa and Travel

Participants are responsible for obtaining the visas, permits and travel authorizations required to attend the event.

An invitation letter confirms intended participation only and does not guarantee visa approval or provide financial sponsorship.

Visa refusal does not automatically qualify for a refund. Refund eligibility will be determined according to the cancellation policy and the date the written request is received.

Participants are responsible for flights, transportation, insurance, independently booked accommodation and all other travel-related expenses.

Program and Event Changes

The organizer reserves the right to make reasonable changes to speakers, presentation order, session timings, topics, meeting rooms, venue, event dates, participation format, virtual platform or program structure.

Program, speaker or schedule changes do not normally qualify for a refund where the event continues to be delivered.

Force Majeure

If an event cannot be held, is postponed, rescheduled, relocated or moved to another format due to circumstances beyond the reasonable control of the organizer — including but not limited to acts of God, natural disasters, pandemics, public-health emergencies, government restrictions, travel bans, acts of terrorism, war, strikes, civil unrest, venue unavailability, major technical failures, power outages, transportation disruptions, supplier or service-provider failures, or other circumstances that materially affect the safe or practical delivery of the event — the organizer will not be liable for losses, expenses or damages incurred by participants.

In such circumstances, the organizer will make reasonable efforts to reschedule or relocate the event, convert it to a virtual or hybrid format, transfer the paid fee to a future edition, or apply the paid fee to another suitable Magnus Group event.

Registration and accommodation fees are non-refundable under force majeure circumstances but will be credited toward the rescheduled, relocated, virtual, hybrid or substituted event.

Abstracts and Presentations

Presenters are responsible for the accuracy, originality, legality and ethical compliance of their abstracts, posters, slides, recordings and other submitted materials.

Presenters must protect patient and participant confidentiality, obtain permission to use copyrighted or third-party materials, appropriately acknowledge sources, disclose relevant conflicts of interest and avoid inappropriate or excessive commercial promotion.

The organizer reserves the right to reject or remove content that is unlawful, misleading, offensive, unethical or outside the event scope.

Copyright and Intellectual Property

All content published on the organizer’s websites or provided through its events — including text, graphics, logos, designs, photographs, videos, programs, abstracts, conference materials, recordings and digital resources — is owned by or licensed to Magnus Group unless otherwise stated. Such content may not be copied, reproduced, republished, distributed, modified, sold, displayed or used for commercial purposes without prior written permission from the organizer or the relevant rights holder.

Presenters retain ownership of their original abstracts, posters, slides, recordings and presentation materials. By submitting materials, presenters confirm that the work is original or lawfully used, that all necessary permissions have been obtained for copyrighted images, data, figures, videos or other third-party content, and that the material does not infringe the intellectual-property rights of any person or organization.

Presenters grant Magnus Group a non-exclusive, royalty-free right to reproduce, publish, display and archive approved submitted materials for conference-related purposes, including conference programs, abstract books, event websites, digital platforms, conference archives, social media, and educational or promotional communications. This permission does not transfer ownership of the presenter’s original work.

Participants may not record, reproduce, download, distribute, publish or commercially use conference presentations, recordings or materials without prior permission from both the organizer and the relevant presenter or copyright owner. Unauthorized use may result in removal from the event, restriction of access or appropriate legal action.

Photography and Recording

The organizer may photograph, film or record event sessions and activities for documentation, reporting, archival, educational and promotional purposes.

Participants may not independently record, livestream, reproduce or distribute event presentations without prior permission from the organizer and the respective presenter.

Participants with specific concerns regarding photography or recording should contact the Conference Secretariat in advance.

Virtual Access

Virtual access details are issued only to registered participants and must not be shared, published, sold or distributed.

The organizer may restrict or remove access where login details are misused or shared.

The organizer is not responsible for technical difficulties caused by a participant’s device, internet connection, software, local network or failure to follow technical instructions.

Certificates

Certificates are issued according to the participant’s confirmed role and verified participation.

Presenter certificates are issued only after the scheduled presentation has been delivered and verified. Listener certificates are issued only after attendance has been verified.

Co-authors who are not registered and do not attend or present will not normally receive individual certificates.

Code of Conduct

Participants must communicate professionally and respectfully and comply with event, venue, safety and technical instructions.

Harassment, discrimination, disruptive behavior, unauthorized promotion, misuse of event materials or other inappropriate conduct may result in removal from the event without refund.

Serious violations may be reported to the participant’s institution, venue security or the relevant legal authority.

Liability

The organizer is not liable for personal injury, illness, accidents, loss or damage to personal belongings, visa refusal, travel disruption, independently booked hotel or transportation losses, technical failures outside the organizer’s control, loss of income, business, opportunity or data, or indirect or consequential losses.

Participants attend and participate at their own risk and are responsible for arranging suitable insurance.

Privacy and Data Protection

Personal information will be processed in accordance with the applicable Privacy Policy published on the relevant event website.

Information may be shared with service providers where necessary for payment processing, accommodation arrangements, event administration, virtual-platform access, invitation letters, certificate preparation and legal or financial compliance.

The organizer does not sell participant personal information.

Third-Party Services

The event may use third-party service providers, including hotels, venues, payment processors, virtual platforms and technical suppliers.

These providers may operate under their own terms and privacy policies.

The organizer is not responsible for the independent acts, omissions or service failures of third-party providers, except where required by law.

Participant Responsibility

Participants are responsible for providing accurate registration information, monitoring the email address used during registration, checking spam and junk folders, reviewing website and program updates, following registration and presentation deadlines, and informing the Conference Secretariat of changes promptly.

The organizer is not responsible for missed communications caused by incorrect contact information, spam filtering or failure to monitor event updates.

Severability

If any provision of these Terms is found to be invalid, unlawful or unenforceable, the remaining provisions will continue in full force and effect.

No Waiver

Failure by the organizer to enforce any provision of these Terms does not waive the right to enforce that provision or any other provision later.

Updates to These Terms

The organizer may update these Terms when necessary to reflect legal, regulatory, operational or event-related changes.

The latest version will be published on the relevant event website.

Contact Information

For questions regarding registration, payments, cancellations, transfers, accommodation or these Terms, contact the Conference Secretariat:

• Email: heart@magnusconference.com
• Phone: +1 (702) 988-2320
• WhatsApp: +1 (640) 666-9566