FASEB Conference Policies, Terms, and Conditions

As a condition of registering for a FASEB Science Research Conference, you agree to all the following terms and policies below.

Attendee Qualification

Conference participants must be registered for the conference they wish to attend, including all invited speakers. All deadlines for the conference will be in Eastern Time. For virtual/hybrid conferences, participants may neither share virtual access credentials nor host “watch parties” with people not registered. Non-compliance with this policy may result in expulsion from the conference. For an in-person conference, registrants must wear their badge to enter and attend the conference. There will be no onsite registration unless explicitly specified for that conference.

Those claiming a student rate may be asked to present proof of student status before receiving access to the conference. This may include their student ID or a letter from their advisor or Principal Investigator, as determined by FASEB at its sole discretion.

The qualifications of registered participants may be reviewed by the volunteer conference organizer(s) and/or FASEB, who may use their discretion to determine that a participant is not qualified to attend the conference. In that case, FASEB will contact that registrant to cancel their registration, and issue a full refund of the registration fee without a cancellation fee.

Cancellations, Registration Updates/Substitution, Taxes

Cancellations

For in-person participation, there are two options. Participants may log into the conference website and cancel through the registration system, or they may cancel via email by the cancellation deadline. Both are subject to a US$150 fee. After the cancellation deadline, registration fees are generally non-refundable.

Refunds after the cancellation deadline, due to the inability of a registrant to obtain a visa, will be evaluated on a case- by- case basis, and may require the submission of additional documentation.

Registration fees for virtual conferences are non-refundable if conference content is available for viewing/participant access for post-event access.

Registration Updates/Transfer

Any registration updates may be made by the registrant online through the sign-in link to the registration portal. To prepare the conference access, registration updates within 72 hours of the conference may not be possible. FASEB reserves the right to reject any requested registration changes or modifications at any time, for any reason.

Registrants may transfer their registration to another person with volunteer conference organizer approval before the conference. To request a transfer, please email us. Transfers must be at the same registration fee or higher; additional payment will be requested for the latter.

Taxes

As a condition of registering for a FASEB Science Research Conference or Catalyst Conference, you agree to all the following terms and policies below. These terms do not apply to FASEB’s Conference-On-Demand options.

Attendee Qualification

Conference participants must be registered for the conference they wish to attend, including all invited speakers. All deadlines for the conference will be in Eastern Time. For virtual/hybrid conferences, participants may neither share virtual access credentials nor host “watch parties” with people not registered. Non-compliance with this policy may result in expulsion from the conference. For an in-person conference, registrants must wear their badge to enter and attend the conference. There will be no onsite registration unless explicitly specified for that conference.

Those claiming a student rate may be asked to present proof of student status before receiving access to the conference. This may include their student ID or a letter from their advisor or Principal Investigator, as determined by FASEB at its sole discretion.

The qualifications of registered participants may be reviewed by the volunteer conference organizer(s) and/or FASEB, who may use their discretion to determine that a participant is not qualified to attend the conference. In that case, FASEB will contact that registrant to cancel their registration, and issue a full refund of the registration fee without a cancellation fee.

Cancellations, Registration Updates/Substitution, Taxes

Cancellations

For in-person participation, there are two options. Participants may log into the conference website and cancel through the registration system, or they may cancel via email by the cancellation deadline. Both are subject to a US$150 fee. After the cancellation deadline, registration fees are generally non-refundable.

Refunds after the cancellation deadline, due to the inability of a registrant to obtain a visa, will be evaluated on a case- by- case basis, and may require the submission of additional documentation.

Registration fees for virtual conferences are non-refundable if conference content is available for viewing/participant access for post-event access.

Registration Updates/Transfer

Any registration updates may be made by the registrant online through the sign-in link to the registration portal. To prepare the conference access, registration updates within 72 hours of the conference may not be possible. FASEB reserves the right to reject any requested registration changes or modifications at any time, for any reason.

Registrants may transfer their registration to another person with volunteer conference organizer approval before the conference. To request a transfer, please email us. Transfers must be at the same registration fee or higher; additional payment will be requested for the latter.

Taxes

Registration fees for in-person conferences may be subject to a value-added tax or a goods and services tax. These taxes may be required by law in the country where the conference is held and will be collected at the time of registration.

Code of Conduct

FASEB conference participants agree to abide by the terms of the FASEB Conference Code of Conduct.

Confirmation of Registration

A participant is successfully registered once the conference fee is fully paid. If you are not sure that you have completed your registration, or have not received your confirmation email, please email us. To ensure that you receive the most up- to-date information about the conference, please add the following addresses and domains to your trusted sender list: cvent.com, cvent.me, cvent-planner.com, cventmail.com, and the IPs for general product use.

Drinking and Intoxicants

Alcoholic beverages may be offered at various social activities. FASEB, the conference organizers, and the conference venue each encourage responsible drinking. Alcohol will only be served to those of legal age and participants may be required to provide photo identification. Alcoholic beverages may be allowed only in specific areas.

Any intoxicated behavior, regardless of the legality of the substance, is not permitted.

Some substances may be legal where a participant lives but illegal where the conference is being held. Participants are responsible for confirming the legality of any intoxicating substances they bring to the conference location. FASEB cannot be held liable for any issues that may arise from a participant’s substance use or possession.

Event Cancellation

If a FASEB conference is canceled, the full registration fee will be returned to each registrant. If an in-person conference is going virtual, the paid registration fees for the in-person conference will be automatically applied to the virtual conference; a refund will be issued for any delta in fees, if applicable.

For in-person conferences, travel and housing reservations are generally the sole responsibility of the registrant. If the conference fee includes lodging, your lodging reservation will be automatically cancelled, and the full fee will be returned.

Force Majeure

FASEB and any conference organizers shall not be held responsible for any delay or failure in performance of its obligations hereunder to the extent such delay or failure is caused by fire, flood, strike, civil, governmental, or military authority, acts of God, acts of terrorism, acts of war, epidemics or pandemics, the availability of the venue or internet or other similar causes beyond its reasonable control and without fault or negligence. For one or more of such reasons, FASEB and the organizers may postpone, reschedule, or cancel the event without liability on the part of FASEB and the organizers. In the event the conference cannot be held or is postponed pursuant to this section, FASEB and the organizers shall not be liable to attendee for any damages, costs, or losses incurred, including travel or any housing reservations not included in the registration fee.

Guests (For In-Person Conferences Only)

Conference participants may purchase a meal plan for non-conference participants, regardless of age, to partake in any of the conference meal functions. Guests are not permitted to attend conference lectures, discussion groups, or poster sessions.

Guests are subject to, and the primary registrant must agree on their behalf to, all conference policies to including but not limited to the registration terms and conditions, FASEB Conference Code of Conduct, and applicable conference or venue health and safety policies. Guests must wear their provided credentials during all meal functions.

Housing (For In-Person Conferences Only)

If your conference registration fee includes lodging (see your conference site for details), you will receive your lodging confirmation via email about three weeks before the conference.

Payments

Accepted payment methods for registration fees are Visa, Master Card, American Express, and bank transfer. Purchase orders are not accepted. Conference fees paid by bank transfer will be subject to an additional US$50 processing fee. All fees collected by FASEB are listed and collected in U.S. dollars.

Personal Information and Data

Information provided by participants during registration or for any conference sessions will be accessible to FASEB employees, volunteer conference organizer(s), and vendor partners supporting registration, conference components, or housing (if applicable). FASEB uses your contact information to provide you with up-to-date information about FASEB and FASEB events. A participant list with contact information is available to other registered conference participants during the conference. FASEB does not sell contact information to third parties. For further details on FASEB’s privacy policy, please click here.

Personal Recording, Photography, and Cell Phone Use

FASEB conferences do not permit photography or the electronic capture of any sessions that are part of the conference agenda without the explicit consent of the presenting author(s), organizers, and FASEB conference staff, except as arranged and sponsored by FASEB for the purposes of providing the Conferences On-Demand option (for Conferences on- Demand, permissions from speakers will be obtained separately). FASEB DOES permit recording/photographs of conference-related activities that do not include proprietary materials. Please mute all cell phones and other electronic devices during sessions.

Photography/Release/Recording (AV or Other Format)

Photography

For all conferences, by registering, participants hereby grant FASEB permission to take photographs of participants, both individually and with others, while participating in the conference. These photographs will be used by FASEB and reproduced in various forms of media (e.g., print, electronic including on websites, or other related forms) for promotion of the conference and to support conference components and may be accompanied by the participant’s name and affiliation. Participants agree to release any claims to photographs and are aware there will be no payments made to participants for the photographs.

Recordings 

For Science Research Conference with a Conferences On-Demand option only: These are not covered in FASEB Conference Policies, Terms, and Conditions. For Conferences On-Demand only, FASEB obtains permission for recording presentations separately from speakers, and attendees will not be captured as questions and answers following the presentations are excluded. Participants who do not wish to be captured in recording should avoid standing, sitting, or walking in front of the video recording equipment during speaker presentations.

For Catalysts Conferences only: these virtual conferences may be video recorded, and participants in these conferences grant FASEB permission to record, in audio, video, or other format, their participation. Catalyst Conference recordings include the entire event, including questions, answers, and comments from the audience. These recordings are made available to registrants of a Catalyst Conference post-event. Participants release claims to the recording itself (Note: the rights to the recording do not include your copyright claims to the science you discussed) and are aware there will be no payments made to participants for the recording. 

Press

A substantial amount of unpublished research is presented at FASEB conferences. Therefore, journalists, reporters, writers, or others are not permitted to attend the conferences for the purposes of news or other forms of reporting. Conference organizers may be permitted to prepare a summary or review articles about their events and submit them for publication or other news coverage; such articles or news coverage must be reviewed and approved by FASEB.

Publication/Confidential Material Dissemination

FASEB conferences encourage scientists to discuss and share discoveries and unpublished research during each conference. To maintain privacy, all participants agree not to release other participants’ research material or data that is proprietary, copyrighted, unpublished, or otherwise not available in the public domain without written approval from both the author and FASEB*. FASEB staff will take reasonable steps to enforce the restrictions against conference participants recording* and photographing conference presentations; each conference attendee assumes sole responsibility for the protection and preservation of any intellectual property rights from their scientific work.

*Speaker presentation recordings for the Conferences On-Demand option are not covered in FASEB Conference Policies, Terms, and Conditions. For Conferences On-Demand only, FASEB obtains permission for recording presentations separately from speakers.

Smoking

Smoking is not permitted at any in-person conference functions. This includes general sessions, workshops, luncheons, and social events. Attendees should adhere to any signage preventing or authorizing smoking in certain locations.

Speaker Disclosure

Statements or views expressed by speakers at FASEB conferences are solely the views of the speaker. They do not necessarily represent the views of FASEB. FASEB conferences do not guarantee the source, accuracy, completeness, or reliability of any statement, finding, data, or interpretation presented by any speaker or poster presenter.

Submission of Abstracts

Abstracts may be submitted during or after registration and must be received prior to the abstract submission deadline. If a submitter is not fully registered by the abstract deadline, the abstract/presentation may be pulled from the conference. Click here for the full FASEB SRC Abstract, Presentation, and Poster Presentation Terms.

Unauthorized Solicitation

To provide a distraction-free environment for our participants, FASEB conferences do not allow solicitation by participants or FASEB unauthorized parties. Any individuals seen to be improperly soliciting participants will be asked to leave the conference and may not be refunded.

Unsecured Items

Participants are responsible for their items at in-person conferences, including valuables, personal items, electronics, purses, wallets, briefcases, backpacks, mobile devices, etc. FASEB cannot be held responsible for the loss of any items.

US Federal Employees

Each participant that is an employee of a United States government agency acknowledges that it is his/her responsibility to be in compliance with the regulations, policies, and procedures established by their agency. Any reimbursement of travel, subsistence, and related expenses for participation as such a participant at a FASEB Conference must be done in accordance with federal travel regulations.

Waiver of Liability

Each participant attending FASEB conferences voluntarily assumes all risks associated with their attendance and participation in all related activities, including risks of personal injury, harm, and loss, and even death. Each participant waives any and all claims against FASEB, its directors, officers, employees, volunteers, and agents (the “released parties”) for damages or losses caused by the negligence, fault, or conduct on the part of the released parties (excluding gross negligence and willful misconduct), including but not limited to death, bodily injury, illness, economic loss, expenses, or loss or damage to property.

By registering, participants acknowledge and understand that attendance at an in-person FASEB conference includes possible exposure to and illness from infectious diseases, including but not limited to COVID-19.

Each attendee agrees to indemnify and hold harmless FASEB, and their governing bodies, officers, directors, and employees from all loss, damages, or liabilities arising out of or related to their attendance at a FASEB conference.

Registration fees for in-person conferences may be subject to a value-added tax or a goods and services tax. These taxes may be required by law in the country where the conference is held and will be collected at the time of registration.