Terms and Conditions

Last Updated: September 2026

Welcome to ConferenceMinds. These Terms & Conditions govern registration, participation, publication, communication, and related services provided through ConferenceMinds conferences, events, journals, publications, and associated services.

By registering for or participating in a ConferenceMinds event, you acknowledge that you have read, understood, and accepted these Terms & Conditions.

1. Registration and Acceptance of Terms

All registrations made through the ConferenceMinds website, registration forms, shared registration links, direct payment links, or other official registration channels are subject to these Terms & Conditions.

By completing a registration or making a payment, the participant confirms that the information provided during registration is accurate and complete and agrees to comply with these Terms & Conditions.

ConferenceMinds reserves the right to request additional information where necessary for registration, participation, payment verification, conference administration, publication, or other legitimate purposes related to the event.

2. ConferenceMinds Events

ConferenceMinds organizes and facilitates scientific conferences, meetings, seminars, workshops, research events, publications, and related academic and professional activities.

Conference details, including dates, venues, speakers, schedules, programs, sessions, and participation arrangements, may be subject to change when necessary.

ConferenceMinds will make reasonable efforts to communicate significant changes through the official website, email, WhatsApp, or other official communication channels.

3. Registration Fees and Services

Registration fees may cover services specified for the particular event, which may include, depending on the selected registration category:

• Conference participation
• Physical and/or virtual participation
• Conference certificates
• Abstract or conference proceeding publication
• Journal or publication-related services
• Access to conference sessions or materials
• Other services specifically mentioned on the relevant event or registration page

The services included in a registration fee may vary from event to event and according to the selected registration category.

Participants should carefully review the registration details and inclusions before completing payment.

4. Hybrid Conference Participation

Where an event is designated as a hybrid conference, participants may be provided with physical and virtual participation options, subject to the arrangements specified for that particular event.

Participants are responsible for selecting the appropriate participation category during registration.

If a participant is unable to attend the physical component of a hybrid event, ConferenceMinds may provide an available virtual participation option where applicable.

The availability of certificates, publications, recordings, presentations, or other benefits may depend on the participant’s registration category and the specific arrangements communicated for the event.

5. Conference Schedule and Changes

ConferenceMinds makes reasonable efforts to conduct events according to the published schedule.

However, dates, venues, speakers, sessions, programs, formats, or other event arrangements may occasionally need to be changed because of circumstances beyond our reasonable control or for operational reasons.

Where significant changes occur, ConferenceMinds will make reasonable efforts to notify registered participants through official communication channels.

Participants are responsible for checking their registered email address and the official conference website for important updates.

6. Postponement or Cancellation by ConferenceMinds

ConferenceMinds reserves the right to postpone, reschedule, modify, or cancel a conference or event where necessary, including because of circumstances beyond its reasonable control.

Such circumstances may include, but are not limited to:

• Natural disasters
• Public health emergencies
• Government restrictions
• Travel restrictions
• Venue-related issues
• Technical or operational difficulties
• Security concerns
• Transportation disruptions
• Force majeure events
• Other circumstances that materially affect the ability to conduct the event

Where an event is postponed or rescheduled, ConferenceMinds will communicate the revised arrangements through the official website, email, WhatsApp, or another appropriate communication channel.

7. Registration Cancellation and Refunds

Unless a specific event page or written agreement states otherwise, registration fees paid to ConferenceMinds are non-refundable and non-transferable, subject to applicable law.

This applies to payments made through the ConferenceMinds website, registration links, payment gateways, direct payment links, bank transfers, or other official payment methods.

Participants should carefully review the conference details, registration category, dates, and applicable fees before making payment.

8. Cancellation or Postponement of an Event

If ConferenceMinds cancels or postpones an event, the applicable arrangements will be communicated to registered participants.

Depending on the circumstances and the specific event arrangements, ConferenceMinds may provide an alternative participation arrangement, including participation in a rescheduled event or an available virtual participation option.

Unless otherwise expressly communicated by ConferenceMinds, cancellation or postponement of an event does not automatically create an entitlement to a cash refund.

Any alternative arrangement offered by ConferenceMinds will be communicated to registered participants through official communication channels.

9. Participant Cancellation or Non-Attendance

If a participant chooses not to attend an event, is unable to attend, arrives late, leaves early, or otherwise does not participate in the event, the registration fee will generally remain non-refundable and non-transferable.

Participants are responsible for ensuring that they are able to participate in the event before completing registration.

10. Online Participation and Rescheduled Events

Where an alternative online or virtual participation arrangement is offered following postponement or cancellation, ConferenceMinds may provide access according to the terms communicated for that event.

Any transfer or alternative participation arrangement is subject to availability and the specific conditions communicated by ConferenceMinds.

Where ConferenceMinds offers a transfer to a future event, the applicable validity period and participation conditions will be communicated to the participant.

11. Publication, Abstract, E-Poster and Related Fees

Fees associated with abstracts, conference proceedings, journal publication, e-posters, online presentation services, or other publication-related services are generally non-refundable once the relevant service or processing has commenced.

Where a particular publication or service has separate terms, those terms will apply.

Participants should review the applicable publication and submission requirements before making payment.

12. Accommodation and Travel Expenses

Participants are generally responsible for arranging and paying for their own accommodation, transportation, meals, insurance, visa expenses, and other personal travel costs unless specifically included in the registration package.

Where ConferenceMinds assists with accommodation or other arrangements, such arrangements may be subject to availability and the terms communicated at the time of booking.

ConferenceMinds is not responsible for expenses incurred by participants as a result of changes to travel plans, event schedules, visa decisions, transportation disruptions, or other circumstances beyond its reasonable control.

13. Code of Conduct

ConferenceMinds is committed to maintaining a respectful, professional, and inclusive environment for participants, speakers, organizers, partners, and other attendees.

Participants are expected to:

• Treat other participants and staff with respect.
• Avoid harassment, discrimination, intimidation, threats, or abusive behavior.
• Follow reasonable instructions provided by conference organizers or venue staff.
• Respect the privacy and personal space of other participants.
• Avoid behavior that disrupts conference activities.
• Comply with applicable laws and venue rules.

ConferenceMinds reserves the right to restrict or refuse participation, remove a participant from an event, or take other appropriate action where a participant engages in serious misconduct or behavior that may adversely affect other attendees or the event.

14. Recording, Photography and Use of Conference Materials

Participants may not commercially record, reproduce, distribute, sell, or otherwise exploit conference presentations, educational materials, photographs, videos, presentations, or other event content without appropriate authorization from ConferenceMinds and/or the relevant rights holder.

Participants should respect the intellectual property, privacy, and presentation rights of speakers, researchers, organizers, and other attendees.

ConferenceMinds may capture photographs, video, or other media during its events for legitimate event documentation, communication, promotional, or educational purposes, subject to applicable law and any required notices or permissions.

Participants who do not wish to appear in promotional materials should contact ConferenceMinds using the official contact details provided on the website.

15. Intellectual Property and Conference Materials

Unless otherwise stated, conference presentations, publications, website content, graphics, logos, documents, recordings, and other materials provided by ConferenceMinds are protected by applicable intellectual property laws.

Participants may use materials provided to them for their personal or professional educational purposes where permitted.

Materials may not be reproduced, republished, distributed, sold, modified, or commercially exploited without appropriate permission.

Authors and presenters remain responsible for ensuring that the material they submit does not infringe the intellectual property, privacy, confidentiality, or other rights of third parties.

16. Health and Safety

Participants should follow applicable health, safety, and public-health requirements associated with the event venue and destination.

Participants should avoid attending a physical event if they are experiencing symptoms of a contagious illness where attendance could reasonably pose a risk to others.

Where necessary, participants should notify ConferenceMinds regarding circumstances that may affect their safe participation.

ConferenceMinds may introduce reasonable health and safety measures based on applicable government requirements, venue rules, or circumstances affecting the event.

17. Visa and Travel Requirements

Participants are responsible for determining and obtaining the appropriate visa, travel authorization, passport, insurance, or other documentation required for participation in an event.

Visa and travel requirements may vary depending on the participant’s nationality, country of residence, destination, and purpose of travel.

ConferenceMinds may provide event-related documentation where applicable, but does not guarantee visa approval and cannot be held responsible for visa refusals, delays, or related expenses.

Participants should consult the relevant embassy, consulate, immigration authority, or official government source for current visa requirements.

We recommend that international participants begin the visa application process well in advance of the conference date.

18. Limitation of Liability

ConferenceMinds will make reasonable efforts to organize and deliver its conferences and related services as described.

However, ConferenceMinds shall not be responsible for losses, costs, damages, delays, injuries, or other consequences arising from circumstances beyond its reasonable control, including event postponement, cancellation, travel disruption, government restrictions, venue changes, technical failures, natural disasters, or other force majeure events.

Participants are responsible for making their own travel, accommodation, insurance, and other arrangements and should consider appropriate travel or event insurance where appropriate.

19. Personal Property and Personal Injury

Participants are responsible for their personal belongings and property while attending a ConferenceMinds event.

ConferenceMinds, event venues, sponsors, speakers, and associated parties are not responsible for loss, theft, damage, or disappearance of personal property except where liability cannot legally be excluded.

Participants attend physical events at their own responsibility and should follow all applicable venue and safety instructions.

20. Completion of an Event

Once a conference or event has been completed, ConferenceMinds’ obligations relating to the delivery of that particular event will generally be considered fulfilled, subject to any continuing services or obligations expressly communicated to participants.

Any continuing publication, certificate, documentation, or other service will be handled according to the applicable arrangements for that service.

21. No Unauthorized Commercial Activity

Registration for a ConferenceMinds event is intended for the registered participant or organization identified during registration.

Participants may not use ConferenceMinds events, participant information, attendee lists, conference materials, or event communication channels for unauthorized commercial solicitation, advertising, resale, or other commercial activities.

Any commercial partnership, sponsorship, exhibition, or promotional activity must be separately authorized by ConferenceMinds.

22. Information We Collect

When you register for an event through the ConferenceMinds website, registration form, shared registration link, or another official registration channel, we may collect information necessary to provide our services.

Depending on the service or event, this may include:

• Full name
• Email address
• Telephone or WhatsApp number
• Country and location
• Professional affiliation or organization
• Job title or professional information
• Registration category
• Conference participation information
• Abstracts, papers, presentations, or other submitted materials
• Payment and transaction information
• Communication records
• Information required for certificates or publications
• Information you voluntarily provide when contacting us

We aim to collect information that is relevant and reasonably necessary for the purposes for which it is used.

23. How We Use Personal Information

ConferenceMinds may use personal information for the following purposes:

• Processing conference registrations and payments.
• Confirming participation and providing event-related services.
• Sending important conference updates through email, WhatsApp, telephone, or other appropriate communication channels.
• Issuing participation certificates and related documentation.
• Communicating regarding abstracts, journals, publications, proceedings, or other academic services.
• Communicating changes to conference dates, venues, schedules, or participation arrangements.
• Providing customer and participant support.
• Managing conference administration and event logistics.
• Maintaining appropriate business, accounting, and administrative records.
• Improving and evaluating our website, services, conferences, and participant experience.
• Protecting our systems, services, participants, and legal rights.
• Complying with applicable legal, regulatory, accounting, or administrative requirements.

Where required by applicable law, we will identify the appropriate legal basis for processing personal information. Privacy laws can require organizations to explain the purposes and legal basis for processing rather than relying on a blanket statement of consent

24. Sharing of Personal Information

ConferenceMinds does not sell or rent your personal information.

We may share or provide access to personal information with trusted service providers where reasonably necessary to operate our services. These may include providers involved in:

• Payment processing
• Website hosting
• Email and communication services
• Conference or virtual event platforms
• Registration and event administration
• Customer support
• Publication and journal services
• Information technology and security
• Analytics or website functionality

We may also disclose information where required by law, legal process, governmental authority, or where reasonably necessary to protect our rights, property, participants, or services.

We aim to ensure that information is shared only where reasonably necessary for the relevant purpose and as permitted by applicable law.

25. Payment Information

Payments may be processed through third-party payment providers or financial institutions.

ConferenceMinds may receive transaction-related information necessary to confirm and administer a payment. Payment card or financial information may be processed directly by the applicable payment provider according to its own terms and privacy practices.

ConferenceMinds does not intentionally request payment card passwords, PINs, or other confidential authentication information through ordinary email or messaging channels.

26. Conference Publications and Submitted Materials

If you submit an abstract, paper, presentation, biography, photograph, professional profile, or other material for a ConferenceMinds conference or publication, the information may be used for purposes directly related to the relevant conference, publication, journal, proceedings, academic communication, or event administration.

Where publication is part of the selected service, submitted academic or professional information may be published in the relevant ConferenceMinds publication, journal, conference proceedings, website, or associated academic material according to the applicable publication terms.

Authors and contributors are responsible for ensuring that submitted materials are accurate and do not knowingly infringe the rights of others.

27. Communication

ConferenceMinds may contact registered participants regarding:

• Registration confirmation
• Payment confirmation
• Conference schedules
• Venue or access information
• Changes to conference arrangements
• Participation instructions
• Certificates
• Publication-related matters
• Technical or administrative support
• Other information necessary for the delivery of the registered service

Where permitted by applicable law, ConferenceMinds may also send information about future conferences, publications, or related services.

Where applicable, participants may opt out of non-essential promotional communications while continuing to receive communications necessary for their existing registration or services.

28. Data Security

ConferenceMinds takes reasonable technical and organizational measures to protect personal information against unauthorized access, loss, misuse, alteration, disclosure, or destruction.

However, no internet transmission, website, electronic storage system, or communication method can be guaranteed to be completely secure.

Participants should also take reasonable precautions to protect their account credentials, email accounts, devices, and other information used to access ConferenceMinds services.

29. Data Retention

ConferenceMinds retains personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected, provide services, maintain appropriate business and accounting records, resolve disputes, enforce agreements, and comply with applicable legal or regulatory requirements.

The period for which information is retained may vary depending on the type of information and the purpose for which it is processed.

Data-protection principles generally require organizations to avoid retaining personal information longer than necessary for its purpose.

30. International Processing of Personal Information

Because ConferenceMinds serves participants and professionals from different countries, personal information may be processed by ConferenceMinds or its service providers in countries other than the country in which the participant resides.

Where applicable, ConferenceMinds will take reasonable steps to ensure that international transfers or processing of personal information are handled in accordance with applicable data-protection requirements.

Where required by applicable law, participants will be provided with information regarding relevant safeguards or transfer mechanisms.

31. Cookies and Technical Information

The ConferenceMinds website may use cookies and similar technologies to provide website functionality, remember preferences, understand website usage, improve performance, and support security.

Depending on the technologies used on the website, technical information may include information such as IP address, browser type, device information, pages visited, referring pages, and interaction information.

Where required by applicable law, cookie consent or other appropriate controls will be provided.

32. Your Privacy Rights

Depending on your location and the laws applicable to your personal information, you may have certain rights regarding your personal data.

These may include the right to:

• Request access to personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of personal information where applicable.
• Request restriction of certain processing.
• Object to certain processing.
• Request portability of certain information where applicable.
• Withdraw consent where processing is based on consent.
• Lodge a complaint with an applicable data-protection authority where available.

These rights are subject to applicable legal conditions and exceptions. For example, certain information may need to be retained to comply with legal, accounting, contractual, or other legitimate requirements.

33. Requests Regarding Personal Information

If you wish to request access, correction, deletion, or other action regarding your personal information, please contact ConferenceMinds using the official contact details provided on our website.

We may request reasonable information to verify your identity before processing a privacy request.

We will handle valid requests in accordance with applicable data-protection laws and within the time periods required by those laws.

Privacy Contact: [contact@conferenceminds.com]

34. Visa and Immigration Responsibility

International participants are responsible for determining and obtaining the appropriate visa, travel authorization, passport, insurance, or other documentation required for participation in a ConferenceMinds event.

Visa requirements vary depending on nationality, country of residence, destination, and purpose of travel.

ConferenceMinds may provide an invitation letter, registration confirmation, or other event-related documentation where applicable and subject to the relevant event requirements.

Providing an invitation or registration document does not guarantee visa approval.

ConferenceMinds does not make visa decisions and is not responsible for visa refusals, delays, application costs, travel expenses, accommodation expenses, or other costs resulting from a visa or immigration decision.

Participants should consult the relevant embassy, consulate, immigration authority, or official government website for current visa requirements.

Participants are strongly encouraged to begin the visa application process well before the conference date.

35. Modification of Terms and Policies

ConferenceMinds may update these Terms & Conditions, Refund Policy, or Privacy Policy from time to time to reflect changes in our services, events, legal requirements, technology, or business practices.

The updated version will be published on the ConferenceMinds website with an updated “Last Updated” date.

Participants are encouraged to review this page periodically.

Where required by applicable law, material changes will be communicated through appropriate channels.

36. Contact ConferenceMinds

If you have questions about these Terms & Conditions, registration, refunds, conference participation, privacy, publications, or visa-related documentation, please contact ConferenceMinds through the official contact details provided on our website.

ConferenceMinds
Website: https://conferenceminds.com
Email: contact@conferenceminds.com
Privacy Contact: contact@conferenceminds.com

By registering for, paying for, or participating in a ConferenceMinds event or related service, you acknowledge that you have read and understood the applicable Terms & Conditions and agree to comply with them.

Where separate terms apply to a particular conference, publication, registration category, or service, those specific terms may also apply and should be reviewed before registration or payment.