Terms & Conditions
1. Policy on Cancellations & Refunds:
➤ A full refund is possible only if the cancellation request is submitted at least 70 days before the conference, with formal paperwork completed at least 60 days prior.
➤ If cancellation occurs between 60 and 30 days before the event, partial refunds may be granted based on administrative costs incurred.
➤ If a participant is unable to attend the conference due to personal reasons and cancels within 30 days of the event, the registration fee is non-refundable. However, the paid fee will be retained as a credit, allowing participation in any of EFSTM’s international conferences within one year from the date of registration.
➤ Registrations made less than 30 days before the event are not eligible for refunds, but may be transferred to another EFSTM conference.
➤ If the conference format is changed from in-person to virtual, refunds will not be provided.
➤ A basic cancellation charge of 50 USD will be deducted from all refunds.
➤ Virtual registration refunds are not applicable, but credit will be issued for future conferences.
➤ If the organizer cancels the event, 100% credit will be issued for future conferences within one year. The registrant must provide the next conference details within 6 months.
2. Participation & Registration Requirements:
➤ To attend an EFSTM event, participants must complete the registration process within the stipulated time.
➤ If cancellation occurs between 60 and 30 days before the event, partial refunds may be granted based on administrative costs incurred.
➤ The event schedule, venue, and format are subject to changes at the discretion of the organizers, with prior notice sent via email.
➤ EFSTM is not liable for any financial losses resulting from changes in event details.
➤ Fees paid for registration are strictly non-refundable.
➤ If the primary author cannot participate, a co-author may attend instead, but refunds will not be granted for non-attendance.
➤ Registrations with concessions are not refundable.
➤ Registrants must contact the team for updates after registration. Failure to do so may invalidate registration.
➤ Failure to respond to communications within 15 days or submit the registration form within 7 days will invalidate registration.
3. Submission & Publication Norms:
➤ Researchers submitting papers to EFSTM must ensure their institution or supervisor is aware of their submission.
➤ Each submission is subject to a rigorous peer review before being accepted for presentation.
➤ Only papers linked to a completed registration will be included in conference proceedings.
➤ The submitting author is considered the primary author; EFSTM does not verify individual authorship claims.
➤ If any concerns regarding authorship arise and are validated, the paper will be withdrawn without reconsideration.
➤ Once a paper is removed, it cannot be reintroduced into any EFSTM publication.
➤ All Authors and Co-authors must inform their respective Dept. Head/Principal/Guide about the paper submission.
➤ All papers will undergo review by two internal or external reviewers.
➤ Only registered papers will be published.
➤ Suspended papers will not be republished or distributed.
4. Travel & Accommodation Responsibilities:
➤ Attendees are responsible for making their own travel and lodging arrangements.
➤ EFSTM does not provide logistical assistance for travel or accommodation.
➤ The organization bears no responsibility for expenses incurred due to conference modifications or rescheduling.
➤ No refunds will be provided due to travel or accommodation unavailability.
➤ Registration fees do not include travel or accommodation.
5. Visa & Invitation Letter Policy:
➤ EFSTM does not engage directly with consulates or embassies on behalf of attendees.
➤ Participants must handle their own visa applications and processes.
➤ The invitation letter is provided solely for conference attendance and does not serve as a document for immigration, employment, or residency purposes.
➤ The letter assists in visa applications but does not guarantee visa approval.
➤ EFSTM for visa denials or processing delays, and all related costs are borne by the applicant.
➤ Any alterations or unauthorized use of the invitation letter will result in its invalidation and possible cancellation of conference participation.
➤ Legal action may be pursued if the document is misused.
➤ By accepting the invitation letter, attendees agree to comply with international travel regulations and ethical participation standards.
➤ If the delegate receives the conference invitation letter but cannot attend the conference, no refund will be provided.
➤ Registrations made near or after the registration deadline will be considered for virtual participation, with eligibility for a future conference.
6. Registration Transfers:
➤ Registrations may be transferred to another individual from the same institution if the original participant cannot attend.
➤ Transfer requests must be made via email to [email protected] with necessary details and supporting documents.
➤ Transfers must be requested at least 14 days before the event; otherwise, they will not be accommodated.
➤ Transferred registrations are not eligible for refunds.
➤ If the invitation letter is received, transfer must be completed within 7 days or 20 days prior to the conference.
➤ If there is a change in the conference, the registrant must inform the team at least 25 days prior to the conference date.
➤ Fully paid registrations are transferable to others from the same organization.
➤ Registration can be transferred to another conference within one year.
7. General Considerations:
➤ Any modifications or cancellations must be communicated in writing to [email protected]
➤ Registration confirms acknowledgment and acceptance of these policies.
➤ EFSTM does not initiate automatic transactions; all payments are voluntarily completed by registrants.
➤ Once registered, participants must submit a conference registration form within three days for confirmation.
➤ Travel plans should only be finalized after receiving the official conference itinerary, which will be shared 15 days before the event.
8. Conference Programme and Participation Policy:
➤ To facilitate a diverse and coherent programme, the Organiser may integrate related research subjects across disciplines into interdisciplinary or multidisciplinary sessions focused on wider learning, academic discussion, and research networking.
