PACON 2019 General Terms and Conditions

Definitions

These Terms & Conditions for delegates apply to every person registering as a regular delegate for PACON Conference 2019 “Marine Science and Technology for Sustainable Development” to be held in Vladivostok, Russia on July 16-19, 2019 (hereinafter referred to as the Conference), organized by PACON International Inc., Far-Eastern Federal University, Far-Eastern Branch of Russian Academy of Sciences, and V.I.Il’ichev Pacific Oceanological Institute, FEB RAS (hereinafter referred to as the Conference Organizers).

All references to a date or a deadline, mentioned in these terms and on other conference documents, refer to the VLAT (Vladivostok Time) UTC/GMT +10 hours.

Conference registration

Only fully completed registration forms will be accepted. An invoice will be sent after the receipt of your registration; a confirmation of payment will be sent upon receipt of payment in full. If the full payment has not been received before the deadline indicated, the registration will remain valid; however, the due fee will be increased according to the payment period (regular/on site).

To be able to register as a student or a postgraduate trainee, individuals must present proof of fulltime enrolment at a recognized university or college or an according programme (i.e. student ID, confirmation letter signed by the head of department) either by fax or e-mail at the time of pre-registration. Originals are to be presented during the onsite registration process.

The registration fee for delegates, students and postgraduate trainees includes entry to all conference sessions, the exhibition and poster area, the opening session and the closing session, provided that sufficient seating space is available.

Family members will be allowed to enter the poster exhibition only (no access to scientific sessions). They must be linked to a regular delegate. Only a plausible amount of family members may be registered with one delegate. Parents/guardians of children agree to take full responsibility for them while at the conference site or a networking event.

The Conference Organizers cannot guarantee that a conference bag and other conference materials will be available for late registrations. All conference materials will be distributed on-site.

Registration confirmation/receipt

A registration confirmation/receipt will be sent by email after the online registration. Any related payments and necessary documents must be received by the registration department. Delegates may be requested to present this registration confirmation/receipt at the registration counter as a proof of their registration and payment.

Methods of payment

Payments should be made in advance using a debit/credit card online/Payment should be made in one of accepted currencies:

  • In Rubles only for Russian residents

  • In USD only for nonresidents.

All bank fees and money transfer costs must be paid by the transmitter/ payer. Please indicate the registration number and the delegate’s full name as a reference on all bank transfers.

Registration name change

A handling fee of USD 50.00 will be charged for every name change to an existing conference registration. A new registration form for the substitute delegate should NOT be submitted. Name changes will be accepted by email indicating the old and new names including the required contact details until May 1, 2019. After this date, all name changes must be carried out on-site and paid directly.

Cancellation policy

Notice of cancellation (e.g. in case of sickness, lack of funding or any other personal reasons) must be made in writing by email to the PACON Local Organizing Committee. The notification must include all relevant information regarding the bank account to which a possible refund may be remitted. The cancellation will not be effective until a written acknowledgement from the PACON Local Organizing Committee is received.
Registration fees may be refunded as follows:

Written cancellation received:
– before April 15, 2019: 75% refund;
– between April 15th and May 1st, 2019: 25% refund;
– after May 1st, 2019: no refund.

The date of the email receipt date will be the basis for considering refunds. Please indicate your bank details on your written cancellation. Refunds will be made after the Conference.

In the case of over-payment or double payment, refund requests must be sent to PACON Local Organizing Committee by email.

No refunds will be granted for unattended events or early termination of attendance, in case of cancellation of speakers, lack of space in the conference room or any other incidents occurring during the Conference, which are beyond the control of the Conference Organizers.

By registering to the PACON 2019, delegates agree that neither the organizing committee nor the congress office assume any liability whatsoever. Delegates are requested to make their own arrangements for health and travel insurance. The conference fee does not include insurance.

Cancellation of the Conference

In the event that the Conference cannot be held or is postponed due to events beyond the control of (force majeure), or due to events which are not attributable to wrongful intent or gross negligence of, the Conference Organizers, the latter cannot be held liable by delegates for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, costs for additional orders, financial losses, etc.

Under such circumstances, the Conference Organizers reserve the right either to retain the entire registration fee and to credit it for a future conference, or to reimburse the delegate after deducting costs already incurred for the organization of the Conference which could not be recovered from third parties.

Lost name badge

The conference name badge must be worn at all times during the conference. Access to the conference venue will not be granted to delegates not presenting the name badge issued by the Conference Organizer. If a delegate loses, misplaces or leaves the name badge, a handling fee of USD 30 will be charged for a new name badge. Upon handing out a new name badge, the lost badge will be deactivated and become invalid.

Letter of Invitation

Individuals requiring an official Letter of Invitation from the Conference Organizers can request one through the online registration form or by contacting the PACON Local Organizing Committee. To receive a Letter of Invitation, delegates must first register to the Conference and submit any necessary data, as stated on the online form.

The Letter of Invitation does not financially obligate the Conference Organizers in any way. All expenses incurred in relation to the conference, registration and attendance are the sole responsibility of the delegate.

Visa requirements

It is the sole responsibility of the delegate to take care of his/her visa requirements. Delegates who require an entry visa must allow sufficient time for the application procedure and document handling. Delegates should contact the nearest Russian embassy or consulate to determine the appropriate timing of their visa applications.

Delegate registration details will be shared with the Russian Federal Immigration authorities to assist in the immigration process. However, the Conference Organizers and/or PACON Local Organizing Committee will not directly contact embassies and consulates on behalf of visa applicants.

The registration fee minus a handling fee of USD 25.00 will be refunded after the conference if the visa had been applied for in time and a proof is presented that the visa could not be granted even though all requested documents were submitted. Refund requests must be made in writing and sent to the PACON Local Organizing Committee by email, no later than 15th June, 2019, the date after which requests for such refunds cannot be taken into consideration.

Travel health insurance

As a part of a visa application, individuals must have travel health insurance for the duration of their stay in Russia. This insurance can be obtained from any approved insurer. Individuals need to check with the responsible embassy/consulate for a list of approved insurers available in their country.

Data protection and sharing of contact details

The protection of your data and observance of your right for informational self-determination with regard to the collection, processing and use of your personal data are important to us. PACON Local Organizing Committee will collect and store all personal data for the preparation and execution of PACON 2019 Conference in order to facilitate border entry and visa applications, PACON Local Organizing Committee will share contact details of concerned delegates with Russian Federal Immigration Authorities.

PACON Local Organizing Committee periodically performs e-mailings to delegates on behalf of third parties regarding activities at the Conference or other communications, which may be of interest. Email contact details of delegates will not be passed on to third parties. Delegates may opt out of these emailings at any time. This will not affect official correspondence from the conference secretariat.

Liability

The Conference Organizers will be liable in the framework of a duty of care as a respectable business person according to statutory provisions. The liability of the Conference Organizers, for whatever legal reason, will be limited to intent and gross negligence. The liability of commissioned service providers will remain unaffected by this clause. The delegate shall take part in the conference at his/her own risk. Oral agreements shall not be binding if not confirmed in writing by PACON Local Organizing Committee.