Terms and Conditions for participants

For the purpose of this document:

The term ‘conference organiser(s)’ refers exclusively to LibPubMedia, and does not include any affiliated societies, individuals, or contributors such as scientific advisors, speakers, chairs, or co-chairs. The terms ‘attendees,’ ‘delegates,’ and ‘participants’ – whether used in singular or plural – refer to all individuals attending the conference in any capacity, such as speakers, chairs/co-chairs, poster presenters, sponsors, or exhibitors.

By attending this conference in any capacity – speaker, poster presenter, delegate, sponsor, or exhibitor – you agree to the following terms and conditions.

1. Services offered

1. Without exception, all services are provided strictly on an ‘as-is’ basis.
2. We cannot guarantee the accuracy of information shared by presenters, sponsors, or suppliers, as it originates from diverse sources beyond our control, and is therefore outside our capacity to validate it
3. The virtual component of the conference relies on third-party software and venue infrastructure. We cannot guarantee uninterrupted service, and no refunds will be issued for any technical downtime.
4. Changes to the agenda, speakers, or venue may occur due to unforeseen circumstances. Registered delegates will be notified promptly by email or website updates.
5. In-person registrants may attend part or all of the event in person or virtually.
6. Virtual registrants may attend virtually only, unless they have upgraded to in-person attendance.

2. Payment of fees

1. Once registered and invoiced, delegates are liable for the payment by the due date.
2. Please ensure you select the correct payment option during registration. If an incorrect option is chosen and results in underpayment, you will be required to pay the outstanding balance as soon as possible to confirm your registration. Partial payments are non-refundable if full payment is not completed.
3. Fees must be paid in full at the time of registration, or within 10 working days of the invoice.
4. Registration is confirmed only after full payment is received.
5. All money transfer charges (including PayPal and bank fees) are the responsibility of the registrant.
6. Bank transfer is primarily aimed at UK delegates. If a delegate transfers their fees from a non-UK bank, then any future refunds to non-UK accounts will incur banking and exchange rate deductions in addition to any applicable admin charges.
7. If the payment is made using an employer’s account or by a third party, the payer confirms they are authorised to do so on behalf of the delegate.

3. Refunds, cancellation and charges

3.1. Change of attendance format

1. Delegates may upgrade from virtual to in-person attendance by paying the fee difference on the day of the upgrade (subject to availability of in-person places).
2. If a delegate switches from in-person to virtual attendance, this change will not result in a refund. The delegate will retain access to the virtual component of the conference.

 3.2. Cancellation of virtual attendance by the delegate

1. Cancellation must be requested by emailing PhageOxford@gmail.com. However, once paid, any fees and other payments cannot be refunded.
2. Substitute delegates are welcome anytime at no extra cost
3. The substitute delegate will be required to register (free of charge).

3.3. Cancellation of in-person attendance by the delegate

1. We may, at our discretion, issue a refund upon cancellation by the delegate due to medical or other compelling reasons (such as UK visa rejection – also see 3.3.2 below). Under such circumstances, the maximum refund will amount to the difference between applicable in-person and virtual fees, minus admin charges as follows: up to 30 June: £50; 01 July – 31 July: £100; plus any banking/PayPal fees and exchange rate losses. We are unable to refund thereafter, but the delegate will still be able to attend the conference virtually. We warmly welcome substitute delegates at any time. Please let us know of any changes by emailing PhageOxford@gmail.com as soon as possible. The substitute delegate will be required to register (free of charge).
2. Cancellation due to the rejection of UK visa application: To qualify for a refund for this reason (see 3.3.1), the delegate must notify us as soon as they receive the decision from the British consulate, or within 48 hours of receiving the visa decision. The delegate must also send us full documentation showing the decision of the British consulate and the proof that they applied for their visa in good time for the conference (see ‘General information’). Please note, we are not be responsible for any associated costs, such as (but not limited to) visa fees, travel/flights and accommodation, etc.

3.4. Cancellation of the in-person event by the organisers

1. If the in-person component of the conference is cancelled by the organisers, but the virtual event proceeds, the delegate will be refunded the difference between the applicable in-person and virtual fees. The delegate will retain full access to the virtual conference. If the virtual conference cannot proceed on the advertised dates, alternative dates will be provided.

3.4. Cancellation of in-person and virtual components of the event by the organisers

1. If both in-person and virtual components of the conference are permanently cancelled by the organisers, the maximum liability to the conference organisers shall be limited the net amount received at the time of conference registration (as declared in the delegate’s invoice), with no additional liability whatsoever. We may deduct any additional bank transfer fees associated with the refund to non-UK banks (see 2.6).

3.6. ‘Force majeure’ cancellation policy

1. If the event is disrupted due to circumstances beyond our control (force majeure), – for example, but not limited to, a natural disaster, a disease epidemic or pandemic, war or an act of terrorism, government legislation – and both in-person and components are cancelled on previously advertised dates, new alternative dates will be offered. No refund will be issued in such a case.
2. If the cancellation of the event, both in-person and virtual components is permanent due to circumstances beyond our control (force majeure) the maximum liability to the conference organisers shall be limited to 80% of the net amount received at the time of conference registration, with no additional liability whatsoever. We may deduct any additional bank transfer fees associated with the refund to non-UK banks (see 2.6).

4. Comprehensive insurance

1. Due to the international nature of this event, we cannot guarantee that the attendees of this event will not be exposed to respiratory or other infectious agents during the event. By attending, you acknowledge that you are doing so at your own risk. We strongly advise all delegates to obtain comprehensive travel and medical insurance to cover potential losses resulting from their inability to attend the conference for reasons, such as: medical, personal, or professional reasons; cancellation of the conference by the organisers; travel disruptions, including flights and accommodation.

5. Privacy and consent

By participating in this event – as an attendee, speaker, sponsor, or poster presenter – you agree to the following policies regarding the collection and use of your personal information.

1. What we collect: During registration and communication, we may collect the following details: title and full name; job title; business/institutional affiliation and postal address; email address; telephone and fax numbers (if provided). This information may be submitted to us by you, the participants, via registration forms, abstract submissions, or direct correspondence.
2. How we use your information: Your data will be stored securely in our off-line database and used by LibPubMedia and its partners to, for example: communicate important updates about the event; share links and access details for virtual sessions; inform you about related events, publications, and products of interest. Your contact details may also be shared with scientific advisors, including conference/session chairs and co-chairs, to facilitate event communications and scientific organisation of the conference agendas. You may unsubscribe from our mailing list at any time by contacting us at PhageOxford@gmail.com.

6. Internet access

1. The participants are responsible for ensuring that they have access to the Internet to attend the virtual meeting.
2. We cannot take the responsibility of corruption of a participant’s computing equipment by a computer virus or malware while attending this virtual event.

7. Disclaimer of liability

1. The event organisers and hosts – LibPubMedia, along with any individuals associated with the event – make no representation or warranty regarding the potential for business gains, profits, or commercial outcomes resulting from participation in or use of services or information provided in connection with this event. LibPubMedia shall not be held liable for any direct or indirect damages, including but not limited to: Loss of business or employment; Loss of profits or anticipated savings; Any other consequential losses. This disclaimer applies regardless of jurisdiction and is valid in any country or court of law.

8. Third-party rights disclaimer

1. The event organisers and hosts, LibPubMedia, along with any individuals associated with the event, shall not be held liable, in any country or court of law, for any infringement of third-party rights, including but not limited to copyright, committed by any event participant. All participants are responsible for ensuring that their presentations, materials, and communications do not violate intellectual property rights or other legal protections held by third parties.

9. External links disclaimer

1. The event website, along with the website of LibPubMedia, may contain links to third-party websites provided for the convenience of users. Please note: The content of these external websites is maintained by their respective owners. We do not assume responsibility for the accuracy, reliability, or legality of their content. The inclusion of a link does not imply endorsement of the linked site or its content. We are also not responsible for the content of any websites that link to our own.

10. Registration and presentation acceptance policy

1. This is a private event, and the organisers reserve the right to: accept or reject any registration or presentation application without providing reasons; withdraw acceptance of a previously approved registration or presentation at any time, without explanation. All decisions made by the organisers shall be final and non-contestable. A refund limited the net amount received at the time of conference registration will be issued, with no additional liability whatsoever. We may deduct any additional bank transfer fees associated with the refund to non-UK banks (see 2.6).

11. Code of conduct and removal from the meeting

1. By accepting your place at this event, you agree to uphold a respectful and professional environment. All interactions with fellow participants – whether in-person or virtual – must remain: polite and courteous; non-confrontational; and focused on scientific content and constructive dialogue. Any breach of this code of conduct may result in immediate removal from the meeting. In such cases, the organisers’ decision shall be final and incontestable. No refund will be issued.

12. General terms

1. The organisers reserve the right to modify the Terms & Conditions, pricing, or website content at any time without prior notice.
2. These Terms & Conditions apply to all participants of the event, including attendees, speakers, abstract authors and co-authors, poster presenters, sponsors and exhibitors
3. Speakers and sponsors may be subject to additional specific Terms & Conditions, which should be consulted separately.
4. While we strive for accuracy, we cannot guarantee that the content on our website or in this document is completely error-free.