General
By finalising your registration, you agree to be bound by these terms and conditions. Read them carefully. These terms and conditions constitute the entire agreement between the organising committee and you.
Payment of registration fees
All registration fees must be paid via IntaSend or mobile money payments available in Kenya. The submitted registration data will be treated confidentially.
Upon registration, a confirmation email will be sent automatically to the registrant. Participants are advised to have a copy of their registration confirmation and proof of payment on arrival at the registration desk.
The confirmation email serves as proof of pre-registration. The outcome of the final selection, and, for those registrants who have been selected, the invitation to complete the full registration and make the payment of the registration fees, will be communicated via email to each registrant.
The specific registration conditions applicable to each event are listed on the symposium website.
Payment terms
Payment will be required only after the invitation to full registration. The selection process will take 2 weeks after the registration deadline. The selected registrants will be invited for full registration and payment of the registration fee via email.
Credit card payments will be processed via IntaSend. Registration fees will be invoiced and charged in USD.
Symposium registration processes
Please note that registration shall only take place if there is a serious commitment towards participation.
If your pre-registration is approved, you are expected to pay immediately to confirm your participation.
The organising committee processes information about you, including personal data, in accordance with the relevant legislation in Kenya for data subjects.
If you are approved to participate in the symposium, we will use your personal information to:
- issue your invoice, process your payments and your registration, and facilitate your attendance at the symposium
- provide you with information regarding the symposium, including scheduling and logistics
- provide you with other information that we believe may be of interest to participants
- promote our events by sharing pictures and video materials taken during the events
In case, you share with us contact details of your emergency contacts, we will process those only in the case of emergency.
We may also share personal information (other than payment information) of symposium participants with the other participants in the abstract book. The purpose of this is to enable participants to contact each other during and/or after the symposium for networking purposes.
Please be aware that a pdf file containing all abstracts will be sent via email to all participants approximately one week prior to the symposium and will be made accessible on the symposium website: www.plantgenomicsafrica.org.
It is the organising committee’s sole discretion to evaluate and approve the participants. Furthermore, the organising committee reserves the right to discard the pre-registration of those who fail to make the payment as required.
Service as an invited speaker
If you agree to speak at the symposium, we collect the information described in the previous section. We will also request a biography and photograph. We collect this information to make it available to symposium participants. Accordingly, if you agree to speak at the symposium, we post on the website and on any virtual event platform in use, your personal information (other than payment information), including your name, employer, and research (mostly by means of directing to your institutional website). This is so that visitors to the symposium website can contact you should they need information or to provide feedback.
Usage of photographic and video material taken at the symposium
Photographic and video material of participants will be captured at the symposium. In registering for the symposium, you provide consent that we may include images of yourself intact or in part for material used in various publications, press releases, promotional activities, or other related endeavors, for non-commercial purposes associated with the symposium. This material may also appear on the symposium’s web page and related social media pages. Should you not agree to be part of the photographic and video material or would like to have your pictures deleted, please inform us via by sending an e-mail to info@plantgenomicsafrica.org.
Usage of social media to share information
The organising committee encourages the use of social media by participants. As a courtesy to other participants, we ask that you follow the social media etiquette below.
Please do
- Use the event-specific hashtag as communicated during the event for any related tweets
- Remember that unpublished data presented at the symposium should be regarded as confidential, and should not be published
- Tweet about the symposium and sessions (without sharing unpublished information or data)
- Gain express approval from a speaker or poster presenter prior to quoting or publishing that individual’s scientific results
- Be respectful in tone and content
- Mute your cellphone/laptop/tablet volume at the symposium to avoid disrupting sessions
- Consider taking pictures or recording the event including other participants for your private use only and do not share the material more widely, unless those depicted in your material have consented to be shared publicly.
Please do not
- Capture, transmit or redistribute data presented at the symposium – this may preclude subsequent publication of the data in a scholarly journal and/or patent protection.
- Use offensive language in your posts
- Engage in rudeness or personal attacks
- Broadcast the conference to unregistered participants
- Post or share any links to the sessions or virtual platforms that have been provided to you as a registered participant.
Cancellation of registration by participant
Cancellation of registration must be submitted via email and is valid only with acknowledgement of receipt by the organising committee.
Cancellation fees are dependent on the notice given.
- If cancellation occurs less than 30 days prior to the start of the symposium, the cancellation fee is 100% of the registration fee.
- If cancellation occurs between 30 days and 60 days prior to the start of the symposium, the cancellation fee is 75% of the registration fee.
- If cancellation occurs earlier than 60 days prior to the start of the symposium, a full refund of the registration will be issued.
Virtual registration cancellation fees
- If cancellation occurs less than 7 days prior to the start of the symposium, the cancellation fee is 100% of the registration fee.
- If cancellation occurs earlier than 7 days prior to the start of the symposium, a full refund of the registration will be issued.
Cancellation due to lack of travel visa
If payment has been made by the payment deadline of the symposium and a visa is not awarded in time to travel to the symposium, the full registration fee will be reimbursed. In this case, the visa rejection letter or proof that the visa application process has been initiated on time is required before reimbursement is processed.
Change of registration between on-site and virtual participation modes
Should you decide to change your mode of participation from on-site to virtual or vice-versa, you should do this by first cancelling the existing registration and then registering again as desired. Fees for cancellation apply as above depending upon the time of the change. Please note that the deadlines for on-site registration are earlier than those for virtual.
Cancellation of registration by the organising committee
Any circumstances beyond the reasonable control of the organising committee, including but not limited to acts of nature, fire, severe thunderstorm, earthquakes, volcanic eruptions, terror, threats, pandemics, local or international health crises, security / safety risks or flooding shall constitute “force majeure”. If the force majeure affects the symposium, the organising committee will notify the participants of such event without undue delay.
The organising committee shall not be held responsible or liable for any delay or failure in performance of its obligations hereunder to the extent such delay or failure is caused by force majeure.
The organising committee may take reasonable steps to minimise the consequences of the force majeure on the symposium and it is entitled to reschedule or rearrange (in all cases partially or wholly) the symposium.
If the organising committee decides that the event cannot be rescheduled or rearranged, the organising committee may cancel the symposium.
The organising committee also holds the right to cancel the symposium if:
- it is necessary to protect public health and safety;
- the event cannot be held due to insufficient interest or inadequate availability of speakers.
In the event of a cancellation due to the above mentioned reasons, the organsing committee will reimburse a participant registered for the cancelled symposium any payment made for participation in the symposium. Refunds are issued for events cancelled by the organising committee. The reimbursement shall concern only payments made for participation in the symposium and shall exclude for this purpose any other costs privately committed by participants or associated with their attendance in the symposium, e.g. travel, accommodation costs etc.
Liability
The organising committee shall be held free and harmless from any loss and damage, including personal injury and death and related legal costs, resulting from the acts or omissions of a participant to the symposium.
Except in case of gross negligence or willful misconduct on its part, the organising committee shall not be liable for any loss or damages, including but not limited to:
- damage to, loss of, or loss of use of any property;
- loss of revenue or profits; or
- any other direct, indirect, or consequential loss or damage.
Participants are required to make appropriate arrangements for their own medical, repatriation and travel insurance, including coverage for loss of, or damage to, their belongings.
In all cases, participants will be responsible for the costs of all meals not included in the programme of the event, local transport and other living expenses. Participants will also have to make their own arrangements for passports, visas, travel insurance and medical insurance. Should the organising committee cancel an event in accordance with the section “Cancellation of registration by the organising committee”, all such costs will continue to remain solely the responsibility of the participants. The organising committee shall have no responsibility for any such claims from the participants.
For the avoidance of doubt, the organising committee does not accept liability for other costs committed to by participants or associated with their attendance, such as those for any travel, accommodation etc. You shall book flexible travel and take out travel insurance that covers you for these eventualities.
Certification for attendance
Certification for symposium attendance can be provided only to participants who attend the symposium in full.
Disputes
Any payment disputes, controversy or claim arising under or pursuant to these terms and conditions shall be settled, to the extent possible, amicably. That failing, you agree to submit any such dispute to final and binding arbitration by the Nairobi Centre For International Arbitration and pursuant to the Arbitration Act (1995) of Kenya. Nothing contained in or related to these Terms and Conditions shall be deemed or interpreted as a waiver, express or implied, of any privileges and immunities accorded to the organising committee by international law.
Links to other websites
The symposium website contains links to third party websites or resources. Their inclusion does not imply any endorsement or approval by the organising committee, and these are provided for your information and convenience only. The organising committee accepts no responsibility of liability in respect thereof.
Be aware that the symposium’s privacy policy does not apply to these linked sites. Symposium website users are encouraged to be aware when they leave the symposium website and to read the privacy statements for all third-party websites.