- TYPE OF EVENT, ORGANIZERS,
These General Terms and Conditions are valid for each attendee registered for the SWC 2023 Conference, 30 October – 04 November 2023 which will be held as an in-person event, and the conference abstracts, papers, posters, presentations PDFs and videos to be uploaded to the website and/or online conference platform.
The conference is organized by: International Solar Energy Society (ISES e.V.), International Headquarters, Wiesentalstr. 50, 79115 Freiburg, Germany, hereafter referred to as the “organizers”.
Responsible for encashment, registration and online management of abstracts and papers (i.e. the technical side of the abstract and paper review process):
M/S Alpcord Network Events & Conferences Management Company Pvt Ltd, hereinafter referred to as the “PCO”.
Location of the conference:Ashok Hotel 50, Niti Marg, Diplomatic Enclave, Chanakyapuri, New Delhi, Delhi 110021, India
- PROGRAM AND SOCIAL PROGRAM
The conference program is published on the conference website www.swc2023.org.
The organizers cannot assume liability for any changes in the program due to external and unforeseen circumstances such as but not limited to cancellation of speakers, technical problems, etc. and reserves the right to cancel, postpone, reschedule or change any of the sessions or to add new sessions and to make changes regarding speaker identity. Updates will be published on the website regularly.
Each conference registration for SWC 2023 includes:
Accommodation and travel costs are not included in the conference fee, and attendees are responsible for making their own travel and lodging arrangements.
The following services are NOT included in the SWC 2023 registration fee and must be purchased separately:
- The SWC 2023 gala dinner ticket (approx. 70 USD)
- The technical or social tours must be purchased separately. (information on technical tours, information on touristic tours)
- Poster printing (there may be printing options on-site. This is still to be confirmed)
- Dinner in the evenings
- Accommodation (participants must organize their own accommodation/hotels and pay for this separately)
- Transfer to and from the SWC 2023 venue
Please note there will be a 3% bank charge for use of the payment gateway upon payment for delegates who pay in INR and up to 3.5% bank charge for other currencies.
Reduced student rates are only available to persons who are enrolled at a university at the time of registration. Students enrolled at an accredited university shall be eligible for conference student rates. All student discounts are at the organizer’s discretion, and proof of status (student card) is required. Students may also be asked to present their original student identification card on-site in order to receive their name badge. Student discounts must be applied when registering – discounts cannot be applied after the booking has been processed.
ISES MEMBER RATES AND OTHER DISCOUNTS
In order to qualify for discounts as members of the International Solar Energy Society (ISES), the attendee must be an active member at the time of registration. ISES members will be provided codes to apply the member discount upon online registration. Any other discounts are at the discretion of the organizers. Discounts are only applicable at the time of registration and cannot be applied after the booking has been completed.
Lower registration prices for people residing in lower income countries:
We are happy to offer a special rate to local as well as international participants from lower income and lower middle income countries according to the World Bank.
The payment procedure will be managed by the PCO, Alpcord Network. Payment is possible by credit card or bank transfer; bank charges may apply. The conference and additional services may be subject to GST. Should GST rates increase, the fee and prices quoted will be subject to adjustments without prior notice.
The participant will receive confirmation of his/her online registration and payment by e-mail with the invoice attached. If no confirmation e-mail is received within 48 hours, please contact email@example.com.
How much are the bank charges that will apply?
Registration for Local participants in INR: Payments for local participants in INR are possible through Netbanking, Credit card / debit card or UPI Payment. Please note that additional charges of 3% apply when paying with INR.
Registration for International participants in USD: International payments in USD are possible through Bank transfer (charges from your bank might apply), Credit card / debit card (using paypal payment gateway), Paypal. Please note there is up to 8.5% charge when paying in a foreign currency.
SUPPLEMENTARY PARTICIPATION INFORMATION AND CANCELLATION POLICY FOR AUTHORS
The conference scientific reviewing committee will evaluate the submitted abstracts and compile a program of oral presentations and scientific posters from the accepted proposals as well as additional invitations.
The conference scientific committee reserves the right to accept or reject submissions for oral presentations or posters.
If submissions are accepted by the conference scientific committee, (one person per accepted submission) one person (the submitting lead author) will be sent notification and information on how to register. Authors of accepted abstracts poster and oral presentations must complete their registration by 25 August 2023, otherwise their abstract will be removed from the program. Cancellations by the authors shall only be admissible for important reasons. Substitutions are welcomed (see below under SUBSTITUTIONS AND CHANGE OF PRESENTER).
All authors of accepted oral and poster presentations are expected to submit their full papers for the conference proceedings which will be published, after review and pending acceptance, with an individual DOI on a publicly accessible and searchable online database: http://proceedings.ises.org/.
All accepted submissions will be published with equal coverage in the conference proceedings. Complete submissions must be uploaded to the conference website by a deadline set and clearly communicated by the organizers and in accordance with the given requirements. Acceptance of the abstract does not guarantee acceptance of the paper for the conference proceedings. All full paper submissions must comply with the guidelines provided by the conference organizers and will be subject to a separate scientific review process. This review process includes the possibility of the paper being returned to the authors with a request for corrections/revisions, or being rejected. Such corrections/changes shall be returned by the deadline provided, otherwise the paper will be rejected. If a full paper is rejected during the proceedings review process, the registration fee will not be refunded. Further information on the review criteria can be found on the conference website.
A delegate’s registration will not be valid until receipt and clearance of payment by the organizers.
A letter of confirmation/payment receipt will be sent by email once the conference secretariat has received the fully completed registration form and the related payment. Attendees should present this confirmation/payment receipt at the registration counter to proof their registration and payment.
CERTIFICATE OF ATTENDANCE
The Certificate of Attendance for regular delegates and students will only be available on-site at the registration desk upon request.
All participants must check in on arrival at the conference and will receive their name badge then. The name badge is required for admittance to the conference sessions and events, including the coffee breaks and lunches. Each participant is asked to wear and clearly display the name badge at all times during the conference and the included social events in order to gain access.
- CANCELLATION & SUBSTITUTIONS POLICY
- If the attendee cancels the registration up to 30 calendar days before the start of the event, we will not charge a cancellation fee.
- Return transfers of attendance fees that have already been paid are subject to a processing fee of €50 plus 18% GST.
- In the event of cancellation between 30 and 15 calendar days prior to the start of the event, we will charge a processing fee of €120 plus 18% GST. (i.e. the registration fee paid minus the processing fee of 120€ minus 18% GST will be returned).
- If attendees withdraw 14 calendar days or less prior to the start of the event, or in the event of non-attendance without withdrawal, the full attendance fee will be charged (i.e. no refund), unless evidence of a different amount of damages or expenses is provided.
- In general, no refund will be given for registrations for social events such as the conference dinner, or technical tours, but substitutions are welcome.
All cancellations must be made in writing – please see below. Admission to the event may be transferred to a substitute attendee at any time before the start of the event.
Cancellation of hotel bookings will be subject to the hotel terms and conditions.
Participants are responsible for their own visa applications. A letter of invitation and clearance from the Indian Ministry of home affairs and external affairs is provided to each registered participant. With these three documents, SWC 2023 registered participants may apply for an e-conference visa online at https://indianvisaonline.gov.in/evisa/tvoa.html.
SWC 2023 participants are responsible for their own visa application details i.e. making sure their passport expiry date is within the requirements for visiting India (more than 6 months validity) and that their passport is accepted for the e-visa applications (for example, Chinese passport holders must apply through their local Indian embassy). Should the SWC 2023 participant need to cancel their registration due to issues receiving a visa, the same cancellation fees apply as described above (5,a,b,c,d).
- CANCELLATION OF THE CONGRESS
If the conference cannot be held or is postponed due to events beyond the control of the conference organizers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the conference organizers, the conference organizers cannot be held liable by attendees for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc. Under these circumstances, the conference organizers reserve the right to either retain the entire registration fee or to reimburse the attendee after deducting costs already incurred for the organization of the conference and which could not be recovered from third parties.
- DATA PROTECTION
The personal information provided by the participants will be held on a database. Credit card information will NOT be stored in this database. The email addresses will be used to circulate the conference newsletter, last minute details and announcements of future conferences and will be handed on to the organizer of the next conference. The data of the participants will not be given to a third party not related to the conference. Participants who do not wish their email addresses to be used in the above described manner can ask the organizers to delete their personal information from the conference database at any time. For further details please see the Data Protection Policy.
- PHOTOGRAPHY/IMAGE AND SOUND RECORDINGS
Please note that still photos, videos and/or sound will be recorded during the event, which may be published for the purposes of reporting, general public relations and advertising. If you do not con-sent to the creation and use of such recordings, please indicate this clearly.
Press photographers must obtain authorization from the conference host. Photographs and recordings of images and sound other than for private use are forbidden and must only be taken with the written consent of the conference host.
The organizer is entitled to have sessions, social events, stands and persons photographed and filmed during the conference and social events for publication in its own material or in the general press.
The organizers reserve the copyrights and all other rights to conference content, website con-tent, databases and trademarks. The user is not allowed to copy content or make it available to third parties via the internet contrary to applicable copyright regulations.
The organizers shall only be liable for any property damage or financial loss for which the organizers are responsible – regardless of the legal reason – in the case of intent or gross negligence.
10. FULFILMENT AND JURISDICTION
All contractual and legal relationships are subject to the exclusive application of the law of the Federal Republic of Germany, and in the event of any legal claims arising from either party, Freiburg, Germany shall be the sole court of jurisdiction.
Conflicting terms of business formulated by the participant shall only become a part of the contract if the organizer specifically agrees to them in writing. All amendments or supplements to the terms of the contract must be made in writing.
11. SALVATORI CLAUSE
If there is a determination of these Terms and Conditions to be ineffective or impracticable, then the validity of the remaining provisions shall in no way be affected. In such case the void and/or illegal provision shall be replaced by a valid provision which comes as close as possible to its intended effect and best coincides with the purposes of this contract.