Terms of registration & refund policy

1. About these terms

These terms form the agreement between you and Bon Accord Symposia Ltd (Aberdeen, Scotland, United Kingdom), the organiser of AXIS 2027, which takes place on 2–4 February 2027 in Aberdeen, with a welcome reception on Monday 1 February 2027. By completing a registration you accept these terms. If you register on behalf of others, you confirm that you have their agreement.

2. Fees and payment

• Delegate fees are shown in pounds sterling and include UK VAT at 20%. The fee is set by the rate in force on the date you register.
• You can pay by card through Stripe, or by invoice against a purchase order for universities and other organisations. Your registration is confirmed once payment is received.
• Discounts for groups and for delegates based in low and lower-middle income countries cannot be combined. Discounts do not apply to virtual passes or extras. We may ask for evidence of eligibility, including proof of student status. If a discount or category is claimed incorrectly, we will ask you to pay the difference.
• Visa invitation letters are issued only after registration and payment are complete.

3. Cancellation by you

• Until 12 January 2027: full refund of the registration fee, less a £50 administration fee.
• 6 to 25 January 2027: 50% refund of the registration fee. Alternatively, you can switch to the corresponding virtual pass and receive the difference between the two fees.
• From 26 January 2027: no refund.
• Substitutions are free at any time. If the substitute belongs to a different fee category, the difference is charged or refunded.

Refunds are made to the original payment method within 30 days of confirming your cancellation. Gala tickets and accompanying-person extras follow the same schedule. A refused or delayed visa does not change this schedule. You can, however, switch to the corresponding virtual pass at any time before the conference and receive the difference between the two fees.

4. Converting to virtual participation

AXIS 2027 is a hybrid conference. You can convert an in-person registration to the corresponding virtual pass (virtual presenter or virtual attendee). Up to 25 January 2027 the difference between the two fees is refunded. After that date you can still convert, but no difference is refunded.

5. Presenter obligations

• Each accepted paper must be covered by one paid registration of a presenting author by 15 January 2027. A virtual presenter registration also meets this requirement.
• One registration covers one paper. Papers without a paid registration by the deadline are withdrawn from the programme and from the proposed proceedings.
• Presenters must present in their scheduled slot, in person or remotely, and follow the code of conduct. Papers that are not presented may be excluded from the proceedings.
• You confirm that you have the right to present and publish your work, and that it respects the confidentiality and intellectual property of others.

6. Travel disruption, force majeure and cancellation by the organiser

• Travel disruption: if severe weather, cancelled transport or similar events outside your control stop you reaching Aberdeen, tell us as soon as possible and we will move you to virtual participation. Your paper stays in the programme and the proposed proceedings.
• Changes to the event: events outside our reasonable control, such as severe weather, public health restrictions, industrial action or loss of the venue, may lead us to change the venue, the schedule or the format, including running all or part of the conference online. Your registration remains valid for the conference as changed.
• Cancellation by the organiser: if we cancel the conference, we will refund registration fees in full. We are not liable for travel, accommodation, visa or other costs you have incurred.
• We strongly recommend that you buy travel insurance that covers cancellation and disruption.

7. Photography and recording

We photograph, film and stream parts of the conference for the live stream, recordings for registered delegates, and reports and promotion of this and future events. You can opt out of photography at registration or at the desk, and we will mark your badge accordingly. Presenters can ask us not to record or publish their talk. Please do not record sessions or photograph slides without the presenter's permission. Our use of images is described in the privacy notice.

8. Partnership and exhibition terms (summary)

• Partnership, exhibition and item-sponsorship prices are quoted excluding VAT. VAT is added at the standard rate.
• A package is confirmed when you sign the booking form. Packages are allocated in order of commitment.
• Invoices are payable within 30 days of issue, and in any case before the conference opens. Benefits with production deadlines, such as logos on printed materials, depend on receiving your artwork on time.
• Cancellation by a partner must be made in writing. The cancellation charges are set out in the partnership agreement, and costs already committed for branded or printed items cannot be refunded.
• Delegate contact details are shared with partners only for delegates who have explicitly opted in.
• The full terms are in the partnership agreement, which takes precedence over this summary. Questions are welcome at [email protected].

9. Conduct

All participants must follow the code of conduct, in person and online. We may remove anyone who seriously or repeatedly breaches it, without a refund.

10. Liability

To the extent permitted by law, our total liability to you in connection with the conference is limited to the fees you have paid us. We are not liable for indirect or consequential losses, or for loss of or damage to personal belongings, except where caused by our negligence. Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law. Nothing in these terms affects your statutory rights.

11. Governing law

These terms are governed by the law of Scotland, and the Scottish courts have jurisdiction over any dispute. If you live elsewhere in the UK, you may also bring proceedings in the courts of your home nation.

12. Contact

For registration and refunds, contact [email protected]. For anything else, write to [email protected]. These terms are a draft, subject to legal review, and may be updated before registration opens. The version in force when you register applies to your booking.