Applications

Application and selection

The total number of course participants including speakers is limited to [...], to facilitate interactions [or, if more relevant,  training]. [suggestion: The target audience is postdoctoral fellows and PhD students but (if relevant) applications from senior scientists with experience in different areas of [...] are also welcome.]

Selection will be [tailor text according to your event: e.g. mostly on the basis of CVs and submitted abstracts, but representation of different topics at the event, and career stage, geographical distribution gender balance may also be taken into consideration.] 

How to apply

By the deadline of  (insert your deadline):

1. Complete a registration order through the registration/abstract submission portal on this event website. When you complete an order you will receive an 'order received e-mail' with full instructions on how to proceed with your application and a copy of the order in PDF.

2. During this process, upload a single file (accepted formats are pdf, zip and rar) containing all supporting documents for your application. [adjust the following as required for your application procedure]: 

Notification

You will be notifiied of the outcome of your application by (insert your date). Accepted applicants must then pay the relevant registration fee as set out in the table below, by (insert your date). More details on registration fee payment will be included in your outcome notification, and key points are also given in the terms and conditions.

Registration fees

Registration fees include access to the event sessions, name badge, certificate of attendance, book of abstracts, meals and refreshment breaks [other: e.g. social event] and accommodation at [...] as set out in the registration fee table. Travel costs are not covered. 

Meals/refreshments covered by the registration fees are breakfasts at the hotel, lunches and refreshements at the venue, as well as the welcome cocktail and [other: e.g. the event dinner at a restaurant to be announced].

Terms and Conditions

[the following terms are a suggestion based on the FEBS Congress terms]

By registering for the event, participants (also referred to as 'you') are entering an agreement with the Course Organizer(s) [insert link on ‘Course Organizers’ to Course Organizers webpage, where the responsible ‘Course Organizers' should be clearly distinguished from other committee members], and you are indicating acceptance to the terms and conditions set out below.

Registration Fee

The registration Fee for participants covers [adjust as necessary]:

• Access to all scientific programme sessions
• Meals and refreshments as set out above
• Accommodation at  [...], as set out on the Venue/Accommodation page
• Name badge, printed materials and certificate of attendance
• Invitation to [social event]

[?? Please note that all registration fees include VAT]. Travel costs are not covered by the registration fee.

Methods of Payment

[Adjust as required]

Payments must be made by bank transfer; details will be included in your outcome notification email. 

Bank charges are the responsibility of the participant and should be paid at source. Your Name, Surname and Order ID must be indicated on the transaction receipt of the bank transfer.

Following the payment, receipt of the transaction must be sent via email to [info@YOURSUBDOMAIN.febsevents.org]. Proof of payment must be received before the stated deadline. 

A confirmation notification will be sent to you when organizers receive the fund and confirm your registration in the system. If you do not receive confirmation within [x] business days after sending your proof of payment / receipt of transaction, please contact [info@YOURSUBDOMAIN.febsevents.org]. 

Registration cancellation & refund policy

All registration cancellation requests should be sent to (info@YOURSUBDOMAIN.febsevents.org) in writing. For cancellation requests received on or before [insert deadline], the full payment, less bank charges, will be refunded; for cancellation requests received on and after [insert deadline], the full amount will be charged and no refunds will be made. No cash refunds will be made for credit card payments in the case of cancellation.

Travel insurance

You should seek and follow the advice of your government before booking travel to the event and before travelling to the event. You are solely responsible for making your own appropriate travel and other insurance arrangements before booking travel. The Course Organizers and FEBS shall not be liable to you for any losses incurred.

Modification and cancellation of the event

The Course Organizers are intending to run the event as a physical meeting, but if they decide at any time that it is not possible to continue with a physical event due to pandemic or other such restrictions, the event may be postponed or held as an online meeting. The Course Organizers will give you as much advance notice as possible if such changes are necessary. The Course organizers reserve the right to modify the Course programme, whether physical or online, which is published as an indication only.

If postponement or a virtual event is not possible, and the event is cancelled, the Course Organizers will endeavour to reimburse as much of the registration fee as possible. Similarly, if the meeting is converted to an online format, they will endeavour to reimburse as much of the accommodation element of the registration fee as possible. In both cases, such reimbursements will depend on the timing of such a cancellation/modification and organizational costs. Organizers may cancel the event as a result of circumstances outside of their reasonable control, including (but not limited to) pandemic, natural disaster, adverse weather conditions, fire or closure of airports. Where possible, they will endeavour to provide reasonable advance notice of any such cancellation.

Neither FEBS nor the Course Organizers shall be held liable for any other costs or losses incurred.

Disclaimer

The Course organizers take all reasonable care in making arrangements, and shall in no event be liable for acts or omissions in the event of injury, damage, loss, accident, delay or irregularity of any kind whatsoever during arrangements organized through contractors. Hotel and transportation services are subject to the terms and conditions under which they are offered to the general public.

In the absence of any negligence or other breach of duty by the Course Organizers or FEBS, these parties shall not be responsible for any bodily injury, illness, death or property damages (including theft) sustained by participants during the event.

In any event, neither the Course Organizers nor FEBS accept liability for damages or costs in the event of bodily injury, death, property damage, illness, disruption to travel plans and costs incurred as a result of events outside of their reasonable control, including (but not limited to) pandemic, natural disaster, adverse weather conditions, fire or closure of airports.

Governing law

Any dispute resulting from the above terms and conditions will be subject to [the courses organizer’s country’s] law, and by accepting these terms you are submitting yourself to the exclusive jurisdiction of the courts of [the course organizer’s country].