1. Acceptance of Terms

By registering for the conference, participants—including presenters, attendees, chairs, panelists, poster authors, exhibitors, and sponsors—acknowledge that they have read, understood, and agree to these Terms and Conditions. 

2. Eligibility

The conference is intended for academics, students, researchers, and professionals in relevant fields. The organizer reserves the right to verify affiliation or academic credentials and to decline registrations that do not meet eligibility criteria. 

3. Registration and Payment

EARA conference registration fees include: 

• Access to the scientific program and conference materials (conference app). 

• Coffees on the conference days as marked in the program. 

• Welcome Ceremony and Opening Reception on August 18. 

• Lunch tickets cost 10 euro per day. Tickets are purchased in advance via the registration form. We warmly recommend participants to purchase lunch tickets, as other lunch options in the conference area are limited. 

• All conference participants are invited to attend the pre-conference workshops on August 18. You can register for these workshops via the registration form.  

• Registration is complete only after full payment is received. 

• Registration categories (member, early-career, etc.) must be selected accurately; proof of student status may be required for discounted rates. 

• Early career scholar = undergraduates, post-graduates, PHD students and post-docs who have defended in 2024 or later. 

• All fees are listed in the currency indicated on the registration webpage. 

• Any bank charges or currency conversion fees are the responsibility of the registrant. 

4. Presentation Requirements

• Presenters must adhere to abstract or paper submission deadlines, formatting guidelines, and session schedules. 

• If a presenter is unable to attend, they must notify the organizer as soon as possible so program adjustments can be made. 

• The organizer may replace or reschedule presentations if necessary. 

5. Confirmation of Registration

A confirmation email together with an invoice will be sent once registration and payment are processed. Participants who do not receive confirmation must contact the organizer. 

6. Cancellation and Refund Policy

• Cancellation requests must be submitted in writing to eara2026@uu.nl. A processing fee of EUR 50 will be deducted from all refunds.   

• Refund structure (customizable): 

• • Until July 31, 2026: Full refund (minus administrative fees). No fees will be refunded after this date (participation can be transferred to another person).   

• • After July 31, 2026: No refund. 

• No refunds will be issued for no-shows, including accepted presenters. 

• Registration may be transferred to another academic colleague upon written request and approval. 

• In the event that the meeting is cancelled by the Meeting Organizers, or cannot take place for any reason outside the control of the Meeting Organizers, the registration fee shall be refunded in full. The liability of the Meeting Organizer shall be limited to that refund. 

7. Program Changes

The organizer reserves the right to: 

• Modify the academic program, including keynote speakers, panels, workshops, and schedules. 

• Change the event format (in-person, hybrid, or virtual) if conditions require. 

• Cancel the event due to circumstances beyond reasonable control.
  If cancellation occurs, the organizer’s liability is limited to refunding the registration fee or transferring it to a rescheduled event. 

8. Code of Academic Conduct

All participants must uphold standards of academic integrity, collegiality, and respect. The following are strictly prohibited: 

• Harassment, discrimination, or disruptive behavior. 

• Plagiarism or misuse of intellectual property. 

• Unauthorized recording of presentations. 

 Violations may result in removal from the conference without refund. 

9. Data Protection and Privacy

• Personal information collected during registration will be used solely for conference administration and communication. 

• Participants may be asked to consent to data sharing with academic partners, publishers, or sponsors for scholarly purposes. 

• Data will be handled in accordance with applicable privacy regulations (e.g., GDPR, local data protection laws). 

10. Photography, Recording, and Media

• Academic sessions may be photographed, recorded, or live-streamed. 

• By attending, participants grant permission for the use of their image, voice, and contributions for conference documentation and promotion unless they opt out in writing before the event. 

• Presenters retain copyright to their research but grant the organizer permission to record sessions for archival purposes if disclosed in advance. 

11. Intellectual Property

• All conference materials—including abstracts, slides, posters, recordings, and publications—are protected by copyright. 

• Redistribution of materials without the author’s or organizer’s permission is prohibited. 

• Citations and use of presented work must follow academic standards and proper attribution. 

12. Liability and Insurance

• The organizer is not responsible for personal injury, loss, or damage to personal belongings during the event. 

• The responsibility for personal travel insurance, medical coverage, and equipment protection lies with the participant. 

13. Travel, Visas, and Accommodation

• Participants are responsible for securing necessary visas, travel arrangements, and accommodations. 

• If you need an invitation letter for visa application, it is recommended that you contact eara2026@uu.nl before you make the registration and payment. Please indicate your affiliation (organization, organization’s address, country) and the title of your accepted paper to be presented in the EARA 2026 Conference. 

• The organizer does not assume responsibility for visa denials, travel delays, or associated costs. 

14. Health, Safety, and Accessibility

• Participants must comply with venue safety regulations and any public health guidance in effect. 

• The organizer strives to provide an accessible academic environment and will consider reasonable accommodation requests when made in advance. 

15. Contact Information

For questions or assistance regarding registration or these Terms and Conditions, please contact:
EARA2026 Organizing Committee
eara2026@uu.nl
https://eara2026.sites.uu.nl/