Registration

Applicant selection

[If relevant] 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 a first come first served basis, but CVs and submitted abstracts, representation of different topics at the event, and career stage, geographical distribution and gender balance may also be taken into consideration.]

How to register

(a) Regular registrations

By the deadline of [insert your deadline]:

1. Complete a registration order through the registration/abstract submission portal on this event website by entering your details on the registration form and choosing a payment method. You will receive an automated 'order received email' with full instructions of how to pay, and a copy of the order in PDF.
2. [if relevant for regular registrations] 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, e.g., making compulsory, etc.]:
   • For postdocs and PhD students, the name and address of your lab head/supervisor and letter of recommendation
   • A summary of your reasons for applying to the event and your research interests (max. 300 words)
   • A concise CV (max. 2 pages)
3. [where relevant] Submit your abstract via the 'My abstract' tab in the registration/abstract portal [suggestion if relevant: abstract submission is mandatory for consideration of your application OR abstract submission is optional but recommended for selection to the course and networking at the course, and is mandatory for application of FEBS Registration Grants]. See the Abstract section of the website for more details.

(b) FEBS Registration Grant applications

By the deadline of [insert deadline]:

1. Complete a 'FEBS Registration Grant Applicant' order through the registration/abstract submission portal on this course website by entering your details on the form and selecting the FEBS Registration Grant option. You will receive an automated 'order received email' with a reminder on other steps. [Important: adjust the fee for this option and edit the follow up instructions to applicants.]
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, e.g., notification steps, make compulsory step, etc.]:  
• For postdocs and PhD students, the name and address of your lab head/supervisor and letter of recommendation
• A summary of your reasons for applying to the event and your research interests (max. 300 words)
• A concise CV (max. 2 pages)
• For applicants for FEBS Registration Grants awards, your Constituent Society membership proof, age, ID and proof of status.
3. [where relevant] Submit your abstract via the 'My abstract' tab in the registration/abstract portal [Suggestion if relevant: abstract submission is mandatory for consideration of your application OR abstract submission is optional but recommended for selection to the course and networking at the course, and is mandatory for application of FEBS Registration Grants]. See the Abstract section of the website for more details.

[Important: add information for other grants here if relevant.]

Notification

(a) Regular registrations: An ‘order received e-mail’ message with full instructions on how to pay is automatically sent to your inbox when you complete an order. An 'order confirmed e-mail’ message will be sent to you when organizers receive the fund and confirm your registration payment. [If relevant] Notification on abstract assessment and acceptance to the event will be made later, by (insert your date).

(b) FEBS Registration Grant applicants: An ‘order received e-mail’ message with a reminder on other steps will be automatically sent to your inbox when you complete an order. Notification on outcomes of FEBS Registration Grant applications will sent by [.........]. Unsuccesful grant applicants will be invited to switch their application to a regular registration with payment.

Registration fees

Registration fees are as set out in the registration fee table below. [Edit/add the fees in the table via the Registration Fees on the left side menu. If relevant, add: Please note that all registration fees include VAT]. Travel costs are not covered by the registration fee. 

The registration fee for participants includes [adjust as necessary, specifying what is not included, e.g., any meals, transport]:

• Access to all scientific programme sessions
• Accommodation at [...], as set out on the Venue/Accommodation page
• Transfers to the accomodation
• Meals and drinks (breakfasts, lunches and dinners; coffee at the venue)
• Social event/reception/excursion
• Drinks at poster sessions
• Name badge, printed materials, and certificate of attendance

Terms and Conditions

[The following terms are a suggestion based on previous FEBS Congress terms. Edit them as needed.]

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, and what they include, are as described above. Full payment is needed to complete the registration. Recipients of travel/support grants partially covering the registration fee will need to cover the difference. [Edit as appropriate.]

Methods of Payment

[Adjust as required depending on the payment process for your course.]

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 funds 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 and of the host country (e.g., regarding visa requirements) before registering for the course and before booking travel and travelling to the course. You are solely responsible for making your own appropriate travel and other insurance arrangements before travelling. 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 course 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 course 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 course is cancelled, the Course Organizers will endeavour to reimburse as much of the registration fee as possible. Similarly, if the course 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 course 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 case 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 course.

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].