Registration Policies and Terms and Conditions
Experimental Biology is committed to providing a meeting that promotes equal treatment of all participants and is free of harassment and discrimination as outlined in the EB Code of Conduct. As a condition of registration, meeting participants agree to the EB Code of Conduct and are expected to uphold standards of scientific integrity and professional ethics.
Experimental Biology wants to ensure the meeting experience is pleasant and accessible. If you need assistance during the meeting, please inform EB no later than 10 business days prior to the meeting. Requests for assistance may be noted during your registration process or by emailing email@example.com.
Cancellation, Refund Policy, Substitutions (Event Participants)
Applications to cancel conference participation must be provided in writing and accompanied by a copy of the registration receipt. A $50 non-refundable processing fee will be deducted from the refund. The request must be sent to firstname.lastname@example.org by March 2, 2022. After March 2, 2022, no refunds will be issued.
We anticipate that EB 2022 will be a full, in-person event. If circumstances dictate a pivot to a virtual meeting, your registration fees will be applied toward registration for the virtual meeting.
Substitutions are allowed at any time but must be requested in writing to email@example.com and be of the same registration rate or higher.
If EB is cancelled, the full registration fee will be returned to each registrant. Abstract submission fees are non-refundable. Travel and housing charges are the responsibility of the attendee and will not be refunded.
Conference Photo Consent
Upon registering for EB, participants agree to allow official EB photographers to record their participation and reproduce their likeness for marketing and informational purposes.
EB will require a valid email address for registration. EB will use your personal information provided during registration to manage your participation in the event, which may be up to and including event logistics and content, payment, and updates. EB may share your personal data to our trusted third-party service provider partners who assist us in managing the event, e.g. registration providers, housing services, lead retrieval partners. In no other case will EB distribute your personal data with any other third party without your consent except when required to do so by law.
By submitting your valid email address, which is required for registration, you give consent to EB and its essential third-party service providers to send you event-related information and updates.
Drinking and Intoxicant Policy
Alcoholic beverages may be offered at various social activities. EB and the meeting venue encourage responsible drinking. Alcohol will only be served to those eligible per national and local laws pertaining to the sale and service of alcohol beverages. Participants may be required to provide photo identification. Alcoholic beverages are allowed only in specific areas and must not be taken out of those immediate areas.
Intoxicated behavior, regardless of the legality of the substance, is not permitted. Some substances, including but not limited to marijuana, may be legal where a participant lives but illegal where the conference is being held. Participants are responsible for confirming the legality of any intoxicating substances they bring into the conference location. EB cannot be held liable for any issues that may arise from a participant’s substance use.
To make the meeting experience an enjoyable event for all attendees, we ask that you please keep the following in mind: disruption during talks at oral or poster sessions at the Convention Center or hotels is not allowed. Please refrain from loud talking or the use of sound notifications on mobile devices during presentations. Please set mobile devices to silent. Entry to sessions may be denied if room capacity is exceeded, dependent upon Fire Marshal regulations.
Health and Wellness
EB will consult with local and other health authorities, including the CDC and WHO, to determine appropriate measures to protect the health of conference participants and staff, including venue and other partner support.
By attending EB, participants certify that in the fourteen days prior to the conference, they have not knowingly been exposed to or shown symptoms of a potentially contagious disease.
By registering to attend an in-person EB, participants agree to self-monitor for signs and symptoms of contagious illness before, during, and after the event. If participants show symptoms of illness within fourteen (14) days of an in-person EB conference, they agree to not attend. Participants agree to contact EB at firstname.lastname@example.org if they experience symptoms of communicable illness either during or within fourteen (14) days after attending EB. EB also encourages participants to take action to inform other attendees with whom they were in close contact at the event. Due to the nature of the event, EB cannot guarantee, and does not represent, that it will or can inform participants that they have been potentially exposed.
Please reference our Health and Safety Information page for the most up to date EB procedures for vaccinations, masks, and other safety guidelines.
Identification at Registration
Registrants may be asked to present photo ID to collect registration materials. Registration materials may not be provided without a photo ID. Registrants agree not to allow any other individual to participate in their place unless conference management has been notified of the change.
Full payment must accompany your registration. Registration will not be processed with incomplete payment. Accepted payments methods are by Visa, Master Card and American Express. Purchase orders are not accepted.
Personal Information / Exhibitor Badge Scanning
Each exhibitor may ask to collect registrant contact information by scanning registrant badges. This is optional and a badge does not need to be scanned. By allowing a badge to be scanned, a registrant is opting in to receiving communication from that company. EB is not responsible for any exhibitor use of registrant information.
Photography and Recording Policy
EB is committed to honoring the rights of copyright owners and to the ethical sharing of scientific research and data. All participants at EB-sponsored scientific meetings or events are expected to adhere to the EB Photography and Recording Policy.
Complimentary EB registration is available for qualified press. Please contact email@example.com.
Smoking is not permitted at any meeting functions. This includes general sessions, concurrent sessions, workshops, luncheons, receptions, and in the exhibit hall. Attendees should adhere to any signage preventing or authorizing smoking in certain locations.
Unauthorized Solicitation Policy
The EB maintains a no-solicitation policy without prior written approval from EB. Solicitation may be defined as, but is not limited to:
Asking for business
Soliciting fund management services
Distributing grant proposals
Requesting grant funding
Unauthorized promotions including the distribution flyers, soliciting in-person or online
Unauthorized membership recruitment activities
Unauthorized promotion of non-EB events
Additionally, EB attendees expect that participation in EB events will not result in future solicitations unless the registrant specifically invites future contact.
Any person and/or organization found to be violating this policy may be expelled from the meeting without refund of registration fees. Egregious and/or multiple violations of this policy may result in further action.
Underage Persons - Children and Infants
Registered conference participants may bring up to two (2) children/non-scientific guests to the conference if they are fully vaccinated. A guest fee of $25 applies per child/guest. The primary conference attendee must register each child/guest in their attendee portal; each child/guest must have their vaccination records validated (unique email or cell phone is needed for validation process). For the most up-to-date information for EB 2022 health and safety information, please visit the Health and Safety page.
Under no circumstances are children under the age of 12 allowed in the exhibit hall during exhibitor set up and dismantle times.
Unsecured Items Policy
Please do not leave valuables, personal items such as electronic items, purses, wallets, briefcases, backpacks, mobile devices, etc. unsecured or unattended in public areas. Attendees are responsible for their items and EB cannot be held responsible. If you should lose an item onsite, please check with the Registration desk or the Convention Center Security. Post-EB, please contact the Convention Center Security.
Waiver of Liability
Registrants understand that by registering for EB they release from liability all EB staff, societies and their employees, third-party partners and their employees, volunteers, board members, and agents, including actions of any kind unless caused by the gross negligence of EB.
Wearing of Badges
Meeting badges should be worn at all times while in the Convention Center. This allows you access to meeting events and the exhibit hall. However, for safety reasons, please remember to remove your badge when you are outside of the events and facilities.