Terms & policies
ICMB27 registration terms
These terms are provided before public registration opens so participants can understand the main payment, cancellation, refund, substitution and disruption rules.
Registration and payment
- Registration must be completed through the official ICMB27 registration flow once it opens.
- Fees are quoted in euro and exclude VAT unless explicitly stated otherwise.
- Bank charges, currency conversion costs and payment provider fees are the responsibility of the participant.
- Payment errors, duplicate payments or incorrect invoices should be reported to icmb27@ugent.be as soon as possible.
Student rates and discounts
- Student rates require a valid certificate or letter of enrollment at the time of registration.
- Researchers, postdocs and practitioners who are not enrolled as students do not qualify for student rates.
- Discounts are applied only when the stated eligibility criteria are met and may require supporting documentation.
Refunds and cancellations
- Cancellation requests received on or before 31 July 2027 are eligible for a refund minus a 50 EUR administrative fee.
- Cancellation requests received from 1 August 2027 are not eligible for reimbursement.
- Illness, visa issues, travel disruption or personal schedule changes do not automatically create an exception after the refund deadline.
- Refunds are returned to the original payer where possible. Bank or card charges may be deducted.
Substitutions
- A registration may be transferred to another participant from the same institution if requested before 31 August 2027.
- Substitutions after 31 August 2027 are handled at the discretion of the organising committee and may not be possible once badges, dietary numbers or invoices are finalised.
Force majeure and public disruption
- ICMB27 is not liable for losses caused by events outside the reasonable control of the organising committee, including terrorism, severe weather, strikes, public-health disruption, COVID-like restrictions, government measures, venue closure or major travel interruption.
- If the event must be cancelled, postponed or materially changed, the organising committee may first deduct non-recoverable costs before deciding whether partial refunds, substitutions or alternative participation options are possible.
- Participants are responsible for their own travel insurance, visa arrangements, accommodation bookings and transport costs.
Questions
For registration corrections, invoice questions, substitutions or cancellation requests, contact icmb27@ugent.be.