Effective Date: January 1, 2024
Updated: February 26, 2026

1. INTRODUCTION

These Terms and Conditions govern the submission, registration, participation, exhibition, and related activities associated with conferences organised by SPACE Studies of Planning and Architecture Ltd (“SPACE Studies” or “the Company”).

These Terms apply to all contributors, presenters, session organisers, exhibitors, attendees, and other participants involved in a SPACE Studies conference, whether participating onsite or virtually.

By submitting a contribution, registering for participation, or attending a conference, you confirm that you have read, understood, and agree to be bound by these Terms and Conditions.

2. REGISTRATION & PAYMENT

2.1. Submission Processing Fee

All contribution types submitted to a SPACE Studies conference require payment of a Submission Processing Fee prior to entering the review process. This requirement applies to all forms of participation, including but not limited to research papers, professional or policy presentations, curated sessions, thematic dialogues, showcases, and other submitted contributions.

The review and evaluation of submissions will commence only after payment of the Submission Processing Fee has been confirmed.

The Submission Processing Fee is non-refundable, including in cases of withdrawal or rejection.

If a submission is accepted and the contributor proceeds with full conference registration, the amount paid as the Submission Processing Fee will be deducted from the applicable conference registration category.

For curated sessions, thematic dialogues, or other multi-participant proposals, a session-level Submission Processing Fee applies to the proposal as a whole. This fee may be paid by any member of the contributing team and must be completed before the proposal enters the review process.

2.2. Contribution Pathways

SPACE Studies conferences are structured around several participation pathways, designed to support engagement from researchers, professionals, policymakers, organisations, and community practitioners. Each pathway may contain specific registration categories, which define how participants contribute to the conference.

Detailed descriptions of submission procedures, participation formats, and registration categories are provided on the conference website and in the Participation Guidelines.

2.2.1. Research Papers

This pathway is primarily intended for academic researchers and scholars. Contributors submit research abstracts for review and, if accepted, present their work at the conference. Authors may also submit full papers for consideration in the SPACE Studies conference proceedings or associated journals in accordance with the publication guidelines.

The Research Papers pathway includes several registration categories, which may include:

• Author (full paper submission)
• Oral Presentation Only – onsite
• Oral Presentation Only – online
• Virtual Presentation

These categories define how research contributions are presented at the conference. Detailed requirements and participation formats are described on the conference website.

2.2.2. Industry, NGO, and Community Showcases

This pathway enables professionals, organisations, NGOs, policymakers, and community initiatives to present applied work, projects, case studies, or policy initiatives relevant to the themes of the conference.

The Industry, NGO, and Community Showcases pathway includes the following registration categories:

• On-site Showcase
• Virtual Showcase

These categories define how professional or organisational contributions are presented within the conference. Detailed participation formats, submission procedures, and presentation guidelines are provided on the conference website.

2.2.3. Curated Sessions and Thematic Dialogues

This pathway allows groups of contributors to propose a coordinated session organised around a shared topic or theme. Sessions are designed to bring together multiple speakers within a structured discussion format.

The Curated Sessions and Thematic Dialogues pathway includes the following proposal types:

• Research-Based Sessions
• Policy and Practice-Based Sessions

Accepted sessions may be organised in the following participation formats:

• On-site Session
• Virtual Session

Detailed submission procedures, session formats, and participation guidelines are provided on the conference website.

2.2.4. Research Intensives

This pathway is designed to support early-stage research discussions, emerging ideas, and collaborative exploration of developing projects. Research Intensives provide a space for participants—often early-career researchers or students—to receive feedback and engage in focused discussion around their research direction.

The Research Intensives pathway includes the following participation formats:

• On-site Research Intensive
• Virtual Research Intensive

Detailed submission procedures, participation formats, and guidelines are provided on the conference website.

2.2.5. Exhibitors

Organisations, companies, and institutions may participate as exhibitors to promote products, services, publications, or initiatives relevant to the themes of the conference.

The Exhibitors pathway includes the following exhibition participation formats:

• One-day Exhibitor
• Two-days Exhibitor

Exhibitors do not participate in thematic presentation sessions but may interact with conference participants during scheduled breaks, networking periods, and exhibition times.

Detailed participation conditions and exhibition guidelines are provided on the conference website.

2.3. Participation and Registration Requirements

Participation in SPACE Studies conferences is subject to registration requirements that vary depending on the role of the participant, including presenters, session contributors, exhibitors, and non-presenting attendees. Participants must register under the appropriate category in order to take part in conference activities.

Detailed registration categories, participation formats, and access conditions are described on the conference website.

2.3.1. Registration for Contributions

For any accepted contribution, at least one contributor must complete conference registration in order for the submission to be included in the conference programme and presented at the event.

Where a contribution has multiple authors or contributors, any contributor who attends the conference must register under the applicable contributor registration category, regardless of whether they personally deliver the presentation.

Only individuals who are not listed as contributors to an accepted submission may register under the attendee participation categories.

Contributors listed as authors or collaborators who do not attend the conference are not required to register.

2.3.2. Attendee Participation

Individuals who do not submit or present a contribution may participate in the conference as non-presenting attendees.

Attendees may register under the participation formats made available for the specific conference, which may include on-site attendance or virtual participation.

Attendees are granted access to conference sessions and activities according to the participation format selected at registration.

Participants who register as attendees are not recognised as contributors and therefore are not eligible to receive contributor certificates associated with research papers, showcases, sessions, or other contribution pathways.

Attendees who complete their registration and participate in the conference are eligible to receive a listener or attendee certificate, reflecting their participation format, where applicable.

Detailed participation conditions and access provisions are described on the conference website.

2.3.3. Certificates of Participation

Certificates of participation are issued only to registered participants who attend the conference.

For contributors, certificates are provided only to those who complete registration and participate in the presentation or attend the conference. Contributors listed as authors or collaborators who do not register for or attend the conference are not eligible to receive certificates.

Certificates reflect the type and format of participation, including distinctions between on-site and virtual participation where applicable.

Certificates are issued after the conference and distributed electronically unless otherwise specified.

2.4. Registration Tiers

Conference registration is organised through a tiered registration system designed to encourage early participation. The available registration tiers typically include:

• Early Bird Registration
• Standard Registration
• Late Registration

Each tier corresponds to a specific registration period and may involve different registration fees. The applicable deadlines and registration fees for each tier are announced on the conference website.

Participants are responsible for completing their registration within the appropriate registration period in order to benefit from the applicable registration rate.

2.5. Membership Discount Conditions

Discounted conference registration rates are available to eligible SPACE Studies members in accordance with their membership category.

To qualify for member-discounted registration rates, participants must:

• Hold an active membership for a minimum period of six (6) months prior to the date of conference registration; and

• Maintain an active membership status through the date of the conference.

Participants who have not completed the required six (6) months of membership at the time of registration may still access discounted rates by completing an advance payment for the remaining membership period required to meet the eligibility condition.

Conference registrations made using member-discounted rates are subject to verification by SPACE Studies. Registrations will only be confirmed once the membership eligibility requirements have been fully satisfied.

If a participant fails to meet or maintain the required membership status, SPACE Studies reserves the right to:

• Adjust the registration to the applicable non-member rate; or

• Request payment of the difference between member and non-member fees prior to confirming participation.

Please note that discounted registration rates may become visible in the user account immediately upon membership activation. However, visibility of discounted rates and automated system confirmations do not constitute eligibility.

All registrations submitted under member-discounted rates are subject to verification. SPACE Studies reserves the right to review membership duration and status prior to confirming registration. Where the eligibility requirements have not been met, participants will be contacted and required to complete any outstanding membership period or pay the applicable fee difference before their registration is confirmed.

2.6. Cancellation and Refund Policy (Participant-Initiated)

If a registered participant chooses to cancel their participation in the conference, the following refund policy will apply to all registration categories, including contributors and attendees.

CANCELLATION TIME	REFUNDING PERCENTAGE
60 days before the conference	75% of the registration fee (additional pages and papers included)
Less than 60 but more than 30 days before the conference	50% of the registration fee (additional pages and papers included)
less than 30 days before the conference	No refund

2.6.1. Submission Processing Fee

The submission processing fee is non-refundable under all circumstances, including withdrawal, rejection, or participant cancellation.

2.6.2. Refund Timing

All eligible refunds will be processed after the conference has concluded, including in cases where the event has been postponed to a later date.

2.6.3. Transaction and Administrative Fees

Transaction, administrative, and platform fees (including but not limited to Stripe, PayPal, Event Espresso, or similar providers) are non-refundable and will be deducted from any refunded amount.

2.6.4. External Costs and Personal Arrangements

SPACE Studies is not responsible for any external costs incurred by participants in relation to the conference, including but not limited to travel, accommodation, visa applications, or other personal expenses.

This applies regardless of the reason for cancellation, including participant-initiated cancellations or circumstances beyond the control of the organiser.

Participants are strongly advised to make flexible arrangements and obtain appropriate insurance where necessary.

2.7. Event Changes, Postponement, and Format Modifications (Organiser-Initiated)

SPACE Studies reserves the right to modify, postpone, or cancel the conference, as well as to adjust its format, programme, venue, or delivery method where necessary.

2.7.1. Postponement

If the conference is postponed to a future date, all valid registrations will be automatically transferred to the rescheduled event.

Participants who are unable to attend the new dates may request a full refund of the registration fee.

In cases where a participant chooses not to attend the rescheduled event, a refund of the registration fee may be issued upon request. The submission processing fee remains non-refundable, as it covers administrative and review work already completed prior to the postponement.

2.7.2. Format Changes

SPACE Studies reserves the right to change the format of the conference, including but not limited to transitioning between on-site, hybrid, or fully virtual delivery.

In such cases, registrations will remain valid for the updated format.

If the revised format significantly differs from the original participation mode selected by the participant, SPACE Studies may, at its discretion:

• Offer a partial refund reflecting the difference in registration fees; or

• Provide the option to transfer participation to a suitable alternative format.

2.7.3. Cancellation by Organiser

In the unlikely event that the conference is cancelled by SPACE Studies, participants will be entitled to a full refund of the registration fee.

2.7.4. Limitation of Liability

SPACE Studies shall not be held responsible for any additional costs incurred by participants due to event changes, postponement, or cancellation, including but not limited to travel, accommodation, or visa-related expenses.

2.8. Publication and Content Use

SPACE Studies disseminates conference contributions through its abstract book, journals, and platform-based outputs. The processes differ depending on the type of contribution.

2.8.1. Abstract Book Publication for Research Contributions

Abstracts submitted under Research Papers and Research Intensives, as well as individual research contributions within research-based sessions, undergo a double peer review process prior to acceptance.

Once accepted, and where the corresponding contributor completes registration and presents at the conference (on-site or virtually), these contributions will be included in the SPACE Studies Annual Abstract Book, subject to final editorial checks and formatting requirements.

2.8.2. Academic Journal Publication

Participants who register under author categories are eligible to submit full papers to SPACE Studies journals following the conference.

Submission to a journal is conditional upon presentation at the conference. However, conference acceptance and presentation do not guarantee journal publication.

All full paper submissions are subject to a separate double peer-review process, and publication decisions are made based on reviewers’ evaluations and editorial standards.

2.8.3. Platform Publications for Showcases and Practice-Based Contributions

Industry, NGO, community, policy, and practice-based contributions, including showcases and practice/policy-based sessions, are evaluated through editorial and advisory review processes.

Session proposals in these categories include a general session description and individual presentation descriptions rather than academic abstracts.

These contributions may be featured across SPACE Studies platform outputs, including sections such as policy, practice, insights, or related formats, depending on content suitability and editorial decisions.

Inclusion in such outputs is not automatic and remains subject to evaluation by the editorial and advisory boards.

2.8.4. Eligibility for Publication and Inclusion

Only contributions that are formally registered and presented at the conference are eligible for inclusion in SPACE Studies outputs.

SPACE Studies reserves the right to exclude contributions that are not presented, incomplete, or not compliant with participation requirements.

3. CODE OF CONDUCT

3.1. Expected Behaviour

All participants, contributors, members, and attendees are expected to engage in a professional, respectful, and constructive manner throughout all SPACE Studies activities. This includes conferences, workshops, online participation, and all related communications.

Participants are expected to contribute to an inclusive and supportive environment that encourages open dialogue across academic, professional, and interdisciplinary contexts.

3.2. Unacceptable Behaviour

Harassment, discrimination, intimidation, or any form of disruptive or inappropriate behaviour will not be tolerated.

SPACE Studies reserves the right to take appropriate action in response to unacceptable behaviour, including removal from the conference or platform without refund where necessary.

4. INTELLECTUAL PROPERTY AND RECORDING POLICY 

4.1. Ownership of Contributions

Participants retain the intellectual property rights to their submitted and presented work.

4.2. Conference Recording and Use

By participating in a SPACE Studies event, participants grant SPACE Studies the right to record, reproduce, edit, publish, and distribute their presentations and contributions for academic, educational, and promotional purposes across its platforms, including the website and digital channels.

4.3. Editing and Adaptation

SPACE Studies reserves the right to edit recordings and materials for clarity, length, technical quality, and formatting, provided that the original meaning is not materially altered.

4.4. Journal Publications

Publication in SPACE Studies journals is subject to separate submission and publication agreements, including applicable copyright or licensing terms depending on the journal model.

4.5. Requests for Content Removal

Requests for the removal of recorded content may be considered at the sole discretion of SPACE Studies.

4.6. Restrictions

Unauthorised recording, reproduction, or distribution of conference content by participants is not permitted without prior written consent.

5. LIABILITY DISCLAIMER 

5.1. Personal Belongings

SPACE Studies is not responsible for any personal belongings that are lost, damaged, or stolen during the conference or any related activities.

5.2. Unforeseen Circumstances

SPACE Studies shall not be held liable for any delays, disruptions, or inability to participate resulting from circumstances beyond its control, including but not limited to travel disruptions, visa issues, health conditions, pandemics, natural disasters, or other force majeure events.

Participation in the conference is undertaken at the participant’s own risk, and attendees are advised to make appropriate arrangements, including travel flexibility and insurance where necessary.

6. PRIVACY AND DATA PROTECTION 

SPACE Studies is committed to protecting personal data in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR).

6.1. Data Collection

Personal information collected during registration may include name, contact details, institutional affiliation, and contribution-related information. This data is used solely for the purposes of event management, communication, and publication processes where applicable.

6.2. Payment Information

All payments are processed securely through third-party providers (such as Stripe, PayPal, or Event Espresso). SPACE Studies does not store or have access to sensitive financial information such as credit card details.

6.3. Data Usage

Collected data is used strictly for conference administration, communication, publication processes, and related SPACE Studies activities.

6.4. Data Sharing

SPACE Studies does not sell, rent, or share personal data with third parties for commercial purposes.

By registering for a SPACE Studies event, participants consent to the use of their data as described above.

7. GOVERNING LAW AND CONTACT INFORMATION 

7.1. Governing Law

These Terms and Conditions are governed by and construed in accordance with the laws of the United Kingdom.

7.2. Contact Information

For any enquiries regarding these Terms and Conditions or conference participation, please contact:

SPACE Studies

Email: space@spacestudies.co.uk

By registering for a SPACE Studies conference, participants confirm that they have read, understood, and agreed to these Terms and Conditions.