Effective Date: January 1, 2024
Updated: January 1, 2025

1. INTRODUCTION

These Terms and Conditions govern the registration, participation, and cancellation policies for all conferences organised by SPACE Studies of Planning and Architecture Ltd. By registering for a conference, you agree to comply with these terms.

2. REGISTRATION & PAYMENT

2.1. Registration Categories

2.1.1. Presenter Categories

2.1.1.1. Author Category

Authors in this category must submit their full paper by the designated deadline and personally attend the conference on-site to present their work. This category includes:

• Access to all sessions and discussions
• Oral presentation of their paper
• Publication of their article in the SPACE Studies Journal of International Conference Proceedings
• Presentation certificate
• Coffee breaks, lunches, and networking event/s
• Conference bag and accessories

2.1.1.2. Oral Presentation Only – On-Site

This category is for authors who will present their work on-site at the conference but will not submit a full paper. Instead, only the abstract will be published in the SPACE International Conferences Annual Abstract Book. Authors may choose to submit either:

• Their abstract, or
• An extended abstract (max. 1000 words)

Poster presentations must also be presented as PowerPoint presentations during the designated presentation slot, as posters cannot be shown to online attendees. Posters will still be displayed at the venue and uploaded to the posters section on the conference webpage after the conference.

This category includes:

• Access to all sessions and discussions
• Oral and poster presentation opportunities
• Presentation certificate
• Coffee breaks, lunches, and networking event/s
• Conference bag and accessories

2.1.1.3. Oral Presentation Only – Virtual

This category is for authors who will present their work virtually via Microsoft Teams but will not submit a full paper. Only the abstract will be published in the SPACE International Conferences Annual Abstract Book. Authors may choose to submit either:

• Their abstract, or
• An extended abstract (max. 1000 words)

Poster presentations must also be prepared as PowerPoint presentations and presented during the designated slot to ensure accessibility for both on-site and online attendees. Posters will be uploaded to the posters section of the conference webpage.

This category includes:

• Virtual oral presentation
• Access to all sessions and discussions
• Virtual presentation certificate

2.1.1.4. Industry Showcase Presenters (Onsite or Virtual):

Professionals from industry, NGOs, research institutes, startups, and community organisations are invited to present non-commercial, project-based sessions that align with the conference themes. Submissions are reviewed by the Advisory Board to ensure relevance and non-promotional focus. Accepted presenters can participate either onsite or virtually, depending on their chosen registration type. This category is intended to spotlight innovative practices, not for product marketing.

2.1.1.5. Exhibitors:

For those wishing to promote or display commercial products or services, SPACE Studies offers Desk-Only Exhibitor and Full Booth Exhibitor options. These categories are intended for companies and vendors seeking visibility at the conference. Exhibitors do not present in thematic sessions but may interact with attendees during breaks and networking times.

For full participation benefits, registration timelines, and submission processes, please refer to the conference website and abstract guidelines for all categories.

2.1.2. Non-Presenter Categories

2.1.2.1. Attendee – On-site

This category is for participants who wish to attend the conference without presenting a paper. It is ideal for industry professionals, researchers, students, and anyone interested in gaining insights from the discussions and networking opportunities.

On-site attendees receive:

• Access to all sessions and discussions
• Attendee certificate
• Coffee breaks and lunch(es)
• Networking event/s
• Conference bag and accessories

2.1.2.2. Attendee – Virtual

This category is for participants who wish to attend the conference online without presenting a paper. Virtual attendees can engage in discussions and watch presentations via live streaming.

Virtual attendees receive:

• Access to all live-streamed sessions and discussions
• Virtual attendee certificate

2.2. Registration Tiers

We offer different pricing tiers based on membership level. We provide three main registration rates for all attendees: an Early Bird Rate (discounted for those who register in advance), a Standard Rate, and a Late Registration Rate (for last-minute sign-ups). Your membership level determines the final price you pay, with discounts available for Standard, Premium, and Industry members.

Please check the registration deadlines for Early Bird, Standard, and Late Registration to ensure you secure the best rate.

2.2.1. Membership Discount Conditions

To qualify for discounted conference rates, participants must:

• Be an active SPACE Studies Standard or Premium member at the time of conference registration
• Maintain their membership status through the date of the conference
• Continue their membership for at least six months after the conference has taken place

If a participant cancels their membership before completing the full six months after the conference, SPACE Studies reserves the right to charge the difference between the member and non-member registration fees.

This policy ensures fairness to long-term members and helps support the sustainability of the SPACE Studies community.

2.3. Notes on the Registration Process

2.3.1. Registration Requirement:

All participants—including authors, co-authors, presenters, and attendees—must register and pay the applicable fee if they are attending the conference.

If a paper has multiple authors, at least one author must register and attend to present the work. Only papers that are presented will be considered for publication.

2.3.2. Presentation Format:

All poster presentations must be registered under the Oral Presentation category.

2.3.3. Invitation Letters:

Invitation letters are issued only after registration and payment are complete.

These will be sent by email only and are not issued in advance of payment.

2.3.4. Onsite Registration for Listeners:

Listeners may register and pay their fee at the conference registration desk, subject to availability. Early registration is recommended, as spaces are limited.

2.3.5. Certificates:

Certificates of participation (for both presenters and non-presenter attendees) will be sent by email after the conference.

2.3.6. Questions:

For any additional enquiries, please contact us at: space@spacestudies.co.uk

3. FULL PAPER SUBMISSION & PUBLICATION 

Full papers are published in the SPACE International Journal of Conference Proceedings. Papers may also be selected for publication in the SPACE International Journal of Space Studies in Architecture and Urban Design.

3.1. Journal Formatting Requirements:

Papers must comply with the formatting and submission guidelines of the respective journal.

3.2. Author Responsibilities:

Authors are responsible for ensuring compliance with journal requirements.

3.3. Eligibility for Publication:

Only papers that have been presented at the conference (onsite or virtually) are eligible for review and publication in the SPACE International Journal of Conference Proceedings. Submissions without a corresponding presentation will not be considered.

4. CODE OF CONDUCT

4.1. Expected Behaviour:

Attendees are expected to behave professionally and respectfully toward speakers, organizers, and other participants.

4.2. Unacceptable Behaviour:

Harassment, discrimination, or disruptive behaviour will not be tolerated and may result in removal from the conference.

5. INTELLECTUAL PROPERTY & RECORDING POLICY

5.1. Ownership & Rights:

Conference presentations, recordings, and materials are the intellectual property of SPACE Studies.

5.2. Usage & Distribution:

SPACE Studies reserves the right to share presentations and materials on our YouTube channel and website for both archiving and marketing purposes.

5.3. Restrictions:

Unauthorised recording, distribution, or reproduction of conference content by attendees is strictly prohibited.

6. EVENT CHANGES AND CANCELLATIONS

In the unlikely event that SPACE Studies must cancel or postpone a conference, all registration fees will either be refunded in full or transferred to a future event, based on the participant’s preference.

Please note:

• SPACE Studies is not liable for any additional costs incurred by participants, including travel, accommodation, or visa-related expenses.
• We strongly encourage all attendees to make flexible travel arrangements and consider travel insurance, especially for international participation.

6.1. Program Modifications

SPACE Studies reserves the right to modify the conference programme, speaker line-up, venue, or schedule as necessary. Any such changes will be communicated promptly to registered participants.

7. REFUND POLICY FOR PARTICIPANT CANCELLATIONS

If a registered participant chooses to cancel their attendance, the following refund policy will apply:

7.1. Refund Timing:

All refunds will be processed after the conference concludes, even if the event is postponed to a later date.

7.2. Transaction Fees:

Transaction, administrative and platform fees (e.g., from Stripe, Eventbrite, PayPal etc) will be deducted from the refunded amount.

Important Note:

SPACE Studies reserves the right to cancel or postpone the event (see Section 8), in which case different policies will apply.

8. LIABILITY DISCLAIMER

8.1. Personal Belongings:

SPACE Studies is not responsible for any personal belongings lost or damaged during the conference.

8.2. Unforeseen Circumstances:

SPACE Studies as the organiser is not liable for any travel disruptions, force majeure events, or unforeseen circumstances that may affect participation.

9. PRIVACY & DATA PROTECTION

SPACE Studies is committed to protecting your personal information in accordance with GDPR and relevant data protection laws.

9.1. Data Collection:

We only collect the information necessary to process your registration, manage your participation, and facilitate publication where applicable (e.g., name, contact details, institutional affiliation, paper titles, and author information).

9.2. Payment Information:

All payments are processed securely through third-party providers (e.g., Stripe, PayPal, Eventbrite). SPACE Studies does not collect or store any credit card or banking information.

9.3. Data Usage:

Collected data is used strictly for the purposes of conference management, journal or proceedings publication, and communication related to SPACE Studies events or membership services.

9.4. No Data Sharing:

We do not share, sell, or disclose your personal data to third parties for commercial purposes.

By registering for a SPACE Studies conference, you consent to the use of your data as described above.

10. GOVERNING LAW & CONTACT INFORMATION

10.1. Jurisdiction:

These Terms and Conditions are governed by UK law.

10.2. Contact:

For any inquiries, please contact us at space@spacestudies.co.uk.

By registering for a conference, you confirm that you have read, understood, and agreed to these Terms and Conditions.