Terms and Conditions

ISES Solar World Congress 2021

You can find the SWC 2021 Terms and Conditions for download here or read the full text below.

  1. TYPE OF EVENT, HOST etc.

These General Terms and Conditions are valid for each attendee registered for the ISES Solar World Congress 2021 (SWC 2021), October 25 – October 29, 2021 which will be held as an online event, and the conference abstracts, papers, posters, presentations PDFs and videos to be uploaded to the website and/or online conference platform.

 

The conference is organized by: International Solar Energy Society (ISES e.V.), International Headquarters - Villa Tannheim, Wiesentalstr. 50, 79115 Freiburg, Germany (hereafter referred to as “ISES”)

 

Responsible for encashment and online management:

Conexio-PSE GmbH, Emmy-Noether-Str. 2, 79110 Freiburg, Germany

 

  1. PROGRAM AND SOCIAL PROGRAM

The conference program is published on the conference website https://www.swc2021.org/

ISES cannot assume liability for any changes in the program due to external and unforeseen circumstances such as but not limited to cancellation of speakers, technical problems, etc. and reserves the right to cancel, postpone, reschedule or change any of the sessions or to add new sessions and to make changes regarding speaker identity. Updates will be published on the website regularly.

 

  1. REGISTRATION

CONFERENCE REGISTRATION

The registration deadlines are as follows (may be subject to change):

  • Author Registration Deadline: 20 August 2021
  • Early Bird Deadline: 20 September 2021
  • Registration will be possible throughout the entire conference

 

Should one deadline be missed, the next applicable fee will be charged automatically. The registration will only be confirmed upon receipt of full payment.

 

STUDENT RATES

Reduced student rates are only available to persons who are enrolled at a university and at the same time ISES Student Members. Please register as an ISES Student Member here before registering for the SWC 2021 if you are not yet a member. All student discounts are at the organizers' discretion, and proof of status (student card) is required. Discounts must be applied when registering – discounts cannot be applied after the booking has been processed. The student rate does not include presenting and publishing your work at SWC 2021.

 

PAPER UPLOAD + CHANGE IN PRESENTER

All authors of accepted oral and poster presentations are expected to submit their full papers for the conference proceedings which will be published, after review and approval, with an individual DOI on a publicly accessible and searchable online database: http://proceedings.ises.org/.

 

The full papers must be uploaded to the conference website as a .pdf document as well as a word document by October 15, 2021. During upload, authors must also agree to the SWC 2021 Copyright Agreement as well as the SWC 2021 Publishing Agreement for presentations, abstracts and full papers.

Acceptance of the abstract does not guarantee acceptance of the paper for the proceedings. All papers need to follow the guidelines provided in the full paper template and instructions and will be subject to a scientific review process. This review process includes that the paper might be sent back to the authors for corrections / modifications or might be rejected. These corrections / modifications must be returned within the specified period, otherwise the paper will be rejected.

 

Please note: One congress registration includes one full paper upload at no extra charge. Should an author wish to submit a second accepted paper (if applicable) to the conference proceedings, an additional second paper fee of 90 EUR / paper (+ VAT, if applicable) will apply.  Co-authors may present further papers but a fee of 50 EUR (+ VAT, if applicable) will apply in case of a change of presenter after the author registration deadline on 20 August 2021.

 

  1. PAYMENT

The payment procedure will be managed by Conexio-PSE GmbH. The online encashment will be carried out in cooperation with a bank security system company (PAYONE GmbH) and the security systems “Verified by Visa” (VbV) and “MasterCard Secure Code” (MSC).

 

Payment is required at the time of registration and/or paper upload and should be made in EUR only.

Payment is possible by credit card. Attendees should complete the relevant section of the online registration form. Confirmation of the fee will be forwarded after acceptance of payment by the credit card company.

 

The conference and paper fee and additional services may be subject to VAT. Should VAT rates increase, the fee and prices quoted will be subject to adjustments without prior notice.

 

The participant will receive confirmation of his/her online registration and payment by e-mail with the invoice attached. If no confirmation e-mail is received within 48 hours, please contact info [at] swc2021.pse-co.de.

 

Each regular conference registration for the whole conference includes:

  • One (1) full paper upload for review and publication in the congress proceedings, presenter rights for either an oral or poster presentation during the congress and participation in a live Q/A session as panelist upon abstract acceptance for the congress programme. For any additional papers uploaded a fee of 90 EUR / paper (+ VAT, if applicable) will apply. The additional paper upload fee is non-refundable, if the paper is retracted or not accepted for the proceedings.

 

  • Access to the internal area on the congress website before, during and after the congress (up to one year). This includes:
  • all accepted abstracts
  • all presented posters (if and when provided by the author)
  • the pre-reviewed full papers (if and when provided by the author)
  • video presentation from the oral and poster sessions (if and when provided by the author/presenter)
  • recordings of all presentations and other congress events such as keynote lectures, plenary sessions, live Q/A sessions (after the congress (if consent provided by the speakers)
  • a list of participants (including a contact feature, only of participants that have provided consent)
  • Access to the online congress platform during the 5 congress days and for several days after the congress. This includes:
  • live sessions or recordings of all presentations and other congress events such as keynote lectures, plenary sessions, workshops, forums and Q/A sessions
  • poster area
  • sponsor area
  • chat and networking possibilities with other participants

 

Each ISES student conference registration for the whole conference includes:

  • Full access to the internal area on the congress website before, during and after the congress (up to one year). This includes:
  • all accepted abstracts
  • all presented posters (if and when provided by the author)
  • the pre-reviewed full papers (if and when provided by the author)
  • video presentation from the oral and poster sessions (if and when provided by the author/presenter)
  • recordings of all presentations and other congress events such as keynote lectures, plenary sessions, live Q/A sessions (after the congress)
  • a list of participants (including a contact feature, only of participants that have provided consent)
  •  
  • Access to the online congress platform during the 5 congress days and for several days after the congress. This includes:
  • live sessions or recordings of all presentations and other congress events such as keynote lectures, plenary sessions, workshops, forums and Q/A sessions
  • poster area
  • sponsor area
  • chat and networking possibilities with other participants

This category does not include presenting and publishing your work at SWC 2021. If you wish to present and publish your work, please register as a regular congress attendee.

Students enrolled at a university will receive the reduced student conference fee. All student discounts are at the organizers' discretion, and proof of status (student card) is required. Student rates are only available to ISES Student Members.

  1. CONFIRMATION/ADMISSION

A delegate’s registration will not be valid until receipt and clearance of payment by Conexio-PSE GmbH.

A letter of confirmation/payment receipt will be sent by e-mail once Conexio-PSE GmbH has received the fully completed registration form and the related payment. The login access for the internal area will be sent with the registration confirmation email. The login and password for the online congress platform will be sent a few days before the start of the congress.

 

The online access/login for both the internal area and the online congress platform shall not be passed on to third persons. If there is suspicion of abuse, the organizers reserve the right to block digital access without prior notice.

  1. CANCELLATION & SUBSTITUTIONS POLICY

ONLINE CONFERENCE TICKETS

Online conference tickets are non-refundable.

If you wish to substitute a participant, please contact info [at] swc2021.pse-co.de at your earliest convenience. Substitutions prior to the conference are possible until 18 October 2021 and are free of charge. After that, the ticket is non-transferrable.

Credit will not be given for unattended events or early termination of attendance.

 

ADDITIONAL PAPER FEE

Once the paper has been uploaded and the additional paper fee paid, cancellation or refund will in no case be possible, even if the paper will be retracted or rejected, no matter if this is done by the author or during the reviewing process, or if the publication is rejected because the scientific work had not been presented at the conference by one of its authors.

 

CHANGE OF PRESENTER

A fee of 50 EUR (+ VAT, if applicable) will apply in case of a change of presenter after the author registration deadline on 20 August 2021.

  1. CANCELLATION OF THE CONGRESS

If the congress cannot be held or is postponed and/or the conference proceedings cannot be published due to events beyond the control of the congress organizers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the congress organizers, the congress organizers cannot be held liable for any damages, costs, or losses incurred. Under these circumstances, the conference organizers reserve the right to either retain the entire registration fee or to reimburse the attendee after deducting costs already incurred for the organization of the conference and which could not be recovered from third parties.

 

  1. DATA PROTECTION

The personal information provided by the participants will be held on a database. Credit card information will NOT be stored in this database. The email addresses will be used to circulate the conference newsletter, last minute details and announcements of future conferences and will be handed on to the organizer of the next conference. The data of the participants will not be given to a third party not related to the conference. Participants who do not wish their email addresses to be used in the above described manner can ask Conexio-PSE GmbH to delete their personal information from the conference database at any time. For further details please see the Data Protection Policy.

 

INTERNAL AREA - PARTICIPANT CONTACT FEATURE

The conference may offer a contact opportunity for conference participants in its internal area. All participants who want to use the contact feature will need to confirm their agreement to send and receive mails to and from other conference participants. The first contact will occur indirectly and anonymous via the conference system. No personal data will be handed out to other participants.

 

ONLINE CONFERENCE TOOLS

For all webinar or similar online conferencing and supporting tools that will be used (including posters, forum and chat), the attendee does implicitly accept the terms and conditions of the respective tool when using it. The organizers will do their best, but cannot guarantee, to use only tools that comply with the European Data Protection Regulation. The online congress platform will be provided by a Third Party Agent with access via the Third Party Agent.

 

8. IMAGE AND SOUND RECORDINGS

Recordings of images and sound are forbidden.

We would like to point out that in the case of digital event concepts, recordings of sessions  and, if applicable, sound recordings may be made which can be published to the public as well as for reporting, general public relations and advertising purposes. The conference organizer cannot ensure that pirated copies, screenshots or similar cannot be made by third parties.

9. LIABILITY

ISES cannot be held liable for any deficiency or accident during the conference, during the paper upload, reviewing and publishing process. Exceptions from this rule would include possible deficiencies in procurement occurring from wilful acts or from grossly negligent acts which will make ISES liable, restricted to each individual case. The coverage is based on the original value of the services booked according to our published offer.

 

The conference organizer shall be held liable in the framework of a duty of care as a respectable businessman according to statutory provisions. ISES shall be liable regardless of the legal nature of the claim only in relation to willful acts or gross negligence. ISES’ liability is limited to the compensation of the direct damage; any liability for consequential damage is excluded. The liability of commissioned service providers shall remain unaffected by this. The attendee shall take part in the conference at his/her own risk. Verbal agreements shall not be binding if these have not been confirmed in writing by the conference organizer.

 

Before uploading a paper and/or purchasing a ticket for the virtual event, it is the responsibility of the attendee to check whether the device and internet connection he/she intends to use are sufficient for the use of the product. If it turns out that this is not the case, this is not a defect for which the conference organizer is responsible. Upon request, Conexio-PSE GmbH will provide information on the system requirements.

 

The organisers do not guarantee that access to the online conference and the internal area will always be available or that the digital products will always be accessible. Rather, we expressly point out that access to our online services may be temporarily not possible or only possible to a limited extent (e.g. due to maintenance work, security measures or faults and problems over which we have no influence). Unavailability of access to our virtual event and internal area does not entitle you to price reductions, withdrawal or claims for damages.

 

Attendees should be aware that there will always be certain residual risks in relation to the technical infrastructure used for the online congress. These risks include, amongst others: any failure in virtual meeting equipment, software, network infrastructure, servers, internet or telephone connectivity, video or voice equipment, whether or not caused by an information security incident (which includes any unauthorized use, hacking, a Denial of Services attack, a denial of access, any failure or intrusion resulting from the theft or unlawful interception of a password or network access code and any other cyber-attack) or caused by any type of mechanical failure such as any electrical power outage during the online congress. The failure of technology can happen both on the side of the Organizers (and/or the Third Party Agent) or with Attendees.

10. FULFILMENT AND JURISDICTION

All contractual and legal relationships are subject to the exclusive application of the law of the Federal Republic of Germany, and in the event of any legal claims arising from either party, Freiburg, Germany shall be the sole court of jurisdiction.

 

Conflicting terms of business formulated by the participant shall only become a part of the contract if the organizer specifically agrees to them in writing. All amendments or supplements to the terms of the contract must be made in writing.

 

11. SALVATORI CLAUSE

If there is a determination of these Terms and Conditions to be ineffective or impracticable, then the validity of the remaining provisions shall in no way be affected. In such case the void and/or illegal provision shall be replaced by a valid provision which comes as close as possible to its intended effect and best coincides with the purposes of this contract.