Terms for online, in-person and hybrid Eldran Academic events
1. Definitions
- “Event” means an online, in-person or hybrid event organised by or expressly on behalf of Eldran Academic Press.
- “Additional Event Terms” means event-specific information or conditions shown on the registration page, invitation, invoice or event website.
- “Registrant” means a person who registers for an Event.
- “Attendee” means a person who attends or accesses an Event.
- “Event Platform” means any digital service used for registration, streaming, networking, messaging, scheduling or access to Event Content.
- “Event Content” includes talks, slides, posters, abstracts, recordings, photographs, graphics, chat content and other material presented or distributed through an Event.
2. Scope and order of precedence
These terms apply to Eldran Events unless Additional Event Terms state otherwise. If Additional Event Terms conflict with these general terms, the Additional Event Terms govern for that Event to the extent of the conflict. Mandatory law prevails over both.
3. Registration
Registration is personal unless the Event expressly allows organisational or transferable registrations. Registrants must provide accurate information and must not share private access credentials, invitation links or paid access with unauthorised persons.
Eldran may refuse or cancel a registration for capacity, security, sanctions compliance, non-payment, false identity, abusive conduct, conflict with event eligibility criteria, or another legitimate operational reason. Any refund due will be determined by these terms, the Additional Event Terms and applicable law.
4. Age and eligibility
Events are normally intended for adults and professional or academic audiences. If an Event permits attendance by a minor, Eldran may require parental/guardian authorisation, institutional supervision, age-appropriate privacy information or other safeguards.
5. Fees, taxes and payment
An Event may be free or paid. Where a fee applies, the registration page should state the price, currency, taxes, what the fee includes, payment deadline and any concession or waiver terms. Registrants are responsible for accurate billing information and any personal travel, visa, accommodation, connectivity or equipment costs unless the Event expressly states otherwise.
6. Cancellations by a registrant
The applicable cancellation and refund schedule should be stated in the Additional Event Terms. If no specific schedule is stated, a paid registrant may request cancellation in writing; Eldran will assess the request consistently with costs already committed, the proximity of the Event, transferability of the booking, and any statutory consumer rights that apply.
Where a registration is made as a consumer contract and mandatory cancellation or refund rights apply, those rights are not restricted by these terms.
7. Substitutions and transfers
For professional events, Eldran may allow a registrant to nominate a substitute attendee before a stated deadline, subject to eligibility, security and administrative requirements. Registration credentials must not simply be forwarded without approval where named registration is required.
8. Changes, postponement and cancellation by Eldran
Eldran may change the programme, speakers, format, venue, platform, timetable or Event date where reasonably necessary. If an Event is cancelled or materially rescheduled, the Additional Event Terms should explain whether paid registrants receive a refund, credit, transfer or alternative access.
Eldran is not responsible for non-refundable travel or accommodation costs unless it expressly agreed in writing to cover them. Attendees should consider appropriate travel insurance for in-person events.
9. Visa and travel documentation
Eldran may provide a factual registration or invitation letter where appropriate, but does not guarantee visa issuance or entry permission and does not act as an immigration adviser. Registrants remain responsible for visa applications, passports, travel permissions, health requirements and border compliance.
10. Event conduct
Eldran Events should provide a professional environment free from harassment, discrimination, threats, intimidation and deliberate disruption. Attendees must follow reasonable instructions from organisers, venue staff, moderators and platform administrators.
Eldran may warn, mute, remove or exclude a participant whose conduct materially disrupts the Event, threatens safety, harasses others, misuses networking tools, impersonates another person, violates law, or infringes privacy or intellectual-property rights. Serious conduct may also be referred to the person’s institution or relevant authorities where appropriate.
11. Health, safety and accessibility
For in-person Events, attendees must follow venue safety procedures and applicable public-health or emergency requirements. Accessibility requests should be raised as early as reasonably possible so Eldran can assess and arrange appropriate adjustments. Accessibility information is handled under the Privacy Policy and should be shared only with personnel who need it to provide the requested support.
12. Online and hybrid Event platforms
Virtual participation may depend on internet connectivity, browsers, devices, third-party platforms and local network conditions. Eldran may provide technical guidance but cannot guarantee that every device or connection will support all features. Third-party Event Platforms may have separate terms and privacy notices.
13. Networking, chat and participant directories
Where an Event provides messaging, networking or participant-directory functions, attendees must use them for legitimate professional interaction. Contact details should not be harvested for unsolicited marketing, automated scraping or unrelated commercial solicitation.
If a participant directory is optional, users should be given a meaningful choice about whether their profile appears and which details are visible.
14. Speakers and presenters
Speakers and presenters are responsible for ensuring they have authority to present their material and that it does not unlawfully disclose confidential information or infringe third-party rights. Event-specific speaker agreements may contain additional rights, delivery, recording or promotional terms.
Unless otherwise agreed, a speaker retains ownership of their original presentation material and grants Eldran only the licence necessary to host, display, stream, reproduce or archive that material for the Event and any specifically agreed post-Event use.
15. Recording, photography and attendee likeness
Eldran may record or photograph parts of an Event when attendees are clearly informed in advance and appropriate privacy and legal requirements are satisfied. Where practical, event notices should explain whether recordings will be public, how long they will remain available, and how an attendee can avoid or object to identifiable promotional capture.
Attendee registration should not be treated as blanket consent for every future promotional use where separate consent or another lawful basis is required. Close-up interviews, testimonials or promotional portraits should use a specific release or consent process where appropriate.
16. Attendee recording and sharing
Unless the Additional Event Terms state otherwise, attendees may take limited personal notes and non-disruptive photographs of content that the speaker and venue permit. Attendees must not livestream, commercially exploit, record confidential sessions, or reproduce substantial Event Content without permission.
When sharing photographs or comments, attendees must respect the privacy, confidentiality, copyright, trademarks and reasonable expectations of other participants.
17. Abstracts, posters and proceedings
If an Event accepts abstracts, posters or proceedings, the submission page must identify whether the content will be peer reviewed or editorially reviewed, whether it will be published, the applicable licence, any DOI or citation treatment, and whether withdrawal is possible after acceptance or publication.
Submission to an Event does not automatically confer publication in an Eldran journal. Journal publication requires the applicable journal submission and editorial process unless a specific proceedings arrangement states otherwise.
18. Sponsors, exhibitors and commercial participation
Sponsors or exhibitors may be acknowledged but must not control editorial decisions, peer review, speaker conclusions or the scientific content of independently selected sessions. Commercial relationships should be disclosed where relevant.
Attendee data must not be transferred to a sponsor for independent marketing merely because the sponsor supports an Event. Any data sharing must have an appropriate legal basis and be transparently disclosed, with consent where required.
19. Intellectual property
Event Content remains owned by the relevant rights holder. Attendance does not transfer copyright or grant a general licence to reproduce talks, slides, recordings, logos or other Event Content. Openly licensed material remains governed by its stated licence.
20. Privacy
Personal information used for registration, attendance, accessibility, networking, recordings, payment or event communications is processed under Eldran’s Privacy Policy and any event-specific privacy notice. Non-essential marketing communications require the appropriate legal basis and unsubscribe controls.
21. Force majeure
Eldran is not liable for failure or delay caused by events beyond its reasonable control, such as severe weather, natural disaster, epidemic, war, civil disorder, terrorism, government action, venue closure, widespread network failure, industrial action or failure of critical third-party infrastructure. Eldran will use reasonable efforts to communicate material changes and, where practicable, offer an alternative arrangement consistent with the Event’s specific terms.
22. Disclaimer and liability
Speakers are responsible for their own views and materials. Event content is provided for scholarly, educational and professional discussion and does not constitute individual professional advice. Nothing in these terms excludes liability that cannot lawfully be excluded, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.
23. Accessibility, complaints and incident reporting
Accessibility requests may be sent to accessibility@eldranacademic.com. Conduct or safety concerns should be reported to the Event organiser as soon as possible. Privacy complaints should be sent to privacy@eldranacademic.com. Where an Event has a dedicated reporting channel, the Additional Event Terms may provide it.
24. Governing law
These terms and non-contractual obligations arising from them are governed by the law of England and Wales, except where mandatory law gives a participant additional protections that cannot be excluded. Subject to those protections, the courts of England and Wales have jurisdiction.
25. Changes to these terms
Eldran may update these general Events Terms for future Events. The terms applying to a registration should be those presented at the time of registration, together with any lawful amendments clearly communicated before the Event. Material changes to the general terms will be recorded on the Summary of Changes page.
External legal and regulatory resources
These links are provided for transparency and reference. If legislation or regulatory guidance changes, Eldran should update this policy and its operational procedures accordingly.
- ICO - Data protection guidance: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/
- ICO - Direct marketing guidance: https://ico.org.uk/for-organisations/direct-marketing-and-privacy-and-electronic-communications/
- Equality Act 2010: https://www.legislation.gov.uk/ukpga/2010/15/contents
- Consumer Rights Act 2015: https://www.legislation.gov.uk/ukpga/2015/15/contents
26. Related Eldran policies
These pages provide the related publisher-level requirements and should be read together with this document where their subject matter applies.
- Privacy Policy: https://eldranacademic.com/policies/privacy/
- Terms and Conditions: https://eldranacademic.com/policies/terms/
- Accessibility: https://eldranacademic.com/accessibility/
- Summary of Changes: https://eldranacademic.com/policies/changes/