Terms & Conditions
Last updated: Last updated date — to confirm
1. Definitions
1.1 "The Organiser" means Proud Pen, the organiser of the Event.
1.2 "The Event" means the International Conference on Aging, Longevity, and Population Health (ALHCONF), held at the Royal School of Mines, Imperial College, South Kensington, London, United Kingdom, on 25–27 June 2027.
1.3 "The Participant" means any person registered for the Event in any category, including in-person presenters, virtual presenters, attending co-authors and listeners.
1.4 "The Booking Contact" means a person who completes a registration on behalf of a Participant.
2. Registration and Payment
2.1 Registration is completed online and becomes binding upon payment of the registration fee.
2.2 All fees are stated in Currency — to confirm and must be paid in advance. On-site payment is not available.
2.3 Additional fees apply to additional accepted papers, co-authors attending in person and additional listeners, as shown on the Registration page.
2.4 A presentation is confirmed only once the corresponding registration fee has been received.
2.5 Where a Booking Contact registers on behalf of a Participant, the Booking Contact receives payment and receipt correspondence, and the Participant receives their own badge, certificate and joining details.
2.6 Registrations paid by bank transfer are confirmed only once the payment has been matched to the registration. Bank transfer charges are borne by the Participant.
2.7 Invoices are issued on request. The Participant or Booking Contact is responsible for supplying accurate billing details.
2.8 Pro forma invoices may be issued on request before payment and are valid until the date stated on the invoice. Where a pro forma invoice has been issued, the institution named on it is the billing recipient. A pro forma request or invoice is not a registration and does not reserve a place; the registration form must still be completed and the payment matched.
3. Cancellation and Non-attendance
3.1 CANCELLATION POLICY — In case of any cancellation or non-attendance, unfortunately the registration fees are not refundable.
3.2 A registered Participant may be substituted by a colleague at no additional charge, provided the Organiser is notified in writing before the final registration deadline.
3.3 A Participant registered for in-person attendance may switch to virtual participation at no additional charge, provided the Organiser is notified before the Event.
3.4 Non-attendance for any reason, including the refusal or delay of a visa or travel document, does not entitle the Participant to a refund.
4. Event Changes
4.1 The Organiser may change the programme, speakers, session times, venue or format of the Event where necessary.
4.2 If the Event is rescheduled or its format is changed, existing registrations transfer to the amended Event.
4.3 The Organiser is not liable for consequential costs incurred by the Participant, including travel, accommodation or visa expenses.
5. Invitation Letters and Visas
5.1 Invitation letters are issued only after registration and payment have been completed.
5.2 An invitation letter confirms the Participant's registration and expected participation in the Event. It does not guarantee the issue of a visa or any other travel permission.
5.3 Decisions on visas and travel documents rest with the relevant embassy, consulate or authority and are outside the Organiser's control.
5.4 The Participant is responsible for the accuracy of the details supplied for the letter.
6. Intellectual Property and Recording
6.1 Authors retain full copyright of their work.
6.2 By submitting, authors grant the Organiser permission to publish the accepted abstract and, where applicable, the full paper in the Event's Abstract Book, proceedings, programme and related archives.
6.3 Accepted work is published open access under the Creative Commons Attribution 4.0 International licence (CC BY 4.0). This is the single copyright and publication agreement accepted at submission.
6.4 Authors confirm that submitted work is original, unpublished, not under review elsewhere and approved by all co-authors, and that any research involving human participants had appropriate ethical approval and consent.
6.5 The Event may be photographed, recorded and live-streamed. Participation implies consent to the use of this material for documentation and promotion. Participants may opt out by contacting the Organiser.
7. Code of Conduct
7.1 All Participants are expected to behave respectfully towards other participants, speakers, staff and venue personnel.
7.2 Harassment, discrimination and disruptive behaviour are not tolerated.
7.3 The Organiser may refuse admission to, or remove from the Event, any Participant in breach of this section, without refund.
8. Liability
8.1 Participation in the Event is at the Participant's own risk, within the limits permitted by law.
8.2 The Organiser is not liable for loss of or damage to personal property at the venue.
8.3 Participants are advised to arrange their own travel and health insurance.
9. Data Protection
Personal data is processed in accordance with our Privacy Policy.
10. Governing Law and Contact
10.1 These Terms are governed by the laws of the jurisdiction in which the Organiser is established.
10.2 Questions about these Terms: [email protected]
11. Academic Integrity and Generative AI
11.1 Authors must follow the conference's Policy on the Use of Generative AI and AI-assisted Technologies.
11.2 In manuscript writing, generative AI may be used only to improve the language and readability of the authors' own text, and such use must be disclosed. Basic spelling, grammar, punctuation and reference-formatting checks do not require disclosure.
11.3 Authors remain fully responsible for the accuracy, originality and references of their submission. AI tools cannot be listed as authors.
11.4 Where AI forms part of the research, its use must be described in the methodology.