Terms and Conditions

1. Introduction

1.1 The TensiNet - COST Action TU1303 Symposium 2016 (the "Symposium") will be organised by the TensiNet Association COST Action TU1303 Novel Structural Skins, and Newcastle University as hosting university.

1.2 References to "us" or "we" means Newcastle University and references to "you" or "delegate" means the entity or individual completing a registration form.

1.3 All applications to register for the Symposium are subject to these terms and conditions and any documents referred to herein ("Terms") and to the Newcastle University Webstore Terms and Conditions (the "WebStore Terms"), which are accessible via the WebStore at webstore.ncl.ac.uk/help/?HelpID=5. These Terms shall supplement and complement the WebStore Terms, and both shall form the contract between you and us. These Terms shall prevail in the event of any conflict between these Terms and the Webstore Terms.

2. Registration

2.1 All applications to register for the Symposium are made subject to availability and full payment of the required fees at the time of registration.

3. Fees and Payment

3.1 All fees as stated on the Symposium webpages are payable in full in British Pounds Stirling (GBP) by credit or debit card at the time of registration.

3.2 The symposium fee includes attendance at all Symposium sessions, the Open Event, Course Dinner, lunches, and refreshments. VAT is not applicable to the Symposium fee.

3.3 Tensinet partner organisations are entitled to a maximum of three (3) delegate places.

3.4 Tensinet member rate applies to Tensinet Members only. Attendees with individual Tensinet membership or up to 2 attendees from each Tensinet member organisation will qualify for the discounted member fee.

3.5 Student fees.

  • 3.5.1 Presenting student fee grants access to the conference and allows the student to present a paper.
  • 3.5.2 Student (not presenting) fee grants access to the conference. The student cannot present papers and/or appear as an author of a paper.
  • 3.5.3 Proof of student status (student identification card) is required to confirm either student fee.

3.6 The Open Event on 26th October 2016 may be booked separately.

3.7 An additional late booking fee of £50 will apply to all registrations received after 14 September 2016).

3.8 Additional places are available for the Symposium dinner on October 27th, subject to an additional fee of£65 (inclusive of VAT).

3.9 An optional excursion is available to Alnwick Castle and Garden (29 October 2016), subject to an additional fee of £54 (inclusive VAT). Delegates must indicate when booking whether they wish to attend the Saturday excursion. All delegates who wish to attend the optional excursion are required to pay the excursion fee.

4. Authors of accepted papers

Each presenting author must register for the Symposium. Each paper will be allocated a unique reference number which must be quoted at the point of registration. In order for the paper to be published in the proceedings at least one unique author per paper must register and pay, quoting the unique number, before 21 August 2016. An author may present more than one paper, but can only qualify as the ‘unique’ registered author for a single paper; for those authors submitting multiple papers, a co-author must register for each additional paper.

5. Changes to The Symposium, Substitutions and Cancellations

5.1 Please note that while speakers and topics where confirmed at the time of publishing, circumstances beyond our control may necessitate substitutions, alterations or cancellation of the speakers and/or topics if necessary without any liability to you whatsoever. Any substitutions, alterations or cancellations will be updated on our web pages as soon as possible.

5.2 You have the right to cancel your registration within fourteen (14) calendar days of receipt of confirmation of registration, except when registration takes place within 14 days of the Symposium. In order to cancel the transaction, you must inform us by emailing tensinet2016@newcastle.ac.uk. In the event of cancellation pursuant to this clause 5.2 we you will receive a 100% refund of fees paid.

5.3 If you are unable to attend the conference we will accept a substitute attending in your place provided that we have received the name of your proposed substitute in writing no later than 10 October 2016. Please notify us of any proposed substitutions by emailing tensinet2016@newcastle.ac.uk.

5.4 Subject to clause 5.2 the following refunds will apply if you cancel:

  • 5.4.1 prior to 1 September 2016: 75% refund; and
  • 5.4.2 from 1st September onwards: no refunds will be provided.

5.5 In the event that the Symposium is postponed or cancelled for any reason we will advise you of this in writing. All communication will be via the contact details you provided on your registration form including email. We shall not be responsible for non-receipt of communication. If we cancel the Symposium for any reason you will receive a 100% refund of fees paid. If we postpone or relocate the Symposium and you are unable or willing to attend the rearranged date you will receive a 100% refund of fees paid.

5.6 The Symposium fees do not include insurance of any kind. We shall not be liable to you for any travel, accommodation or other costs and expenses incurred if we are required to cancel, postpone or relocate the conference as a result of an event outside our reasonable control (including, without limitation, acts of God, extreme weather, fire, war, strike action, or other emergency and our liability in such circumstances will be limited to refund of fees in accordance with clause 5.4.

6. Liability

6.1 Nothing in this these Terms shall limit or exclude either party's liability for:

  • 6.1.1 death or personal injury caused by that party's negligence, or the negligence of that party's employees, agents or subcontractors;
  • 6.1.2 fraud or fraudulent misrepresentation; or
  • 6.1.3 any other liability which cannot be limited or excluded by applicable law.

6.2 Subject to Clause 6.1. our aggregate liability to you, whether such liability arises in contract, tort (including negligence) or otherwise, for any damages, loss, costs, claims or expenses of any kind howsoever arising, out of in connection with any registration made by you or otherwise in relation to the Symposium, shall be limited to the total fees paid by you in respect of your registration.

6.3 Subject to Clause 6.1, we shall not be liable to you for any loss of profit or any indirect, special or consequential damages, loss, costs, claims or expenses of any kind, or for any loss, liability or damage to personal property.

6.4 You agree to indemnify us and to hold us harmless to the fullest extent permitted by law, against all loss, costs, claims or expenses of any kind arising from any act or omission by you during or otherwise in relation to the Symposium.

7. Venue Rules

Delegates are required to comply with the rules and regulations governing the applicable venue(s).

8. Letter of invitation for travel visas

On the registration pages you will find a check box to request an invitation letter.

9. Delegate list

By submitting registration details, you agree to your name and organisation being placed on the delegate list which will be passed to sponsoring companies and to all attendees for them to see who is at the conference for the purpose of networking and meetings.

10. Photography and Filming

For promotional purposes, there may be a professional photographer and video production taking place during the Symposium. Delegates who do not wish to be filmed or recorded should advise the organisers by emailing tensinet2016@newcastle.ac.uk prior to the event.

11. Websites and Links

The Symposium website may link to other websites and networking tools provided for the convenience of the users. The contents of these other websites are maintained by their owners, for which we take no responsibility.

12. University Code of Conduct for Speakers

All speakers taking part in a Newcastle University branded, hosted or run event or activity, on one of the UK or overseas campus or elsewhere, are required to act in accordance with the University’s External Speaker Code of Conduct