Conditions of Participation for the 3rd International Symposium on Very Low Earth Orbit Missions and Technologies

Organizing Entity: Collaborative Research Centre 1667 ATLAS of the University of Stuttgart, Germany

Event Dates: 19-21 January 2027

Location: Haus der Wirtschaft, Willi-Bleicher-Straße 19, 70174 Stuttgart, Germany

Contact Email: vleo2027@express.converia.de

General Terms and Conditions of the University of Stuttgart: https://www.uni-stuttgart.de/en/general-terms-and-conditions/

1. Scope and Application

1.1. These Terms and Conditions ("Terms") govern registration for, participation in, and attendance at the 3rd International Symposium on Very Low Earth Orbit Missions and Technologies ("VLEO2027" or "the Symposium"), organized by the Collaborative Research Centre 1667 of the University of Stuttgart, Germany ("the Organizers").

1.2. By submitting a registration, presenting a paper or poster, attending, or sponsoring the Symposium, all participants ("Delegates", "Speakers", "Attendees") agree to be legally bound by these Terms. Any alternative terms proposed by a participant are strictly excluded unless explicitly accepted in writing by the Organizers.

2. Registration, Fees, and Payment

2.1. Registration Process: Registration must be completed via the official registration portal (https://express.converia.de/frontend/index.php?sub=2305) prior to 13 January 2027. Registrations are subject to availability and formal confirmation by the Organizers.

2.2. Fee Structure: Registration fees, student discounts, and applicable taxes (e.g., VAT/GST) are detailed on the official website. Student registrants must upload or present valid proof of full-time academic enrollment upon request.

2.3. Payment Terms: Full payment must be received prior to the event date or by the specified "Early Bird" cut-off date to qualify for discounted rates. Unpaid registrations may be cancelled at the Organizers' sole discretion.

3. Cancellation, Refunds, and Substitutions

3.1. Cancellation by Delegate: Notice of cancellation must be submitted via the official registration portal (https://express.converia.de/frontend/index.php?sub=2305). Refunds will be processed according to the following schedule:

Cancellations received on or before 19 November 2026, 23:59 UTC+1: Full refund, minus an administrative fee of 12%.
Cancellations received between 19 November 2026, 23:59 UTC+1 and 19 December 2026, 23:59 UTC+1: 50% refund.
Cancellations received after 19 December 2026, 23:59 UTC+1: No refund will be issued.

3.2. Delegate Substitutions: If a registered Delegate is unable to attend, a substitute colleague from the same institution may attend in their place without extra charge, provided written notification is sent to the Organizers at least two business days prior to the start of the Symposium.

4. Event Modifications and Force Majeure

4.1. Program Alterations: The Organizers reserve the right to modify the schedule, speaker lineup, session topics, or format at any time without prior notice.

4.2. Force Majeure: If the Symposium is delayed, interrupted, reformatted, or cancelled due to extreme weather, strikes, government mandates, health emergencies, public safety risks, or technical failures beyond reasonable control ("Force Majeure Event"), the Organizers shall not be held liable for any loss, damage, or expense incurred by Delegates.

4.3. Financial Reimbursement: In the event of total cancellation due to a Force Majeure Event, the Organizers will make reasonable efforts to refund uncommitted registration fees, minus incurred administrative and venue costs, but offer no guarantee of full reimbursement.

5. Intellectual Property & Presentation Rights

5.1. Ownership: Presenters and Speakers retain all moral and intellectual property rights to their research, abstracts, presentation slides, and poster designs.

5.2. License to Publish: By submitting materials, Presenters grant the Organizers a non-exclusive, royalty-free, worldwide license to publish abstracts, slide decks, or papers in the official Symposium proceedings, program booklet, and official institutional archive/repository.

5.3. Recording & Photography Restrictions: Delegates may not record, stream, or broadcast audio/video of sessions or posters without explicit, prior written permission from both the Organizers and the respective Presenter.

6. Photography and Media Release

6.1. The Organizers reserve the right to photograph, film, or audio-record sessions and public areas during the Symposium.

6.2. Attendance implies consent for the Organizers to use any photograph, video, or audio recording containing the Delegate’s image or voice in promotional materials, academic reports, press releases, or social media channels without compensation or prior approval.

7. Code of Conduct & Admission Rights

7.1. Academic Integrity & Respect: All participants must conduct themselves in a professional, collegial, and respectful manner. Harassment, discrimination, offensive language, academic dishonesty, or disruptive behavior will not be tolerated.

7.2. Right of Ejection: The Organizers reserve the absolute right to refuse admission or remove any individual from the venue (physical or virtual) who fails to comply with the Code of Conduct or safety protocols, without any refund or financial compensation.

8. Data Protection & Privacy

8.1. Personal data provided during registration will be processed in accordance with applicable data privacy regulations (Datenschutz-Grundverordnung DSGVO) and the Organizers' Privacy Policy available at https://express.converia.de/frontend/index.php?page_id=58364 and https://www.uni-stuttgart.de/en/privacy-notice/.

8.2. Participant details (Name, Affiliation, Country) may be included in the attendee directory distributed to registered Delegates. Delegates may opt out during the registration process.

9. Liability & Insurance

9.1. Limitation of Liability: To the maximum extent permitted by law, the Organizers, venue, and event sponsors accept no liability for personal injury, illness, property loss, or damage to personal effects occurring during or as a result of attendance at the Symposium.

9.2. Insurance Responsibility: Delegates are strongly advised to secure their own personal travel, medical, and cancellation insurance.

10. Governing Law & Jurisdiction

10.1. These Terms shall be governed by and construed in accordance with the laws of the Federal Republic of Germany.

10.2. Any legal disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of Stuttgart, Germany.