GENERAL TERMS AND CONDITIONS 

25TH HFSP AWARDEES MEETING,

8-10 July 2026 – Campus Biotech, Geneva, SWITZERLAND

 

Registration fees:

 

 

EARLY BIRD
(until 31 May 2026)

REGULAR REGISTRATION
(1 June to 7 July 2026)

ON-SITE REGISTRATION
(8 to 10 July 2026)

Delegates
(and Accompanying person for Full Meeting)

300 EUR

350 EUR

450 EUR

Accompanying person for Meeting Dinner

100 EUR

120 EUR

150 EUR

*Registration fees are exempt from VAT.

Payment and Cancellation Policy:

  1. Registration fees can be paid via credit card or bank transfer through the Converia platform. All payments must be made in EUR.
  2. Cancellations received before 1 June 2026 will be refunded, minus a 50 EUR administrative fee. No refunds will be issued for cancellations after 1 June 2026.
  3. In the unlikely event of cancellation by HFSP, registration fees will be fully refunded. HFSP is not responsible for any other costs incurred, such as travel or accommodation.

 

General information:

  1. The 25th HFSP Awardees Meeting will be an in-person meeting, and participants must complete the registration process.
  2. The Participant Portal (Converia) will open mid-December, and it is mandatory to create an account in order to access the Abstract Submission and Registration features.
  3. Each participant will register for a user account on the platform, and the personal data required to proceed with the account creation is legally protected by our privacy policy and legislation.
  4. Personal data collected through the Converia platform will be processed in accordance with GDPR regulations. By registering, participants consent to the use of their data and photo for event management and publicity purposes.
  5. After the user account creation, all communication will be handled by email, via the Converia platform.

 

Information for abstract submitters:

  1. The Call for Abstracts will be open from mid-December 2025 until 1st March 2026 (Extended Deadline 11 March 2026).
  2. HFSP will announce the Call for Abstracts through diverse digital channels: event website, Converia event platform, email, newsletter, press release and social media.
  3. Abstracts must be submitted through the Converia Platform to be considered for the meeting. Please refer to the Abstract Submission Guidelines available at the event website and Participant Portal (Converia).
  4. The abstract selection will be held by the Scientific Organizing Committee of the 25th HFSP Awardees Meeting after the submission deadline and will be announced by the end of April 2026.
  5. By submitting an abstract, the contributing author and the co-authors agree to its publication in the abstract book of the 25th HFSP Awardees Meeting. The abstract book will be published on the HFSP website and on the HFSP Zenodo platform.
  6. By submitting an abstract, the author or presenter acknowledges that it is mandatory to register and participate in person at the conference.

 

Information for registrants:

  1. Participants must select the category that corresponds to their HFSP “status” (Fellow, Grant awardee, alumna, etc.) when registering via the Participant Portal (Converia). This choice of “Participant Type” will be used as the label on the meeting badge.
  2. Participants who submit an abstract to present their research must register and attend the conference in person.
  3. HFSP will announce the Registration opening through diverse digital channels: event website, Converia event platform, email, and social media.
  4. The registration process will be available through the Participant Portal (Converia).
  5. Participants must follow the steps to complete their registration, including paying the registration fees. Please refer to the Registration Guidelines available on the meeting website and Participant Portal (Converia).

 

Information for participants:

  1. By participating in person at the 25th HFSP Awardees Meeting, participants acknowledge and authorize the registration of any image (video and photo) that HFSP can use after the meeting in HFSP media platforms and publications.
  2. The HFSP Awardees Meeting is a private networking meeting and therefore HFSP encourages the presentation of unpublished data. Authors who do not want their presentation to be published or recorded (if carried out) should inform the HFSP organizers in advance, that the talk is not to be published. A specific email about this subject will be sent to all presenters after the meeting.
  3. After the meeting, HFSP will provide a certificate of attendance to certify successful participation in the 25th HFSP Awardees Meeting.


Acknowledgment

User registration and documentation submitted will be confirmed by email.

 

Legal basis

Organizers of the 25th HFSP Awardees Meeting are HFSP, in partnership with local host institutes. The organizers and their authorized representatives cannot be held liable for any damages, of whatever nature or loss of goods. Nor can they be held liable for any damages arising from any other defects in the accommodation or the surrounding grounds, any damage to goods or persons arising from any cause whatsoever, if and insofar as such damage or loss is not covered by third-party liability insurance taken out by the organizers. French law is applicable. The place of jurisdiction is Strasbourg, France.

Participants are solely responsible for obtaining any required visas or travel authorizations, and HFSP accepts no liability for visa refusals, delays, or related travel issues.

 

Code of Conduct

HFSP is committed to fostering a welcoming environment. Harassment, discrimination, or inappropriate behavior will not be tolerated. Participants violating these guidelines may not be admitted to or be removed from the meeting without a refund.

 

Travel and Accommodation Disclaimer

Participants are responsible for their own travel arrangements, including visas, accommodation, and insurance.

HFSP is not liable for any travel disruptions or issues related to accommodation bookings.

 

Health & Safety Guidelines

HFSP will adhere to all local health guidelines. Participants are expected to comply with any safety measures in place at the time of the event. These will be available on the event website. 

 

Code of Conduct for the use of the event venue - Campus Biotech Geneva

The 25th HFSP Awardees Meeting will be hosted at the Campus Biotech Geneva. As per the Foundation regulations, participants must follow the following Health and Safety Regulations:

-It is strictly forbidden to eat or drink in the rooms - only water is allowed.

-The Campus Biotech Geneva is a non-smoking area. A smoking area is available outside the Campus Biotech site, under the white tent.


-In the event of evacuation, follow the signs to the assembly point (Sécheron parking lot).

- Always keep doors and corridors clear (no chairs, tables, posters, etc.)

 

Force Majeure Clause

HFSP shall not be held responsible for any failure to hold the event due to circumstances beyond its control, including but not limited to natural disasters, government restrictions, or health emergencies.