InternationalInnovation in Knowledge Based and Intelligent
Engineering Systems

KES Conference and Symposium Terms and Conditions
In this document: ‘The Conference’ means –Any conference or symposium organised by the Organisers including any invited session, workshop,exhibition, school or tutorial that forms part of the programme or is associated with the event.
‘The Organisers’ or ‘we’ or ‘KES’ means KES International Management Ltd, registered in England andWales as company no. 11110259, registered office: 60 Coupland Road, Selby, North Yorkshire
YO8 3AY, United Kingdom

‘Delegates’ or ‘you’ means those submitting papers, organising or proposing conference activities, and/orregistering for, and/or attending the conference.

'Conference Activities' means anything forming, or intended to form, part of the conference programme
including, but not restricted to, invited sessions, workshops, exhibitions, schools, tutorials and general
conference sessions.

By submitting a paper to the Conference, submitting a proposal to organise Conference Activities, registering
for the Conference, or attending the Conference, you indicate that you fully agree to the Terms andConditions contained in this document, and that you are willing to comply with them and be bound by them.
1. REGISTRATION
1.1 To register for the Conference you must complete and submit the online registration form following theinstructions found on the web site. By doing this, you undertake to pay the appropriate fee, that you willattend the Conference, that you will present any paper you submitted that has been accepted; and you
consent for us to publish the paper where we choose.
1.2 To complete your registration you must make payment according to the list of ‘Fees and Charges’
available on the Conference web site. Your registration is not complete, and you do not have the right toattend the Conference or to receive the benefits and services of the conference, until correct payment hasbeen received by us.
1.3 If you register for, make full payment according to the list of ‘Fees and Charges’ shown on theconference web site, and attend the Conference, and in addition present any paper that you have submitted,and which has been accepted, then you qualify as a KES Member for benefits including attendance atsubsequent KES conferences at the KES Member rate.
1.4 If you submit a paper and register but do not attend the Conference, or fail to present any paper that you
have had accepted, you lose the right to any KES Membership benefits and we reserve the right to refuse tosupply you with the proceedings and/or other conference materials. We further reserve the right to refuse toaccept papers from no-show authors at subsequent KES events.
1.5 If you wish to take advantage of the early registration rate you must ensure we receive full payment (notjust the registration form) before the early registration deadline, otherwise we reserve the right to charge thelate registration rate.
1.6 If you choose to pay by credit card, you must make payment through the credit card service provider that
we choose, according to their Terms and Conditions. Your credit-card information will not be received,handled or stored by us, and we take no responsibility for it. If for any reason you choose to send us yourcredit card details, we undertake to take care of them to the best of our ability, but we take no responsibility
for any loss through credit-card fraud or crime occasioned by our possession of them.

1.7 Papers submitted by delegates will only be published in the proceedings if full registration payment isreceived by us before the early registration deadline.
1.8 Payment of on-site registration is only permitted for delegates who have not submitted a paper, and at
our discretion. On-site registrations, or payments for other goods or services, must be made using a credit
card or cash, as specified by us at the time.
1.9 We reserve the right to reject a registration application without giving reasons, or to terminate aregistration at any time.
2. REGISTRATION CANCELLATION AND REFUNDS
2.1 Before two months prior to the start date of the conference, and providing you have not had a paper
accepted, you may cancel for a refund of the amount received by us less a 25% processing charge. The
cancellation must be in writing or by email. After two months before the start date of the conference, norefund is possible. If you have had a paper accepted, no refund is possible even if you cancel.
2.2 Substitution is possible at any time up to the start date of the conference, providing we have alreadyreceived full payment.
2.3 We reserve the right to not to make refunds until up to three months after the conference. Refunds forpayments made by credit cards will only be made to the original credit card.
2.4 No refund will be made if a delegate is in breach of any of these Terms and Conditions.
3. PROGRAMME
3.1 We reserve the right to amend or cancel events in the published programme at any time.
3.2 We will consider proposals from those wishing to organise Conference Activities. The final decision about
whether or not to accept such proposals will be made by the Organisers. We do not undertake to explain thedecision, or enter into discussion about it, or the reasons for it. Proposers of Conference Activities agree toaccept the decision of the Organisers without question.
4. DATA PRIVACY
4.1 Any personal information provided as part of conference registration is used for the purpose for which it
has been provided. Such information may be kept by KES using electronic, physical or other means. It will
not be passed to other organisations or individuals. This information may be used by KES for notifying
delegates of next year's conference, or in connection with the delegate’s KES Membership, and other KES
activities, and you give us your consent to do this.
5. CANCELLATION OF THE CONFERENCE
5.1 We undertake to do our best to deliver a first-class conference to the satisfaction of delegates, as wehave successfully achieved for over five years. However, in these uncertain times, events beyond ourcontrol may make cancellation or changes to the conference unavoidable. In the unlikely event ofcancellation of the Conference, or changes to the features and services provided, the maximum liability ofthe organisers shall be limited to a refund of the Conference registration fee paid by you at the time ofbooking, with no additional liability to us for travel costs, hotel costs, or any other costs or expenses
whatsoever.
5.2 The Organisers shall not be liable for cancellation of the Conference, or changes to it, due tocircumstances beyond their reasonable control, including but not limited to, any act of God, natural disaster,fire, flood, storm or tempest, disease, war, act of terrorism, riot, civil commotion, malicious damage, crime,theft or fraud perpetrated on us, insolvency or failure of parties with whom we contract, or industrial action.
In case of cancellation for such a reason, you may not receive a full refund of the registration fee you havepaid.

5.3 Delegates are responsible for taking out appropriate insurance cover in connection with their attendanceat the Conference and cancellation of it. We recommend that delegates do take out such insurance.

6. CONFERENCE PROCEEDINGS
6.1 We will make all reasonable efforts to publish accepted papers as described on the conference website,from delegates who register and pay the fees for a KES conference. However, we cannot be responsible forthe actions of publishers and other third parties. If it is not possible to publish the proceedings using thepublisher advertised on the conference website you accept that we may need to use another publisher.
6.2 We do not guarantee to publish in the proceedings- any paper by an author in breach of any of the conference Terms and Conditions, for example those that do
not attend the conference and present their paper;- any paper where we do not receive all the required files and copyright release form (if needed) by thestated deadlines, or when we request them;- any paper that the publisher refuses to publish, or that cannot be published for another reason beyond ourcontrol.
7. SPECIAL REQUIREMENTS
7.1 Delegates with any special dietary requirements or access requirements must state these on theRegistration Form and we will try to make provision for them. It is your responsibility to inform theconference venue, caterers, and anyone else necessary, of any food allergies and intolerances you may
have and we take no responsibility for this.
8. LIABILITY
8.1 You attend the conference at your own risk.
8.2 You agree not to hold the Organisers liable for any losses, damages, expenses, costs, claims or liabilities
suffered or incurred by you, including consequential or indirect losses or loss of profit, through registering for
the Conference, attending the Conference, cancellation of the Conference, failure of the Conference toachieve your expectations, or any error or omission on the part of the organisers.
8.3 You agree not to hold the Organisers liable or responsible for any personal harm or injury you suffer
while attending conference, or while travelling to or from it.
8.4 The Organisers shall not be liable for any loss or damage to your personal property.
9. GENERAL CONDITIONS
9.1 The Organisers reserve the right to change the Terms and Conditions at any time without prior notice.
9.2 Any variation to these terms and conditions shall only be valid if agreed by the KES International
Executive Chair in writing.
9.3 These terms and conditions shall be governed by, and construed in accordance with, the laws of Englandand Wales. Disputes shall be exclusively subject to the jurisdiction of the courts of England and Wales.
9.4 Nothing in this document shall be construed as an attempt to exclude your rights under law.