Terms and Conditions 2024

1.1 These Terms & Conditions apply to every organization or person registering as an attendee, a guest, or an exhibitor for the MINDS 2024, to be held virtually on Thursday, April 25th, 2024 and Thursday, May 2nd, 2024 (hereafter referred to as the “Conference”), organized by the MINDS organizing committees (hereafter referred to as the “Conference Organizers”).

1.2 All references to a date or a deadline, mentioned in these terms and on other Conference documents, refer to Eastern Daylight Time (EDT).

2.1 It is the policy of the Conference Organizers that all participants, including attendees, vendors, the Conference Organizers, volunteers, and all other stakeholders at MINDS meetings will conduct themselves in a professional manner that is welcoming to all participants and free from any form of discrimination, harassment, or retaliation. Participants will treat each other with respect and consideration to create a collegial, inclusive, and professional environment at MINDS meetings. Creating a supportive environment to enable mental health discourse at MINDS meetings is the responsibility of all participants.

2.2 Participants will avoid any inappropriate actions or statements based on individual characteristics such as sex, age, race, ethnicity, language, sexual orientation, gender identity, gender expression, marital status, nationality, political affiliation, ability status, educational background, or any other characteristic protected by local law. Disruptive or harassing behaviour of any kind will not be tolerated. Harassment includes but is not limited to inappropriate or intimidating behaviour and language, unwelcome jokes or comments, unwanted attention, offensive images, photography without permission, and stalking.

2.3 Violations of this code of conduct policy should be reported to meeting Organizers. Sanctions may range from verbal warning, to ejection from the meeting without refund, to notifying appropriate authorities. Retaliation for complaints of inappropriate conduct will not be tolerated. If a participant observes inappropriate comments or actions and personal intervention seems appropriate and safe, they should be considerate of all parties before intervening.

3.1 Only fully completed registration forms will be accepted. A confirmation of registration will be sent upon receipt of submission form.

3.2 The registration fee, which is an optional donation to Dragonfly Mental Health, includes entry to general Conference programs, provided that sufficient space is available. The Conference organizer cannot guarantee available space in every session.

3.3 If the maximum delegate capacity is reached, the Conference Organizers reserve the right to refuse additional registrations.

A registration confirmation/receipt will be sent by email after the online registration, a related payment, and any necessary documents have been received by the registration department.

Payments should be made in advance, using a method provided by the registration form.

6.1 In the case of overpayment or double payment, refund requests must be made in writing and sent to the event Organizers, by email. A processing fee of 5% of the total amount may be retained to offset the payment processing cost.

6.2 No refunds will be provided for sponsorship fee or commitment whatsoever. The date of the email receipt date will be the basis for considering refunds.  Refunds, if applicable, will be made [within 5 working days] following the conclusion of the Conference.

6.3 In the case of failure to provide validation documents, a refund may be issued automatically. A processing fee of 5% of total amount may be retained to offset the payment processing cost.

6.4 No refunds will be granted for unattended events or early termination of attendance, in case of cancellation of speakers, lack of space on the Conference platform, or any other incidents during the Conference that are beyond the control of the Conference Organizers.

6.5 By registering to attend the Conference, participants agree that neither the organizing committee nor any affiliated parties assume any liability whatsoever.

Notice of cancellation (e.g. in case of sickness, lack of funding, or any other personal reasons) must be made in writing by email to the Conference Organizers. The cancellation will not be effective until a written acknowledgement from the Conference Organizers is received.

8.1 In the event that the Conference cannot be held or is postponed due to events beyond the control of the Conference Organizers (force majeure) or due to events that are not attributable to wrongful intent or gross negligence of the Conference Organizers, the Conference Organizers cannot be held liable for any damages, costs, or losses incurred, costs for additional orders, financial losses, etc.

8.2 Under these circumstances, the Conference Organizers reserve the right to either retain the registration fee and credit it for a future conference, or to reimburse the participant after deducting costs already incurred for the organization of the Conference and not recoverable from third parties.

The Conference Organizers reserve the right to modify the program. No refunds can be granted in case of cancellation of speakers, lack of space on the Conference platform, or any other incidents during the Conference that are beyond the control of the Conference Organizers.

10.1 The protection of your data and the observance of your right of informational self-determination with regard to the collection, processing and use of your personal data are important to us.

10.2 Please refer to our Privacy Policy for more information on how your data is stored, processed and shared.

The Conference Organizers shall be held liable in the framework of a duty of care as a respectable businessman according to statutory provisions. The liability of the Conference Organizers – for whatever legal reason – shall be limited to intent and gross negligence. The liability of commissioned service providers shall remain unaffected by this. The participant shall take part in the Conference at his/her own risk. Oral agreements shall not be binding if these have not been confirmed in writing by the Conference Organizers.

12.1 The terms of this contract shall be fulfilled in Toronto, Canada and, in the event of any legal claims arising from either party; Toronto, Canada shall be the sole court of jurisdiction.

12.2 The failure to enforce any right or provision of these Terms will not be considered a waiver of those rights. If any provision of these Terms is held to be invalid or unenforceable by a court, the remaining provisions of these Terms will remain in effect. These Terms constitute the entire agreement between the parties regarding the Conference, and supersede and replace any prior agreements between the parties regarding the subject matter herein.

The Conference Organizers reserve the right, in their sole discretion, to modify or replace these Terms at any time. For any material change, the Conference Organizers will use best efforts to provide at least seven (7) days’ notice prior to any new terms taking effect, provided that the determination for what constitutes a material change will be determined in the sole discretion of the Conference Organizers.

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15.1 MINDS reserves the right to change, suspend, limit or discontinue any of its Services, in whole or in part at any time for any reason, without notice (unless required by law).

15.2 MINDS may refuse service to anyone and may terminate or suspend your services and your access to the site in whole or in part at any time, for any reason, without notice (unless required by law).

In no event will MINDS be liable to you for any indirect, incidental, special, consequential or punitive damages (including damages for loss of profits, goodwill, or any other intangible loss) arising out of or relating to your access to or use of, or your inability to access or use, the site or any materials or content available through the site, whether based on warranty, contract, tort (including negligence), statute, or any other legal theory, and whether or not Indus has been informed of the possibility of damage.

You agree that you will be responsible for your use of the site, and you agree to defend and indemnify Indus from and against every claim, liability, damage, loss, and expense, including reasonable attorneys’ fees and costs, arising out of or in any way connected with: (i) your access to, use of, or alleged use of, the site; (ii) your violation of any portion of these Terms, any representation, warranty, or agreement referenced in these Terms, or any applicable law or regulation; (iii) your violation of any third party right, including any intellectual property right or publicity, confidentiality, other property, or privacy right; or (iv) any dispute or issue between you and any third party. 

This Agreement contains the entire agreement and understanding among the parties hereto with respect to the subject matter hereof, and supersedes all prior and contemporaneous agreements, understandings, inducements and conditions, express or implied, oral or written, of any nature whatsoever with respect to the subject matter hereof.

Please refer to this document for the MINDS Privacy Policy.