Terms and Conditions for TRF4 Conference Registration
1. General Terms
1.1. By registering for the Timing Research Forum 4 (TRF4) Conference, participants agree to comply with these Terms and Conditions.
1.2. The conference is scheduled to take place from October 17–19, 2025, with satellite workshops on October 16, 2025, and optional excursions.
1.3. The conference organizers reserve the right to make changes to the schedule, speakers, or format as necessary.
2. Registration and Payment
2.1. Registration is required for all attendees, including accompanying persons.
2.2. The registration fee must be paid in full at the time of registration.
2.3. Registration fees cover access to the main conference sessions, conference materials, and specified meals, unless otherwise stated.
3. Cancellation and Refund Policy
3.1. Participants who wish to cancel their registration must submit a written request via email to the conference organizers.
3.2. Registration fees are refundable upon request, subject to the following conditions:
Refund requests made before August 15, 2025, will receive a full refund minus processing fees.
Refund requests made between August 16 and September 30, 2025, will receive a 50% refund, minus processing fees.
No refunds will be issued for cancellations made on or after October 1, 2025.
3.3. Processing fees deducted from refunds include transaction costs and administrative expenses incurred by the organizers.
3.4. No refunds will be provided for no-shows or early departures.
4. Substitutions and Transfer of Registration
4.1. If a registered participant is unable to attend, they may transfer their registration to another person at no additional cost.
4.2. Requests for registration transfers must be submitted in writing no later than October 10, 2025.
4.3. The new attendee must agree to these Terms and Conditions.
5. Code of Conduct
5.1. All participants are expected to conduct themselves professionally and respectfully at all times.
5.2. Harassment, discrimination, or disruptive behavior will not be tolerated.
5.3. The organizers reserve the right to take appropriate action, including expulsion from the conference, in response to violations of this code.
6. Liability and Insurance
6.1. The organizers are not responsible for personal accidents, theft, loss, or damage to personal belongings.
6.2. Participants are encouraged to arrange their own travel and health insurance.
7. Data Protection and Privacy
7.1. Personal data collected during registration will be used solely for the purpose of organizing and managing the conference.
7.2. The organizers will not share personal data with third parties without consent unless required by law.
8. Force Majeure
8.1. The organizers shall not be liable for any failure or delay in performing their obligations due to events beyond their reasonable control, including but not limited to natural disasters, pandemics, strikes, or government restrictions.
9. Governing Law
9.1. These Terms and Conditions shall be governed by and construed in accordance with the laws of Japan.
9.2. Any disputes arising from or related to the conference shall be subject to the jurisdiction of the courts of Japan.
Terms and Conditions for Abstract Submission
1. General Terms
1.1. By submitting an abstract for the Timing Research Forum 4 (TRF4) Conference, authors agree to comply with these Terms and Conditions.
1.2. The submitting author must ensure that all co-authors have reviewed and approved the abstract before submission.
1.3. The conference organizers reserve the right to make editorial changes to abstracts for clarity and formatting.
2. Abstract Submission and Review Process
2.1. All abstracts must be submitted through the official submission platform by the deadline specified on the conference website.
2.2. Abstracts must be original, unpublished work relevant to the field of timing research.
2.3. Each submission will be reviewed by the scientific committee, and acceptance will be based on scientific merit, relevance, and clarity.
2.4. The decision of the scientific committee regarding acceptance or rejection is final.
3. Presentation Requirements
3.1. Authors of accepted abstracts must register for the conference by the specified deadline to confirm their presentation.
3.2. Failure to register by the deadline may result in the removal of the abstract from the program.
3.3. The presentation format (oral or poster) will be determined by the scientific committee and communicated to the authors upon acceptance.
3.4. Presenters must adhere to the guidelines provided by the conference organizers regarding format, timing, and content.
4. Withdrawal of Abstracts
4.1. If an author wishes to withdraw an abstract, they must submit a written request via email to the conference organizers.
4.2. Withdrawals requested after the conference program has been finalized may still appear in the program book or materials.
5. Copyright and Permissions
5.1. By submitting an abstract, the authors grant the organizers the right to publish and distribute the abstract in conference materials, including proceedings, the website, and promotional materials.
5.2. Authors must ensure that they have obtained necessary permissions for any copyrighted material included in their abstracts.
6. Ethical Considerations
6.1. Research involving human or animal subjects must have received appropriate ethical approval, and this should be indicated in the abstract where applicable.
6.2. Plagiarism in any form is strictly prohibited and will result in rejection of the abstract.