Terms & Conditions
Science Summit
Participant (Attendee) Terms and Conditions
Version 1.0 – July 2026
- Introduction
These Participant (Attendee) Terms and Conditions (“Terms”) govern the registration and participation of all individuals attending the Science Summit during the 81st United Nations General Assembly (“Science Summit UNGA81”), whether attending in person or online.
By registering for or participating in the Science Summit, participants acknowledge that they have read, understood, and agree to be bound by these Terms.
- About the Science Summit
2.1 The Science Summit is an independent international forum organised by the Science Summit Secretariat.
2.2 The Science Summit is not an official meeting or event of the United Nations.
2.3 Participation in the Science Summit does not imply endorsement by the United Nations, its Member States, agencies, funds, programmes or affiliated organisations.
2.4 The Science Summit Secretariat reserves the right to modify the dates, venues, programme, schedule, delivery format or any other aspect of the Science Summit where organisational, operational, security, financial, public health or other circumstances make such changes necessary.
- Registration
3.1 Registration is personal and non-transferable unless expressly authorised by the Science Summit Secretariat.
3.2 Participants are responsible for ensuring that all registration information is complete and accurate.
3.3 Admission may be refused where registration information is incomplete or inaccurate.
3.4 The Science Summit reserves the right to limit attendance where venue capacity or security requirements require.
- Admission
Entry to Science Summit venues may require:
- advance registration;
- photographic identification;
- security screening;
- compliance with venue access procedures.
The Science Summit Secretariat reserves the right to refuse admission or remove any participant where necessary for security, safety or operational reasons.
- Participant Conduct
Participants are expected to contribute to a respectful, inclusive and professional environment.
Participants shall:
- treat all attendees with dignity and respect;
- engage in constructive dialogue;
- comply with all instructions issued by venue staff and the Science Summit Secretariat;
- respect cultural diversity and differing viewpoints;
- avoid disruptive behaviour.
Participants shall not engage in:
- harassment;
- discrimination;
- intimidation;
- threatening behaviour;
- abusive language;
- violence;
- unlawful activity;
- deliberate disruption of sessions.
Failure to comply may result in removal from the event without refund.
- Health and Safety
Participants shall comply with all applicable health, safety and emergency procedures at the venue.
Participants are responsible for their own health and wellbeing throughout the event.
- Photography, Video Recording and Media
The Science Summit may photograph, film, livestream and record sessions and public areas.
By attending the Science Summit, participants consent to the capture and use of their image, voice and likeness in:
- livestreams;
- recordings;
- photographs;
- publications;
- reports;
- websites;
- promotional materials;
- future Science Summit communications.
Participants wishing to avoid being photographed should notify the Science Summit Secretariat in advance. While reasonable efforts will be made, the Science Summit cannot guarantee that individuals will not appear incidentally in recordings or photographs taken in public event spaces.
- Intellectual Property
All presentations, publications, logos, branding and other materials remain the intellectual property of their respective owners.
Participants may not record, reproduce, distribute or commercially exploit presentations or other copyrighted materials without the prior permission of the relevant rights holder.
- Use of Mobile Devices
Participants are requested to ensure that mobile phones and electronic devices do not disrupt sessions.
Photography or recording by participants may be restricted during certain sessions.
- Badges
Where participant badges are issued:
- badges must be worn visibly at all times;
- badges remain the property of the Science Summit;
- lost badges should be reported immediately;
- badges may not be shared or transferred.
- Personal Property
Participants are responsible for their own personal belongings.
The Science Summit accepts no responsibility for:
- lost property;
- theft;
- damage to personal belongings;
- equipment left unattended.
- Insurance
The Science Summit maintains Public Liability Insurance in connection with the organisation of the event. This insurance is maintained for the benefit of the organising entity and does not provide personal insurance cover for participants.
Participants are responsible for obtaining their own appropriate insurance, including where applicable:
- travel insurance;
- medical insurance;
- accident insurance;
- personal liability insurance;
- insurance covering personal belongings and equipment.
Attendance at the Science Summit is at the participant’s own risk.
- Travel and Accommodation
Participants are responsible for arranging and paying for:
- travel;
- accommodation;
- visas;
- local transportation;
- meals not included within the programme.
The Science Summit accepts no responsibility for travel disruption, visa refusals or associated costs.
- Programme Changes
The Science Summit Secretariat reserves the right to:
- modify the programme;
- substitute speakers;
- change session formats;
- change venues;
- reschedule sessions;
- cancel sessions where necessary.
Such changes shall not give rise to any claim for compensation.
- Online Participation
Participants attending online sessions are responsible for ensuring they have suitable internet connectivity and equipment.
The Science Summit is not responsible for interruptions arising from participants’ own equipment, internet services or local technical issues.
- Cancellation of the Science Summit
The Science Summit Secretariat reserves the right to postpone, shorten, extend, relocate, convert to an online or hybrid format, or cancel the Science Summit, in whole or in part, due to organisational, operational, technical, financial, security, public health or force majeure circumstances.
The Science Summit shall not be liable for travel, accommodation or any other costs incurred by participants arising from such changes.
- Limitation of Liability
To the fullest extent permitted by applicable law, the Science Summit, its organising entities, officers, employees, volunteers, contractors and partners shall not be liable for:
- personal injury;
- illness;
- loss or damage to personal property;
- travel expenses;
- accommodation costs;
- indirect or consequential losses;
- business interruption;
- loss of income;
- loss of opportunity.
Nothing in these Terms excludes liability that cannot lawfully be excluded.
- Disclaimer
The views, opinions and statements expressed by speakers, Convenors, sponsors or participants are solely those of the respective individuals or organisations.
They do not necessarily reflect the views of the Science Summit, its organising entities, partners, sponsors or supporters.
Participation in the Science Summit does not imply endorsement by the Science Summit of any organisation, product, service, research findings or opinions presented.
- Data Protection
Personal information collected during registration and participation will be processed in accordance with the Science Summit Privacy Notice and applicable data protection legislation.
Information may be used for:
- event administration;
- security;
- communications;
- issuing certificates of attendance (where applicable);
- post-event reporting;
- future Science Summit communications, subject to applicable consent requirements.
- Force Majeure
The Science Summit shall not be liable for any delay, interruption or failure to perform its obligations arising from events beyond its reasonable control, including but not limited to natural disasters, acts of government, public health emergencies, industrial action, civil unrest, terrorism, cyber incidents, venue unavailability or failures of communications infrastructure.
- Governing Law
These Terms and Conditions shall be governed by the laws applicable to the Science Summit organising entity.
Any dispute arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the competent courts of that jurisdiction.
- Amendments
The Science Summit Secretariat reserves the right to amend these Terms and Conditions at any time. The version published on the official Science Summit website at the time of participation shall apply.
- Contact
Science Summit Secretariat
Email: info@sciencesummitunga.org
Website: www.sciencesummitunga.org
By registering for or attending the Science Summit, whether in person or online, participants acknowledge that they have read, understood and agree to be bound by these Participant (Attendee) Terms and Conditions, together with the Science Summit Privacy Notice, Website Terms of Use and any venue-specific rules or security requirements communicated by the Science Summit Secretariat.
Terms and Conditions for Session Convenors
Version 1.0 – July 2026
- Introduction
These Terms and Conditions govern the participation of organisations and individuals (“Convenors”) hosting sessions as part of the Science Summit during the 81st United Nations General Assembly (Science Summit UNGA81).
The Science Summit is an independent international forum that brings together scientists, policymakers, industry, civil society, financial institutions, international organisations, and other stakeholders to advance science-based solutions for sustainable development.
Submission of a session proposal and/or acceptance of a session by the Science Summit Organising Committee constitutes acceptance of these Terms and Conditions.
- Nature of the Science Summit
2.1 The Science Summit is an independent initiative and is not an official meeting or event of the United Nations.
2.2 Participation in the Science Summit does not imply endorsement by the United Nations, its agencies, funds, programmes, or Member States.
2.3 The Organisers reserve the right to modify the programme, venues, schedule, or format should circumstances require.
2.4 The Science Summit Secretariat reserves the right to modify the dates, duration, venues, format, programme structure, or delivery arrangements of the Science Summit, in whole or in part, where required due to organisational, operational, logistical, financial, security, public health, or other circumstances beyond its reasonable control or where such modifications are considered necessary for the successful delivery of the Science Summit.
- Session Acceptance
3.1 All session proposals are subject to review by the Science Summit Organising Committee.
3.2 Acceptance is based on, among other factors:
- scientific quality;
- policy relevance;
- innovation;
- diversity of perspectives;
- contribution to the overall programme;
- availability of programme space.
3.3 Acceptance of a proposal does not create any legal obligation on the part of the Organisers until all applicable participation requirements and payments have been completed.
3.4 The Organisers reserve the right to decline or withdraw acceptance of any proposal at their sole discretion where necessary to protect the integrity of the programme.
- Session Convenor Responsibilities
Convenors are responsible for:
- developing the session concept;
- inviting and confirming speakers;
- obtaining all necessary speaker permissions;
- ensuring speaker availability;
- providing complete and accurate session information by the published deadlines;
- ensuring presentations comply with applicable copyright laws;
- informing speakers of these Terms and Conditions.
Convenors are responsible for the accuracy of all submitted information.
- Programme Information
5A. Convenor Participation and Convenor360 Platform
5A.1 Session Formats
The Science Summit programme includes online, in-person, and hybrid sessions. Accepted Convenors may organise their session in the format approved by the Science Summit Organising Committee and reflected in the official programme.
Convenors participating in the online programme are not charged a participation fee for hosting an online session. Participation fees, where applicable, for in-person or hybrid sessions are governed by the applicable Participation Agreement or Sponsorship Agreement.
5A.2 Convenor360 Session Management Platform
All accepted Convenors will receive access to the Science Summit’s Convenor360 online platform, which serves as the official system for managing their participation in the Science Summit.
Convenor360 enables Convenors to:
- manage their session information;
- invite and manage speakers and moderators;
- submit biographies, photographs and institutional logos;
- update the session description and public programme content;
- communicate with the Science Summit Secretariat;
- access operational guidance and important deadlines; and
- manage other aspects of their participation in the Science Summit.
Convenors are responsible for ensuring that all information submitted through Convenor360 is accurate, complete, current, and complies with these Terms and Conditions.
5A.3 Content Standards
Convenors are solely responsible for all content submitted through Convenor360, including session descriptions, speaker biographies, presentation materials, promotional content, images, videos, and any other information published in connection with their session.
The Science Summit reserves the right, at its sole discretion, to:
- request revisions to submitted content;
- edit material for formatting, style, grammar, or consistency;
- remove content from public view;
- withdraw individual speakers from the published programme; or
- suspend or remove a session from the Science Summit programme,
where the content is considered inaccurate, unlawful, misleading, defamatory, discriminatory, offensive, excessively promotional, inconsistent with the objectives of the Science Summit, or otherwise inappropriate.
Where practicable, the Science Summit will notify the Convenor and provide an opportunity to remedy the issue before taking such action.
5A.4 Editorial Control
The Science Summit retains final editorial authority over all content published on its website, programme, Convenor360 platform, mobile applications, and other official communication channels.
Acceptance of content for publication does not constitute endorsement by the Science Summit.
- Programme Scheduling
6.1 The Organisers retain sole responsibility for the overall programme.
6.2 While reasonable efforts will be made to accommodate scheduling preferences, no guarantee is made regarding:
- preferred dates;
- preferred times;
- preferred venue;
- session duration.
6.3 The Science Summit Secretariat reserves the right to modify the dates, times, duration, sequence, format, venue, or other scheduling arrangements of any session or of the Science Summit programme as a whole where organisational or operational circumstances make such changes necessary.
6.4 Convenors acknowledge that programme scheduling remains at the sole discretion of the Science Summit Secretariat and agree to cooperate with any reasonable modifications required to ensure the effective delivery of the Science Summit.
- Session Format
Sessions may be delivered:
- in person;
- online;
- hybrid,
subject to the programme design and venue capabilities.
The Organisers reserve the right to modify the delivery format where operational requirements make this necessary.
- Participation Fees
Where applicable:
- participation fees must be paid by the specified deadlines;
- unpaid sessions may be removed from the programme;
- promotional activities may commence only after confirmation of participation.
Unless otherwise agreed in writing, all fees are non-refundable.
- Venue and Logistics
The Organisers will provide facilities as described in the applicable participation agreement, which may include:
- meeting room;
- audiovisual equipment;
- internet connectivity;
- technical support;
- registration services;
- catering where applicable.
Convenors are responsible for any additional services not expressly included.
- Speaker Travel and Accommodation
Convenors are solely responsible for arranging and funding:
- travel;
- accommodation;
- visas;
- insurance;
- local transportation;
- per diem expenses.
The Organisers are not responsible for visa refusals or travel disruptions.
- Registration
All participants, including speakers, moderators, organisers, and observers, must register using the official Science Summit registration system where required.
Participation is subject to venue capacity and applicable security procedures.
- Code of Conduct
All participants shall:
- behave professionally;
- treat all participants with dignity and respect;
- foster constructive dialogue;
- avoid discriminatory, abusive, or harassing behaviour;
- comply with venue regulations and security requirements.
The Organisers reserve the right to remove any participant whose behaviour is considered unacceptable.
- Scientific Integrity
Convenors agree that:
- information presented should be evidence-based;
- scientific claims should be appropriately referenced;
- conflicts of interest should be disclosed where relevant;
- discussions should encourage balanced and constructive debate.
The Science Summit supports academic freedom while encouraging responsible scientific communication.
- Political Neutrality
Sessions should contribute constructively to international dialogue.
The Science Summit does not provide a platform for:
- partisan political campaigning;
- hate speech;
- discrimination;
- unlawful activities;
- misinformation or deliberate disinformation.
- Sponsorship and Commercial Activities
Commercial promotion shall be secondary to the educational and scientific purpose of the event.
Any sponsorship or branding associated with a session must be disclosed to the Organisers.
Sales activities within Science Summit venues require prior written approval.
- Intellectual Property
Convenors retain ownership of their own presentations and materials.
By participating, Convenors grant the Science Summit a non-exclusive, worldwide, royalty-free licence to:
- publish session titles;
- publish abstracts;
- publish speaker information;
- reproduce submitted promotional materials;
- record sessions where applicable;
- distribute recordings after the event;
- include materials within Science Summit archives.
Convenors confirm they possess the necessary rights to grant these permissions.
- Photography and Recording
Science Summit sessions may be photographed, filmed, livestreamed, recorded, and archived.
By participating, speakers and participants consent to the use of their image, voice, and presentations for:
- livestreaming;
- post-event viewing;
- educational purposes;
- reporting;
- promotional activities;
- future Science Summit communications.
- Data Protection
Personal information will be processed in accordance with applicable data protection legislation.
Information provided may be used for:
- programme management;
- participant communications;
- event logistics;
- post-event reporting;
- future Science Summit communications, unless participants opt out where applicable.
The Science Summit does not sell personal data to third parties.
- Force Majeure
The Organisers shall not be liable for delays, cancellations, or changes resulting from circumstances beyond their reasonable control, including but not limited to:
- natural disasters;
- pandemics;
- government actions;
- civil unrest;
- security incidents;
- venue closures;
- transportation disruptions;
- failures of communications infrastructure.
Without limiting the foregoing, the Science Summit Secretariat may postpone, shorten, extend, relocate, convert to an online or hybrid format, or otherwise modify the dates or operation of the Science Summit where organisational, logistical, financial, technical, security, public health, or other circumstances reasonably require such action. Such modifications shall not constitute a breach of these Terms and Conditions and shall not give rise to any claim for compensation against the Science Summit or its organising entities.
- Limitation of Liability
20.1 Organiser’s Insurance
The Science Summit Organiser maintains Public Liability Insurance for the operation of the Science Summit event. The insurance is intended to provide public liability protection in connection with the organisation and delivery of the event, subject to the terms, conditions, exclusions, and limits of the applicable insurance policy. At the date of publication of these Terms and Conditions, the Public Liability Insurance is provided by Hiscox SA with a limit of indemnity of €1,000,000.
20.2 Scope of Cover
The Organiser’s insurance is maintained solely for the benefit of the Science Summit and its organising entities in relation to their legal liabilities arising from the organisation of the event. It should not be interpreted as providing insurance cover for Convenors, speakers, exhibitors, sponsors, delegates, participants, contractors, or any other third parties.
20.3 Participant Insurance
Convenors, speakers, sponsors, exhibitors, contractors, and participants are strongly encouraged to obtain and maintain appropriate insurance cover at their own expense, including, where appropriate:
- public liability insurance;
- professional liability insurance;
- travel insurance;
- medical and health insurance;
- personal accident insurance;
- cancellation insurance; and
- insurance covering loss of or damage to personal property and equipment.
20.4 Personal Responsibility
Each Convenor and participant attends the Science Summit at their own risk and is responsible for ensuring that they have adequate insurance appropriate to their activities and participation in the event.
20.5 No Waiver of Responsibility
The existence of the Organiser’s insurance does not limit or replace the responsibility of Convenors, speakers, sponsors, exhibitors, contractors, or participants for their own acts, omissions, property, equipment, personnel, or legal obligations.
20.6 Policy Terms
Any reference to the Organiser’s insurance is provided for information only. Coverage is subject to the full terms, conditions, exclusions, deductibles, and limits of the applicable insurance policy, which shall prevail in the event of any inconsistency.
- Cancellation
Convenors wishing to withdraw a session should notify the Organisers in writing as soon as possible.
The Organisers reserve the right to cancel or withdraw sessions where:
- programme requirements change;
- deadlines are repeatedly missed;
- fees remain unpaid;
- submitted information is materially inaccurate;
- these Terms and Conditions are breached.
- Use of Science Summit Branding
Convenors may use approved Science Summit logos and branding solely for the promotion of their accepted session.
Brand assets may not be altered without prior written approval.
Use of the Science Summit name for unrelated activities is prohibited.
- Communications and Promotion
The Science Summit will promote accepted sessions through its communication channels at its discretion.
Convenors are encouraged to actively promote their sessions through their own networks using approved branding and communication materials.
- Amendments
The Organisers reserve the right to amend these Terms and Conditions where necessary.
The latest published version shall apply.
- Governing Law
These Terms and Conditions shall be governed by the laws applicable to the Science Summit organising entity.
Any disputes shall be subject to the jurisdiction of the competent courts of that jurisdiction unless otherwise agreed in writing.
- Contact
Science Summit Secretariat
Email: infoatsciencesummitnyc.org
Website: www.sciencesummitnyc.org