Terms and Conditions

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Registration

All delegates and attendees of the IEEE SL SYW Congress 2023 must register online via our official website. A delegate fee will be charged from all delegates.

Registration fees are non-transferable and non-refundable.

For all registrations:

  • Registration data such as Name, IEEE Student Branch/ Affiliation, Email Address, and any other related details provided by the registrant will be used in the creation of their event ID which gives them access to the Congress premises.
Payment Methods

Payments for delegates will be coordinated by their respective IEEE Student Branches, Student Branch Chapters, Student Branch Affinity Groups, and the IEEE Sri Lanka Section based on the delegate categories.

Other Forms of Payment

In exceptional circumstances, we may accept payment via bank transfer by prior arrangement with the IEEE Sri Lanka Section. Such payments will incur a fee which covers additional processing costs. These additional charges are the responsibility of the delegate. For bank transfer payment inquiries, please contact the Member Activities Subcommittee of the IEEE Sri Lanka Section Student Activities Committee. No cancellations are allowed.

Delegate Badges

Delegates attending in person will receive an event ID upon check-in, which must be worn at all times to access academic sessions and events at the Congress.

Lost badges can be replaced at the Information Desk.

Delegate IDs are non-transferable and must not be shared, sold, or passed on.

Congress Policies

The IEEE Sri Lanka Section enforces the following policies to ensure the security and safety of all delegates and officials. All delegates must read and adhere to the following policies:

Dignity and Mutual Respect

To create an inclusive and respectful environment for all delegates, exhibitors, and staff, we expect adherence to our policy on dignity and mutual respect at all conference venues, conference-related events, online spaces, and social media.

We do not tolerate harassment, bullying, or any disrespectful behaviour towards any delegate, exhibitor, or official, whether in person or online. If you encounter or witness such behaviour, please report it to a Congress official immediately. We take all such reports seriously and aim to ensure the safety and well-being of all delegates.

Code of Conduct

All delegates are expected to:

  • Adhere to the laws of the Democratic Socialist Republic of Sri Lanka.
  • Abide by the IEEE Code of Conduct.
  • Follow the terms and conditions of the delegate registration form.
  • Maintain respectful conduct towards all delegates, officials, staff, and others at the venue.
  • Be punctual and attend registered sessions.
  • Cooperate with Congress officials
  • Dress appropriately for the occasion.
  • Support the smooth flow of the Congress.
  • Cover costs for services not included in the delegate package.
  • Understand that the Congress organisers will create images, film and audio recordings for educational and post-congress promotional purposes and therefore give their fullest cooperation. [Kindly note that these materials will be published in conformity with public reporting and community standards on social media and communication handles (Facebook, YouTube, Twitter, Instagram, Linkedin) of the event without entitlement to remuneration.
Unacceptable Behaviour

Unacceptable behaviour includes, but is not limited to:

  • Damaging transportation facilities.
  • Vandalising Congress premises or facilities provided by sponsors and/or third parties.
  • Littering Congress premises.
  • Unethical use of free and complementary services provided by the venue.
  • Failure to participate in registered sessions.
  • Use of illegal drugs and/or alcohol within the Congress premises.
  • Unruly behaviour under the influence of drugs and/or alcohol.
  • Intimidating, harassing, abusive, discriminatory, derogatory, or demeaning speech or actions.
  • Inappropriate use of nudity and/or sexual imagery.
  • Real or implied threats of harm
  • Disrupting sessions with inappropriate conduct.
  • Unauthorised photography, video recording, or audio recording of any delegates, officials, or participants without prior consent.

The IEEE Sri Lanka Section reserves the right to take necessary and appropriate action, including the immediate removal of offenders from the Congress without refund and banning individuals from future events, both virtual and physical, in response to any unacceptable behaviour.

Delegates are liable for intentional or grossly negligent damages.

Drugs and Alcohol Policy

Usage and possession of drugs and alcohol are not permitted on the event premises. All drugs, unless prescribed by a medical officer (with proper documentation), will be confiscated. Unruly conduct under the influence of drugs and/or alcohol will not be tolerated..