Terms and Conditions

1. Registration and Entitlements

1.1. Inclusions

A fully paid registration fee entitles the Registrant to the following for the official Symposium dates of 3-4 Dec, 2026:

• Access to all scientific sessions.
• Use of the official QR code attendance tracking system.
• Symposium materials and access to digital proceedings, as determined by the Organiser.
• Entry to the gala dinner on 3 Dec 2026, buffet lunch on 4 Dec 2026 and scheduled coffee breaks.
• One (1) E-Certificate of Attendance, subject to conditions outlined in Clause 2.

Any items, services, or expenses not explicitly listed above are not included in the registration fee.

1.2. Fees

All fees are stated in Hong Kong Dollars (HKD). The Registrant is responsible for any and all bank processing fees, transaction costs, or currency conversion charges.

1.3. Early Bird Rate

The Early Bird discount is only applicable if both registration and full payment are completed on or before September 30, 2026 (23:59 Hong Kong Time, UTC+8). Registrations not paid by this deadline will be automatically re-invoiced at the standard rate.

1.4. Student Rate

For purchasing tickets at student rate, it is required to use the respective organisation/school email for registration. In the event of a technical error during the registration process, a copy of proof must be emailed to the Organiser at happi2026.info@polyu.edu.hk. The Organiser reserves the absolute discretion to determine the eligibility of registrants to register for the Event. In cases of misconduct, abuse, or submission of inaccurate or falsified information by the registrant, the Organiser reserves the right to reject the registration.

2. Attendance Tracking and Certificate of Attendance

2.1. QR Code System

The Symposium will use a QR code system to track attendance for all sessions. It is the sole responsibility of the Registrant to ensure their personal QR code is scanned upon entry to each session.

2.2. Certificate Conditions

Certificates of attendance are issued separately for each symposium day (3 Dec 2026 and 4 Dec 2026). A certificate for a given day will be issued once the Registrant's attendance for that day has been recorded at the registration counter and the symposium evaluation has been submitted (one post-symposium survey per registration), subject to the published programme.

2.3. Finality of Records

The attendance data captured by the official registration and check-in process, together with submitted symposium evaluation, will be the sole and final determinant for each symposium day. The Organiser will not be responsible for, and will not entertain disputes arising from, a Registrant's failure to complete registration-counter check-in, to submit the symposium evaluation, or to complete other published steps. No certificate will be issued for a given day if the Organiser's records do not support issuance for that day.

3. Cancellation and Substitution Policy

3.1. No Refunds

All sales are final. The Organiser operates a strict no-refund policy for all registration fees and associated items. There will be no refunds for any reason, including non-attendance or early termination of attendance.

3.2. Substitutions

In lieu of cancellation, Registrants unable to attend may nominate a substitute to take their place. This request must be made in writing by the original Registrant no later than 31 October 2026. An administrative fee of HK$300 will apply to process the substitution. Substitutions will not be accepted after this date.

3.3. No-Shows

Registrants who do not attend the Symposium without having arranged a substitution in accordance with clause 3.2 will be considered no-shows, and no refund or credit will be issued.

4. Programme and Symposium Changes

4.1. Right to Alter

The Organiser reserves the right to make alterations to the Symposium programme, including but not limited to changing speakers, session topics, timings, format (e.g., from in-person to virtual), and any other published arrangements, at any time and without prior notice.

4.2. Liability for Changes

The Organiser shall not be liable for any loss, damage, or additional expenses incurred by the Registrant as a result of any changes to the programme or venue.

5. Liability and Conduct

5.1. Personal Property

All attendees are responsible for their own personal belongings. The Organiser and the venue (Kerry Hotel, Hong Kong) accept no liability for any loss, theft, or damage to personal property.

5.2. Photography and Recording

By attending the Symposium, you consent to be photographed, filmed, and/or otherwise recorded. You grant the Organiser the right to use such images and recordings for promotional materials, publications, and archival purposes without compensation.

5.3. Right to Refuse Entry

The Organiser reserves the right to refuse entry to or expel any Registrant who, in the Organiser's sole discretion, is behaving in a disruptive, unprofessional, or dangerous manner. No refund will be issued in such circumstances.

6. General Provisions

6.1. Force Majeure

The Organiser shall not be held liable for any failure or delay in the performance of its obligations if such failure or delay is due to causes beyond its reasonable control, including but not limited to acts of God, war, government regulation, natural disaster, or public health crisis. In such an event, the Organiser is under no obligation to refund registration fees.

6.2. Governing Law

These Terms and Conditions shall be governed by and construed in accordance with the laws of the Hong Kong Special Administrative Region.

6.3. Acceptance

By completing the registration and making payment, the Registrant confirms that they have read, understood, and irrevocably agree to be bound by these Terms and Conditions.