Publication Policies

Symposium Policies, Author Guidelines and General Regulations

10th International Symposium on Advanced Engineering Days (AED)

16–17 December 2026

Purpose and Scope

The International Symposium on Advanced Engineering Days (AED) is an international academic platform established to facilitate the presentation, discussion and dissemination of original research across engineering and related applied disciplines.

The symposium seeks to promote:

The exchange of current scientific and technical knowledge;
Interdisciplinary and international research cooperation;
Constructive academic discussion;
Collaboration among researchers, professionals and institutions;
Opportunities for early-career researchers and postgraduate students; and
The dissemination of eligible contributions through the symposium proceedings and other potential publication channels.

Participation in the symposium, submission of a manuscript or payment of a registration fee constitutes acceptance of the policies published on the official symposium website.

Publication Ethics

The symposium is guided by internationally recognized principles of academic integrity and responsible scholarly publishing, including the core practices promoted by the Committee on Publication Ethics.

Authors, reviewers, editors, committee members, speakers and participants are expected to comply with these principles throughout submission, evaluation, presentation and publication.

The symposium may investigate any suspected ethical violation before or after acceptance, presentation or publication. When necessary, the organizers may request explanations, supporting documents, raw data, ethical approvals, copyright permissions or institutional confirmation from the authors.

Official Communication

Official correspondence shall normally be conducted through the symposium email address:

aed@alanyauniversity.edu.tr

After receiving a manuscript number, authors must include the following information in all correspondence:

Assigned manuscript number;
Complete manuscript title;
Name of the corresponding author; and
Purpose of the communication.

Authors are responsible for providing an active and accurate email address and for regularly checking their inbox, spam folder and the official symposium website.

The symposium shall not be responsible for missed deadlines caused by incorrect contact information, inactive email accounts, institutional email restrictions, spam filters or an author’s failure to monitor official communications.

Full-Paper-Only Submission Policy

The symposium accepts submissions exclusively in the form of complete full papers. Standalone abstracts will not be considered for evaluation.

Each full paper must:

Be prepared using the official AED full-paper template;
Contain an abstract as part of the complete manuscript;
Follow the page limit, structure, layout and referencing style specified in the template;
Be submitted in an editable Microsoft Word .docx format unless otherwise announced;
Be written entirely in English;
Include complete and accurate author information;
Include the affiliations and email addresses requested in the template; and
Be submitted before the announced deadline.

The formatting, layout, page limit and structural requirements contained in the official template form an integral part of these policies.

Manuscripts that do not follow the official template may be returned for correction or excluded from review without further evaluation.

Submission Authority

The corresponding author is considered the authorized representative of all listed authors.

By submitting a manuscript, the corresponding author confirms that:

Every listed author has reviewed and approved the submission;
All authors have agreed to the authorship order;
All authors have agreed to the applicable symposium policies;
All authors have authorized the corresponding author to communicate on their behalf;
No eligible contributor has been omitted;
No person has been included without their knowledge and consent; and
The manuscript may be evaluated for presentation and publication.

The symposium is not responsible for resolving private authorship disputes. A manuscript may be suspended or withdrawn until such a dispute is resolved by the authors or their institutions.

Authorship and Contributorship

Authorship must be limited to individuals who have made a substantial intellectual contribution to the research and who accept responsibility for the work.

All authors must:

Contribute meaningfully to the conception, design, execution, analysis or interpretation of the study;
Participate in drafting or critically revising the manuscript;
Approve the final submitted version; and
Accept accountability for the accuracy and integrity of the work.

Guest, gift, honorary, purchased, fabricated or ghost authorship is prohibited.

Contributors who do not meet the requirements for authorship may be acknowledged with their permission.

Author Names, Affiliations and Authorship Changes

Authors are responsible for ensuring the accuracy of:

Names and titles;
Author order;
Institutional affiliations;
Email addresses;
ORCID identifiers, where requested; and
Corresponding-author details.

Requests to add, remove or rearrange authors after submission must:

Be made in writing by the corresponding author;
Explain the reason for the requested change;
Include the written consent of all existing and proposed authors; and
Be submitted before the final publication deadline.

The symposium may reject an authorship-change request when adequate documentation is not provided or when the request raises ethical concerns.

No authorship changes will normally be permitted after publication except through a formal correction process.

Originality and Previous Publication

Submitted manuscripts must represent original scholarly work.

Authors must confirm that the manuscript:

Has not been published in substantially the same form;
Is not simultaneously under review by another conference, journal, book or publisher;
Does not reproduce a previously published paper with only minor changes;
Does not divide one study into multiple unnecessarily fragmented submissions;
Properly acknowledges all previously disseminated material; and
Complies with any applicable preprint or institutional-repository requirements.

If part of the work has appeared as a preprint, thesis, report, dataset, conference abstract or earlier preliminary version, this must be disclosed at the time of submission.

The symposium will determine whether the disclosed material affects the eligibility of the manuscript.

Plagiarism and Text-Recycling Policy

Plagiarism, self-plagiarism, undisclosed text recycling, citation manipulation and unauthorized reproduction are prohibited.

Authors must:

Properly quote and cite all material derived from other sources;
Cite their own previously published work when it is reused;
Obtain authorization for copyrighted material where required;
Avoid excessive reuse of language from previous publications; and
Verify every reference included in the manuscript.

The symposium may use similarity-detection software at any stage.

A similarity report is an assessment tool and not the sole basis for a decision. The editorial team may evaluate the nature, extent and location of any similarity before deciding whether revision, rejection, withdrawal, correction or retraction is appropriate.

Prohibited Research and Publication Practices

The following practices may result in immediate rejection or further investigation:

Plagiarism or substantial undisclosed text recycling;
Fabrication or falsification of data;
Manipulation of results, images, figures or statistical analyses;
Submission of fabricated references;
Citation manipulation;
Paper-mill involvement;
Purchased or false authorship;
Undisclosed duplicate submission;
Redundant or duplicate publication;
Misrepresentation of institutional affiliation;
False statements regarding ethical approval;
Unauthorized use of confidential information;
Deliberate concealment of conflicts of interest; and
Any attempt to influence reviewers, editors or committee members improperly.

Use of Artificial Intelligence Tools

Artificial intelligence systems, language models and automated tools cannot be listed as authors because they cannot accept responsibility for a manuscript.

Authors remain fully responsible for all content produced or revised with the assistance of artificial intelligence.

Where an artificial intelligence tool has been used substantially in writing, translation, data analysis, image preparation, coding or another research activity, authors must disclose:

The name and version of the tool, where available;
The purpose for which it was used; and
The extent of its contribution.

Authors must independently verify the accuracy of all AI-assisted content, including facts, calculations, references, quotations and interpretations.

The use of artificial intelligence to fabricate data, generate false citations, manipulate images deceptively, conceal plagiarism or misrepresent authorship is prohibited.

Research Ethics

Research involving human participants, personal information, animals, protected environments, hazardous materials or other regulated activities must comply with the applicable ethical, institutional and legal requirements.

Where relevant, authors must:

Obtain approval from an appropriate ethics committee;
Identify the approving institution and approval number;
Obtain informed consent from participants;
Obtain consent for the publication of identifiable information;
Protect the confidentiality and privacy of participants;
Follow accepted animal-welfare standards;
Obtain required research or fieldwork permits; and
Retain supporting documentation for possible verification.

The symposium may reject or withdraw a manuscript when the necessary ethical safeguards cannot be demonstrated.

Data Accuracy, Availability and Retention

Authors are responsible for the accuracy, completeness and integrity of all data reported in their manuscripts.

Authors should retain the underlying research records and raw data for a reasonable period following publication and provide relevant material when legitimately requested during an ethical or editorial investigation.

Data must not be invented, selectively omitted or manipulated to create a misleading result.

Where appropriate, authors are encouraged to include a data-availability statement and deposit non-sensitive supporting data in a recognized repository. Data sharing must remain consistent with participant consent, confidentiality, intellectual-property rights and applicable legislation.

The symposium does not undertake to store, verify or preserve authors’ research data unless a specific arrangement has been announced.

Figures, Tables and Third-Party Material

Authors must ensure that all figures, photographs, maps, drawings, tables, instruments and other materials are either:

Original works created by the authors;
Available under a license permitting the intended use; or
Reproduced with written permission from the copyright holder.

The original source must be properly acknowledged.

Authors are solely responsible for obtaining and retaining copyright permissions. The symposium may request copies of these permissions at any time.

The symposium is not responsible for copyright claims arising from material supplied by authors.

Image Integrity

Images may be adjusted only when the modification applies appropriately and does not misrepresent the research.

Authors must not:

Add, remove, move or conceal features deceptively;
Combine images without clearly identifying the composition;
Alter contrast, color or brightness in a way that changes interpretation;
Present AI-generated or synthetic images as authentic research evidence; or
Reuse images without appropriate acknowledgment and permission.

Original unprocessed images may be requested during evaluation or after publication.

Conflicts of Interest and Funding Disclosure

All authors must disclose financial and non-financial interests that could reasonably be perceived as influencing the research or its presentation.

Disclosures may include:

Employment or consultancy relationships;
Research grants and financial support;
Patent ownership or applications;
Personal or professional relationships;
Institutional roles;
Commercial affiliations;
Paid expert testimony; and
Other relevant competing interests.

Authors must also identify funding sources and, where relevant, explain the funder’s role in study design, data collection, analysis, manuscript preparation or publication decisions.

If no conflict exists, authors may be required to include a statement declaring that no conflict of interest has been identified.

Initial Editorial Screening

Every submission may undergo an initial administrative and editorial assessment before academic review.

The screening may consider:

Relevance to the symposium scope;
Compliance with the official template;
Completeness of the manuscript;
Language and readability;
Originality;
Ethical compliance;
Similarity with existing publications;
Academic quality; and
Suitability for presentation or publication.

A manuscript may be returned, rejected or excluded from review if it fails this assessment.

Peer-Review Policy

Eligible full papers will normally undergo academic review before final acceptance.

Depending on operational and disciplinary requirements, the symposium may use single-anonymized, double-anonymized or editorial review.

Reviewers are normally selected according to their subject knowledge and availability. Manuscripts may be assessed in relation to:

Originality;
Relevance;
Academic significance;
Methodological appropriateness;
Clarity and organization;
Quality of analysis;
Reliability of conclusions;
Ethical compliance; and
Adherence to symposium requirements.

Review comments are advisory. The final decision rests with the authorized editorial or scientific committee.

The symposium does not guarantee a particular number of reviewers or a fixed review period.

Reviewer Responsibilities

Reviewers are expected to:

Treat manuscripts as confidential;
Evaluate submissions objectively and constructively;
Disclose relevant conflicts of interest;
Avoid personal, discriminatory or offensive comments;
Refrain from using unpublished information for personal benefit;
Decline reviews outside their expertise;
Report suspected ethical problems; and
Submit their evaluations within the requested period where possible.

Reviewers must not upload confidential manuscripts to publicly accessible artificial intelligence systems or third-party services without authorization.

Editorial Decisions

Possible decisions include:

Acceptance;
Acceptance subject to technical corrections;
Minor revision;
Major revision;
Transfer to another publication opportunity;
Rejection; or
Withdrawal from consideration.

Acceptance for presentation does not automatically constitute acceptance for publication.

Similarly, payment, participation, issuance of a certificate or inclusion in a preliminary program does not independently guarantee publication.

The organizers may reconsider an earlier decision if new ethical, legal, technical or academic concerns arise.

Revision Responsibilities

When revisions are requested, authors must:

Address each reviewer or editor comment carefully;
Provide a clear response to the requested changes;
Submit the revised manuscript before the deadline;
Preserve the official template;
Identify significant changes when requested; and
Avoid introducing unverified or unrelated material.

Failure to submit a satisfactory revision within the stated period may result in rejection or administrative withdrawal.

An extension may be considered only when requested before the deadline. Extensions are not automatic.

Final or Camera-Ready Manuscript

Accepted authors must submit a final publication-ready manuscript by the announced deadline.

The final manuscript must:

Incorporate all required revisions;
Follow the official template exactly;
Contain accurate author and affiliation information;
Include complete figures, tables, acknowledgments and references;
Be professionally proofread;
Contain no comments, tracked changes or unresolved editing marks; and
Be submitted in the requested file format.

Authors are responsible for conducting the final proofreading. The symposium is not responsible for errors remaining in an author-approved manuscript.

Proof Approval

Where a final proof is sent to authors, it must be reviewed and returned within the stated period.

Only necessary typographical, factual or production corrections may be permitted at the proof stage. Substantial changes, new analyses or significant authorship modifications may be rejected.

Failure to respond by the deadline may be treated as approval of the proof or may result in postponement or exclusion from the publication schedule.

Non-Submission by the Final Deadline

An author who fails to submit the required full paper, revision, camera-ready manuscript, copyright form, ethical statement or other required material by the announced deadline may be considered to have voluntarily withdrawn the submission.

The manuscript may consequently be:

Removed from the symposium program;
Excluded from the proceedings;
Removed from journal or book consideration; and
Closed without further notice.

This rule protects the integrity of the evaluation, program and publication schedule.

Registration and Payment

Following acceptance, at least one author of each accepted paper must complete registration and pay the applicable fee by the announced deadline unless a different arrangement has been confirmed in writing.

Registration is complete only after payment has been received and verified.

The organizers may:

Establish early-registration or group-registration categories;
Set different fees for participation or publication categories;
Close registration when capacity is reached;
Refuse incomplete or unverifiable payments; and
Suspend or revoke registration in cases of policy violations.

Bank, transfer, currency-conversion, payment-service and refund-processing charges are normally the responsibility of the participant.

Relationship Between Registration and Publication

Payment of a registration or publication fee does not purchase acceptance and does not guarantee publication.

Publication remains conditional upon:

Academic and editorial acceptance;
Completion of required revisions;
Submission of the final manuscript;
Compliance with ethical and formatting requirements;
Completion of registration;
Presentation of the accepted study, where required;
Submission of required agreements and permissions; and
Availability within the applicable publication schedule.

A paper that does not satisfy these conditions may be excluded without creating an entitlement to publication.

Presentation Requirement

At least one listed author of every accepted paper must normally present the study in the assigned session.

The presenter must:

Complete registration;
Follow the final program;
Join the session on time;
Remain available during the assigned period;
Observe the presentation time limit;
Use English as the presentation language;
Respond professionally during discussion; and
Follow the instructions of the session chair.

The symposium may reassign, reschedule, shorten or cancel a presentation when operationally necessary.

No-Show Policy

An accepted paper may be classified as a no-show if no registered author presents it in the assigned session without prior written approval.

A no-show paper may be:

Excluded from the proceedings;
Removed from publication consideration;
Marked as not presented;
Declared ineligible for a presentation certificate; and
Excluded from future symposium opportunities.

Registration fees are not normally refundable in cases of absence or non-presentation.

Oral Presentation Policy

Oral presenters must:

Prepare their presentation according to the published technical instructions;
Keep within the assigned presentation time;
Reserve time for questions when required;
Use professional and respectful language;
Avoid promotional or commercial presentations unless specifically approved;
Ensure that all displayed materials comply with copyright rules; and
Maintain a backup copy of their presentation.

Presenters are responsible for testing their files, devices, internet connection and audiovisual compatibility before the session.

Technical support may be provided where available, but uninterrupted access, compatibility and performance cannot be guaranteed.

Poster Presentation Policy

Where poster presentations are offered, authors must comply with the announced dimensions, format, installation and removal requirements.

Poster presenters must:

Display the approved version during the assigned period;
Be available to discuss their research;
Use readable and professional content;
Avoid unauthorized commercial advertising;
Respect copyright and privacy requirements; and
Remove physical materials when instructed.

Any printing, transportation, mounting or replacement costs are the responsibility of the presenter unless otherwise announced.

Video and Online Presentation Policy

Where recorded or online presentations are permitted, presenters must:

Submit or upload the required file before the deadline;
Follow the stated file format and duration;
Ensure acceptable audio and visual quality;
Use English;
Avoid copyrighted audio, video or images without permission;
Join live discussion sessions when required; and
maintain a stable internet connection and suitable device.

The organizers are not responsible for connection failures, device problems, software incompatibility or inaccessible files originating from the presenter.

Questions and Discussion

Questions must be relevant, concise and respectful.

The session chair may:

Determine the order of questions;
Limit the length or number of questions;
End an inappropriate exchange;
Redirect unrelated discussion; or
Conclude the session when necessary.

Presenters and participants must engage in scholarly discussion without personal attacks, intimidation, harassment or discriminatory language.

Conference Program

The published program may be revised because of withdrawals, technical requirements, speaker availability, scheduling conflicts or circumstances beyond the organizers’ control.

Authors are responsible for checking the most recent version of the program.

The organizers may change:

Session times;
Session titles;
Session chairs;
Presentation order;
Presentation format;
Rooms or online links; and
The duration of individual presentations.

Such program changes do not normally create an entitlement to a refund.

Certificates

Certificates may be issued to eligible registered participants based on verified involvement.

Eligibility may depend on:

Completion of registration;
Payment verification;
Actual presentation or participation;
Compliance with symposium policies; and
Accurate information supplied by the participant.

Authors must verify the spelling of names, titles and affiliations before the correction deadline.

The organizers may decline repeated or late certificate changes, particularly when the information originally provided by the participant was incorrect.

A certificate confirms participation or presentation only. It does not constitute proof of publication, indexing, peer-review outcome or academic accreditation.

Proceedings Publication Policy

Eligible accepted papers may be considered for publication in the AED symposium proceedings.

Inclusion is conditional upon full compliance with the applicable requirements. The symposium may exclude a paper before or after the event if:

Required revisions were not completed;
Registration was incomplete;
The study was not presented;
The final file was missing or defective;
Ethical or copyright concerns were identified;
Author information remained unresolved; or
Publication would create legal, technical or academic risk.

The Editor-in-Chief and authorized editorial team retain final authority over the content and organization of the proceedings.

ISBN, DOI and Indexing

Where applicable, the proceedings may be assigned an ISBN, DOI or other publication identifier.

However:

Assignment may occur after the symposium;
Activation time may depend on external agencies;
Individual papers may not necessarily receive separate identifiers;
Metadata may require later correction; and
Inclusion in indexing services is determined solely by the relevant indexing organizations.

The symposium does not guarantee inclusion in Google Scholar, Scopus, Web of Science or any other database.

Authors must not advertise unconfirmed indexing claims.

Open-Access Availability

The symposium may make proceedings or selected materials publicly available through its website, repository or publication platform.

The availability, location, format and duration of access are determined by the organizers and applicable publishing arrangements.

Unless explicitly announced, open access must not be interpreted as a guarantee of permanent hosting, indexing or unrestricted reuse.

Copyright and Publication License

Authors normally retain copyright in their individual manuscripts, subject to the publication agreement and license applicable to the proceedings.

By submitting an accepted final manuscript, authors grant the symposium and its authorized publication partners a non-exclusive right to:

Reproduce the work;
Publish and distribute it;
Convert it into appropriate electronic formats;
Archive and preserve it;
Supply metadata to indexing and discovery services;
Use its title, abstract and bibliographic information for promotion; and
Make necessary technical and copyediting changes.

The symposium name, logo, website design, compiled proceedings, promotional materials and organizational records remain the intellectual property of their respective owners.

Editorial Corrections

The editorial team may correct:

Grammar;
Spelling;
Punctuation;
Reference formatting;
Typography;
Layout;
Heading structure; and
Other non-substantive production issues.

Authors may not be consulted regarding every minor technical correction.

Substantive changes affecting results, meaning, interpretation or authorship will normally require author consultation.

Selected Papers and Journal Opportunities

Editors may identify selected symposium papers as potentially suitable for independent journals, edited books or special issues.

Selection or invitation:

Does not constitute acceptance;
Does not guarantee publication;
Does not guarantee indexing;
Does not guarantee a particular publication date;
May require substantial revision or expansion;
May involve separate fees or agreements; and
Remains subject to the policies of the receiving publication.

Authors invited to a journal must not permit the same full paper to be published simultaneously in both the proceedings and the journal.

Where necessary, authors must formally request withdrawal from proceedings publication before pursuing the journal version.

Independence of Journal Decisions

Any journal associated with or recommended by the symposium operates through its own editorial structure and publication policies.

The symposium organizers do not control:

Journal reviewer selection;
Editorial decisions;
Revision requirements;
Review duration;
Acceptance or rejection;
Publication scheduling;
Publication fees;
Licensing arrangements; or
Indexing decisions.

The review of a selected article may take an extended period. Authors accept that delays or rejection by an independent journal do not create liability for the symposium.

Return to Proceedings Following Journal Rejection

If a selected manuscript is subsequently rejected by an independent journal, the author may request that it be reconsidered for an AED proceedings volume.

Such a request:

Must be submitted promptly and in writing;
Must include the final manuscript and journal decision where requested;
Remains subject to the symposium’s ethical and formatting policies;
Depends on the proceedings production schedule; and
Is subject to editorial approval.

Reconsideration does not guarantee inclusion in the same year or in a future proceedings volume.

Editorial and Organizational Independence

Authors must not attempt to influence editors, reviewers, scientific-committee members, session chairs or organizers through personal contact, institutional pressure, gifts, financial offers or other inappropriate means.

Requests concerning selection, review, presentation and publication must be sent through the official communication channel.

The symposium and any independent journal retain separate authority over their respective decisions.

Withdrawal Policy

A withdrawal request must:

Be submitted in writing by the corresponding author;
Identify the manuscript number and title;
Explain the reason for withdrawal; and
Confirm that all authors approve the request.

Withdrawal is effective only after written confirmation from the symposium.

A manuscript must not be submitted elsewhere until withdrawal has been confirmed.

Late withdrawal, withdrawal after inclusion in the program or withdrawal after production has begun may not qualify for a refund and may require a public withdrawal notice.

Corrections, Expressions of Concern and Retractions

When a significant error or ethical problem is identified after publication, the symposium may issue:

A correction;
A revised version;
An expression of concern;
A withdrawal notice; or
A retraction.

Retraction may be considered in cases involving unreliable findings, plagiarism, duplicate publication, fabricated data, unauthorized publication, serious ethical violations or other circumstances that substantially undermine the integrity of the work.

Retraction notices may remain publicly available to preserve the scholarly record.

Author Duty to Report Errors

Authors must promptly notify the organizers if they discover:

A serious error in their manuscript;
Incorrect author information;
Missing or misrepresented data;
Copyright infringement;
Undisclosed competing interests;
Duplicate publication;
Ethical non-compliance; or
Another matter affecting the reliability of the work.

Failure to report a known material problem may be treated as an ethical violation.

Author Responsibility for Monitoring Records

Authors must monitor the symposium website and verify:

Manuscript status;
Program inclusion;
Presentation time;
Paper title;
Author names and affiliations;
Certificate information;
Proceedings inclusion; and
Publication metadata.

Any suspected omission or error must be reported within the announced correction period.

If a paper is inadvertently omitted, the organizers may, depending on feasibility, issue an addendum, update an electronic record or consider the paper for a later volume. The form and timing of any remedy remain subject to editorial and production requirements.

Complaints and Appeals

Complaints or appeals must be:

Submitted in writing;
Based on a specific procedural, factual or ethical concern;
Supported by relevant evidence;
Written professionally; and
Submitted within the period stated in the decision letter or website.

An appeal must not merely repeat disagreement with academic judgment.

The symposium may decline abusive, repetitive, unsupported or improperly submitted complaints.

A person not directly involved in the original decision may be asked to review the matter where reasonably practicable. The outcome of an appeal is final unless significant new evidence becomes available.

Possible Sanctions

Depending on the seriousness of a violation, the symposium may:

Request an explanation or correction;
Reject or withdraw a manuscript;
Remove a paper from the program;
Exclude a paper from publication;
Cancel a presentation;
Withhold or revoke a certificate;
Issue a correction, concern or retraction notice;
Notify co-authors, institutions, funders, publishers or relevant authorities;
Restrict future submissions; and
Remove a participant from the event.

Registration fees are not normally refundable when sanctions result from the participant’s violation of symposium policies.

Code of Conduct

All participants must behave professionally and respectfully.

Prohibited conduct includes:

Harassment;
Bullying;
Intimidation;
Discrimination;
Personal attacks;
Threatening behavior;
Unwanted sexual attention;
Deliberate disruption;
Unauthorized recording;
Misuse of personal information;
Academic misconduct; and
Retaliation against a person reporting a concern.

The organizers may take immediate action when necessary to protect participants and maintain an appropriate academic environment.

Equality and Non-Discrimination

The symposium is committed to an inclusive academic environment.

Discrimination based on ethnicity, nationality, race, sex, gender, disability, age, religion, political belief, institutional affiliation, professional status or another protected characteristic is prohibited.

Participants requiring an accommodation should contact the organizers sufficiently before the event. Reasonable efforts may be made subject to available resources, venue conditions and technical feasibility.

Privacy and Data Protection

Personal information collected through submission, registration and participation may be processed for:

Manuscript evaluation;
Program preparation;
Registration administration;
Payment verification;
Certificate preparation;
Proceedings publication;
Communication with participants;
Event security;
Statistical reporting; and
Compliance with legal or ethical responsibilities.

Access will be limited to authorized persons and service providers where reasonably necessary.

Information intended for academic publication—including author names, affiliations, email addresses, ORCID identifiers and manuscript metadata—may become publicly available.

Participants may contact the organizers to request correction of inaccurate personal information, subject to legal, financial, archival and scholarly-record requirements.

Photography, Recording and Streaming

Symposium sessions or activities may be photographed, recorded or streamed where announced.

Presenters are responsible for ensuring that their slides and presentations do not contain material that cannot legally be displayed, recorded or distributed.

A participant with a specific privacy concern should notify the organizers before the event. The organizers will consider such requests where reasonably and technically practicable.

Unauthorized recording of confidential sessions or private conversations is prohibited.

Social Media

Participants may share general symposium experiences on social media provided that they:

Act professionally;
Respect the privacy of others;
Do not disclose confidential or unpublished information;
Do not misrepresent the views of the symposium;
Do not infringe copyright;
Do not harass other participants; and
Obtain permission before publishing identifiable close-up images or recordings of others where required.

The symposium is not responsible for independent content posted by participants.

Sponsorship and Exhibitors

Sponsorship does not provide influence over:

Manuscript acceptance;
Peer review;
Editorial decisions;
Speaker selection;
Awards; or
Publication outcomes.

Sponsored activities or materials may be identified as such.

Exhibitors and sponsors must comply with safety, legal, copyright, venue and professional-conduct requirements. The organizers may remove unsuitable, unlawful, misleading or disruptive materials.

Visa, Travel and Accommodation

Participants are responsible for:

Visa applications;
Passport validity;
Travel arrangements;
Accommodation;
Insurance;
Health requirements; and
Related expenses.

Where available, the symposium may issue a standard invitation or confirmation letter after acceptance and registration. Such a letter does not constitute financial sponsorship or guarantee visa approval.

Visa refusal, travel disruption or inability to attend does not automatically qualify a participant for a refund.

Participants should not make non-refundable travel arrangements before confirming the applicable event and cancellation conditions.

Cancellation by Participants

Cancellation requests must be submitted in writing.

Unless a different registration notice applies:

Cancellations received more than 60 days before the symposium may be eligible for a refund, less applicable transaction and administrative costs.
Cancellations received between 30 and 60 days before the symposium may be eligible for a 50% refund, less applicable costs.
Cancellations received fewer than 30 days before the symposium are not normally eligible for a refund.

Refund eligibility is calculated from the date on which the written request is received.

Author withdrawal and registration cancellation are separate procedures. Withdrawal of a paper does not automatically cancel registration or create a right to reimbursement.

Cancellation, Postponement or Format Change

The organizers may cancel, postpone, reschedule, relocate or change the format of the symposium because of circumstances including:

Natural disasters;
Public-health emergencies;
Government restrictions;
Political or security conditions;
Venue unavailability;
Technical failures;
Transportation disruption;
Insufficient operational capacity; or
Other circumstances beyond reasonable control.

Where feasible, registration may be transferred to a rescheduled, relocated or online event, or another remedy may be announced.

To the fullest extent permitted by applicable law, the symposium is not responsible for travel, accommodation, visa, insurance, currency-conversion or other indirect losses incurred by participants.

Limitation of Responsibility

Authors and participants remain responsible for their own:

Research content;
Ethical compliance;
Copyright permissions;
Statements and opinions;
Travel and participation arrangements;
Devices and internet connections;
Insurance and personal property; and
Compliance with applicable law.

The views expressed in papers and presentations belong to their authors and do not necessarily represent those of the organizers, committees, affiliated institutions, sponsors or publication partners.

Priority of Official Documents

Authors must comply with:

The current symposium policies;
The official call for papers;
The full-paper template;
The registration and fee page;
The acceptance or revision letter;
The technical presentation instructions; and
Any subsequent official announcement.

If two instructions appear inconsistent, the most recent and more specific official instruction normally takes precedence.

Authors should request clarification before the applicable deadline rather than making assumptions.

Policy Amendments

The organizers may revise these policies when necessary to address academic, ethical, legal, technical or operational requirements.

The version published on the official symposium website is considered the current applicable version.

Material changes may be communicated through the website or official email channels.

Continued participation after a policy update constitutes acceptance of the revised requirements.

Final Acceptance of the Regulations

By submitting a manuscript, registering for the symposium, paying a fee, accepting a presentation invitation or participating in any symposium activity, the author or participant confirms that they:

Have read these policies;
Understand their responsibilities;
Accept the authority of the authorized symposium bodies;
Agree to comply with applicable deadlines and requirements; and
Accept that presentation, publication, indexing and journal selection remain conditional and are not guaranteed merely by submission, acceptance, registration or payment.

Last updated: August 2026

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