Participation Code of Conduct, Liability Waiver, Refunds & Cancellation Policy

Our Commitment to Each Other through our Conduct

• We're glad you're joining us at the SERSTN meeting. We want this to be a welcoming, respectful space where everyone can participate fully and focus on the science. By registering, you're joining us in that commitment. As a participant, you agree to help create an environment grounded in equal opportunity, mutual respect, and freedom from harassment or discrimination. You also agree to abide by our SERSTN Code of Conduct. More broadly, we ask that everyone uphold the standards of scientific integrity and professional ethics that make our community worth being part of.

Liability

• By participating in this meeting, you acknowledge and agree that SERSTN and its affiliated SERSTM organizers, officers, employees, and volunteers are not responsible or liable for any injury, loss, damage, or expense arising from or connected to your participation in the meeting or related activities (such as, but not limited to, workshops and field trips) — including, without limitation, any hotel, airline, or travel-agency cancellation or change fees, or other costs, charges, or expenses you may incur. To the fullest extent permitted by law, you release and hold harmless SERSTN and its organizers from any claims arising out of your attendance or participation. We recommend attendees consider travel insurance to help protect against unforeseen changes.

Data & Media Policy Agreement

• By registering I agree to receive informational emails from the conference organizers and exhibitors as is appropriate and relevant to the conference, workshops and activities associated with SERSTM/SERSTN. 
• I acknowledge that by registering for, attending, or participating in SERSTM and its associated activities, I agree to the use and distribution, without compensation, of my image or voice in photographs, videos, electronic reproductions, and audio recordings of these events and activities. Out of respect for presenters, I also agree not to record, or reproduce or share presentation content—including but not limited to, slides, posters, and displayed data—without the presenter's explicit written consent. 

Refunds & Cancellations

• We understand plans change, and we've tried to make this policy as fair and clear as possible: Cancellations requested by email to registrar@serstn.org on or before January 25, 2027, 11:59 PM EST will be refunded, less a 10% processing fee. Cancellations made on or after January 26, 2027 are not eligible for a refund. We aim to process refunds within a week, though in some cases it may take up to a week after the meeting concludes.