Terms & Conditions

1.1"The Organizer" means Acavent, the organizer of the Event.

1.2"The Event" means the International Conference on Artificial Intelligence and the Future of Society (AIFSCONF), held at Novotel Paris 14 Porte d'Orléans, Paris, France, on 26–28 March 2027, including its live virtual sessions.

1.3"The Participant" means any person registered for the Event in any category, including in-person presenters, virtual presenters, attending co-authors and listeners.

1.4"The Booking Contact" means a person who completes a registration on behalf of a Participant.

2.1Registration is completed online and becomes binding upon payment of the registration fee.

2.2All fees are stated in euros (EUR) and must be paid in advance. On-site payment is not available.

2.3Additional fees apply for additional accepted papers, attending co-authors and additional listeners, as shown on the Registration page. Additional listeners pay the Listener fee.

2.4A registration made on behalf of another person is binding in the same way. The Booking Contact receives the payment confirmation and financial correspondence. The Participant receives their own badge, certificate, programme and joining details.

2.5Registrations paid by bank transfer are confirmed only once the payment has been matched by the Organizer. Bank transfer charges are paid by the Participant.

2.6Invoices are issued on request. The Participant or Booking Contact is responsible for providing accurate billing details.

2.7Pro forma invoices are issued on request before payment. Each pro forma invoice states its validity date. A pro forma request or invoice is not a registration and does not reserve a place or extend a fee deadline. After payment, the registration form must be completed with the transfer receipt, and the registration is confirmed once the payment has been matched. For an issued pro forma invoice, the institution named on the invoice is the billing recipient.

2.8A presentation takes place only after the paper has been accepted and the corresponding registration fee has been received. Paying a registration fee does not guarantee acceptance of a paper.

3.1CANCELLATION POLICY — In case of any cancellation or non-attendance, unfortunately the registration fees are not refundable.

3.2A registered Participant may be replaced by a colleague at no additional charge, provided the Organizer is notified in writing before the final registration deadline of 16 March 2027.

3.3A Participant registered for in-person attendance may switch to virtual participation at no additional charge, provided the Organizer is notified in writing before the Event.

3.4Non-attendance for any reason, including refusal or delay of a visa or travel document, does not entitle the Participant to a refund.

4.1The Organizer may change the programme, speakers, session times, venue or format of the Event where necessary.

4.2If the Event is rescheduled or its format changes, existing registrations transfer to the changed Event.

4.3The Organizer is not liable for consequential costs incurred by the Participant, including travel, accommodation and visa expenses.

5.1Invitation letters are issued only after registration and payment have been confirmed.

5.2An invitation letter confirms the Participant's registration and participation in the Event. It does not guarantee a visa or any other travel permission.

5.3Decisions on visas and travel documents are made by the relevant embassy, consulate or authority and are outside the Organizer's control.

5.4The Participant is responsible for the accuracy of the details provided for the letter.

6.1Authors keep full copyright in their work.

6.2By submitting, authors grant permission to publish the accepted abstract and, where applicable, the full paper in the Event's Abstract Book, Proceedings, programme and related archives.

6.3Accepted work is published open access under the Creative Commons Attribution 4.0 International licence (CC BY 4.0).

6.4This is the single copyright and publication agreement accepted in the submission form.

6.5Authors confirm that submitted work is original, not previously published, not under review elsewhere and approved by all co-authors, and that research involving human participants or personal data had appropriate ethical approval and consent.

6.6The Event may be photographed, recorded and live-streamed. Participation implies consent to the use of this material for documentation and promotion. Participants may opt out by contacting the Organizer.

7.1Participants must behave respectfully towards other participants, speakers, staff and venue personnel, in person and online.

7.2Harassment, discrimination and disruptive behaviour are not tolerated.

7.3The Organizer may refuse admission to, or remove from the Event, any Participant who breaches this section, without refund.

8.1Participation in the Event is at the Participant's own risk, within the limits permitted by law.

8.2The Organizer is not liable for loss of or damage to personal property.

8.3Participants are advised to arrange their own travel and health insurance.

Personal data is processed in accordance with the Privacy Policy.

10.1These Terms are governed by the laws of the jurisdiction in which the Organizer is established.

10.2Questions about these Terms: [email protected]

11.1Submissions are subject to the conference's Policy on the Use of Generative AI and AI-assisted Technologies.

11.2Authors may use generative AI in manuscript writing only to improve the language and readability of their own text, and must disclose that use.

11.3Authors remain fully responsible for the accuracy, originality and references in their submission. AI tools cannot be listed as authors.

11.4Where AI is used as part of the research, its use must be described in the methodology.

11.5The full and current policy is published on the Generative AI Author Policy page.