Terms and conditions

Terms and conditions

Payment of registration fees

EMBL-EBI can only accept online payments for course and conference registration fees.

All registration data submitted to EMBL-EBI will be treated confidentially.

  • Upon registration a confirmation email will be sent automatically to the registrant.  For events with registration on a first-come, first-served basis, this confirmation email serves as proof of registration and specifies all event details included in the registration.
  • For events with registration only after a prior selection process, the confirmation email serves as proof of pre-registration. The outcome of the final selection, and, for those registrants who have been selected, the invitation to complete the full registration, will be communicated via email to each successful registrant.

The specific registration conditions applicable to each event are listed on the event website.

Cancellation of registration

Cancellation of registration must be submitted via email or in writing and is valid only with acknowledgement of receipt by the EMBL-EBI Event Management Team or individual staff member thereof.

Cancellation fees are dependent on the notice given. Any course under £100.00 is non-refundable except in extreme cases:

  • If cancellation occurs 14 days or less prior to the start of the event, the cancellation fee is 100% of the registration fee.

  • If cancellation occurs more than 15 days prior to the start of the event, the cancellation fee is 50% of the registration fee.

  • If cancellation occurs due to the refusal of a visa, the full registration fee will be reimbursed.  In this case, the visa rejection letter or proof that the visa application process has been initiated on time is required before reimbursement is processed - this must be provided immediately upon cancellation.

Payment terms

Online Registration for EMBL-EBI events is subject to the following payment conditions:

  • For events with registration on a first-come, first-served basis, EMBL-EBI must receive the payments for the registration fees as detailed on the event web page before the registration can be confirmed. Admittance to the event cannot be permitted without prior receipt of payment or a valid proof of payment.

  • For events requiring a pre-selection process, payment will be required only after the invitation to full registration. The selection process usually takes 2–4 weeks after the registration deadline, and the selected registrants will be invited for full registration and payment of the registration fee via email.

  • If a pro-forma invoice is required prior to payment, this must be specifically requested on the registration form. A purchase order number may be included if required for payment.

  • Credit card payments will be processed via a secure online payment module (WorldPay) included in the EMBL-EBI registration form. Registration fees charged in £ (GBP) will be debited in £ (GBP).

  • £ (GBP) payments may be made through Visa, MasterCard and Maestro. Specific payment conditions for each event are listed on the event website.

Event application and admission processes

If your event application is accepted (approved), you are expected to pay immediately to confirm your attendance and accommodation (if provided). In this regard, EMBL-EBI and its payment provider WorldPay collect your payment and billing information and will use such information to process your payments.

If you are accepted to an event, we will use your personal information to:

  • Process your payments and thus your registration and facilitate your attendance at the event

  • Provide you with information regarding the event, including scheduling and logistics

  • Provide you with other information that we believe may be of interest to attendees.

We also may share personal information (excluding payment information) of event attendees with the other persons attending the same event. The purpose of this is to enable attendees to contact each other after the event, in order to continue to exchange of ideas and spirit of collaboration that is fostered by EMBL-EBI events.

For full information on data usage please see EMBL’s Privacy Policy.

Service as an invited speaker or trainer

If you agree to speak or train at an EMBL-EBI event, we ask you to register using the same system as our delegates. Sometimes we may also request a biography and photograph. We collect this information to make it available to event applicants and attendees. Accordingly, if you agree to speak at an EMBL-EBI event, we may post on the respective event website your personal information (other than payment information), including your name, employer, physical work address, work email address, work telephone number and work fax number (mostly by means of directing to your institutional website). This is so that visitors to the EMBL-EBI website, including event applicants, attendees and speakers, can contact you with questions and requests for more information, and to provide feedback if needed.

Usage of photographic and video material taken at EMBL-EBI events

EMBL-EBI takes photographic and video material of participants at events. In registering for an EMBL-EBI event you acknowledge that we may include images of you intact or in part for material used in various publications, press releases, promotional activities, or other related endeavors. This material may also appear on EMBL web pages or on related social media pages.

Usage of social media to share information

EMBL welcomes and encourages the use of social media by participants. As a courtesy to other members, as well as to presenters at such events, we ask that you follow accepted social media etiquette: 


  • Use the event-specific hashtag as communicated during the event for any related tweets

  • Remember that unpublished data presented at EMBL events should be regarded as confidential, and should not be published

  • Tweet about the conference and sessions (without sharing unpublished information or data)

  • Gain approval from a speaker or poster presenter prior to quoting or publishing that individual’s scientific results

  • Be respectful in tone and content

  • Mute your cellphone/laptop/tablet volume to avoid disrupting sessions


  • Capture, transmit or redistribute data presented at the meeting – this may preclude subsequent publication of the data in a scholarly journal

  • Use offensive language in your posts

  • Engage in rudeness or personal attacks­­­­­

Links to other websites

The EMBL-EBI site contains links to other websites. Please be aware that our privacy policy does not apply to these linked sites. We encourage our users to be aware when they leave our site and to read the privacy statements for all third-party websites to understand their procedures for collecting, using, and disclosing visitors’ information.