Terms & Condition

Terms & Conditions

Last Updated: 08/07/2025

These Terms and Conditions apply to participation and all purchases of tickets in the 8th East Kent Surgical Conference 2025 (“the Conference”), organized by the East Kent Surgical Conference Organising Committee (“the Organising Committee”).

Authors submitting abstracts for consideration at the 8th East Kent Surgical Conference agree to the guidelines issued by the Conference Scientific Committee, including submission deadlines, formatting, and word limits.
Submissions are welcome from medical students, trainees, allied health professionals, and consultants. If categories are specified (e.g., student or consultant-led), authors must submit accordingly.
All abstracts must represent original work. Submissions previously presented elsewhere must explicitly state where and when this was presented and inclusion in the conference will be at the discretion of the committee.
A valid declaration of ethics approval is required for research involving human or animal subjects, and studies must comply with institutional and international research ethics standards.
Case reports and case series must have a signed patient consent form submitted at the time of submission of their abstract. The Conference patient consent is preferred but signed consent forms for other submission processes may be acceptable at the discretion of the Organising Committee.
Video submission must be submitted in the format requested by the Committee and may be subject to change at any time.

Abstracts will undergo a blinded peer-review process led by the Conference Scientific Committee.
Marking will be based on criteria including
Scientific rigor and methodological quality
Relevance to surgery or surgical education
Innovation and originality
Clarity of writing and structure
Acceptance decisions are final. The committee reserves the right to accept, reject, or request amendments to any submission.
The Committee reserves the right to request edits, reclassification, or reject abstracts at its sole discretion. Feedback may be provided but is not guaranteed.
Feedback may be provided where feasible, though not guaranteed for all entries.
Accepted abstracts may be presented in oral or poster format and will be published in a digital or printed conference abstract booklet, and possibly featured on the Conference website or other media platforms.
By submitting, authors consent to this form of publication and distribution.

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Awards may be given for Best Oral Presentation, Best Poster, or Special Category Prizes (e.g., Student Award, Innovation Prize), as determined by the Conference Judges.
Prizes are based on criteria including clarity, impact, delivery, and contribution to surgical practice or education.
Photo submissions will be shortlisted and posted to social media prior to the Conference. A People’s Choice Award will be awarded based on a final count of Likes be a time determined by the Committee. A Photographer’s Choice will be determined by the Conference Judging panel.
Winners may be announced during the Gala Dinner or Closing Ceremony, and listed in post-conference materials, on the official website and on social media.
The organizers reserve the right not to award a category if no eligible submissions meet the required standard.

Tickets are available for purchase through the Conference website.
All tickets are non-refundable and non-transferable unless otherwise stated.
Face to face attendance at the Conference is granted only with valid registration prior to the Conference.
Online attendance will be facilitated through a remote meeting link sent in advance to the meeting.
Availability of the pre-conference events is limited. Registration to the Conference, either face to face or online, is mandatory.
Prices are listed in GBP and include applicable taxes.
At least one author of an abstract accepted for oral presentation (either podium or oral poster) must register for face to face attendance. If one author is attending, that author is presumed to be the presenter of the submitted work.

Attendees may purchase add-on tickets for the Gala Dinner or a stand alone Dinner ticket.
Availability is limited and based on a first-come, first-served basis.
Gala Dinner access is subject to the same entry requirements as the main Conference.

A 25% discount is available through the use of a valid Early Bird Coupon.
The Early Bird Coupon will be valid until [Insert Expiry Date Here].
Coupons must be applied at checkout and cannot be retroactively applied to completed purchases.
The organizers reserve the right to close or extend the Early Bird Offer at their discretion.

A 25% diAll sales are final. No refunds will be issued for change of plans or scheduling conflicts.
Refunds cannot be issued for online tickets for connection or technical failure outside the control of the Conference IT Team.
In the event of Conference cancellation, ticket holders will be offered a full refund or ticket transfer options.

The Conference programme, speakers, and schedule are subject to change without prior notice.
The organizers will not be held liable for any costs incurred as a result of such changes.

All attendees must behave professionally and respectfully.
Any misconduct may result in removal from the venue without refund.
By purchasing a ticket, attendees accept all risks associated with travel and participation and agree not to hold the organizers liable for any loss, injury, or damages.

By registering, attendees agree to receive relevant updates and information via email.
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