These Terms and Conditions ("Terms") constitute a legally binding agreement between the SAMYRAD Foundation and Horizonne Views ("Organizer") and any individual or entity ("Participant") who registers for, submits work to, attends, presents at, sponsors, or otherwise engages with SAMYRAD 2026 ("Conference") in any capacity.
By completing registration, submitting any materials, or attending any component of the Conference, whether on-site in Seville, Spain, or virtually, the Participant confirms that they have read, understood, and irrevocably accept these Terms in full. If you do not agree to these Terms, you must not register or participate.
These Terms apply to all participation modalities including but not limited to: paper authors, abstract presenters, virtual presenters, workshop facilitators, reviewers, listeners, sponsors, institutional partners, academic advocates, exhibitors, gala dinner attendees, and volunteers.
These Terms were last updated in June 2026 and supersede all prior versions. The Organizer reserves the right to amend these Terms at any time. Amendments take effect upon publication at www.samyrad.com.
The following definitions apply throughout these Terms. Terms defined in the singular include the plural and vice versa.
• "Conference" or "SAMYRAD 2026" means the international academic event titled Smart Algorithms & Models: Your Reach to Advanced Dialogues, Intersection of Artificial Intelligence and Education, held on October 5–6, 2026, in Seville, Spain, including all associated on-site sessions, workshops, virtual components, the Gala Dinner, networking events, webinars, online platforms, and social media interactions.
• "Organizer" means the SAMYRAD Foundation and Horizonne Views (Calle Ignacio L Vallarta Sur #460, Centro, Monterrey, Nuevo León, México), its duly appointed organizing committee, directors, officers, staff, and authorized representatives acting on its behalf, for the purposes of this Conference.
• "Participant" means any individual or entity that engages with the Conference in any capacity, including but not limited to: authors, co-authors, presenters (on-site or virtual), workshop facilitators, session chairs, reviewers, listeners, sponsors, institutional partners, academic advocates, exhibitors, volunteers, and gala dinner guests.
• "Submission" means any content submitted through the official CONFTOOL platform (https://www.conftool.com/samyrad2026/) or via any other channel designated by the Organizer, including structured abstracts, full papers, short papers, work-in-progress papers, workshop proposals, poster materials, and any accompanying datasets, figures, or supplementary files.
• "Services" means the totality of Conference offerings made available to Participants, including but not limited to: event management platforms, keynote sessions, thematic tracks, workshops (on-site and virtual), panel discussions, networking events, peer-review processes, publication in the Book of Proceedings, potential publication in IEEE Xplore, invited journal submission opportunities, reviewer certificates, and Best Paper / Best Poster / Best Presentation awards.
• "Registration Fee" means the amount paid by a Participant at the applicable rate for their selected registration category, as published on the official Conference website.
• "Proceedings" means the official SAMYRAD Abstract Book of Proceedings, the Full Papers Book of Proceedings, and/or the IEEE-published select proceedings, as applicable.
• "IEEE" means the Institute of Electrical and Electronics Engineers, an official Conference partner whose publication standards, ethical guidelines, and technical requirements govern submissions intended for IEEE Xplore.
• "Force Majeure Event" means any circumstance beyond the Organizer’s reasonable control, including natural disasters, pandemics, epidemics, governmental restrictions, acts of war or terrorism, civil unrest, industrial action, or critical venue unavailability.
These Terms govern all interactions between the Organizer and Participants across every Conference touchpoint: the official website (www.samyrad.com), the CONFTOOL submission system, Stripe payment processing, Cvent event management platform, email communications, on-site activities at Fernando III El Santo University Foundation, parent institution of CEU Fernando III University, which is based at the CEU Andalucía University Campus in Bormujos (Seville), and Hotel NH Sevilla Plaza de Armas, virtual presentation platforms, social media channels, and any post-Conference publication or certification activities.
Where specific policies published on the Conference website (including the Call for Papers, Registration page, or Sponsorship page) conflict with these Terms, these Terms shall prevail unless the Organizer has expressly stated otherwise in writing.
These Terms and Conditions should be read alongside the SAMYRAD Legal Notice (www.samyrad.com/legal-notice), which governs general use of the Website and sets out SAMYRAD's intellectual property rights and disclaimers of liability. Personal data collected in connection with Conference participation is processed in accordance with the SAMYRAD Privacy Policy (www.samyrad.com/privacy-policy), which constitutes the governing document on all data protection matters. All three documents together form the complete legal framework applicable to your use of the Website and participation in SAMYRAD 2026.
Acceptance of these Terms is unconditional and is deemed to occur at whichever of the following occurs first:
• Completion of registration and/or payment of a Registration Fee through any official Conference channel;
• Registration and/or Submission of any abstract, paper, or other material through the CONFTOOL system;
• Execution of a sponsorship or partnership agreement with the Organizer;
• Physical attendance at any on-site Conference activity;
• Virtual attendance at or access to any online Conference session;
• Participation in any capacity as a presenter, reviewer, volunteer, listener, or committee member.
Acceptance is binding on the Participant individually and, where the Participant acts on behalf of an institution or organization, on that institution or organization jointly. Participants who have not read these Terms remain bound by them. Ignorance of these Terms does not constitute grounds for exemption from any obligation or consequence arising hereunder.
These Terms apply in addition to, and do not replace, any agreements between the Organizer and IEEE, any applicable IEEE publication policies, or any separate sponsorship agreement. In the event of conflict between these Terms and a separately executed written agreement with the Organizer, the written agreement shall prevail to the extent of the inconsistency.
SAMYRAD 2026 is open to a global audience of researchers, educators, professors, doctoral students, EdTech professionals, industry representatives, policymakers, government officials, institutional leaders, and other professionals with a genuine interest in the intersection of Artificial Intelligence and Education. The Conference welcomes participants from all nations, institutions, and career stages.
All Participants are required to register using their accurate legal name, institutional affiliation, and contact information. Misrepresentation of identity or credentials, including falsely claiming student status, IEEE membership, or institutional affiliation to obtain a discounted rate, constitutes a material breach of these Terms and may result in:
• Immediate cancellation of registration without refund;
• Reclassification at the applicable full professional rate with an invoice for the balance due;
• Removal from the Conference program and Proceedings;
• Notification to the Participant’s institution or employer;
• Permanent disqualification from future SAMYRAD events.
Participants registering at a student rate must provide, upon registration or upon request by the Organizer, a valid and current student identification document issued by a recognized academic institution. The Organizer reserves the right to verify eligibility at any time and to take the actions described in Section 3.2 if documentation is found to be insufficient, expired, or fraudulent.
Participants claiming the IEEE member rate must hold an active IEEE membership at the time of registration. The Organizer may request proof of membership (membership number or current IEEE membership card). Lapsed or invalid membership claims will be treated as misrepresentation under Section 3.2.
The Organizer reserves the right, at its sole and absolute discretion, to deny or revoke participation, at any stage before or during the Conference, where a Participant: (a) fails to meet eligibility criteria; (b) provides false or misleading information; (c) violates these Terms or the Code of Conduct; (d) engages in conduct that the Organizer reasonably considers detrimental to the Conference, its community, partners, or reputation. Revocation of participation under this section does not entitle the Participant to any refund.
SAMYRAD 2026 offers the following registration categories. Each Participant is responsible for selecting the category that accurately reflects their participation type:
• Presentation and Publication (On-Site): USD 500
• Presentation Only (On-Site): USD 400
• Virtual Presentation and Publication: USD 500
• Virtual Presentation Only: USD 400
• Listener (On-Site, Pre-Registered): USD 300
• Presentation and Publication (On-Site): USD 400
• Presentation Only (On-Site): USD 300
• Virtual Presentation and Publication: USD 400
• Virtual Presentation Only: USD 300
• Listener (Pre-Registered): USD 200
• Listener (On-Site Registration): USD 250
• Additional Papers: USD 300 per paper
• Extra Pages (beyond 8 pages, per page): USD 30
• Gala Dinner (additional ticket): USD 250
• Author Registration (Presentation + Publication):
For Participants submitting a full manuscript for peer review, publication in the Proceedings, and presentation (on-site or virtual).
• Presenter Registration (Presentation Only):
For Participants submitting an accepted abstract and presenting without seeking publication in the Proceedings.
• Listener Registration:
For attendees who will neither present nor publish. Pre-registration required; on-site listener registration is available at a higher rate.
Full payment of the applicable Registration Fee is required before any participation right is activated, including access to sessions, submission of camera-ready manuscripts, and inclusion in the program. The Organizer will not accept partial payments.
Payments must be made exclusively via the official Stripe payment links published at www.samyrad.com/registration, using Visa and/or Mastercard Credit or Debit cards. No additional processing fee is charged for card payments. For PayPal or alternative payment arrangements, Participants must contact info@samyrad.com prior to payment. Alternative arrangements are at the Organizer’s sole discretion.
All payments are denominated in US Dollars (USD). The Participant is responsible for any currency conversion costs or bank charges applied by their financial institution. The Organizer is not responsible for exchange rate fluctuations.
It is the sole responsibility of each Participant to: (a) select the correct registration category; (b) ensure payment is completed in full and confirmed before applicable deadlines; (c) retain proof of payment; and (d) promptly notify the Organizer of any payment errors or discrepancies at info@samyrad.com. The Organizer is not obligated to honor registrations where payment has not cleared in full.
Early bird registration closes on July 1, 2026. The final registration deadline for authors of accepted papers is September 30, 2026. Late or incomplete registration may result in: exclusion from the Conference program, delays in publication, and/or removal from the Proceedings.
On-site registration at the Conference venue is available exclusively for Listeners at USD 250. All presenting authors, virtual participants, and pre-registered listeners must complete registration in advance. The Organizer cannot guarantee on-site registration capacity.
Transfer of registration to a co-author or colleague from the same institution is permitted subject to the following conditions: (a) a written substitution request must be submitted to info@samyrad.com no later than September 20, 2026; (b) the substitute must independently satisfy all eligibility requirements for the registration category; (c) if the substitute qualifies for a different (higher) rate, the balance must be paid prior to activation; (d) substitutions are not permitted for Listener registrations. Substitutions are granted solely at the Organizer's discretion and their decision is final.
All Registration Fees are strictly non-refundable. The Organizer will not issue refunds, partial refunds, credits, or fee waivers under any circumstances whatsoever.
5.2 Force Majeure and Program Changes
In the event that the Organizer is compelled to cancel the on-site Conference or transition to a fully virtual format due to a Force Majeure Event, registered Participants will be offered virtual access to the Conference as an alternative. No monetary refunds will be provided. The Organizer’s determination of whether a Force Majeure Event has occurred is final and binding.
As the Organizer’s sole accommodation in lieu of a refund, Participants unable to attend may arrange a substitution as described in Section 4.7, subject to the conditions therein.
If the Organizer cancels a Participant’s registration due to a breach of these Terms (including academic misconduct, misrepresentation, or Code of Conduct violations), no refund will be issued. If the Organizer cancels a Participant’s registration for any other reason solely attributable to the Organizer, the Organizer’s liability shall be limited to a refund of the Registration Fee paid, which shall constitute full and final settlement.
The following submission types are accepted through the CONFTOOL system only:
• Full Papers: Up to 8 pages including all content (text, figures, tables, references). Must present completed research with clearly defined methodology, findings, and scholarly contribution.
• Short Papers: Up to 5 pages including references. Completed studies presented concisely with clear findings and methodological clarity.
• Work-in-Progress Papers: Up to 3 pages including references. Ongoing research or pilot studies with preliminary findings and defined future directions.
• Workshop Proposals: Subject to separate evaluation criteria and the workshop proposal deadline of February 25, 2026.
All submissions must strictly follow the official SAMYRAD/IEEE template. Non-compliant submissions will be returned without review. Papers exceeding the permitted page limit are subject to extra page charges (USD 30 per page beyond 8 pages) upon acceptance.
• Workshop Proposals: February 25, 2026
• Workshop Acceptance Notification: March 11, 2026
• Abstract Submission: June 3, 2026
• Extended Abstract Submission: June 17, 2026
• Abstract Acceptance Notification: July 1, 2026
• Full Paper Submission: August 8, 2026
• Full Paper Acceptance Notification: August 21, 2026
• Final Registration Deadline: September 30, 2026
• Camera-Ready Final Manuscript: October 5, 2026
• Conference: October 5–6, 2026
• Publication of Proceedings: October 10, 2026
All deadlines are firm. Late submissions will not be accepted. The Organizer reserves the right to extend deadlines at its sole discretion without prior notice or obligation.
By submitting any material to SAMYRAD 2026, the corresponding author warrants on behalf of all co-authors that:
• The Submission is entirely original and has not been previously published in any form, including conference proceedings, journals, preprint servers, theses, or institutional repositories;
• The Submission is not currently under review by any other conference, journal, workshop, or publication;
• The Submission does not infringe any intellectual property rights of any third party;
• All data, figures, images, and third-party content included in the Submission are either original or properly licensed and attributed;
• All listed co-authors have contributed substantively to the work, consented to the submission, and agreed to these Terms.
The Organizer will use plagiarism detection software (including iThenticate or similar tools) and AI-generation detection mechanisms to verify originality. Submissions found to be plagiarized, previously published, or in violation of originality requirements will be immediately rejected or withdrawn from the Proceedings at any stage, without refund and without possibility of appeal.
All full papers, short papers, and work-in-progress papers undergo peer review by the Technical Program Committee. Acceptance decisions are communicated to corresponding authors by the dates specified in Section 6.2. All decisions are final. The Organizer will not enter into correspondence regarding rejection decisions.
Authors whose abstracts are accepted and who proceed to submit a full manuscript are invited to complete a minimum of three (3) peer reviews for the Conference, covering any combination of Full Papers (max 8 pages), Short Papers (max 5 pages), Work-in-Progress papers (max 3 pages).
6.6 Final Manuscript Requirements
Authors of accepted papers must satisfy all of the following requirements before uploading a camera-ready manuscript:
• The manuscript strictly follows the IEEE template (available for download at www.samyrad.com/call-for-papers/);
• Conference registration is completed and payment confirmed in full;
• The eCopyright Form has been duly submitted;
• The manuscript has passed PDF eXpress compliance checking;
• Any applicable extra page charges have been paid.
Failure to satisfy any of these requirements by the camera-ready deadline may result in removal from the Proceedings and/or IEEE Xplore submission.
Accepted and fully registered papers are eligible for the following publication pathways:
• SAMYRAD Abstract Book of Proceedings:
All peer-reviewed, accepted abstracts carry ISSN and ISBN identifiers with individual DOIs assigned to each abstract.
• SAMYRAD Full Papers Book of Proceedings:
Peer-reviewed full papers, carrying ISSN and ISBN identifiers with individual DOIs. Submitted for Scopus database indexing.
• IEEE Xplore Select Proceedings:
Approximately 30% of high-quality full papers that meet IEEE technical and ethical standards will be recommended for inclusion in the IEEE-published proceedings and submitted to IEEE Xplore, where they will receive IEEE DOIs and Scopus indexing. Final selection is subject to IEEE’s quality control and approval processes, which are independent of the Organizer’s decisions.
• Invited Journal Publications:
Following the Conference, the Editorial Team will shortlist outstanding papers for invitation to submit extended versions to partner journals (currently: Intelligent Nudge in Education and Escuela Abierta). Invitations are issued post-Conference. Acceptance is optional and subject to each journal’s independent peer-review process. The Organizer makes no guarantee that any paper will be accepted into IEEE Xplore or any partner journal. The recommendation is subject to IEEE’s and the journals’ independent standards and final approval.
The Organizer reserves the right to reject or withdraw any Submission from the review process, the Proceedings, or IEEE Xplore recommendation at any stage, including post-acceptance, if: (a) any representation made by the authors is found to be false; (b) academic misconduct is identified; (c) IEEE or Scopus raises compliance concerns; or (d) the submission is found to violate these Terms. No refund will be issued in such cases.
Authors shall not retain copyright of their submitted works. The proceedings are fully copyrighted by IEEE and SAMYRAD 2026. The Copyright transfer takes place upon acceptance of the articles.
7.2 License Granted to Organizer
By submitting any material to SAMYRAD 2026, the corresponding author (on behalf of all co-authors) grants SAMYRAD 2026 a non-exclusive, perpetual, irrevocable, worldwide, royalty-free license to:
• Reproduce, print, and digitally publish the Submission in the Conference Proceedings (Abstract Book and/or Full Papers Book) in all formats, including print and digital;
• Display, present, and project the Submission or excerpts thereof during Conference sessions;
• Distribute the Proceedings to registered Participants and make them available through official Conference channels;
• Recommend the Submission for inclusion in IEEE Xplore in accordance with IEEE’s standard publication terms (including the IEEE eCopyright Form, which the author must separately execute);
• Reuse the title, abstract, and author names of the Submission in Conference promotional materials, the official website, social media, press releases, and post-Conference reports;
• Archive the Submission for institutional, academic, and historical record purposes.
Papers recommended for and accepted into IEEE Xplore are subject to the IEEE copyright policy applicable at the time of submission to IEEE. Authors will be required to execute the IEEE eCopyright Form as part of the camera-ready submission process. The IEEE copyright grant is separate from and in addition to the license granted to the Organizer under Section 7.2. Authors are responsible for reviewing and understanding the IEEE copyright terms before executing the eCopyright Form.
The Organizer may record on-site sessions, workshops, keynotes, and virtual presentations for archival, promotional, and educational purposes. By presenting at the Conference, presenters grant the Organizer a non-exclusive, perpetual, royalty-free license to record, reproduce, edit, and distribute the presentation recording through the Conference's official channels, the SAMYRAD website, social media, and partner platforms.
All Conference branding, trademarks, logos (including the SAMYRAD name and logo), website content, promotional materials, program documents, and award certificates are the exclusive intellectual property of the SAMYRAD Foundation and Horizonne Views S.A. de C.V.
Sponsors and institutional partners retain ownership of their own logos, trademarks, and promotional materials. By providing such materials to the Organizer for display or distribution at the Conference, sponsors grant the Organizer a license to use their logos, trademarks, and promotional materials for incorporation in past event records and archives.
SAMYRAD 2026 upholds the highest standards of academic integrity, ethical scholarship, and research honesty. All Participants, in particular submitting authors and presenters, are bound by these standards. Violations are treated with the utmost seriousness and have permanent consequences for participation and publication.
Authors are permitted to use AI-powered tools for the following limited purposes only:
• Language editing, grammar correction, and spell-checking;
• Text polishing, readability, or style;
• Data analysis and processing
• Translation assistance (for non-native English authors).
Such use must not alter, generate, or contribute to the intellectual substance, findings, arguments, or conclusions of the work.
The following uses of AI tools are strictly and unconditionally prohibited:
• Generation of research text, arguments, theoretical frameworks, or narrative content;
• Generation or fabrication of data, results, statistics, or experimental outcomes;
• Generation, fabrication, or hallucination of citations, references, or bibliographic entries;
• Ghost authorship, the use of AI as a de facto author of intellectual content;
• Manipulation of figures, images, or data visualizations using AI tools in a manner that misrepresents research findings;
• Use of AI to impersonate another researcher’s style or to disguise AI-generated content;
• Use of AI to circumvent plagiarism detection or paraphrase without attribution.
If AI tools were used in any capacity, even for language editing alone, the authors must disclose this clearly in the Acknowledgements section of the manuscript.
8.5 Detection Mechanisms
The Organizer employs detection and plagiarism mechanisms applied at abstract, full paper, and camera-ready stages.
8.6 Consequences of Violation
Any Submission found to violate this Section 8 will be:
• Immediately and permanently rejected or withdrawn from the Proceedings, without review, without refund, and without possibility of resubmission to SAMYRAD 2026 or any future SAMYRAD event;
• Reported to the corresponding author’s institution, department head, or employer;
• Noted in any available academic misconduct registries at the Organizer’s discretion.
Co-authors are jointly responsible for ensuring the integrity of all submitted work. The corresponding author’s signature on the eCopyright Form constitutes a warranty of compliance with this Section on behalf of all co-authors.
Regardless of any AI tool’s output, the intellectual, ethical, and legal responsibility for the accuracy, originality, and integrity of every submitted work rests entirely and exclusively with the human authors. The use of AI tools does not transfer or dilute this responsibility in any way.
SAMYRAD 2026 aligns its academic integrity standards with the Committee on Publication Ethics (COPE) guidelines, IEEE’s ethics policies, and UNESCO’s Recommendation on the Ethics of AI. Participants are expected to be familiar with and adhere to these frameworks.
SAMYRAD is committed to providing a welcoming, respectful, inclusive, and harassment-free environment for every Participant regardless of gender identity, sexual orientation, disability, physical appearance, race, ethnicity, national origin, religion, age, professional rank, or institutional affiliation. This commitment applies to every Conference activity: on-site sessions, workshops, keynotes, poster sessions, networking events, the Gala Dinner, virtual sessions, online platforms, email communications, and social media interactions.
All Participants are expected to:
• Engage with all individuals with respect, courtesy, and professionalism;
• Welcome and actively include diverse perspectives and backgrounds;
• Give appropriate credit for others’ ideas and contributions;
• Maintain the confidentiality of reviewed manuscripts;
• Respect the boundaries of others in all physical and virtual spaces;
• Comply with all applicable laws at the venue and within virtual platforms;
• Uphold the spirit of open, honest, and constructive scientific dialogue.
The following conduct is strictly prohibited at all Conference activities:
• Harassment of any kind, including intimidation, threats, offensive language, or targeted exclusion;
• Discrimination based on any protected characteristic listed in Section 9.1;
• Physical assault, unwanted physical contact, or threatening gestures;
• Stalking, persistent unwanted contact, or surveillance;
• Unwelcome sexual attention, advances, or commentary;
• Non-consensual photography, audio, or video recording of any individual;
• Retaliation against any person who reports a Code of Conduct violation;
• Deliberate disruption of sessions, presentations, or networking activities;
• Bullying, public humiliation, or sustained personal attacks;
• Any conduct that creates a hostile, intimidating, or demeaning environment.
Participants who experience, witness, or become aware of conduct that violates Code of Conduct and Inclusion Policy are strongly encouraged to report it promptly. Reports may be made to the Conference Organizing Team at info@samyrad.com. All reports will be treated with strict confidentiality and discretion. The identities of reporting individuals and those reported will not be disclosed publicly without explicit written consent. The Organizer will acknowledge receipt of all reports and take appropriate action as promptly as circumstances allow.
The Organizer’s Code of Conduct Committee retains full authority to investigate reported violations and determine appropriate responses. Consequences may include, depending on severity:
• A formal warning issued to the Participant;
• Required mediation between parties;
• Immediate removal from the session or activity where the violation occurred;
• Expulsion from the Conference in its entirety, without refund;
• Removal of the Participant’s paper from the program and Proceedings;
• Permanent ban from future SAMYRAD events;
• Notification of the Participant’s institution or employer;
• Referral to law enforcement where conduct may constitute a criminal offense.
All enforcement decisions are final and are not subject to appeal. The Organizer’s determination of what constitutes a violation is made in good faith and is binding.
In addition to the above, all Participants are expected to uphold the following professional values: prioritize public safety and welfare in all professional activities; practice honesty and accuracy in all scientific communications; reject all forms of bribery, corruption, or unethical influence; proactively disclose all conflicts of interest; promote sustainable and ethical technology design; credit all intellectual contributions appropriately; maintain competence within their stated areas of expertise; support the professional growth of colleagues; and treat all individuals with fairness, dignity, and respect.
Horizonne Views (Calle Ignacio L Vallarta Sur #460, Centro, Monterrey, Nuevo León, México) is the data controller responsible for the processing of Participants’ personal data in connection with the Conference. For privacy-related inquiries, contact: info@samyrad.com.
The Organizer collects and processes the following categories of personal data:
• Identity data: full name, institutional affiliation, job title, professional biography;
• Contact data: email address;
• Academic data: submission content, co-author lists, review assignments, publication history relevant to the submission;
• Financial data: payment confirmation records (note: full payment card details are processed exclusively by Stripe and are not retained by the Organizer);
• Technical data: IP addresses, browser type, and usage data collected through the Conference website and CONFTOOL system;
• Communications data: email correspondence with the Organizer and notifications from Cvent;
• Media data: photographs and video/audio recordings and/or any other multimedia formats, taken at or during the Conference (see Section 11).
Personal data is processed for the following purposes and on the stated legal bases:
• Registration and payment processing: necessary for the performance of the registration contract;
• Review and publication administration: necessary for the performance of the submission agreement;
• Program compilation and participant communication: necessary for the performance of the Conference agreement;
• Issuance of certificates, awards, and reviewer recognition: legitimate interest of the Organizer;
• Photography and recording for promotional use: consent (see Section 11);
• Fraud prevention and security: legitimate interest of the Organizer;
• Post-Conference communications (future events, publication opportunities, partner initiatives): processed on the basis of the Organizer's legitimate interest in maintaining contact with its academic community. By providing an email address in connection with any Conference activity, Participants may receive future communications from SAMYRAD. Participants may opt out of non-transactional communications at any time by contacting info@samyrad.com or clicking the unsubscribe link in any email. Opting out does not affect receipt of essential communications relating to the Participant's registration, submission, or publication in the current Conference cycle.
• Post-Conference communications (invitations to future events, partner journal invitations): legitimate interest of the Organizer, with opt-out available;
• Compliance with applicable legal obligations.
Where the on-site Conference is held in a member state of the European Union or otherwise within the European Economic Area (EEA), the processing of personal data of Participants physically present at or connecting from within the European Economic Area (EEA) is subject to the General Data Protection Regulation (EU) 2016/679 ("GDPR"). The Organizer is committed to ensuring that all processing of EEA Participants’ personal data is carried out in full compliance with GDPR, including the principles of lawfulness, fairness, transparency, purpose limitation, data minimization, accuracy, storage limitation, integrity, and confidentiality.
EEA Participants have the following rights under GDPR, exercisable by contacting info@samyrad.com and/or other communication channels:
• Right of access to their personal data;
• Right to rectification of inaccurate or incomplete data;
• Right to erasure ("right to be forgotten"), subject to overriding legal obligations;
• Right to restriction of processing;
• Right to data portability;
• Right to object to processing based on legitimate interests;
• Right to withdraw consent at any time (without affecting the lawfulness of prior processing);
• Right to lodge a complaint with a supervisory authority (in Spain: the Agencia Española de Protección de Datos — AEPD; www.aepd.es).
Personal data will be retained for as long as necessary for the purposes described in Section 10.3 and to comply with applicable legal obligations, including: registration and financial data (minimum 7 years for accounting purposes); submission and publication data (indefinitely, as part of the academic record); reviewer data (indefinitely, as part of the academic record); communication data (indefinitely, as part of the academic record).
Personal data will not be sold to or shared with unauthorized third parties. Data may be shared with:
• IEEE, for the purpose of eCopyright processing and IEEE Xplore publication (authors only);
• Scopus and partner indexing databases (author names, affiliations, and paper metadata only);
• Partner journals, upon invitation (author contact details only, with prior notification);
• Stripe, for secure payment processing;
• CONFTOOL, as the submission management platform;
• Cvent, as the event management platform;
• CEU Fernando III University, and Hotel NH Sevilla Plaza de Armas, for on-site event logistics (name and participation status only);
• Competent law enforcement or regulatory authorities where legally required.
The Organizer is based in Mexico, and data may be processed in Mexico and/or the United States via third-party platforms (Stripe, CONFTOOL, Cvent, Google). Where personal data of EEA residents is transferred outside the EEA, the Organizer will ensure that appropriate safeguards are in place in accordance with GDPR, including Standard Contractual Clauses where applicable.
The Organizer implements appropriate technical and organizational measures to protect personal data against unauthorized access, disclosure, alteration, or destruction, including encrypted data transmission, access controls, and secure storage of financial records.
By attending any on-site or virtual Conference activity, each Participant expressly consents to being photographed, audio-recorded, and/or video-recorded. Such recordings may capture the Participant’s image, voice, name, institutional affiliation, and any statements made during the event.
The Organizer is authorized to use recordings and photographs for:
• Conference documentation and official archives;
• Promotional materials for SAMYRAD 2026 and future SAMYRAD events;
• The official Conference website (www.samyrad.com), the SAMYRAD Foundation website, Horizonne views website, and/or other web pages directly related to SAMYRAD 2026 including but not limited to the websites of Committee members, partners, sponsors, etc.
• Social media channels operated by the Organizer, including but not limited to YouTube, Facebook, Instagram, LinkedIn, X/Twitter, TikTok, and Reddit;
• Press releases, media kits, academic publications, and reports;
• Presentations to sponsors, institutional partners, and funding bodies.
Participants who do not wish to appear in official recordings or photographs must notify the Conference Organizing Team in writing at info@samyrad.com. The Organizer will make reasonable efforts to accommodate opt-out requests, but cannot guarantee exclusion from incidental group photographs or general venue recordings.
Presenters are responsible for ensuring that any images, videos, data, or third-party materials included in their presentations are either owned by them or used under a valid license. The Organizer assumes no liability for any intellectual property infringement in presentation materials.
The Organizer reserves the right, at any time and without prior notice or liability, to modify any element of the Conference program, including:
• Adding, removing, rescheduling, or substituting keynote speakers, panelists, or workshop facilitators;
• Changing session topics, titles, or formats;
• Reorganizing the schedule or agenda;
• Changing the designated venue within Seville, Spain;
• Modifying or discontinuing virtual access features or platforms.
No modification to the program entitles any Participant to a refund or compensation of any kind.
The Organizer shall not be in breach of these Terms and shall not be liable for any failure or delay in performing its obligations where such failure or delay results from a Force Majeure Event. In such circumstances, the Organizer may, at its sole discretion:
• Convert the Conference to a fully virtual format;
• Postpone the Conference to a later date;
• Cancel specific program elements while proceeding with others.
Where the Conference is converted to a virtual format or postponed, registered Participants will be offered virtual access or transferred registration to the rescheduled event, as applicable. No monetary refunds will be provided. Where the Conference is canceled in its entirety due to a Force Majeure Event, the Organizer’s liability is limited as described in Section 14.
The Organizer shall not be liable for: failures of third-party platforms, software, or technical infrastructure (including CONFTOOL, Stripe, Cvent, virtual conference platforms, IEEE systems, or internet connectivity); or technical failures occurring at the venue or affecting virtual access. The Organizer will make reasonable efforts to resolve technical issues, but provides no warranty of uninterrupted service.
Each Participant is solely and entirely responsible for: (a) determining whether a visa or entry permit is required for travel to the Conference venue; (b) making all necessary visa applications in a timely manner; (c) arranging and funding all travel, accommodation, and related logistics; (d) ensuring that travel and health insurance are in place for the duration of the Conference.
The Organizer strongly recommends that all Participants who require a visa to enter Spain begin the application process as early as possible, well before the Conference dates, as processing times and requirements vary significantly by nationality.
Upon written request to info@samyrad.com, the Organizer may issue an official Conference Invitation Letter to registered Participants for the sole purpose of supporting a visa application to the relevant embassy or consulate. Issuance of an Invitation Letter is contingent upon: (a) full payment of the applicable Registration Fee; and (b) acceptance of a submission (for author Participants).
The issuance of an Invitation Letter: (i) does not constitute any guarantee of visa approval; (ii) does not create any obligation on the part of the Organizer with respect to the outcome of any visa application; and (iii) does not entitle the Participant to a refund in the event of visa denial. Visa denial is explicitly excluded from the refund policy in Section 5.1.
The Organizer has no responsibility whatsoever for: visa denials, delays, or processing errors; travel disruptions, cancellations, or delays; accommodation issues; personal injury or loss occurring during travel; or any costs, losses, or damages arising from a Participant’s inability to travel to or from the Conference. Participation at the Conference is entirely at the Participant’s own risk and expense.
To the fullest extent permitted by applicable law, the SAMYRAD Foundation and Horizonne Views, its directors, officers, committee members, employees, volunteers, agents, partners, and sponsors shall not be liable to any Participant for:
• Any indirect, incidental, special, consequential, exemplary, or punitive damages;
• Loss of profits, revenue, data, goodwill, or anticipated savings;
• Personal injury, illness, disability, or death occurring at on-site or virtual Conference activities;
• Loss, theft, or damage to personal property at the Conference venue or during travel;
• Travel disruptions, flight cancellations, missed connections, or accommodation failures;
• Visa denial, delay, or withdrawal;
• Failure of publication in IEEE Xplore, Scopus, or any partner journal;
• Changes to the Conference program, format, speakers, or venue;
• Technical failures of any platform, software, or infrastructure;
• Actions or omissions of third parties, including venue operators, technology providers, or transport companies;
• Any Force Majeure Event.
In all cases where the Organizer is found liable under applicable law despite the exclusions in Section 14.1, the Organizer’s total aggregate liability to any individual Participant shall not exceed the Registration Fee actually paid by that Participant for SAMYRAD 2026. This cap applies in aggregate to all claims by a Participant, regardless of the nature of the claim.
All Participants attend the Conference (on-site and virtually) at their own responsibility. On-site Participants acknowledge that attendance at a large-scale international event involves inherent risks and agree to comply with all health, safety, and security instructions provided by the Organizer, the venue, and local authorities. The Organizer strongly recommends that on-site Participants obtain comprehensive travel and health insurance prior to travel.
All Registration Fees must be paid exclusively through the official Stripe payment links published at www.samyrad.com/registration or through payment methods explicitly confirmed in writing by the Organizer. No other payment channel, bank account, or payment service is authorized.
The Organizer commits to the following, and any communication that deviates from these commitments should be treated as a potential fraud attempt:
• The Organizer will never request credit card numbers, bank account details, or full payment information via email, telephone, or any platform other than the official Stripe payment interface;
• The Organizer will never request payment for accommodation, hotel bookings, or travel arrangements on behalf of Participants;
• The Organizer will never request wire transfers to personal accounts;
• All legitimate payment requests will reference the exact Registration Fee amounts published at www.samyrad.com.
Participants are responsible for independently verifying all payment instructions before making any payment. Before completing any financial transaction in connection with the Conference, Participants should: (a) verify that the payment link is hosted on an official Stripe domain; (b) cross-reference payment amounts against those published on the official Conference website; (c) contact info@samyrad.com to confirm if uncertain about any payment instruction. The Organizer is not liable for losses arising from Participants’ failure to verify payment instructions or from Participants making payments to fraudulent third parties.
Any suspicious communication purporting to be from the Organizer that requests financial information, unusual payments, or sensitive personal data should be reported immediately to info@samyrad.com. The Organizer will investigate and issue guidance as appropriate. Participants are also encouraged to report suspected fraud to their local law enforcement authorities.
Certificates of participation are issued by the Organizer to Participants who have fully satisfied all of the following conditions:
• Completion of registration with full payment confirmed;
• Attendance at the Conference in the registered category (on-site or virtual);
• Where applicable, delivery of the presentation or poster as scheduled in the Conference program.
The following certificates are issued:
• Certificate of Presentation:
Issued to on-site and virtual presenters upon confirmed delivery of their scheduled presentation.
• Certificate of Attendance:
Issued to registered Listeners upon confirmed attendance at the Conference.
• Certificate of Peer Review:
Issued to reviewers upon successful completion of the required minimum of three (3) peer reviews. Each certificate includes the reviewer’s name, the Conference title and year, and a formal statement of contribution.
Certificates are available for download from the SAMYRAD portal once the Conference is finalized.
• Best Paper / Best Poster / Best Presentation Award Certificates:
Issued to recipients as determined by the Editorial and Program Committees. Award decisions are final.
Certificates will not be issued retroactively or to Participants who did not satisfy all eligibility conditions at the time of the Conference. Specifically:
• Certificates will not be issued to Participants who registered but did not attend or present.
• Certificates will not be issued for sessions not attended.
• Certificates will not be issued on the basis of unverified attendance claims.
• The Organizer will not amend, backdate, or replace certificates based on subsequent corrections to institutional affiliation, name spelling, or title unless a clerical error on the part of the Organizer can be demonstrated with documentary evidence submitted within 30 days of certificate issuance.
All certificates are issued in digital format and are available for download from the official SAMYRAD portal. Physical copies are not provided unless explicitly offered as part of a registration package or sponsorship agreement. Participants are responsible for downloading and retaining their certificates. The Organizer does not guarantee the indefinite availability of certificate downloads beyond 12 months after the Conference date.
These Terms and all non-contractual obligations arising out of or in connection with them are governed by and construed in accordance with the laws of the Kingdom of Spain, without regard to its conflict-of-law provisions. Spanish law governs, given that the on-site Conference is held in Seville, Spain, and given the applicability of EU regulations (including GDPR) to Conference activities within the European Union.
The parties irrevocably agree that the courts of Seville, Spain shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with these Terms or their subject matter, except where mandatory applicable law in the Participant’s country of domicile provides otherwise.
Certain matters relating to the corporate governance and administration of the SAMYRAD Foundation as a Mexican entity are governed by the laws of Mexico (specifically Nuevo León State law). However, as between the Organizer and Participants in relation to the Conference, Spanish law and the jurisdiction of Seville courts shall prevail.
Prior to commencing any formal legal proceedings, the parties agree to make a good-faith effort to resolve any dispute through direct negotiation. Any Participant wishing to raise a dispute should first contact the Organizer at info@samyrad.com with a detailed written description of the dispute. The Organizer will respond within 30 business days.
The Organizer reserves the right to update, modify, or replace any provision of these Terms at any time and at its sole discretion. Amendments take effect upon publication of the updated Terms at www.samyrad.com. Where an amendment materially alters the rights or obligations of registered Participants, the Organizer will endeavor to notify registered Participants by email at least 10 days before the amendment takes effect; however, the Organizer is not obligated to provide such notice for minor amendments or clarifications.
Continued participation in the Conference following publication of amended Terms constitutes irrevocable acceptance of the revised Terms. If a Participant objects to any amendment, their sole remedy is to withdraw from the Conference, subject to the no-refund policy in Section 5.
For all inquiries relating to these Terms, registration, submissions, certificates, or the Conference generally:
SAMYRAD Foundation
Calle Ignacio L Vallarta Sur #460, Centro
Monterrey, Nuevo León, México, C.P. 64000
General Enquiries, Privacy & Data Protection: info@samyrad.com
Website: https://www.samyrad.com/
Submission Portal: https://www.conftool.com/samyrad2026/
| Event | Date |
|---|---|
| Abstract submission deadline | June 3, 2026 |
| Extended abstract submission deadline | June 17, 2026 |
| Abstract acceptance notification | July 1, 2026 |
| Early bird registration opens | July 1, 2026 |
| Full paper submission deadline | August 8, 2026 |
| Full paper acceptance notification | August 21, 2026 |
| Registration opens to all | July 15, 2026 |
| Final registration deadline | September 30, 2026 |
| Conference attendance | October 5–6, 2026 |
| Proceedings publication | October 10, 2026 |
| Category | Rate |
|---|---|
| Presentation and Publication (on-site) | USD 500 |
| Presentation Only (on-site) | USD 400 |
| Virtual Presentation and Publication | USD 500 |
| Virtual Presentation Only | USD 400 |
| Listener (on-site) | USD 300 |
| Category | Rate |
|---|---|
| Presentation and Publication (on-site) | USD 400 |
| Presentation Only (on-site) | USD 300 |
| Virtual Presentation and Publication | USD 400 |
| Virtual Presentation Only | USD 300 |
| Listener (advance) | USD 200 |
| Listener (on-site) | USD 250 |
| Item | Rate |
|---|---|
| Additional papers | USD 300 |
| Extra pages (beyond 6) | USD 30/page |
| Gala Dinner ticket | USD 250 |
Calle Legorreta #501, Bilbao, Colonia Paseo del Vergel,
Monterrey, N.L., C.P. 64988.
