Terms and Conditions

  1. Introduction
  2. The following terms and conditions set out the legal rules applicable to the ICAZ 2018 Ankara Conference. Participants shall be bound by these terms and conditions upon registering for the Conference and are advised to read and understand these terms carefully before registering. The Organiser will not accept any conditions contradictory to or deviant from these general terms and conditions.

  3. Organisation scheme
  4. The Organising Committee is responsible for all organisational arrangements of ICAZ 2018 Ankara Conference.

    ArkeoLab Consulting is responsible for management of online conference application system and accountancy of the conference.

  5. Venue
  6. ICAZ 2018 Ankara Conference will be hosted by METU and take place in Culture and Convention Center in Middle East Technical University between 2nd-7th September 2018.

  7. Fees and Conditions
  8. All participants, even the ones who do not present a paper/poster have to be registered. Registration for ICAZ 2018 Ankara Conference is separate from ICAZ membership. For further information on ICAZ membership please visit https://www.alexandriaarchive.org/icaz/index.

    Conference fees are given in “Fees and Conditions page” (http://www.icaz2018ankara.com/fees.html) in conference web site.

    The registration fee for delegates includes entry to all conference sessions, the exhibition and poster areas, the opening ceremony, welcome reception, conference dinner, coffee and tea breaks and conference pack (bag, abstract book, program and other materials).

    All conference materials will be distributed on-site. Accompanying persons must be linked to a regular delegate.

    Only two accompanying persons can be associated with one delegate. Parents/guardians of children agree to take full responsibility for them while at the conference site or a networking event.

  9. Registration
  10. The participants will be registered by using online registration system. Please find the instructions in instructions page (http://www.icaz2018ankara.com/instructions.html). Only fully completed registration forms will be accepted. Participants will receive an automatic confirmation of the registration details. If you do not receive a reply, please send an email to administrator@icaz2018ankara.com to make sure that the Organizers has received your booking.

    In the registration system you can register and pay conference fees, book for accommodation and participation for pre and post conference trips. Participants can access online registration page through http://www.icaz2018ankara.com/registration/Registration.aspx.

    The invoice for all services (registration, accommodation and trips) provided will be given during the conference. Please do not forget to take your invoice before leaving conference.

    • Registration for Conference
    • Please note that early registration discount fee is available when payment in full is received by the specified deadline. If the full payment has not been received before the deadline indicated, the registration will remain valid, however the due fee will be increased to the late registration fee (regular).

      To be able to register as a student, individuals must present proof of full time enrolment at a recognised university or college or an accredited programme (i.e. student ID card).

    • Booking for Accommodation
    • The Organizing Committee has pre-booked dormitories and a guest house located inside the campus of Middle East Technical University for accommodation of delegates. You can book single or double rooms through the registration page. Please note that booking is per beds, not per room. If you are booking a twin room fully you need to write “2” beds.

      If you are booking your own bed in a twin room the other bed will be available for anybody to book it. If you intend to stay with a friend please arrange for one of you to make the booking and paying for two beds. In the notes of the booking form this should be stated.

      ICAZ 2018 online registration system allows booking accommodation for:

      • Konukevi 1 & 2 (KE) - dormitory
      • ODTÜ Geliştirme Vakfı (OGV) - dormitory
      • Aysel Sabuncu Yaşam Merkezi (ASYM) - guesthouse

      Delegates can select the dates and type of room they would like to stay among these. Please note that twin rooms at Konukevi 1 and 2 are of different sizes and facilities. When you book at Konukevi a room will be randomly allocated to you (You can get more information in http://www.icaz2018ankara.com/venue-accommodation.html). If demand exceeds the rooms available currently, the organisers may be able to offer more rooms of different type than the ones described above.

    • Booking for Conference Trips
    • ICAZ 2018 online registration system allows registration for trips organised in the conference programme. All trips include guide and entrance fee to sites that will be visited. Up-to-date details for the trips can be found at http://www.icaz2018ankara.com/venue-trips.html.

  11. Payment
  12. All bookings must be made prior to conference and paid in full to guarantee registration. Once payment has been received, an email confirmation will be sent.

    Online payments via credit card for ICAZ 2018 Ankara is possible through registration page. Wire transfer is also possible to the bank account provided at the registration page. All payments must be in Euro.

    Delegates must state the payment reference number (found in the email generated by the registration system) when sending the wire transfer in order for the payment to be credited properly.

    An email providing details of the wire transfer should also be sent to administrator@icaz2018ankara.com stating your payment reference number, wire transfer amount, name, organisation and contact details (postal and e-mail address, telephone). Please note that all transfer charges must be met by the sender.

  13. Cancellation of Participation and Refund Policy
  14. A registered person may cancel participation without giving any reasons for the cancellation. The cancellation of the participation must be sent in the form of a scanned copy of a declaration signed by the Participant to the email address (general@icaz2018ankara.com). The cancellation email should be sent from the e-mail address provided during the registration process. Refunds will not be given to delegates who do not attend without cancelling in advance (no shows).

    Cancelation refund policy:

    • Before 15th July: Full refund minus a € 30 administration fee will be issued.
    • After 15th July: No refund will be possible.

    Registered participant who has been unexpectingly unable to attend the conference can transfer his/her rights of attendance to the conference, accommodation and trips to another participant by notifying us at general@icaz2018ankara.com.

    For the refunds via wire transfer or credit card, bank administrative charges/commissions will not be included in refunded sum. The appropriate refunds will be made after the conference. Exchange rates differences and bank charges will be deducted. The refund process may take up to 2 months from the conference closing date to complete.

Contact Details

13th ICAZ International Conference will be held at the Cultural and Convention Center at METU, Ankara, Turkey 2nd-7th September 2018
For general inquires general@icaz2018ankara.com
For submission proposals submissions@icaz2018ankara.com
For accommodation at METU metuaccommodation@icaz2018ankara.com
For any questions about the online conference management system, including registration, payment and your conference account administrator@icaz2018ankara.com



Conference Management System developed by ArkeoLab Consulting