Presentation Commitments
By registering for the International Conference on Night Studies (ICNS), presenting authors commit to participating in the conference and delivering their accepted presentations as scheduled.
Last-minute cancellations and unexplained absences can disrupt the scientific programme, affect fellow presenters, and create additional organisational difficulties.
We therefore kindly ask all presenting authors to communicate any changes to their participation as early as possible, regardless of whether the conference takes place online, onsite, or in a hybrid format.
Presentation Withdrawals
Presenters who are unable to participate in the conference should formally notify the Organising Committee by email as soon as possible.
We understand that personal, professional, or unforeseen circumstances may prevent presenters from fulfilling their commitments. All withdrawals will be accepted without academic or administrative penalties.
However, withdrawing an accepted presentation does not entitle the author to a refund of the registration fee.
No-Shows
A no-show occurs when a registered presenting author fails to deliver their scheduled presentation without notifying the Organising Committee.
Although ICNS does not impose penalties for no-shows, we strongly encourage presenters to communicate any changes to their participation.
Timely communication enables the Organising Committee to adjust the programme, inform session chairs, and minimise disruptions to other participants.
Exceptional Circumstances and Alternative Arrangements
We recognise that unforeseen circumstances beyond a presenter’s reasonable control may prevent participation, including medical emergencies, family emergencies, travel disruptions, visa-related difficulties, serious technical problems, or other exceptional situations.
Where advance notification is impossible, presenters are encouraged to contact the Organising Committee as soon as reasonably possible, including after their scheduled presentation.
Depending on the conference format and available resources, the Organising Committee may consider alternative arrangements, such as remote participation, rescheduling, or submission of a pre-recorded presentation.
Alternative arrangements are subject to prior approval by the Organising Committee and cannot be guaranteed.
How to Withdraw a Presentation
To withdraw a presentation, please contact the Organising Committee by email, including:
- Email subject: WITHDRAW – ICNS
- Full title of the accepted presentation
- Full name of the presenting author
- A brief explanation, if appropriate
Withdrawal requests should be submitted in writing to ensure that they are properly recorded and processed.
During the conference, responses may be delayed, but all withdrawal notifications will be registered.
Registration Fees and Refunds
Conference registration fees contribute to the organisational, technical, editorial, and administrative costs of ICNS, including conference facilities or online platforms, programme preparation, publication-related services, and other operational expenses.
All registration fees are non-refundable.
No refunds will be issued for any cancellations, presentation withdrawals, inability to attend, travel or technical difficulties, or no-shows.
Registration fees are charged per person and per accepted presentation, in accordance with the registration policy applicable to each conference edition.
