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Cancellation and refund policy

To cancel your registration, please send a written note to No other method will be recognized.

  • Up to 31 March 2019: full refund less a CHF 100.- administrative fee

  • Between 1 April and 14 June 2019: full refund less a CHF 150.- administrative fee

  • No refunds will be provided for cancellations received after the close of registration on 14 June 2019

All refund payments will be made AFTER the conference. 


Registration refunds due to visa denial

If your visa has been denied, or you were refused entry after obtaining a visa, and you would like to be considered for a registration refund, please make sure you have either an official denial document from a Swiss consulate or a stamped copy of your application form, showing the date when you applied and the date your visa application was denied. The refund request must be received in writing by no later than 20 June 2019. No refunds will be made for refund applications received after that date. Not all requests for a refund may be approved.


Cancellation of travel arrangements

The conference will not refund any cancellation costs for delegates’ travel arrangements (flights, trains etc.) and hotel bookings. Participants must pay for such costs themselves. We therefore recommend you buy travel insurance. Participants should also make sure that they are adequately insured for hospital and medical costs in Switzerland in the event of illness or accident. WCSJ2019 will not be responsible for any such costs.


General Insurance

Insurance during the conference and for special events (social evenings, field trips, Lunch@Labs etc.) is the responsibility of the participants. The organisation is also not liable for any injury, damage, theft or loss of personal belongings, medical problem or inconvenience which may be suffered by any person while traveling to or from, or during such person’s presence in Lausanne in connection with and during the event.



During the registration process, participants will be asked to indicate whether they agree that WCSJ2019 communicates

  1. either their name, professional affiliation and e-mail address

  2. their name only

to any of these persona and/or entities


  1. other conference delegates

  2. the World Federation of Science Journalists WFSJ

  3. philanthropic sponsors and supporters of the conference

  4. academic and public sponsors and supporters of the conference

  5. corporate and private sponsors and supporters of the conference



  • By accepting their grant, travel grant fellows implicitly and explicitly agree that their name and
    e-mail address will be communicated to the sponsor offering their grant.


  • By participating in a sponsored luncheon, you implicitly and explicitly agree that WCSJ2019 will communicate your name and email address to the entity sponsoring and organizing the event.


Image Use
From time to time, the 11th World Conference of Science Journalists, and its sponsors and partners may use photographs, video, and/or audio recordings of conference events in promotional and
educational materials online and in print. By virtue of their attendance, all conference attendees and visitors agree to the use of their likeness in any such materials.

Conference and Meeting Code of Conduct

WCSJ2019 is committed to providing a professional environment, welcoming people from as many diverse backgrounds as possible. We expect our events to provide a respectful, harassment-free environment for all, regardless of race, ethnicity, gender, gender identity or expression, sexual orientation, physical ability, nationality, age, socioeconomic status, and belief. We value the diversity of views, expertise, opinions, backgrounds, and experiences reflected among all attendees.


In pursuit of these goals, speakers, staff, attendees, and volunteers at WCSJ2019 are expected to abide by the following code of conduct:


Expected behaviour

  • Treat everyone with respect and consideration.

  • Communicate openly and thoughtfully with others and be considerate of the multitude of views and opinions that are different than your own.

  • Be respectful in discussing and debating ideas.

  • Follow the rules and policies of the venue.

  • Be mindful of your surroundings and of your fellow participants. Alert conference personnel if you notice a dangerous situation or someone in distress.


Unacceptable behaviour

  • Harassment and intimidation, including any verbal, written (including via texts or on social media), or physical conduct designed to threaten, intimidate, humiliate, or coerce another participant.

  • Discrimination or other actions based on race, ethnicity, gender, gender identity or expression, sexual orientation, physical ability, nationality, age, socioeconomic status, or belief.

  • Stalking or unwelcome or surreptitious photography or recording.

  • Physical or verbal abuse or intimidation of any participant.

  • Sustained or disrespectful disruption of presentations or events.

  • Unwelcome sexual attention, including but not limited to sexualized comments or jokes, displaying sexually explicit material, inappropriate touching, groping, or sexual advances.



  • Anyone requested to stop unacceptable behaviour is expected to comply immediately.

  • WCSJ2019 officials may take any action deemed necessary and appropriate, including immediate removal from the conference.


Reporting unacceptable behaviour

Anyone who feels unsafe or threatened should immediately inform a member of WCSJ2019 personnel. If you are the subject of unacceptable behaviour or have witnessed any such behaviour during conference events, please inform a member of WCSJ2019 personnel.

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