Terms and Conditions

1. Scope and Agreement

These Terms and Conditions govern the registration and participation in the 28th International Conference on Digital Audio Effects (DAFx25) (hereinafter, “the Conference”). By registering for the Conference, participants agree to be bound by these Terms and Conditions.

The Conference is organized and administered by Beta Eventi Srl, under the scientific supervision of the Organizing Committee, composed of academic members. The Organizing Committee provides scientific guidance and oversight for the content and structure of the Conference program but is not involved in the financial or logistical administration.

2. Registration and Payment

2.1. Registration to the Conference is completed through the online registration system provided by the organizers.

2.2. The registration fee entitles the registered participant to access all official Conference sessions, including keynotes, paper presentations, and poster sessions. It also includes access to any conference-provided meals, refreshments, and social events as detailed in the program.

2.3. All registration fees must be paid in full at the time of registration via the available payment methods. Registration is not considered confirmed until payment has been received in full.

2.4. Beta Eventi Srl reserves the right to cancel a registration if payment is not received within the specified timeframe.

3. Cancellation and Refund Policy

3.1. Cancellations must be submitted in writing to the Conference organizers via the contact information provided on the Conference website.

3.2. In case of cancellation by an author or participant, a refund request may be submitted no later than August 1, 2025.

3.3. If the cancellation request is received on or before August 1, 2025, the registration fee will be refunded in full, minus a €30 administration fee.

3.4. No refunds will be granted for cancellation requests received after August 1, 2025, regardless of circumstances.

3.5. All refunds will be processed after the Conference concludes and will be issued via the same payment method used during registration.

4. Substitution Policy

4.1. If a registered participant is unable to attend, a substitution may be made by providing written notice to the Conference organizers, including full contact details of the substitute participant.

4.2. The substitute must be from the same institution as the original participant or a co-author of a paper accepted to the Conference. Substitution requests that do not meet these criteria are not automatically accepted and will be subject to approval at the sole discretion of the organizers.

4.3. Substitutions may be made at no additional cost until August 20, 2025. After this date, substitutions may not be guaranteed.

5. Changes to the Event

5.1. The organizers reserve the right to make changes to the Conference program, format, speakers, and schedule without prior notice.

5.2. In the event that the Conference must be postponed or cancelled due to circumstances beyond the control of the organizers (force majeure), no liability shall be accepted for any damages, losses, or expenses incurred by participants.

5.3. In such a case, the organizers will make reasonable efforts to refund registration fees or transfer them to a rescheduled event, but such decisions shall be made at the sole discretion of Beta Eventi Srl.

6. Liability

6.1. The organizers accept no liability for personal injuries, loss or damage to personal property, or any other incidents that may arise during the Conference.

6.2. Participants are advised to arrange appropriate insurance coverage for travel, health, and personal property.

7. Data Protection and Privacy

7.1. All personal data collected through the registration process will be processed and stored in accordance with the EU General Data Protection Regulation (GDPR).

7.2. The data controller is Beta Eventi Srl, which collects and processes personal data on behalf of the organizer strictly for purposes related to the organization and execution of the Conference.

7.3. Participants’ data will not be sold or transferred to third parties except as required for Conference-related services (e.g., issuing badges, meal coordination, etc.).

7.4. By registering, participants consent to the collection and processing of their personal data for these purposes.

7.5. For further information on how your data is handled, or to exercise your rights under GDPR, please contact the organizers via the official Conference contact details.

8. Governing Law and Jurisdiction

8.1. These Terms and Conditions shall be governed by and construed in accordance with the laws of Italy.

8.2. Any disputes arising out of or in connection with these Terms and Conditions shall be submitted to the exclusive jurisdiction of the courts of Ancona, Italy.