Liability & Participant Responsibility Clauses

To ensure a smooth, safe, and enjoyable experience for everyone, we kindly ask all participants to read and take not of the following terms and responsibilities. These clauses are standard for international scientific events and are designed to clarify the role of the Organizer and the responsibility of participants.

By attending the AsiaFlux Conference 2025, you agree to follow these guidelines, which are meant to protect your safety, respect fellow participants, and ensure the success of the Conference.

1. Health and Medical Responsibility

• Participants are expected to ensure they are medically fit to attend the AsiaFlux Conference 2025 in Riau Province, Indonesia, including field excursions.

• A medical team (doctor, nurse, ambulance) will be on standby throughout the event. The Organizer provides basic first aid and emergency assistance only.

• Participants remain responsible for their own medical needs and are strongly encouraged to carry personal health and travel insurance.

• The Organizer shall not be held liable for any illness, injury, or medical expenses beyond immediate assistance, save for claims arising from the organizer’s gross negligence or willful misconduct.

2. Dietary Restrictions and Allergies

• Registered dietary restrictions (e.g., vegetarian, allergies) will be accommodated to the best of the Organizer’s ability.

• However, participants remain responsible for their own choices and vigilance.

• The Organizer will not be held liable for allergic reactions, cross-contamination, or dietary-related health issues in circumstances where reasonable care has been taken. This exclusion does not apply to food consumed outside the official catering.

3. Field Excursion Risks

• Field excursions may involve long-distance bus travel, exposure to natural environments, and walking on uneven or wet terrain.

• Safety briefings, security escorts, and medical support will be provided.

• By participating, attendees acknowledge these risks and accept personal responsibility. The Organizer will not be liable for accidents, injuries, or property loss during excursions.

4. Travel, Visa, and Immigration

• Participants are responsible for valid travel documents, including a passport with at least six months validity, visas or e-VOA, and travel insurance.

• The Organizer will coordinate with Immigration Authorities to facilitate entry, but cannot be held liable for delays, denial of entry, or issues caused by incomplete or invalid documentation.

5. Force Majeure

The Organizer shall not be held liable for any modification, delay, or cancellation of the Conference caused by a Force Majeure event (defined as an event beyond the Organizer’s reasonable control, including but not limited to natural disasters, epidemics, government actions, strikes, or emergencies). In such an event, the Organizer’s liability shall be limited to a refund of the registration fee, subject to any unavoidable costs already incurred.

6. Code of Conduct and Compliance 

• Participants are expected to conduct themselves professionally, respect local customs and cultures, and comply with all venue regulations, security protocols, and Indonesian laws.

• The Organizer reserves the right to remove participants whose behavior is deemed unsafe, unlawful, or disruptive, without refund or compensation.

7. Photography and Media Release

• The Conference will be photographed and recorded. By attending, participants grant permission for their image and likeness captured during the Conference, to be used in documentation, publications, and promotional materials by the Organizer, its partners, and sponsors. Participants who do not wish to be photographed or recorded should notify the Organizer during registration.

• Photography and video recording are strictly prohibited in all restricted or production areas of the mill/industrial facilities and fiber operational plantation area. These area are sensitive and governed by company security protocols.

8. Data Privacy

• Participant information collected for registration – including passport and immigration details for international participants, and personal details for domestic participants, will be used solely for official Conference purposes: accommodation, immigration clearance, safety, and logistics.

• All data will be stored securely and handled in compliance with applicable privacy regulations.

9. Emergency Contacts

Participants must provide an emergency contact during registration. This information will be used only in case of medical or safety emergencies.

10. Lost and Found

• Participants are responsible for their personal belongings at all times.

• The Organizer will not be liable for any loss, theft, or damage to personal property during the Conference or Field Excursions.

• A Lost and Found Desk will be available at the Information Counters in the event venues at RGE Community Center (RGE CC) and APRIL Learning Institute (ALI). Found items will be recorded and kept until the end of the Conference. Unclaimed items will be managed according to the Organizer’s policy.

11. Acknowledgment of Risk and Liability

• By registering for AsiaFlux Conference 2025, participants confirm that they have read, understood, and agreed to these terms.

• Attendance implies acknowledgment that the Organizer shall not be held liable for personal loss, injury, or incidents beyond its reasonable control except as detailed in Clauses 1 relating to gross negligence or willful misconduct.