AOGS2023 Fees & Registration: Policies, Procedures and Guidelines


Policies | Fees, Procedures and Guidelines
Policies

1. Presenter/Keynote/Poster Presentation Terms & Conditions

  1. Presenters accepted in the conference program are required to register and pay their own attendance.
  2. Presenter passes issued for use at the conference are valid for named attendees only and, subject to Clause 1c below, cannot be transferred. You may be asked for photographic ID during the conference. If you are unable to provide identification which matches your attendee pass you may be asked to leave the conference.
  3. If you are unable to attend the conference, we welcome a substitute presenter attending in your place at no extra cost provided that we have at least 14 days prior notice of the name of your proposed substitute and have received payment in full.
  4. Conference registrations are not refundable. Non-payment does not constitute cancellation.
  5. Your participation in AOGS2023 constitutes your consent to be photographed, filmed, and/or otherwise recorded and to the release, publication, exhibition, or reproduction of any recorded media of your appearance, voice, and name for any purpose whatsoever in perpetuity in connection with the AOGS2023 organizers and their initiatives, including, by way of example only, use on websites, in social media, news and advertising.

2. Conference Registration Fee – Includes:

  1. AOGS membership for three annual meetings
  2. Admission to all conference sessions
  3. Registration fee payment receipts and invoices
  4. Official attendance certificate

3. Important Notes to Presenters

  1. 18 May 2023 is presenter registration deadline.
  2. 01 Jun 2023 – delete from program and presentation not covered by a registration.
  3. Each paid fee entitles the conference pass holder to deliver up to 2 presentations maximum.

4. Indemnity

  1. While the organizer will make every effort to screen operators and observe best safety practices, the individual must accept personal responsibility for insurance against travel risk and injury.
  2. Participants on field trips/tours agree to indemnify the Asia Oceania Geosciences Society, the conference secretariat and the conference organizers against any claims as arising from injury or loss sustained during the outings.
  3. Please note that participants are responsible for their own insurance.

5. Code of Conduct for AOGS (Year Instituted: 2022)

5.1 Expected behaviour
  1. Above all, treat everyone with respect.
  2. Respect your fellow participants by using good practices for intercultural collaborations.
  3. Commit to actively contribute to an inclusive, equitable, and accessible meeting. Demonstrate support for your colleagues, including acting on behalf of others unwilling or unable to advocate for themselves.
  4. Provide your true professional identity, affiliation, and, where appropriate, contact information, at registration, and during attendance and participatory sessions, as required.
  5. Follow the rules for copying and use of presented materials and ideas as indicated by the AOGS guideline posted on the website. Unless otherwise noted, photographing posters or oral presentations is not permitted.
  6. Follow the rules and policies of the meeting venue, hotels, AOGS contracted facilities, online platform, or any other venues.
  7. Be Accountable: When these guidelines aren’t met, work with others to identify problems and adjust policy and practice together. Calmly consider your actions when challenged by someone who feels that those actions have caused harm. When needed, seek mediation to resolve disagreements, and participate fully in it.
5.2 Examples of unacceptable behavior
  1. Promoting or participating in harassment, bullying, discrimination, or intimidation on-site, online, or on social media.
  2. Abusing—verbally, in writing, or in any other manner—any attendee, speaker, volunteer, exhibitor, staff member, service provider, or other guest. Examples of abuse include, but are not limited to, comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, national origin, inappropriate use of nudity or sexual images in public spaces or in presentations.
  3. Threatening or stalking in-person or online.
  4. Disrupting or disallowing participation by others.
  5. Criminal behaviors.
  6. Failing to follow meeting protocols.
5.3 Consequences and reporting unacceptable behavior
Anyone who is asked to cease unacceptable behavior is expected to comply immediately. Anyone violating the Code of Conduct may be removed from the meeting and their registration forfeited. Egregious behavior may result in bans from future AOGS meetings or other sanctions, depending on the specifics. Expulsion will also place the offender’s AOGS membership in probationary status, with reinstatement conditioned upon explaining to the AOGS council in writing the problem, who was hurt, the steps that were taken to make amends, and how further incidents will be avoided in the future.
If you experience or witness behavior that constitutes an immediate or serious threat to public safety at an on-site meeting, contact the local authorities or if in a convention center, locate a house phone and ask for security. Please report other incidents or suspected incidents to AOGS staff, leadership, or security. Harmful behavior will also not be tolerated in during online events. Concerns should be reported to AOGS executive leadership in attendance (Presidents, Vice Presidents, etc…).

Fees, Procedures and Guidelines

A. Goods & Services Tax

  1. Listed amounts are not inclusive of Goods & Services Tax (GST).
  2. GST is charged at the prevailing rate of 7%, if paid before 01 January 2023.
  3. GST is charged at the prevailing rate of 8% with effect from 01 January 2023.
  4. GST is zero-rated for payees whose businesses are registered outside Singapore (i.e. you will not be required to pay GST).

B. Abstract Processing Fee

  1. Amount payable is SGD35 per abstract and the maximum limit is 2 abstracts per submitting author
  2. The fee is non-refundable and not waived under almost any circumstances especially for withdrawn/rejected abstracts or abstracts belonging to unsuccessful fee waiver and reduced fee applicants.

C. Reminders

  1. Early Bird/Author Registration
    Fee Exempt/Reduced Fee Registration
    21 Mar 2023 to 18 May 2023
  2. Higher Fee Rates
    If Registered/Paid After 18 May 2023
  3. No Refund
    If Cancelled After 15 Jun 2023
  4. Abstracts Not Covered by Registrations
    01 Jun 2023:Delete from Program
  5. Anniversary Specials & Free of Charge Activities
    First-come-first-served Basis/While Stocks Last
  6. Admin and Assistance fee is SGD90 Minimum
    To process a refund and manage any payment related type interventions

D. Registration Conference │ Specials │ Free of Charge Activities

1. Conference Registration
Early – If Paid 21 March to 18 May Standard 2Student
1Current Member – AOGS & Partner Societies SGD 650.00 SGD 330.00
New Member SGD 825.00 SGD 420.00
Reduced Rate SGD 395.00 SGD 200.00
Honorary Members/AOGS Comps/Student Volunteers Attend Free Attend Free
3Retired - Must be over 60 years of age and are employed not more than 10% full time in a professional capacity SGD 400.00 NA
Regular – If Paid 19 May to 29 June Standard 2Student
1Current Member – AOGS & Partner Societies SGD 825.00 SGD420.00
New Member SGD 1,025.00 SGD515.00
3Retired - Must be over 60 years of age and are employed not more than 10% full time in a professional capacity SGD 515.00 NA
Late/Onsite – If Paid After 29 June Standard 2Student
1Current Member – AOGS & Partner Societies SGD 920.00 SGD460.00
New Member SGD 1,190.00 SGD 595.00
3Retired - Must be over 60 years of age and are employed not more than 10% full time in a professional capacity SGD 595.00 NA
Each Presenting Author May Present a Maximum of Two Abstracts With One Paid Fee
Additional Fee Is Payable – For Presenting Each Abstract in Excess of Two		 SGD400 Per Additional Abstract


2. Specials – Advance Booking & Payment Only - by 18 May 2023
a. Conveners Dinner at Paulaner Bräuhaus Singapore
Only for conveners and invited guests. Attendance confirmation is available once conference registration (& fee payment) is completed.
 First-come-first-served basis
(250 maximum)
b. Limited Edition 20th Anniversary Souvenir Polo-T
First-come-first served basis 300 maximum		 SGD25
c. Lab Tour/Technical Visit to Satellite Research Centre (SaRC), Nanyang Technological University
Wednesday 02 August 2023, 1:30pm to 4:30pm		 SGD35
d. Lab Tour/Technical Visit to Centre of Climate Research Singapore (CCRS)
Thursday 03 August 2023, 6pm to 8:30pm		 SGD35
e. Lab Tour/Technical Visit to Earth Observatory of Singapore (EOS), Nanyang Technological University
Friday 04 August 2023, 8:30am to 12pm		 SGD35
f. Exploration of Coral Microatolls on St John's Island and Lazarus Island (Includes meals & ferry tickets)
Saturday 05 August 2023, 5am to 1.30pm		 SGD120
g. Tioman Island Scuba Field Trip
For more information, please email Robin Robertson: robin.robertson@xmu.edu.my
Please check entry requirements into Malaysia before signing up 		Reserve A Spot
No Payment Needed At This Time
h. NASA Workshop 1
PACE mission: Observations, Data and Opportunities for Ocean and Atmospheric Sciences
Thursday 03 August 2023, 08:30am to 12:20pm		 SGD10
i. NASA Workshop 2
Introduction to Satellite Validation using worldwide AERONET (AErosol RObotic NETwork) measurements
Friday 04 August 2023, 08:30am to 12:20pm
Participants are required to bring their own laptops 		SGD10

Notes on Conference Registration
1Membership ID required at time of registration.
2Proof of Student Status (Matriculation Card / Student Status Letter) required at time of registration.
3Retirement Letter from Employer at time of registration to avail special rates.

Notes: *20th Anniversary Celebration Dinner

1A booking deposit is needed to hold your spot
2For no show: 100% of paid deposit will be forfeited
3Deposit Refund: 100% of paid deposit, cash onsite. Applicable to Conveners and Invited Guests

Notes on Lab Tour/Technical Visit/Workshops
1Advanced payment is needed to hold your spot
2For no show/booking cancellation: 100% payment will be forfeited
3Payment refund: 100% of paid fee. Applicable if AOGS cancels the activity
4Only AOGS2023 conference participants are eligible to participate
5Please note that insurance is not included in the lab tour/technical visit and participants are responsible for their own insurance
6Participants on lab tour/technical visit agree to indemnify AOGS against any claims as arising from injury or loss sustained during the outings


3. Free of Charge Activities – Advance Registration by 18 May 2023
a. AOGS Mentoring Program, formerly "Meet-the-Experts" Free of Charge


E. Registration and Payment

1. How to Register –Every user needs an account on MARS (this is the AOGS online portal)
Steps to Follow
  1. New users - Please sign up here:
    https://meetmatt-svr.net/Account/Register?returnUrl=%2F
  2. Current users: Please sign-in here with your email and password
    https://meetmatt-svr.net/Account/Login
    Click on “Meeting Registration” (on the left menu)
    Follow on screen instructions to register and pay fee (if applicable)
2. Each Conference Registration /Paid Fee covers TWO presentations only.
At the time of registration, ID of the abstracts to be presented must be provided.
Abstracts not covered by a registration will be deleted from the program

F. Payment Methods

1. Credit Card – Accepts
AMEX/MasterCard/Visa/UnionPay/JCB/Diners Club/Discover/Alipay/WeChat Pay
For securing Card-Not-Present (CNP) transactions against fraud, Visa and Master Cards are required to be 3D Secure enabled or payment requests will be declined. If your credit card is not 3D Secure enabled, please get in touch with your card issuer/bank to request for it to be enabled.
2. All Other Payment Methods
  • Payment deadline is 29 June 2023
  • An admin fee of SGD 90.00 applies. Please add this to your payment amount.
  • Please state on bank document that payment is “AOGS 2023” and indicate Registrant Name and Registration ID clearly.
  • Please email Secretariat your bank transfer document to info@asiaoceania.org for reference.
3. All Payments to Meeting Matters International Pte Ltd the Conference Secretariat
Bank Details
Account Name: Meeting Matters International Pte Ltd
Account Number: 003-902606-4
Bank Name: DBS Bank Ltd
Bank Address: 12 Marina Boulevard, Level 3, DBS Asia Central @ MBFC Tower 3, Singapore 018982
Swift Code: DBSSSGSG
Bank Code: 7171
Branch Code Branch Code 003

G. Enquiries & Assistance

  1. Any payment related disputes/queries and chargebacks will be handled by Meeting Matters International Pte Ltd
  2. Meeting Matters International Pte Ltd, the AOGS Secretariat
    Address: #06-23 ONE COMMONWEALTH, 1 Commonwealth Lane, Singapore149544
    Tel: (65) 6472 3108 Email: info@asiaoceania.org
    Our operating hours are Mondays to Fridays, 9am to 5pm Singapore Standard Time
    Our office is closed on Saturdays, Sundays and Public Holidays