Attendance at the symposium is by registration or invitation.

The New Phytologist Foundation reserves the right to deny registration for reasons including but not limited to, the delegate not having relevant research interests to attend, violation of our code of conduct and/or terms and conditions, or providing incomplete or inaccurate registration information.

By registering for the symposium delegates agree to abide by these terms and conditions and code of conduct.  We also ask delegates to abide by any rules and regulations of our host institution, which will be confirmed to delegates in advance of the symposium. 

Registration fees

The New Phytologist Foundation subsidises registration fees for all delegates, and significantly subsidises registration fees for early career researchers and students.  Early career researchers are classed as someone who completed their PhD in the last five years.  The Foundation may also, on request, extend the early career discount to delegates based in low or middle-income countries (as classified by the World Bank).  The Foundation reserves the right to ask anyone registering with the early career/student discount for proof of eligibility, and if they are not satisfied, require the delegate to pay the full registration fee to attend.  

Abstract submissions

Abstracts will be assessed on their scientific merit by the organising committee and New Phytologist Foundation central office staff.  To be eligible for selection for an oral or poster presentation, at least one of the authors (i.e. the presenting author) must be registered to attend in person.  Please see the abstract submission page for deadlines to be considered.  

The decision of the organising committee on selection is final.  

Travel grants 

Travel grant applications can only be submitted with an abstract.  If multiple authors of a single abstract register to attend, only one will be eligible to receive a travel grant.  Travel grants are generally awarded to early career researchers, but the foundation can also consider applications from delegates based in low or middle-income countries. Travel grants will only be processed following the delegates’ attendance at the symposium and will be paid into the delegates' nominated bank account.  Should a delegate be unable to attend, please note that the Foundation will not be able to process the travel grant.

All delegates should ensure they have appropriate travel insurance to cover travel cancellation, and the Foundation will not be liable for any costs incurred by the delegate. 

The New Phytologist Foundation celebrates diversity, and we expect participants in our meetings to be respectful, considerate and supportive of each other, to offer constructive critiques and embrace the variety of opinions on offer. New Phytologist Symposia are an opportunity to share, develop and broaden our viewpoints within a safe and inclusive setting. The New Phytologist Foundation has established a set of core principles that outline the standards expected of individuals involved in the Foundation’s activities, including symposia. We strive to treat all individuals with respect and promote a safe environment free from discrimination, harassment, and victimization.

• We respect the rights of all individuals to dignity, privacy and confidentiality and delegates must treat everyone with respect.
• We ask delegates to respect their fellow participants and ensure they undertake good practices for intercultural collaborations. Several tips for intercultural communication can be found at Commisceo Global and CHRYS.
• We ask that you remain mindful of your surroundings and respect the surroundings of your fellow participants.
• Do not share, copy, or reuse any materials presented by speakers unless this is expressly permitted.
• All delegates must ensure they respect the staff, rules and protocols of the meeting venue, accommodation, and online platform. This also includes protocols linked to COVID-19.

We will not tolerate behaviours that involve discrimination of individuals or groups on the basis of sex, race, ethnicity, gender identity, age, religion, disability, or any other characteristic protected by applicable laws. Sexual harassment, bullying, intimidation, or harassment in any form will not be tolerated.

Any delegates that do not meet the expected respectful behaviour may be immediately removed from the online or physical meeting.

If you have any concerns or suggestions, please speak to the Events and Promotions Manager, Christine Phillips, the Executive Editor, Sarah Lennon, or one of the organising committee. Alternatively, you can email np-symposia@lancaster.ac.uk

We want to provide a safe environment for all of our delegates and will update COVID-19 protocols as necessary in the run-up to the symposium. The New Phytologist Foundation will be following all protocols issued at the national, local and host institution level. We will also enact additional best practice measures to ensure the safety of all participants as needed.

Additional measures may include:

• During the event, we may ask delegates to wear masks while indoors (unless exempt). Arrangements will be made to enable presenters to remove their masks safely while speaking.
• All delegates may be asked to confirm they have received a negative COVID-19 test taken within 2 days before arriving at the event.

Should an attendee test positive for COVID-19 after arriving / during the event, they should isolate in their room and inform the organisers by phone or email.

All delegates are encouraged to ensure that they have appropriate travel insurance with health care, COVID-19 and cancellation cover.

Filming and photography

Photography and filming often take place at New Phytologist Symposia and Events. 

As part of your registration to attend the event, you are consenting to your image and likeness being used by the New Phytologist Foundation. The resulting photographs and video footage may be used by the New Phytologist Foundation for the purpose of outreach and promoting their activities and may be published on the New Phytologist Foundation’s website and social media channels.

If you do not wish to be photographed/filmed, please contact the Events and Promotions Manager.

If a delegate is no longer able to attend, they should inform Christine Phillips, Events and Promotions Manager , immediately.  Refunds are at the discretion of the New Phytologist Foundation and will be subject to a £10 administrative fee and if paid by credit card, an additional 3% credit card fee.  Delegates are welcome to transfer their registration to a colleague at any time.  Cancellation times will vary for each event, due to different policies of the booked venues. 

For the Ecological and evolutionary consequences of plant–fungal invasions Symposium, cancellations received on or before 1 May 2024 will be refunded (subject to the admin and credit card fee).  Cancellations received after this date will only be refunded should their place be filled by a delegate on the waiting list or a new delegate.  

Should circumstances beyond our control force the cancellation of the symposium, the New Phytologist Foundation is unable to accept liability for any additional costs incurred, including travel costs, and delegates are strongly encouraged to take out appropriate travel insurance to cover them in the event of cancellation.

The organisation of this symposium is led by the New Phytologist Foundation with support from the organising committee and University of Campinas. Relevant delegate and speaker information provided during registration and abstract submission will be shared with the organising committee and the University of Campinas.

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