Conference & Publication Cancellation Policy

If authors, lecturers, or delegates need to cancel their registration or publication for any reason, they must be aware of the following conditions.

• Any cancellation request must be submitted in writing via email or fax to the SWS Secretariat Bureau.
• The cancellation will only be valid after confirmation by an authorized SWS Secretariat representative.
• If a registered lecturer is unable to attend, they may transfer their registration to a colleague upon agreement.
• If an author/lecturer cannot attend but informs the Program Committee before the payment deadline, the paid fee may be carried over as a deposit for the next conference or publication edition.

     - If the next year’s fee changes, the difference must be paid.
     - Important: If a manuscript is submitted, it will not be published if the fee is withheld for a later edition but may be considered for publication in the future.

Editorial Reassignment, Publication Fees and Schedule

Scientific scope alignment forms part of the editorial and peer-review process. Where a manuscript does not sufficiently correspond to the scope of the initially selected SWS Proceedings series or scientific section, the Corresponding Author may be invited to refocus the manuscript toward the relevant scientific domain, provided that such alignment is supported by the actual research content.

If, following such an opportunity for scope alignment, the manuscript remains outside the initially selected scope but falls within the scope of another SWS Proceedings series, the SWS International Scientific Committee may propose its editorial reassignment in accordance with the Scientific Scope Alignment and Editorial Reassignment Policy.

Editorial reassignment within the SWS publication portfolio does not constitute manuscript rejection or cancellation of publication and does not entitle the Author to a refund of fees already paid. Any fee already paid will remain credited to the manuscript and will be applied to its publication in the reassigned SWS Proceedings series. No additional publication fee will be charged solely as a consequence of such editorial reassignment.

The Corresponding Author will be informed of the proposed reassignment before final publication. If the Author declines the proposed reassignment and chooses to withdraw the manuscript after peer review, editorial assessment, scope evaluation, or technical processing has been performed, such withdrawal is considered author-initiated and does not qualify for a refund.

Where no appropriate SWS publication venue can be offered and the manuscript is formally rejected by the Scientific Committee, the standard manuscript-rejection refund conditions stated below remain applicable.

Publication schedules depend on the timely completion of peer review, author revisions, scope clarification, editorial reassignment, and final technical processing. Delays resulting from requested scope refocusing, additional author correspondence, late author responses, missing documentation, or reassignment to another Proceedings series shall not be considered delays attributable to the Publisher.

Where necessary to ensure correct scientific classification and publication integrity, the manuscript may be scheduled for the next appropriate SWS Proceedings volume or publication cycle. The publication of an entire Proceedings volume shall not be indefinitely delayed because of unresolved scope-related issues concerning individual manuscripts.

For Lecturers (Authors with Accepted Papers)

• Cancellation due to manuscript rejection → 90% refund of the registration fee.
• Cancellation more than 30 working days before the event → 90% refund of the registration fee.
• Cancellation less than 30 working days before the event → 50% refund.
• Cancellation less than 20 working days before the event or within the event period → No refund.
• If a registration is unpaid and the author cancels, a fee of 10% of the registration fee (minimum €30 excl. VAT) applies due to administrative costs.

If a registered lecturer submits a paper but does not present it (oral/poster) at the event, a "Speaker No-Show" fee of €50 per presentation will apply.

It is the sole responsibility of participants to arrange their visa.

• Delegates must contact their nearest embassy or consulate well in advance to determine the visa processing timeline.
• The conference organizers cannot appeal or intervene in visa application decisions.

If the same registration or publication fee is paid more than once by mistake, only the duplicate payment will be refunded after verification. The original valid payment will remain credited to the registration or manuscript. A fixed operational and payment-processing fee of EUR 20 will be deducted from the duplicate payment before the refund is issued.

For payments received from outside the EU, any additional bank or intermediary charges will also be deducted where applicable. The EUR 20 fee will not apply where the duplicate charge was caused by a technical error attributable to SWS Scholarly Society or its payment processor.

The Cancellation Policy is effective from January 2022.
For questions, please contact the SWS Secretariat Bureau Email: Contact the SWS team