Terms & Conditions

  1. TYPE OF EVENT, ORGANIZERS

These Terms and Conditions are valid for each attendee registered for the SWC 2025, November 04 to 07, 2025, which will be held as an in-person event, and the conference abstracts, papers, posters, and presentations to be uploaded to the website and/or online conference platform.

The conference is organized by the International Solar Energy Society (ISES), International Headquarters, Wiesentalstr. 50, 79115 Freiburg, Germany, and the Brazilian Solar Energy Association (ABENS), 1289 Prof. Luciano Gualberto Avenue, São Paulo - SP, CEP 05508-010, Brazil, hereafter referred to as the “Organizers”.

Location of the congress (venue): Gran Mareiro Hotel, 100 Oswaldo Araújo Street, Praia do Futuro, Fortaleza - CE, CEP 60177-325, Brazil.

 

  1. PROGRAM AND SOCIAL PROGRAM

The conference program is published on the website www.solarworldcongress.org. 

The organizers cannot assume liability for any changes in the program due to external and unforeseen circumstances such as, but not limited to, cancellation of speakers, technical problems, etc., and reserves the right to cancel, postpone, reschedule, or change any of the sessions or to add new sessions and to make changes regarding speaker identity. Updates will be published on the website regularly.

 

  1. REGISTRATION

CONFERENCE REGISTRATION

Each conference registration for SWC 2025 includes:

  • For authors: publication fee of your completed paper in the ISES conference proceedings database (disclaimer: submitted full papers will be peer-reviewed and will only be published in the proceedings if accepted AND if presented during the congress).
  • For authors: presentation of up to two papers during the congress (disclaimer: if you wish to present more than two papers, you will need to purchase an extra presentation fee for each additional presentation).
  • For authors: publication fee of your completed paper if chosen for publishing in the open-access Solar Energy Advances journal (disclaimer: submitted full papers will be peer-reviewed and will only be published in the journal if accepted AND if presented during the congress).
  • For authors: inclusion of your abstract in the SWC 2025 digital program.
  • Admission to all plenary, technical and social events under the SWC 2025.
  • Certificate of attendance.
  • All Brazilian public taxes.

The following services are NOT included in the SWC 2025 registration fee and must be purchased separately:

  • The SWC 2025 gala dinner ticket.
  • Any meals, except for the complimentary coffee breaks on November 04 to 06.
  • The technical or social tours must be purchased separately.
  • Poster printing.
  • Accommodation and travel costs (attendees are responsible for making their own travel and lodging arrangements and pay for this separately).
  • Transfer to and from the SWC 2025 venue.

Each participant of the Solar World Congress 2025 must organize their own travel to and from Fortaleza, Brazil as well the stay in Brazil. Grants are not available, and all costs must be carried by the participant.

 

STUDENT RATES

Reduced student rates are only available to persons who are enrolled at a university at the time of registration. Students enrolled at an accredited university shall be eligible for conference student rates. All student discounts are at the organizer’s discretion, and proof of status (student card or other official proof of enrollment) is required. Students may also be asked to present their original student identification card on-site to receive their name badge. The student rate does not apply to postdoctoral researchers.

 

ISES/ABENS MEMBER RATES AND OTHER DISCOUNTS

To qualify for discounts as members of the International Solar Energy Society (ISES) or the Brazilian Solar Energy Association (ABENS), the attendee must be an active member at the time of registration. ISES/ABENS members will be provided codes to apply the member discount upon online registration.

Any other discounts are at the discretion of the organizers. Discounts are not cumulative, are only applicable at the time of registration, and cannot be applied after the booking and payment have been completed.

Lower registration prices for people residing in LMIC

We are happy to offer a special rate to participants from lower-, lower-middle-, and upper-middle-income countries (LMIC) according to the World Bank. You can find the list of countries eligible for the discount here. Residents of LMIC may select the corresponding category when registering.

 

PAYMENT

The payment procedure will be managed by WS TECNOLOGIA LTDA. Payment is possible through:

For local (Brazilian) participants: credit/debit card, national bank transfer (charges from your bank might apply), and deposit commitment (nota de empenho).

For international participants: credit/debit card and international bank transfer (charges from your bank might apply).

All values will be charged in Brazilian Reais (R$), so additional charges may apply depending on the method of payment.

The participant will receive confirmation of his/her online registration and payment by e-mail. If no confirmation e-mail is received within 48 hours, please contact swc2025@roqa.com.br.

 

SUPPLEMENTARY PARTICIPATION INFORMATION AND CANCELLATION POLICY FOR AUTHORS

The conference Scientific Committee will evaluate the submitted abstracts and compile a program of oral presentations and posters from the accepted abstracts, as well as additional invitations. The conference Scientific Committee reserves the right to accept or reject submissions for oral presentations or posters.

If submissions are accepted by the conference Scientific Committee, the Submitting Author will be sent notification.

Presenting Authors of accepted abstracts, poster, and oral presentations must complete their registration by July 01, 2025, otherwise their abstract will be removed from the program.

 

FULL PAPERS

All authors of accepted oral and poster presentations are expected to submit their full papers for the conference proceedings, which will be published, after review and pending acceptance, with an individual DOI on a publicly accessible and searchable online database: http://proceedings.ises.org/. The paper must also be presented during the congress to be eligible to be published in the proceedings.

All accepted submissions will be published with equal coverage in the conference proceedings. Complete submissions must be uploaded to the conference website by a deadline set and clearly communicated by the organizers and in accordance with the given requirements. Acceptance of the abstract does not guarantee acceptance of the paper for the conference proceedings. All full paper submissions must comply with the guidelines provided by the conference organizers and will be subject to a separate scientific review process. This review process includes the possibility of the paper being returned to the authors with a request for corrections/revisions, or being rejected. Such corrections/changes shall be returned by the deadline provided, otherwise the paper will be rejected. If a full paper is rejected during the proceedings review process, the registration fee will not be refunded. Further information on the review criteria can be found on the conference website.

 

  1. ADMISSION

CONFIRMATION

A delegate’s registration will not be valid until receipt and clearance of payment by the organizers. A receipt will be available at the personal user area once the payment is confirmed. Attendees should present this confirmation/payment receipt at the registration counter to proof their registration and payment, if asked for.

 

CERTIFICATE OF ATTENDANCE

The Certificate of Attendance for all attendees will only be available by email and after the congress has finished.

 

NAME BADGE

All participants must check in on arrival at the congress and will receive their name badge then. The name badge is required for admittance to the conference sessions and events, including the coffee breaks. Each participant is asked to wear and clearly always display the name badge during the congress and the included social events to gain access.

 

VISA

Participants are responsible for their own visa applications. A letter of invitation can be provided by the local organizer (ABENS) upon request by email to swc2025@roqa.com.br. All SWC 2025 participants are responsible for their own visa application details, i.e. making sure their passport expiry date is within the requirements for visiting Brazil (more than 6 months validity) and that their passport is accepted for the visa applications. Should the SWC 2025 participant need to cancel their registration due to issues receiving a visa, the regular cancellation fees apply. The Organizers assume no liability in connection with the participant’s stay in Brazil.

 

  1. CANCELLATION & SUBSTITUTIONS POLICY

All cancellations must be made in writing by email – please see below. Admission to the event may be transferred to a substitute attendee only if requested in writing by email until October 31, 2025.

  1. If the attendee cancels the registration up to 7 calendar days after the payment date, a cancellation fee will not be charged.
  2. If the attendee cancels the registration up to 30 days prior to November 04, 2025, a 50% cancelation fee will be charged.
  3. If the attendee cancels the registration after 30 days prior to November 04, 2025, a 100% cancelation fee will be charged (i.e., no refund), but substitutions are welcomed until October 31, 2025.
  4. In general, no refund will be given for registrations for social events such as the congress gala dinner or the technical tours, but substitutions are welcomed until October 31, 2025.

If the attendee who requests the cancellation of the registration is a Submitting Author, all submissions linked to him/her will also be cancelled. It is the attendee’s responsibility to notify the other authors so that one of them can contact the congress organizers in writing by email to request the transferring of the submissions to a registered author.

 

  1. CANCELLATION OF THE CONGRESS

If the conference cannot be held or is postponed due to events beyond the control of the conference organizers (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the conference organizers, the conference organizers cannot be held liable by attendees for any damages, costs, or losses incurred, such as transportation costs, accommodation costs, financial losses, etc. Under these circumstances, the congress organizers reserve the right to either retain the entire registration fee or to reimburse the attendee after deducting costs already incurred for the organization of the conference and which could not be recovered from third parties.

 

  1. DATA PROTECTION

The personal information provided by the participants will be held on a database. Payment information will NOT be stored in this database. The email addresses will be used to circulate the conference newsletter, last minute details and announcements of future conferences and will be handed on to the organizer of the next Solar World Congress. The data of the participants will not be given to a third party not related to the congress. Participants who do not wish their email addresses to be used in the above-described manner can ask the organizers to delete their personal information from the conference database at any time. For further details, please see the data protection policy included in the organizer’s Privacy Policy.

 

  1. PHOTOGRAPHY/IMAGE AND SOUND RECORDINGS

Please note that still photos, videos and/or sound will be recorded during the event, which may be published for the purposes of reporting, public relations, and advertising. If you do not consent to the creation and use of such recordings, please indicate this clearly.

Press photographers must obtain authorization from the congress host. Photographs and recordings of images and sound other than for private use are forbidden and must only be taken with the written consent of the congress host.

The organizers are entitled to have sessions, social events, stands, and persons photographed and filmed during the conference and social events for publication in its own material or in the general press.

The organizers reserve the copyrights and all other rights to conference content, website con-tent, databases, and trademarks. The user is not allowed to copy content or make it available to third parties via the internet contrary to applicable copyright regulations.

 

  1. LIABILITY

The organizers shall only be liable for any personal or property damage or financial loss for which the organizers are responsible – regardless of the legal reason – in the case of intent or gross negligence.

 

  1. FULFILMENT AND JURISDICTION

All contractual and legal relationships are subject to the exclusive application of the law of:

For matters related to ISES: the Federal Republic of Germany, and in the event of any legal claims arising from either party, Freiburg, Germany, shall be the sole court of jurisdiction.

For matters related to ABENS: the Federative Republic of Brazil, and in the event of any legal claims arising from either party, São Paulo, Brazil, shall be the sole court of jurisdiction.

Conflicting terms of business formulated by the participant shall only become a part of the contract if the organizer specifically agrees to them in writing. All amendments or supplements to the terms of the contract must be made in writing.

 

  1. SALVATORI CLAUSE

If there is a determination of these Terms and Conditions to be ineffective or impracticable, then the validity of the remaining provisions shall in no way be affected. In such case the void and/or illegal provision shall be replaced by a valid provision which comes as close as possible to its intended effect and best coincides with the purposes of this contract.