Registration

Credit Cards

Registration paid with a credit card is a preferred method and results in an instant confirmation of a delegate attendance. Accepted credit cards are MasterCard and Visa. All transactions by credit card will appear on your statement as payment to Venue West Conference Services.

E-Transfer

E-Transfer details will be sent upon registration.

Cancellation Policy

Cancellations are permitted until Friday, July 28, 2023. Registrants will receive a full refund less a CAD $100 administrative fee. Cancellations must be submitted via email to the Conference Secretariat no later than the Friday, July 28, 2023, by emailing [email protected] (mailto:[email protected]). If payment was previously made by e-Transfer (Canadian Bank Accounts Only), the notification must include all the email address so a possible refund may be remitted. Registrants wishing to cancel after Friday, July 28, 2023, will not be eligible for a refund, however, transfer of the registration to another delegate is acceptable.

For visa application denials, the cancellation policy will be extended by one month to Monday, August 28, 2023, provided you started your application as per the recommended time. Applicants must provide proof of the visa application and appointment date and the denial letter to receive a refund.

Insurance

Registration fees do not include insurance of any kind. It is strongly recommended that at the time you register for the Conference and book your travel you take out an insurance policy of your choice. The policy should include loss of fees/deposit through cancellation of your participation in the Conference, loss of international/domestic air fares through cancellation for any reason, loss of tour monies through cancellation for any reason including airline or related services strikes within Canada, failure to utilize tours or pre-booked arrangements due to airline delay, Force Majeure or any other reason, medical expenses, loss or damage to personal property, additional expenses and repatriation should travel arrangements have to be altered. Venue West or the Local Organizing Committee of GeoSaskatoon 2023 cannot take any responsibility for any participant failing to arrange their own insurance. This insurance is to be purchased in your country of origin.

Registration Cancellations
Cancellations are permitted until Friday, July 28, 2023. Registrants will receive a full refund less a CAD$100 administrative fee.  Denied Entry Visa requests will be refundable until Monday, August 28, 2023.  Proof of applying in plenty of time and the letter of denial must be provided.

Cancellations must be submitted via email to the Conference Secretariat no later than the above dates by emailing [email protected]. If payment was made by e-transfer, the notification must include all the email address to which a possible refund may be remitted. Registrants wishing to cancel after July 28, 2023, will not be eligible for a refund, however, transfer of the registration to another delegate is acceptable. 

Cancellation of the Conference
If the Conference cannot be held or is postponed due to events beyond the control of the Organizer (force majeure) or due to events which are not attributable to wrongful intent or gross negligence of the Organizer, the Conference Organizer cannot be held liable by registrants for any costs or losses incurred. Under these circumstances, the Organizer reserves the right to either retain the entire registration fee and to use it for a future Conference, 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.

Data Protection and Sharing of Contact Details
Collection and processing of personal data will comply with the applicable data protection legislation.

The Organizer and the Conference Secretariat will only use the attendee’s personal information provided during the registration process to host, manage, and analyze attendee traffic and engagement during the Conference. 

CODE OF CONDUCT
The Conference is committed to providing a professional, friendly, safe, and welcoming environment for all participants at this meeting, regardless of gender, sexual orientation, disability, race, ethnicity, religion, national origin, or other protected class. We expect all attendees and speakers to help ensure a safe and positive experience for everyone. Unacceptable behaviour will not be tolerated during any portion of a meeting or event.

Unacceptable behaviour includes but is not limited to:

• Intimidating, harassing, abusive, discriminatory, derogatory, or demeaning speech or actions.
• Harmful or prejudicial verbal or written comments related to gender, sexual orientation, race, religion, disability, or other personal characteristics, including those protected by law.
• Inappropriate disruption of sessions or functions.

Report harassment and disruptive behaviours to our staff by emailing [email protected].

Consequences of misconduct may include:

• Immediate removal from event without warning.
• Restrictions from future events.
• Taking screenshots, photography, video, or audio recording of oral presentations is prohibited.

*as of March 2023

Definitions
The Canadian Geotechnical Society is the official host of the Conference and hereafter referred to as “Organizer”.

Venue West Conference Services has been contracted by the Organizer and is responsible for registration and conference management services and hereafter referred to as “Conference Secretariat.”

The General Terms and Conditions are valid for each attendee registered for the GeoSaskatoon taking place October 1 - 4, 2023 (hereafter referred to as “Conference”). Any person is considered an attendee.

Registration Deadlines

• Early Bird Registration ends July 22, 2023 – 11:59 PM Pacific Time
• Standard Registration ends August 30, 2023 – 11:59 PM Pacific Time
• Late Registration starts August 31, 2023 – 12:00 AM Pacific Time

Registration Fees
All registration fees are in Canadian Dollars and subject to 5% Goods and Service Tax (GST). The registration fee includes admission to all Scientific Sessions, Icebreaker and Exhibitor Reception on Sunday, Local Colour Night, and Awards Banquet, except for Student Registration and Daily Attendance Registration and entry into the Exhibition Hall.

Only fully completed registration forms will be accepted. The registration fee is based on the date of the receipt of the completed online registration as well as the payment in accordance with the deadlines mentioned above. The online registration can be completed by clicking the button “Submit” at the end of the form. Should a deadline be missed, the next applicable fee will be charged automatically. Registrations are not confirmed until payment is received in full.

If the maximum attendee capacity is reached, the Organizer reserves the right to refuse any registration or close the registration site early.

Eligibility
To be eligible to register for the Conference, attendees must be at least 18 years old.

Language
The official Conference language is English and French.

Registration Confirmation / Payment Receipt
Registrations are confirmed by email when payment is received in full.

Photography
Please be advised that photographs or videos might be taken at the Conference for use on the GeoSaskatoon website and in the media, as well as future GEO marketing materials and other publications. By attending the conference, you acknowledge that your photo may be taken and used by the conference officials.

METHODS OF PAYMENT
All registration fees must be paid by credit card (VISA or MasterCard), or EFT (Canadian bank accounts only). Any bank charges incurred (including credit card chargebacks for challenged registrations) must be paid by the sender and not the Organizer or the Conference Secretariat.

Credit card is the preferred payment method and results in an instant confirmation of attendance. All transactions will appear on the credit card statement as a payment to Venue West Conference Services. Attendees who wish to pay by e-transfer will receive an invoice by email. Invoices are payable within 30 days after receipt, or before the first day of the Conference if the registration date is less than 30 days prior to the start of the Conference.

ACCOMMODATION
Room type booked during the registration process is not guaranteed. Any changes to your hotel booking, needs to be emailed to [email protected]. A hotel booking confirmation email will be sent closer to the Conference date with hotel details and confirmation number.