Participation Conditions

These Participation Conditions set out the rules governing the relationship between the Organising Committee of ITECX International Congress (the “Organiser”) and all persons who take part in the ITECX International Congress on Technology, Education and Contemporary Sciences (ITECX 2026). The congress will be held on-site in Rome and online (hybrid) on 30 November – 4 December 2026.

Anyone who submits a paper, completes the registration form or attends the congress is deemed to have accepted these Conditions together with the Terms of Use, the Ethics and Publication Policy and the Cancellation and Refund Policy, which form an integral part of them.

1. Eligibility and Types of Participation

The congress is open to academics, researchers, students (in particular graduate students) and practitioners working in related fields. Participation takes the form of participation with a paper (oral, poster or online presentation) or participation as a listener without a paper. Participants wishing to benefit from the student registration fee must provide a valid proof of student status upon request; if no such proof is provided, the relevant academic registration fee applies.

2. Accuracy of Account and Application Information

Creating a personal account on the Platform is mandatory for participation. Participants must enter their first name, surname, title, institution, contact details and individual or corporate invoice details accurately and completely. When submitting a paper, the names and institutions of all authors, the order of authors and the corresponding author must be specified correctly. Once peer review has started, requests to add or remove authors or to change the order of authors must be sent to the secretariat with a justification and are subject to the Organiser’s approval.

3. Paper Submission and Evaluation

3.1. Submission requirements

Papers are uploaded through the participant panel in PDF, DOC or DOCX format, with a maximum file size of 20 MB, in accordance with the Author Guidelines. The declaration on the use of artificial intelligence and the ethics, copyright and KVKK declarations must be approved at submission. Papers may be prepared and presented in Turkish, English or Russian. Abstracts must be uploaded by the submission deadline announced on the Important Dates page.

3.2. Originality and publication ethics

• Papers must be original, must not have been published previously and must not be under consideration by another congress, journal or publication outlet at the same time.
• All papers are subjected to similarity screening; the similarity rate, excluding references, must be below 20%.
• Papers found to involve plagiarism, fabrication, falsification or duplicate publication are excluded from evaluation, the programme and publication at whatever stage of the process this is detected.
• Generative artificial intelligence tools cannot be listed as authors; where such tools have been used, the purpose and extent of their use must be declared at submission. The authors are responsible for the content of the paper.

3.3. Peer review

Papers are evaluated double-blind by at least two reviewers who are experts in the field. The evaluation results in a decision of acceptance, minor revision, major revision or rejection. Revised files for papers requiring revision must be uploaded through the participant panel within the period notified; revisions not uploaded in time may be excluded from evaluation. The final decision, based on the reviewers’ scientific evaluation, rests with the Organiser.

4. Registration and Payment Obligations

• For each accepted paper to be included in the programme and the proceedings books, at least one of its authors must complete the registration form and pay the relevant fee within the period announced on the Important Dates page. If no separate date is announced, registration and payment must be completed before the date on which the congress programme is published.
• One registration covers one paper of the registered author. The second paper fee is payable for each second and subsequent paper of the same participant.
• Payments are made by bank transfer or EFT, and the payment receipt is uploaded to the participant panel. Registration becomes final once the payment has been approved by the secretariat.
• Current fee categories and amounts are published on the Registration and Fees page. The early registration fee applies only to participants whose registration and payment are completed by the early registration deadline; the international participation fee is set in euros (EUR).
• Fees paid before the review result is announced are not refunded, even if the paper is subsequently rejected (see the Cancellation and Refund Policy).

5. Presentation Obligations

5.1. On-site presentations

Each oral presentation is allotted approximately 10–15 minutes, followed by a short question-and-answer session. Exact timings are specified in the session programme, and presenters must comply with the time management of the session chair. Presenters are expected to be in the hall at least 15 minutes before the session starts. Posters are prepared in the dimensions specified in the Author Guidelines; each poster must remain displayed for the period stated in the programme, and one of the authors must be present during the poster session.

5.2. Online presentations

Participants presenting online must join the session link shared by e-mail after publication of the programme at least 10 minutes before the session starts and keep their camera switched on throughout their presentation. The adequacy of the internet connection, device and software is the participant’s responsibility. Presentations that cannot be delivered due to technical problems on the participant’s side are deemed not to have been presented unless the session chair allows the presentation to be given again within the same session.

5.3. Presentation files and papers not presented

To ensure the smooth running of the programme, the Organiser may request that presentation files be uploaded to the participant panel or sent to a designated address by a specified date. A paper may be presented by any one of its registered authors. Papers that are included in the programme but are not presented on-site or online are not published in the proceedings books, and no certificate of presentation is issued for them.

6. Publication and Copyright

Accepted and presented papers are published in the abstract proceedings book with ISBN. Authors wishing to be included in the full-text proceedings book must upload their full texts in accordance with the Author Guidelines by the full-text submission deadline announced on the Important Dates page; where full texts are not uploaded in time, only the abstracts are published.

While retaining their rights in their works, authors, through the copyright declaration approved at submission, grant the Organiser a non-exclusive, perpetual and royalty-free licence to publish the paper in print and electronic form in the abstract and full-text proceedings books, to make it available on the congress website, and to index and archive it. Where images, tables or data belonging to third parties are used in the work, the authors undertake that they have obtained the necessary permissions. Papers found to involve an ethics violation after publication may be withdrawn from publication with a statement of reasons.

7. Code of Conduct

7.1. Conduct in sessions

Participants must treat other participants, speakers, session chairs and staff with respect. Discrimination on the grounds of gender, ethnic origin, religion, disability, age or opinion, verbal or physical harassment, persistent unwanted behaviour and conduct that disrupts the order of sessions are not permitted. Anyone who experiences or witnesses such behaviour may report it to the session staff or to info@itecx.international; reports are handled confidentially. The Organiser has the right to warn persons who do not comply with these rules, to remove them from a session or from the congress and, where necessary, to report them to the competent authorities; in such cases no refund is made.

7.2. Photography, audio and video recording

The Organiser may take photographs and video recordings in sessions for the purposes of documenting and promoting the congress, and may record online sessions provided that participants are informed in advance. Participants who do not wish their images to be used for promotional purposes may notify the registration desk or the secretariat. Participants are prohibited from making audio or video recordings of presentations, reproducing them or broadcasting them live without the presenter’s explicit consent. Personal data in this context are processed in accordance with the Privacy Notice (KVKK).

7.3. Online session etiquette

Participants must join online sessions under their real first name and surname, keep their microphones muted when it is not their turn to speak, direct questions and comments as guided by the session chair, and not share session links with third parties.

8. Acceptance Letters and Certificates

• Acceptance letters are published in the participant panel after the paper has been accepted.
• Certificates of participation are issued to participants and listeners whose registration and payment have been approved and who attend the congress.
• Certificates of presentation are issued only for papers that are included in the programme and actually presented.
• Reviewer and speaker certificates are issued upon completion of the relevant role.
• Certificates are made available electronically in PDF format in the participant panel after the congress, with a unique serial number and QR code verification. Names and titles on certificates are taken from the information recorded in the system; requests to correct errors on a certificate must be sent to the secretariat within 30 days of its publication.

9. Changes to the Programme

The Organiser reserves the right to make changes to the congress programme, including sessions, halls, dates, times and presentation types, to move on-site sessions online where necessary, and to change invited speakers. Changes are announced on the website and by e-mail. A change of presentation type at the participant’s request is subject to the Organiser’s approval and to payment of any fee difference. The consequences for fees if the congress is postponed, moved online or cancelled are set out in the Cancellation and Refund Policy.

10. Travel, Accommodation and Visas

Transport, accommodation, visas, insurance and personal expenses are not included in the registration fee and are the participant’s responsibility. Upon request, the Organiser may issue an invitation letter to participants whose payment has been approved; an invitation letter does not constitute an undertaking that a visa will be granted, and the Organiser is not responsible for the outcome of visa applications.

11. Limitation of Liability

The scientific and legal responsibility for the views, data and conclusions contained in papers lies with their authors; such content does not reflect the views of the Organiser. To the extent permitted by law, and without prejudice to cases of intent and gross negligence, the Organiser’s liability in connection with the congress is limited to the amount of the fee paid by the participant for the registration concerned.

12. Governing Law and Disputes

These Conditions are governed by the laws of the Republic of Türkiye. The courts and enforcement offices of Rome (Italy) have jurisdiction over disputes. The rights of participants who qualify as consumers under the Consumer Protection Law No. 6502 to apply, within the monetary limits set by law, to the consumer arbitration committees or consumer courts at their place of residence or at the place where the transaction took place, as well as their other rights arising from mandatory provisions, are reserved. In the event of any discrepancy between the Turkish, English and Russian versions of these Conditions, the Turkish version shall prevail.

13. Contact

For questions and requests regarding the participation conditions, you may contact the congress secretariat through the following channels:

• Organiser: Organising Committee of ITECX International Congress
• Address: Via S. Martino della Battaglia, 44, 00185 Rome RM, Italy
• E-mail: info@itecx.international
• Telephone: +90 (312) 000 00 00
• Contact form: Contact page

Last updated: 14 September 2026