Terms & Conditions
Effective date: October 15, 2026
1. Operator, scope, and agreement
These terms govern use of the OLCIAS website and the conferences, One Live Talk, memberships, consultation coordination, and journal-related services provided by OLCIAS, trading as OLCIAS Live Conferences.
Read these terms with the Privacy Policy, Cancellation and Refund Policy, event details, plan description, and any specific expert or author agreement before purchasing or confirming a role. Expressly disclosed service-specific terms govern their specific subject; otherwise these terms apply. Mandatory legal rights always prevail. Material changes to an existing purchase require appropriate notice and any legally required consent; policies are not applied retroactively to remove existing rights.
2. Eligibility, accounts, and truthful information
Provide accurate, current, and non-misleading information, including identity, affiliation, qualifications, licences, authorship, research, and supporting documents. Maintain access to the registered email and promptly correct errors. Do not impersonate others or share personal memberships. Guardian involvement and additional checks apply to minors where required.
OLCIAS may request evidence, decline an application, or suspend access for reasonable verification concerns, false information, or misconduct, subject to fair handling and applicable law. Contributors are responsible for their claims. A displayed profile does not mean every statement is independently verified; OLCIAS remains responsible for verification it expressly undertakes.
3. Prices, purchases, and renewals
Checkout identifies the current price, currency, applicable charges, plan term, and payment frequency. The payment-provider confirmation determines purchase status. Do not assume that every annual plan is non-recurring: where checkout says a plan renews yearly, recurring charges apply as disclosed until renewal is cancelled through the available account method or support, subject to the stated cut-off. Cancellation of future renewal does not by itself refund the current term.
Membership starts and ends as stated in the confirmation. A requested extension is not active until confirmed in writing and does not automatically alter recurring payment settings. OLCIAS supplies appropriate purchase documentation. Prices may change prospectively with appropriate notice; existing purchases retain their applicable terms except where lawfully amended.
4. Annual membership benefits
All four memberships cover attendance at up to six named eligible conferences and all scheduled public One Live Talks during the term, subject to separate registration, verification, and programme availability. Public-talk access excludes private or commissioned sessions. Available events are listed before purchase; the allowance is not an unconditional promise of six delivered conferences in every individual's chosen term.
Student, Academic, and Professional memberships additionally cover one accepted presentation at each of up to two different eligible conferences; one approved dedicated One Live Talk; applications for moderation; and standard publication fee waivers for qualifying accepted manuscripts. Academic and Professional members may apply to the expert network; students may request exceptional eligibility review. These are review opportunities, not automatic appointments, expert approval, or guarantees of publication.
Community Membership does not include speaking, moderation selection, expert-network admission, or publication waivers. It waives an additional client platform fee on eligible consultations; expert time and other expressly disclosed charges remain payable.
Membership is individual. Attendance and presentation at the same conference count once toward the six-event allowance and once toward the two-presentation limit. One qualifying manuscript per completed included presentation is covered under the proposed waiver limit: up to two conference manuscripts and one talk manuscript. Co-authors' attendance, additional presentations, advertising, extensive editing, private events, and other services require separate arrangements.
Unused benefits are not automatically cash-redeemable, transferable, or extended. Contact contact@olcias.com for individual extension assessment. Mandatory remedies and the organizer-change provisions below remain unaffected.
5. Submissions, acceptance, and appointments
Submit through the relevant form and follow current requirements. Review, slot availability, keynote designation, moderation, and expert approval are independent of payment. An acceptance email does not complete registration or establish agreement on every date and deliverable. Confirm the schedule, role, registration coverage, and permissions requested.
No promised minimum audience, clients, income, citations, career outcome, or publication acceptance arises from membership, sponsorship, or promotional activity. Event-specific timing and deadlines take precedence over obsolete general dates.
6. Speaker commitments and technical preparation
Confirmed speakers and moderators must prepare, supply requested materials, attend at the agreed time, and promptly report inability to participate. A backup recording or slides may be requested; their use is subject to organizer approval and does not automatically discharge a live commitment. OLCIAS may adjust the programme or withdraw a role where participation fails, with proportionate consideration of emergencies and circumstances.
Contributors are responsible for their own unexplained non-attendance or failure to deliver. OLCIAS does not accept responsibility for those individual failures, but retains its own service and legal obligations. No automatic financial penalty or indemnity is imposed solely by this clause.
Participants need suitable equipment and connectivity. OLCIAS offers reasonable coordination where possible but does not guarantee an uninterrupted participant connection. Organizer/platform failures and participant-side failures are assessed separately under the applicable terms and law.
7. Publicity, intellectual property, and recording permission
Submit only material you own or are authorized to use, with proper permissions for co-authors, images, data, and identifiable individuals. Do not disclose sensitive personal information without the necessary authority. Original rights remain with their owners.
Before speaker confirmation, the publicity permission covers the professional name, profile, headshot, affiliation, title, and abstract for event announcements and related OLCIAS promotion. Private contact, identity, financial, or medical information is excluded from routine publicity.
Through the separately disclosed affirmative recording permission, the contributor grants OLCIAS a non-exclusive, royalty-free permission to record the agreed public contribution and to edit, caption, excerpt, reproduce, publish, distribute, and promote it worldwide through OLCIAS websites and official social, video, and related communication channels for event dissemination, learning, and promotion. The duration and any restrictions must be disclosed in that permission. Editing must not materially misrepresent meaning or suggest an unrelated endorsement. Translation, third-party commercial licensing, or uses outside the agreed purpose require further permission where not covered.
Raise restrictions before participation and obtain written agreement. Attendance notices must explain recorded segments and audience capture. Unauthorized attendee recording or redistribution is prohibited. Independent online copies may remain outside OLCIAS's control. Private consultations need separate recording consent and are never covered by the public-event licence. Journal publication uses a separate author agreement.
8. Attendance and certificates
Sign in using the registered email where supported and display the registered full name. Notify the coordinator of an account mismatch immediately. Attendance and role records must be matched before certification.
Eligible paid attendees and members normally need at least 70% of event session duration unless another threshold is expressly disclosed beforehand. Free sponsored attendance excludes certificates unless otherwise stated. Speaker and moderator certificates require completed roles; payment or registration alone is insufficient. OLCIAS aims for three-working-day issuance after checks, subject to verification needs.
Verification records may show name, role, event/date, certificate reference, issuer, and status as disclosed under the Privacy Policy. Corrections may be requested. Certificates do not constitute degrees, professional licences, accredited credits, or endorsements unless specific authorization is expressly stated.
9. Conduct and access restrictions
Respect participants, staff, and speakers. Harassment, discrimination, abuse, threats, disruption, privacy violations, unauthorized recording, false credentials, spam, and unlawful conduct are prohibited. OLCIAS may warn, mute, restrict, or remove a participant as proportionate to the situation, with immediate action where needed to protect others.
Removal for misconduct does not ordinarily entitle the participant to a refund, subject to law. OLCIAS may offer a future complimentary registration at its discretion, with suitable conditions; it is not guaranteed. A misconduct decision does not justify unlawful discrimination or eliminate an applicable complaint right.
10. Organizer postponement, merger, and alternatives
OLCIAS may postpone an individual conference at most twice before arranging its merger into a suitable existing or new conference. Participants are notified through their registration email. Relevance, availability, and programme value guide the proposal; materially changed speaker scope, duration, or date must be discussed, with consent where required.
Postponement, rescheduling, or merger does not itself trigger a refund under the ordinary policy, subject to mandatory rights. For confirmed attendance affected by organizer postponement of a conference or public One Live Talk, the proposed attendance alternative is up to three eligible conference admissions in total within two years from the first postponement notice. It includes any selected replacement conference, is personal and non-cash, and does not multiply for repeat postponements of the same booking. It does not include presenter places, private consultation, or publication services. Original access-category certificate conditions remain applicable.
OLCIAS may offer a speaker an alternative conference or One Live Talk, subject to written agreement. Where One Live Talk is offered, allow at least three months from agreement for planning and audience outreach; the date and scope must be agreed. The affected entitlement remains available while the agreed substitute is arranged and is not double-counted as an additional purchased membership talk. Outreach does not guarantee attendance.
If OLCIAS permanently withdraws the paid presentation or event without an agreed replacement, the Cancellation and Refund Policy's cancellation exception applies. Re-labelling a permanent withdrawal as indefinite postponement does not remove mandatory remedies. Cancelling one component of an annual membership does not automatically cancel or refund the whole membership.
11. Expert consultation
Consultation requests are reviewed before payment. Confirm expert, scope, duration, total charges, professional and jurisdictional limitations, privacy, and booking cancellation terms. Expert time is separate from membership. The expert remains responsible for professional judgment within their authority; OLCIAS retains responsibility for its own coordination and representations.
No emergency service, automatic diagnosis/prescription, or guaranteed result is provided. Clinical activities require an authorized professional and suitable legal scope. Guardian consent and safeguarding apply for minors. Consultations are private and not recorded by default. Sensitive documents are collected only where necessary through an explained appropriate process.
Experts require relevant verification and a separately agreed activation and payout arrangement. Public speaking or payment does not guarantee approval, referrals, or income. Appointment cancellation terms are disclosed before payment and do not automatically inherit the event-credit scheme.
12. Journal and author services
Follow current author guidelines on scope, originality, authorship, permissions, ethics, disclosure, and submission. Editorial decisions are independent of payment and membership. Similarity assessment is not a substitute for judgment; authors remain responsible for AI-assisted content and valid references.
Waivers apply only to qualifying accepted manuscripts within the agreed membership allowance and deadline; optional author services are separately quoted. Obtain written extension confirmation if timing goes beyond the membership term. Rejection does not itself entitle a membership refund. Separately paid services that OLCIAS permanently cannot deliver are assessed under the Cancellation and Refund Policy.
Review copyright/licensing, withdrawal, correction, and appeal arrangements in the author agreement. Do not assume indexing, DOI assignment, publication timing, citations, or accreditation unless currently verified and expressly stated.
13. Privacy, platforms, and communications
The Privacy Policy describes data collection, publication permissions, sharing, retention, cookies, and available rights. Mandatory processing and optional permissions must not be conflated. Third-party providers have their own terms, but their involvement does not automatically remove OLCIAS's obligations.
Keep registration contact details current and check service messages. Confidential joining links and membership accounts must not be shared. Optional marketing can be unsubscribed from without automatically stopping essential registration communications.
14. Liability and events outside reasonable control
Services support information exchange and agreed delivery; they do not guarantee professional or personal outcomes. Speakers and authors are responsible for their own contributions. OLCIAS may adjust delivery for disruption outside its reasonable control, notify participants, and take reasonable mitigation steps. This does not displace the postponement limit or mandatory remedies.
To the extent permitted by law, OLCIAS is not responsible for indirect or speculative losses caused by independent contributor claims, participant equipment failures, or reliance beyond an agreed service scope. Nothing excludes liability that cannot legally be excluded, or obligations arising from OLCIAS's own fraud, unlawful conduct, negligence where exclusion is prohibited, or mandatory consumer/data-protection rights. This is not a blanket release of all responsibility.
15. Concerns, governing law, and updates
Contact conferences@olcias.com for event, purchase, speaker, consultation, or editorial concerns; contact@olcias.comfor privacy and extensions. Provide references, not unnecessary sensitive documents. OLCIAS will review concerns and respond under applicable requirements.
Indian law applies to the extent permitted and relevant to the operator, without overriding mandatory protections applicable to international consumers or access to competent courts, consumer bodies, or regulators. No exclusive forum is imposed here without a verified operator address and legal review.
New versions carry an effective date. Review the terms shown at your transaction or role confirmation. Updates do not retroactively expand recording permission or remove acquired rights without an appropriate lawful basis and necessary agreement.