Last updated: 1 March 2026 · Version 1.0
Introduction
Agreement to These Terms
These Terms and Conditions ("Terms") govern access to and use of the BudaMed 2026 official website (budamed.org), all associated digital registration and submission platforms, and participation in the Budapest International Conference on AI in Medical Education & Health Care, taking place 6–8 October 2026 in Budapest, Hungary.
The conference is organised by Avicenna International College ("AIC", "the Organiser"), a duly established educational institution registered under the laws of Hungary, with its principal place of business at 1089 Budapest, Orczy Street 3–5.
By accessing this website, completing a registration, submitting an abstract or paper, or attending the conference, you confirm that you have read, understood, and agree to be legally bound by these Terms in their entirety. If you do not agree to these Terms, you must refrain from using this website and may not participate in the conference.
Please read carefully. These Terms constitute a binding legal agreement between you and Avicenna International College as Organiser of BudaMed 2026. They govern your use of the website and your participation in the conference.
Section 1
Scope of Application
These Terms apply to all individuals and organisations that access or use the BudaMed 2026 website, submit information through any conference digital form or portal, or register to attend or participate in the conference in any capacity, including but not limited to:
- Registered delegates attending as audience participants
- Invited and submitted speakers, panellists, and presenters
- Authors submitting abstracts or full papers for review and publication
- Workshop facilitators and session chairs
- Sponsors, exhibitors, and commercial partners
- Members of the press and media accredited to cover the event
- General visitors browsing the conference website
These Terms apply in addition to, and do not supersede, any separate sponsorship, exhibition, or partnership agreements entered into with the Organiser. In the event of any conflict between these Terms and a separate written agreement, the specific written agreement shall take precedence with respect to the matters it governs.
Section 2
Registration & Attendance
Registration Process
Delegate registration for BudaMed 2026 is conducted exclusively through the official conference registration platform. Submission of a registration form constitutes an offer to attend; registration is confirmed only upon receipt of a written confirmation email from the Organising Committee and, where applicable, full payment of the applicable registration fee.
Accuracy of Information
All individuals registering for the conference confirm that the personal, professional, and institutional information provided is accurate, complete, and current. Submission of false, misleading, or fraudulent information may result in the cancellation of registration without refund and, where warranted, referral to appropriate authorities.
Conference Accreditation
Upon successful registration and attendance, delegates will receive a BudaMed 2026 Certificate of Participation endorsed by Avicenna International College. Additional workshop completion certificates will be issued to participants who complete designated workshop sessions. The Organiser reserves the right to determine the format and conditions of certificate issuance.
Delegate Responsibilities
Registered delegates are responsible for making their own arrangements for travel, accommodation, visa applications, and any other logistics associated with attendance at the conference. The Organiser accepts no responsibility for costs arising from travel disruptions, visa refusals, or other circumstances beyond its direct control.
Photography, Video, and Recording
The conference may be photographed and recorded for academic, archival, and promotional purposes. By attending, delegates consent to the possibility of appearing in photographic and video content produced during the event. Delegates who do not wish to be included in such materials must notify the Organising Committee in writing prior to the event.
Section 3
Abstract & Paper Submissions
Submission Requirements
All abstracts and papers submitted to BudaMed 2026 must represent original, unpublished work that has not been simultaneously submitted to another conference or publication. Authors are solely responsible for ensuring that their submissions comply with this requirement.
Review Process
All submissions will undergo a peer-review process conducted by the BudaMed 2026 Scientific Committee. Acceptance decisions are final and at the sole discretion of the Scientific Committee. Submission does not guarantee acceptance, and the Organiser is not obligated to provide detailed feedback on rejected submissions.
Licence to Publish
Authors of accepted abstracts and papers grant the BudaMed 2026 Organising Committee a non-exclusive, royalty-free licence to publish, reproduce, distribute, and archive their submissions in the conference programme, proceedings, and any associated academic publications. Authors retain copyright in their original work.
Author Responsibilities
By submitting a paper or abstract, all named authors confirm that:
- The work is original and does not infringe upon any third-party intellectual property rights
- All co-authors have approved the submission and are aware of and agree to these Terms
- Appropriate ethical approvals have been obtained where required for research involving human participants or clinical data
- All sources, data, and references are accurately cited in accordance with applicable academic standards
The Organiser reserves the right to withdraw any accepted submission from the programme if a breach of these conditions comes to light prior to or during the event.
Section 4
Fees, Payment & Cancellation
Registration Fees
Registration fees are as published on the official BudaMed 2026 website and are subject to change. The applicable fee is determined by the registration category and the date on which registration is completed. Early bird fees are available until the published deadline and are not retrospectively applied to subsequent registrations.
Payment
Full payment of the applicable registration fee is required to confirm attendance. Registration places cannot be held pending payment. The Organiser accepts payment via the methods specified on the registration platform. All payments are processed in Euros (EUR). Bank transfer charges and currency conversion fees are the sole responsibility of the registrant.
Cancellation by Delegate
Cancellations must be submitted in writing to [email protected]. The following refund policy applies:
- Cancellations received more than 60 days before the conference: full refund less an administrative processing fee of €50
- Cancellations received between 30 and 60 days before the conference: 50% refund of the registration fee paid
- Cancellations received fewer than 30 days before the conference: no refund
- Non-attendance without prior written cancellation: no refund
Substitution of a registered delegate by a colleague from the same institution is permitted at no additional charge, subject to written notification to the Organiser at least 14 days prior to the conference.
Cancellation or Postponement by Organiser
In the unlikely event that BudaMed 2026 is cancelled or significantly postponed due to circumstances beyond the Organiser's reasonable control — including but not limited to natural disasters, public health emergencies, force majeure events, or governmental restrictions — the Organiser will provide registered delegates with a full refund of registration fees paid, or the option to transfer registration to a rescheduled event. The Organiser shall not be liable for any additional costs incurred by delegates, including travel, accommodation, or visa fees.
Section 5
Programme Changes
The BudaMed 2026 Organising Committee reserves the right to make changes to the published conference programme, including modifications to session topics, speaker line-up, scheduling, and format, at any time and without prior notice. Such changes may arise from circumstances including speaker cancellations, operational requirements, or unforeseen events.
The Organiser will make reasonable efforts to communicate material programme changes to registered delegates in advance. Programme changes do not entitle delegates to a refund of registration fees, except in the event of full conference cancellation as described in Section 4.
Section 6
Intellectual Property Rights
Conference and Website Content
All content published on the BudaMed 2026 website and in official conference materials — including but not limited to text, logos, branding, graphics, programme content, photographs, and digital systems — is the intellectual property of Avicenna International College or its duly licensed partners, unless otherwise indicated.
No part of this website or its content may be reproduced, distributed, publicly displayed, modified, or used to create derivative works without the prior written consent of the Organiser. Unauthorised use of conference intellectual property may constitute infringement under applicable Hungarian and EU intellectual property law.
Speaker and Presenter Content
Speakers and presenters retain all intellectual property rights in their original presentations, papers, and materials. By participating in BudaMed 2026, speakers grant the Organiser a non-exclusive licence to record, reproduce, and distribute their presentations for academic, archival, and conference documentation purposes, unless otherwise agreed in a separate written agreement prior to the event.
Conference Branding
The BudaMed name, logo, and associated branding are the exclusive property of Avicenna International College. Registered delegates, speakers, and sponsors may refer to their participation in BudaMed 2026 in their own communications but may not use the conference name, logo, or branding in a manner that implies endorsement or official affiliation beyond their confirmed participation, without prior written consent.
Section 7
User-Submitted Content
Where the BudaMed 2026 website or associated platforms invite users to submit content — including abstracts, questions, discussion contributions, or testimonials — the following conditions apply.
You retain all intellectual property rights in content you submit. By submitting content, you grant the BudaMed 2026 Organising Committee a royalty-free, non-exclusive, perpetual licence to use, publish, adapt, and distribute that content in connection with the conference, its academic publications, and future promotional materials. You warrant that you hold all necessary rights to grant this licence.
The Organiser may, at its sole discretion, publish, edit, moderate, or decline to publish submitted content. The Organiser is not obligated to publish or preserve any user-submitted content and may remove material at any time without notice or obligation to the submitting party.
Section 8
Prohibited Conduct
All participants — whether online or in person — are required to conduct themselves with professionalism and academic integrity. The following conduct is strictly prohibited at BudaMed 2026 and in connection with its digital platforms:
Prohibited Content Submissions
- Content that is defamatory, malicious, threatening, false, misleading, or abusive in nature
- Content that is discriminatory on grounds of race, ethnicity, religion, gender, disability, age, or any other protected characteristic
- Content that is obscene, indecent, or of a sexual nature
- Content that infringes upon the intellectual property, privacy, or confidentiality rights of any third party
- Content that constitutes or encourages criminal conduct or gives rise to civil liability under applicable law
- Technically harmful material including computer viruses, malware, or disruptive code
- Unsolicited commercial communications or unauthorised promotion of products and services
- Misrepresentation of identity, professional affiliation, or academic credentials
Prohibited Behaviour at the Conference
- Harassment, intimidation, or discrimination of any kind directed at other participants, speakers, or staff
- Unauthorised recording, photographing, or distribution of presentations or sessions without explicit consent
- Misuse of the conference premises, facilities, or digital infrastructure
- Any conduct that disrupts the orderly running of sessions or the conference as a whole
The Organiser reserves the right to remove any individual from the conference or to restrict access to digital platforms in the event of a breach of these conduct requirements, without refund of registration fees and without prejudice to any further legal remedies available.
Section 9
Third-Party Content & Links
The BudaMed 2026 website may contain links to external websites operated by partner institutions, academic publishers, sponsors, or other third parties. Such links are provided for convenience and informational purposes only.
The Organiser is not responsible for, and does not endorse, the content, accuracy, privacy practices, or operations of any linked third-party website or resource. Access to third-party websites is entirely at your own risk. You are advised to review the relevant terms and privacy policies of any third-party website you visit.
Third-party content appearing on or in connection with this website — including but not limited to sponsored content, advertisements, and partner communications — does not constitute an endorsement by BudaMed 2026 or Avicenna International College of the products, services, or positions of those third parties.
If you believe that any content on this website infringes applicable law or these Terms, please notify us at [email protected].
Section 10
Limitation of Liability
Accuracy of Information
The BudaMed 2026 Organising Committee endeavours to ensure that all information published on this website is accurate, current, and complete. However, the Organiser makes no representations or warranties — express or implied — regarding the accuracy, completeness, or fitness for purpose of any information contained on this website or in conference materials.
Exclusion of Liability
To the fullest extent permitted by applicable Hungarian law, the Organiser excludes all liability for:
- Any loss or damage arising from reliance on information published on the BudaMed 2026 website or in conference materials
- Technical interruptions, website unavailability, or data loss arising from system errors, maintenance, or circumstances beyond our control
- Loss or damage arising from dealings between delegates and third-party providers, sponsors, or exhibitors facilitated through the conference
- Indirect, consequential, or unforeseeable losses arising from your use of this website or attendance at the conference
- Any loss or damage arising from force majeure events, including natural disasters, public health emergencies, or governmental restrictions affecting the conference
Nothing in these Terms excludes or limits any liability that cannot lawfully be excluded under Hungarian law, including liability for death or personal injury caused by the Organiser's negligence, or liability for fraudulent misrepresentation.
Delegate Responsibility
Delegates are solely responsible for their own travel, accommodation, insurance, and all other arrangements connected with their attendance at BudaMed 2026. The Organiser strongly recommends that all delegates obtain appropriate travel and medical insurance prior to attendance.
Section 11
Intellectual Property Infringement Claims
If you believe that any content published on the BudaMed 2026 website or in conference materials infringes your intellectual property rights, please submit a written notification to [email protected] containing the following information:
- An electronic or physical signature of the person authorised to act on behalf of the intellectual property rights holder
- A clear description of the intellectual property right you claim has been infringed, with sufficient detail to identify the work in question
- A precise description of the location on the BudaMed 2026 website or materials where the allegedly infringing content appears
- Your full contact details, including name, postal address, telephone number, and email address
- A statement confirming your good-faith belief that the use of the material is not authorised by the rights holder, their agent, or applicable law
- A statement, made to the best of your knowledge and under the consequence of civil liability, that the information provided in your notification is accurate and that you are the rights holder or are duly authorised to act on their behalf
The Organiser will respond to valid infringement notifications within a reasonable time and will take appropriate action in accordance with applicable Hungarian and EU intellectual property law.
Section 12
Privacy & Data Protection
The collection, processing, and protection of personal data in connection with BudaMed 2026 is governed by our separate Privacy Policy, which forms an integral part of the legal framework applicable to conference participants.
By accepting these Terms, you also acknowledge that you have read and understood the BudaMed 2026 Privacy Policy. All personal data is processed in accordance with the General Data Protection Regulation (EU) 2016/679 (GDPR) and Act CXII of 2011 on the Right of Informational Self-Determination and on Freedom of Information.
Section 13
Website Maintenance & Availability
The BudaMed 2026 Organising Committee will make reasonable efforts to ensure continuous availability of the conference website. However, it may be necessary to suspend access temporarily for the purposes of scheduled maintenance, security updates, software upgrades, or emergency technical interventions.
Planned maintenance will, where possible, be scheduled during periods of anticipated lower usage. Emergency maintenance may be carried out without prior notice where necessary to protect the security and integrity of the website and its data.
The Organiser does not guarantee that the website will be error-free, continuously available, or free from viruses or other technically harmful components at all times. Nothing in these Terms affects our liability for matters that cannot be excluded under applicable Hungarian law.
Section 14
Amendments to These Terms
The BudaMed 2026 Organising Committee reserves the right to revise and update these Terms and Conditions at any time. Revised Terms will be published on this page with an updated effective date. Material changes that affect the rights and obligations of registered participants will be communicated to affected parties by email where reasonably practicable.
Continued use of the BudaMed 2026 website or continued participation in conference activities following the publication of revised Terms constitutes acceptance of those updated Terms. Delegates who do not agree to any revised Terms should notify the Organiser in writing and, where applicable, request cancellation of their registration in accordance with the cancellation policy set out in Section 4.
If any provision of these Terms is found to be unlawful, void, or unenforceable by a court of competent jurisdiction, that provision shall be deemed severed from these Terms to the minimum extent necessary, and the validity and enforceability of the remaining provisions shall not be affected.
Section 15
Governing Law & Jurisdiction
These Terms and Conditions, and any dispute or claim arising out of or in connection with them or their subject matter — including non-contractual disputes or claims — are governed by and shall be construed in accordance with the laws of Hungary.
The parties irrevocably agree that the competent courts of Hungary shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms or their subject matter. This choice of jurisdiction does not affect your statutory rights as a consumer under applicable EU consumer protection legislation.
In the event of any dispute, the parties agree to first attempt to resolve the matter through good-faith negotiation. Where direct resolution is not achieved within 30 days, the matter may be referred to a competent Hungarian court or to an appropriate alternative dispute resolution mechanism as mutually agreed.
