Mind, Body & Space Symposium
Terms & Conditions
The following text presents the Terms and Conditions that apply to all registrations to, bookings, participation in, and use of information from the Mind, Body & Space Symposium conference and related activities.
## BACKGROUND
The Mind, Body & Space Symposium conference, hereafter referred to as the “Conference”, aims to support international dialogue, cooperation, and knowledge sharing on evidence-based design in architecture. The Conference intends to support dialogue and cooperation among researchers and design experts engaged in evidence-based design through a symposium in Amsterdam 2026, taking place between the 6th of July and the 10th of July.
The Conference is organized by an Organising Committee consisting of Stichting Office for the New Earth, ONE, Habitarmonia, and NeuroAU, hereafter referred to as the “Organisers”. The Organisers are responsible for managing the budget and registration to the Conference on behalf of the Organising Committee.
## DEFINITIONS
Conference refers to the Mind, Body & Space Symposium conference and related activities, such as social events, communication, livestreams, recordings, and the registration process.
Organisers refers to the entities in charge of organizing the Conference.
Participant refers to any legal or natural person that registers to, attends, accesses, or participates in the Conference and/or its related activities, including onsite, virtual, and recording-only access.
Party and Parties refers to the Organisers and the Participants.
Ticket refers to any form of paid access to the Conference, including full onsite tickets, day tickets, full virtual tickets, and recording-only access.
## PRINCIPLES
The Conference is committed to respecting a set of principles that are published on its website. The Participants commit to respecting those principles, including by ensuring open and respectful debates and interactions with the speakers and other Participants based on mutual respect, and by supporting international dialogue and cooperation.
## BOOKING AND REGISTRATION
Registrations and bookings to the Conference constitute a form of contractual agreement framed by the present Terms and Conditions. Registrations and bookings to the Conference are accepted only after full completion of the online registration form and after payment is received in full.
Registrations and bookings to the Conference are definitive and are neither refundable nor transmissible, including in case of non-participation, whatever the reason. In case of a waiting list, the Organisers will try, without guarantee, to resell any ticket.
Payments can be made online without additional charges for the Participants using iDEAL or PayPal. Participants requesting to pay by bank transfer, Mastercard, or Visa card must cover the related transaction fees. See: https://www.buckaroo.eu/pricing.
Visa applications are the responsibility of the Participants.
## TICKET OPTIONS
Ticket options may include full onsite tickets, day tickets, full virtual tickets, and recording-only access.
A full onsite ticket gives access to the full onsite Conference program and includes access to the available recordings of the full Conference.
A day ticket gives access to the selected Conference day, including the morning lectures and the afternoon program of that day. Day ticket holders receive access to the available recordings of their selected day.
A full virtual ticket gives online access to the morning program of the Conference and includes access to the available recordings.
Recording-only access may be purchased separately.
Virtual access and recording access are only granted after full payment has been received.
## MINORS OF AGE
The Conference and related activities have been designed for adult Participants. Minors of age who would like to attend the Conference must:
1. get prior written parental consent, including consent to these Terms and Conditions;
2. be accompanied at all times by an adult who has authority over them, such as their parent, a person with parental authority, or their teacher, and who accepts full responsibility for them;
3. inform the Organisers in advance.
The Organisers expressly decline responsibility for such Participants.
## LIMITATION OF LIABILITY
The Organisers support and organize the Conference on a best-effort basis and shall not be liable to the Participants for any consequential, incidental, indirect, or punitive damages, regardless of whether such liability results from a breach of contract, tort, strict liability, or otherwise.
The Organisers will not be held liable for any loss or damage of personal items of Participants, or injury caused, at any venue used in connection with the Conference.
## FORCE MAJEURE
Neither Party shall be liable to the other for the temporary or definitive failure to perform all or part of its contractual obligations when such Party’s performance, hereafter referred to as the “Affected Party”, is prevented or delayed by, among other things, flood, drought, fire, war, riot, strike, act of terrorism, epidemic, pandemic, lock-down, act of God, act of government, or any other cause beyond the Affected Party’s reasonable control, hereafter referred to as “Force Majeure”.
The Organisers will inform the Participants of the existence of a Force Majeure and, where applicable, shall propose means to remedy or mitigate the impact of the Force Majeure. Such notice may be given by email or by a statement published on the Conference website: https://mind-body-space.org.
In case of Force Majeure, the contractual obligations shall be suspended for the duration of the Force Majeure event. For the avoidance of doubt, the application of the Force Majeure event shall not be subject to any additional conditions other than those expressly set out herein.
## CONFERENCE ADAPTATIONS
All Parties agree and accept that the Organisers may adapt the format of the Conference to take into account external factors such as COVID-19-related restrictions. While the plan is to hold a fully onsite conference, the Organisers may opt for a hybrid conference or a fully online conference, and/or decide to move the dates of the Conference to ensure a higher level of participation.
The Organisers are deemed to have fulfilled all their obligations through the organizing and delivery of the Conference, regardless of its format. The Organisers are not responsible for resulting costs or inconvenience to Participants due to such changes and adaptations.
Should the Conference be postponed and/or moved, all registration fees will be transferred to cover attendance on the new Conference dates and venue. Should the Participant not wish to accept attendance on the new date, they may cancel their registration. In such cases, the Participant can request a refund of their registration.
## CONFERENCE CANCELLATION BY THE ORGANISERS
Should the Organisers decide to cancel the Conference in full, with no content or sessions being available online, registrations will be refunded in full. Under these circumstances, the Organisers are not liable for any other expenses incurred. This includes travel, visa, and accommodation costs. Participants are encouraged to have sufficient travel insurance in place to cover such costs.
## TRAVEL AND MEDICAL INSURANCE
The Conference fee does not include individual health or travel insurance. Participants are requested to make their own arrangements for health and travel insurance if they consider it appropriate.
## HEALTH AND SAFETY CONDITIONS
In adherence to Dutch governmental guidelines for economic and social activities, and to minimise risks for the Participants, all Participants will be requested to comply with the applicable rules and regulations of the venues of the Conference.
## ATTENDANCE OF THE CONFERENCE
Participants are invited to arrive in the meeting room before the start of the sessions. While the Organisers do their best to adequately estimate room capacity, some sessions may have more interest than initially planned and will be accessible on a first come, first served basis.
The Organising Committee and the Organisers reserve the right, without any liability, to refuse access or eject Participants from the Conference where:
1. the Participant refuses or fails to comply with these Terms and Conditions; or
2. the Organising Committee and the Organisers consider that the Participant represents a security risk, a nuisance, or an annoyance for the Conference and/or for the other Participants.
## LIVESTREAM AND RECORDINGS
We make every reasonable effort to provide a high-quality livestream and recording experience. However, due to technical issues, internet outages, speaker permissions, privacy considerations, or other unforeseen circumstances, we cannot guarantee that every session, Q&A moment, or contribution will be livestreamed, recorded, or made available afterward.
Recordings, where available, will generally cover the morning lecture sessions and Q&A moments. Workshops and afternoon program activities are not included in the recordings.
Full onsite ticket holders receive access to the available recordings of the full Conference.
Day ticket holders receive access to the available recordings of their selected day.
Full virtual ticket holders receive online access to the morning program of the Conference and access to the available recordings.
Recording-only access may be purchased separately.
Virtual access and recording access are only granted after full payment has been received.
Access to recordings is personal and may not be shared with anyone who has not purchased a ticket for the Conference or separate recording access. Sharing login details, private links, downloaded files, or any other form of access with third parties is not permitted.
## PICTURE AND VIDEO RECORDING
Participants are permitted to make reasonable video or audio recordings and to take photographs at the event, in each case for their own personal use. Publication of recordings of the event requires prior written authorization by the Organisers.
Participants and speakers acknowledge and accept that the Conference and related activities may be filmed and/or recorded, including potential images of Participants. Participants and speakers authorize the Organisers and any third party licensed by the Organisers to use and communicate such images and recordings through diverse media, including social media, for the purpose of sharing information and communicating about the Conference, as well as for educational purposes.
Photographers and camera crew are expected to be easily identifiable. Participants who do not wish to appear in images can move and/or inform the photographers and camera crew.
## SPECIFIC SESSION RULES
The Chairs and Moderators are given authority to make proportionate decisions aimed at maintaining order and ensuring respectful and constructive debates in the sessions they chair.
They can decide to apply the Chatham House Rule to enable more open exchanges of views. In such a case, they shall inform the Participants at the opening of the session. As a consequence, the Participants, including the speakers, will be free to use the information received, but:
Neither the identity nor the affiliation of the speaker, nor that of any other Participant, may be revealed.
The Participants are not authorized to record or take pictures of the session, even for personal use.
## INTELLECTUAL PROPERTY RIGHTS
The Mind, Body & Space Symposium aims at promoting international dialogue, cooperation, and knowledge sharing. Speakers presenting at the Conference shall:
– ensure and guarantee that their presentations do not breach any third party intellectual property right;
– authorize the Organisers without any cost or fee to film, record, and take pictures of them, their sessions, and presentations;
– authorize the Organisers to use and disseminate textual, audio, video, graphic material, and content related to their presentations, for information, promotion, and/or education purposes, without any time restriction.
The second point does not apply to sessions subject to the Chatham House Rule.
In case Speakers or Moderators have any objection, reservation, or intellectual property right restriction regarding the recording, use, or dissemination of their presentation, they shall inform the Organisers in writing, at least 15 days before the start of the Conference, by email at symposium@mind-body-space.org.
## PRIVACY POLICY
By registering for and/or attending the Conference, the Participant agrees with the Privacy Policy displayed on the Conference website: https://mind-body-space.org/privacy-policy/.
The Conference Organisers are committed to offering a Conference that is fully compliant with applicable data protection regulations. If you identify any issue related to privacy, data protection, or regulatory compliance, please inform us by email at symposium@mind-body-space.org.
## NOTICES
Any notice or other communication given under or in connection with these Terms and Conditions shall be communicated by email.
Notifications communicated to the Participants shall be delivered through the website, and/or through a newsletter, and/or by email.
## DISAGREEMENT
In case of a dispute, the Parties will commit to employing any possible means to reach an amicable resolution to disputes that may arise in relation to these Terms and Conditions.
All disputes under these Terms and Conditions shall be referred to a Mediation Committee which shall be integrated by two representatives of each Party. If an agreement is not reached, a neutral mediator will be chosen by both Parties as the competent institution in case of arbitration.
## SEVERANCE
If any provision, or part-provision, of these Terms and Conditions is or becomes invalid, illegal, or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal, and enforceable. If such modification is not possible, the relevant provision or sub-provision shall be deemed deleted. Any modification to or deletion of a provision or part-provision under this clause shall not affect the validity and enforceability of the rest of these Terms and Conditions.
## GOVERNING LAW AND JURISDICTION
These Terms and Conditions and any dispute or claim arising out of or in connection with them, their subject matter, or formation shall be governed by and construed in accordance with the law of the Netherlands and the Court of Zutphen.
## MISCELLANEOUS
These Terms and Conditions will supersede any or all prior oral or written forms of understanding between the Participants and the Organisers.
No variation of these Terms and Conditions shall be effective unless published on the Conference website or made in writing and signed by both Parties.
If you have any questions about these Terms & Conditions, please contact symposium@mind-body-space.org.
Last updated: June 2026