17th Annual General Meeting and Scientific Conference of the Nigerian Infectious Diseases Society (NIDS 2026)

Website: https://nids2026.org.ng

Effective date: 1^st July, 2026     |     Version 1.0

These Terms and Conditions (“Terms”) govern your access to and use of the website located at https://nids2026.org.ng (the “Website”) and your registration for, submission of materials to, and participation in the 17th Annual General Meeting and Scientific Conference of the Nigerian Infectious Diseases Society (“NIDS 2026” or the “Conference”). The Conference is convened by the Nigerian Infectious Diseases Society and hosted by Irrua Specialist Teaching Hospital, Irrua, Edo State (“ISTH”, “we”, “us” or “our”), acting through the NIDS 2026 Planning Committee (the “Committee”).

By accessing the Website, creating an account, registering, submitting an abstract, or making a payment, you confirm that you have read, understood and agree to be bound by these Terms. If you do not agree with these Terms, you must not use the Website or register for the Conference. Please read these Terms together with our Privacy Policy, which explains how we handle your personal data in accordance with the Nigeria Data Protection Act, 2023.

1.  Definitions and Interpretation

(a)  “Abstract” means any scientific abstract, summary, presentation file, or related material submitted through the Website for consideration by the Scientific Committee.

(b)  “Delegate”, “you” or “your” means any person who accesses the Website, registers for the Conference, submits an Abstract, or otherwise uses the services offered on the Website.

(c)  “Registration Fee” means the applicable fee payable for the category of registration selected by the Delegate, as displayed on the Website.

(d)  “Payment Processor” means Flutterwave and any other third-party payment service provider engaged to process payments on the Website.

(e)  “Scientific Committee” means the sub-committee of the Committee responsible for the review and selection of Abstracts.

(f)  “Secretariat” means the administrative office of the Committee responsible for registration, verification and delegate correspondence.

(g)  Words importing the singular include the plural and vice versa, and headings are for convenience only and do not affect interpretation.

2.  Eligibility and Account Registration

2.1  Capacity

You must be at least eighteen (18) years of age, or the applicable age of majority in your jurisdiction, to register and transact on the Website. Where you register on behalf of an institution or another person, you warrant that you are authorised to do so and to bind that institution or person to these Terms.

2.2  Accounts

Completing a registration or submitting an Abstract requires an account, which may be created automatically at the point of checkout using the email address you supply. You are responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account. You agree to provide accurate, current and complete information and to keep it updated. We may suspend or terminate any account that contains false, misleading or fraudulent information.

3.  Registration, Categories and Fees

3.1  Registration categories

The Website offers several registration categories, which may include Student (Undergraduate), Virtual, Early Registration, Late Registration and On-site registration. The features, applicable dates and Registration Fee for each category are as displayed on the Website at the time of registration. The Committee reserves the right to add, vary, withdraw or reprice any category, and to open or close any category by reference to the published deadlines, without prior individual notice.

3.2  Free undergraduate student registration

Registration in the Student (Undergraduate) category is offered free of charge and is reserved for bona fide undergraduate students. To register in this category you must provide accurate biodata (including matriculation number, department and level) and upload a clear, valid and current undergraduate student identification document. This category is subject to verification under clause 4. Providing false information or a document that does not belong to you, or that misrepresents your status, constitutes a breach of these Terms and may result in cancellation of your registration and denial of admission to the Conference.

3.3  Prices and currency

All fees are quoted and payable in Nigerian Naira (₦) unless otherwise stated, and are inclusive or exclusive of applicable taxes and processing charges as indicated at checkout. You are responsible for any bank charges, currency-conversion costs or intermediary fees applied by your financial institution or card issuer.

4.  Student Verification

4.1  Verification process

Where you register in the Student (Undergraduate) category, your registration is provisional until the Secretariat has reviewed your uploaded identification and biodata and confirmed your eligibility. The Secretariat may, at its discretion, approve or decline the registration, and may contact you to request a clearer or additional document. A registration is not confirmed, and no entitlement to attend arises, until it is expressly verified.

4.2  Outcome and misuse

If your student status cannot be verified, your registration in the free category may be declined and you may be invited to submit further evidence or to register in a paid category. We reserve the right to refuse or revoke a free registration where we reasonably believe the identification provided is invalid, altered, or does not establish current undergraduate status. Any deliberate misrepresentation of student status is a material breach of these Terms.

5.  Payments

5.1  Payment processing

Paid registrations are processed through the Payment Processor. By making a payment you also agree to the Payment Processor’s own terms and privacy practices. We do not receive or store your full card or bank credentials; these are handled directly by the Payment Processor. We are not liable for any act, omission, delay, downtime or error attributable to the Payment Processor or to your financial institution.

5.2  When payment is treated as complete

A paid registration is confirmed only when the corresponding order is marked as completed following successful settlement of funds, whether that settlement occurs through the online gateway or, in the case of a direct bank transfer, upon confirmation of the credit by the Secretariat or Conference Accountant. Until an order is completed, a registration is pending and confers no right of admission. A pending, failed or reversed payment does not constitute registration.

5.3  Direct transfers

Where the Committee permits payment by direct bank transfer, you are responsible for making the transfer to the correct account and for providing accurate references. Confirmation of such payments may take additional time and is subject to reconciliation by the Conference Accountant.

6.  Cancellations, Refunds and Substitutions

6.1  Refund policy

Unless a different refund policy is expressly published on the Website, Registration Fees are non-refundable once paid. Where the Committee, in its sole discretion, approves a refund, it may deduct administrative and payment-processing charges already incurred. Requests for consideration of a refund must be submitted in writing to the Secretariat before the applicable deadline published on the Website.

6.2  Substitution

A registered Delegate who is unable to attend may, subject to the Secretariat’s prior written approval and any applicable conditions, transfer their registration to another eligible person of the same registration category.

6.3  Cancellation or postponement of the Conference

The Committee may reschedule, relocate, convert to a virtual format, or cancel the Conference, in whole or in part, for reasons including but not limited to acts of God, epidemic or pandemic, government directive, civil unrest, failure of infrastructure, or any other event beyond its reasonable control (a “Force Majeure Event”). In such circumstances the Committee will use reasonable efforts to notify Delegates, but shall not be liable for any resulting travel, accommodation or other consequential costs incurred by any Delegate.

7.  Abstract Submission, Review and Presentation

7.1  Submission

Abstracts must be submitted through the Website in the required format (Microsoft Word document; PDF format is not accepted for abstracts) and must comply with the thematic areas, word limits, structure and deadlines published on the Website. Each Abstract is assigned a unique code linking it to its thematic area and to the submitting Delegate. You may submit more than one Abstract.

7.2  Warranties

By submitting an Abstract you warrant that: (a) the work is original and does not infringe the intellectual-property, privacy or other rights of any third party; (b) all named co-authors have consented to the submission; (c) any research described was conducted in accordance with applicable ethical and regulatory standards, including all necessary ethics approvals and participant consents; and (d) the presenting author will register for and, if the Abstract is accepted, attend and present at the Conference.

7.3  Review and decisions

All Abstracts are reviewed by the Scientific Committee, whose decisions (including acceptance, a request for revision, or non-acceptance) are final. The Committee is under no obligation to give reasons. Where an Abstract is accepted, the presenting author may be required to upload a presentation file (in PowerPoint format) by the stated deadline. Failure to register, to submit a required presentation, or to attend may result in withdrawal of the Abstract from the programme.

7.4  Licence to use submitted material

You retain ownership of the intellectual property in your Abstract. By submitting, you grant the Nigerian Infectious Diseases Society and ISTH a non-exclusive, royalty-free licence to store, reproduce, publish and communicate the Abstract and associated presentation materials for the purposes of reviewing, compiling and disseminating the Conference proceedings, the book of abstracts, and related academic and promotional records of the Conference.

8.  Acceptable Use of the Website

You agree not to: use the Website for any unlawful, fraudulent or unauthorised purpose; upload any material that is defamatory, obscene, infringing, or that contains malware; attempt to gain unauthorised access to any part of the Website, its server, or any account not belonging to you; interfere with or disrupt the integrity or performance of the Website; or use any automated means to access, scrape or harvest data from the Website. We reserve the right to suspend or terminate access, and to remove any content, that we reasonably consider to breach these Terms.

9.  Delegate Conduct at the Conference

Delegates are expected to conduct themselves professionally and to comply with the reasonable directions of the Committee, the venue, and applicable health and safety requirements. The Committee reserves the right to refuse admission to, or remove from the Conference, any person whose conduct is disruptive, unlawful, or in breach of these Terms, without refund.

10.  Intellectual Property in the Website

All content on the Website other than user-submitted material — including text, graphics, logos, the NIDS and ISTH names and marks, and the arrangement and design of the Website — is owned by or licensed to the Nigerian Infectious Diseases Society and ISTH and is protected by applicable intellectual-property laws. You may not copy, reproduce, distribute or create derivative works from such content without our prior written consent.

11.  Third-Party Services and Links

The Website relies on and may link to third-party services, including the Payment Processor and email-delivery providers. Such services are governed by their own terms and privacy policies. We are not responsible for the content, availability, or practices of any third-party service, and access to any linked resource is at your own risk.

12.  Disclaimers

The Website and the services are provided on an “as is” and “as available” basis. To the fullest extent permitted by law, we disclaim all warranties, whether express or implied, including as to merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Website will be uninterrupted, secure, or error-free, or that any defect will be corrected. Any programme, speaker, schedule or thematic information published on the Website is indicative and may change.

13.  Limitation of Liability

To the fullest extent permitted by applicable law, neither the Nigerian Infectious Diseases Society, ISTH, the Committee, nor their respective officers, employees, members or agents shall be liable for any indirect, incidental, special, consequential or punitive loss, or for any loss of profits, data, goodwill, or travel and accommodation expenses, arising out of or in connection with your use of the Website or your participation in the Conference. Nothing in these Terms excludes or limits any liability that cannot lawfully be excluded or limited, including liability for death or personal injury caused by negligence, or for fraud. Subject to the foregoing, our aggregate liability to you in connection with the Website and the Conference shall not exceed the total Registration Fee actually paid by you.

14.  Indemnity

You agree to indemnify and hold harmless the Nigerian Infectious Diseases Society, ISTH, the Committee and their respective officers, employees and agents from and against any claims, liabilities, damages, losses and expenses (including reasonable legal fees) arising out of or connected with your breach of these Terms, your misuse of the Website, or your infringement of any third-party right, including in respect of any Abstract or material you submit.

15.  Data Protection

We process personal data in accordance with the Nigeria Data Protection Act, 2023 and our Privacy Policy, which forms part of these Terms. By using the Website you acknowledge that you have read the Privacy Policy and understand how your personal data, including any uploaded identification document, is collected, used, disclosed and retained.

16.  Suspension and Termination

We may suspend or terminate your access to the Website or your registration, without liability, where you breach these Terms, where we are required to do so by law, or where we reasonably suspect fraudulent or unlawful activity. Termination does not affect any rights or liabilities that accrued before termination, and the clauses which by their nature should survive (including those on intellectual property, disclaimers, limitation of liability, indemnity and governing law) shall survive.

17.  Amendments

We may amend these Terms from time to time by publishing the updated version on the Website, with a revised effective date. Amendments take effect upon publication. Your continued use of the Website or participation in the Conference after publication constitutes acceptance of the amended Terms. We encourage you to review these Terms periodically.

18.  Governing Law and Dispute Resolution

These Terms are governed by and construed in accordance with the laws of the Federal Republic of Nigeria. The parties shall first seek to resolve any dispute amicably through good-faith negotiation. Failing resolution within thirty (30) days, the dispute shall be subject to the exclusive jurisdiction of the competent courts of Edo State, Nigeria, without prejudice to any right the parties may agree in writing to refer the dispute to arbitration under the Arbitration and Mediation Act, 2023.

19.  General

(a)  If any provision of these Terms is held to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

(b)  Our failure to enforce any provision shall not constitute a waiver of that or any other provision.

(c)  These Terms, together with the Privacy Policy and any policies published on the Website, constitute the entire agreement between you and us in relation to their subject matter.

(d)  You may not assign or transfer your rights under these Terms without our prior written consent; we may assign our rights and obligations to an affiliate or successor.

20.  Contact

Questions about these Terms should be directed to the Secretariat of the NIDS 2026 Planning Committee at support@nids2026.org.ng. Matters relating to Abstracts may be directed to the Scientific Committee at abstract@nids2026.org.ng.

By registering for NIDS 2026 or otherwise using the Website, you acknowledge that you have read, understood and agreed to these Terms and Conditions.