Preamble
These Terms and Conditions outline the rules, responsibilities, and code of conduct for all participants (hereafter referred to as “Delegates”) of The Novice’s Summit Model United Nations (MUN). Participation in this conference signifies the Delegate’s full acceptance of these terms. The primary goal is to ensure a fair, respectful, professional, and enriching experience for all attendees.
Article 1: Code of Conduct
1.1. Professionalism & Diplomacy: Delegates must maintain a high standard of professionalism and diplomatic courtesy at all times. This includes all interactions within committee sessions, during social events, and on all online platforms associated with the conference.
1.2. Respect: All participants, including fellow Delegates, chairs, staff, and volunteers, must be treated with respect and dignity.
1.3. Anti-Harassment Policy: The conference has a zero-tolerance policy for sexual harassment and harassment of any kind. All participants must adhere to the conference’s official Anti-Sexual Harassment Policy. Any violation is strictly prohibited and will result in immediate consequences, including expulsion.
1.4. Anti-Bullying Policy: Bullying, whether verbal, physical, psychological, or online (cyberbullying), is strictly forbidden. All participants must adhere to the conference’s official Anti-Bullying Policy. This includes any action intended to intimidate, degrade, or humiliate others.
1.5. Representation: Delegates are expected to accurately and respectfully represent the views and foreign policy of their assigned country or character. Personal opinions should not interfere with this representation.
1.6. Conference Decorum: Delegates must adhere to the parliamentary procedure established by the conference organizers and the directions of their committee’s chairs. Disruptive behavior that impedes the flow of debate is not permitted.
Article 2: Registration, Fees & Documentation
2.1. Registration: All Delegates must be officially registered through the designated conference portal. Registration is not complete until all required information is submitted and payment is received in full.
2.2. Payment: All conference fees must be paid by the deadlines specified on the conference forms, Instagram page and brochure. Failure to pay by the final deadline may result in the forfeiture of the assigned position.
2.3. Signed Consent Form: All Delegates (and their parent/guardian if the Delegate is a minor) are required to submit a signed consent form by the specified deadline on the day of the conference. Failure to submit the signed form will render the Delegate’s registration incomplete. Delegates will not be permitted to check-in on the day of the conference
2.4. Refund Policy: * Delegate Cancellation: The delegate fee is non refundable upon cancellation by the participant, Date Changes: In the event the conference dates are postponed or preponed, registration fees will remain non-refundable if the new dates are within a two (2) week period of the originally announced dates. If the conference date is changed by more than two weeks, Delegates will be entitled to a refund upon request(within 2 days) via mail in 2 weeks Conference Cancellation: In the unlikely event of conference cancellation by the organizers, a full refund will be issued.
Article 3: Conference Policies
3.1. Credentials: Delegates must wear their conference-issued identification badge at all times to access committee sessions and official conference events.
3.2. Dress Code: A strict Western Business Attire is mandatory during all committee sessions. Traditional formal wear of the Delegate’s home country is also acceptable. Casual wear is not permitted in formal sessions.
3.3. Plagiarism & Authenticity: All preparatory materials, including position papers and draft resolutions, must be the original work of the Delegate. Plagiarism is a serious offense. Sources must be properly cited, and any Delegate found to have plagiarized will be disqualified from awards and may face expulsion from the conference without a refund.
3.4. Use of Technology: The use of laptops, tablets, and other electronic devices is at the discretion of the committee chair. Devices should be used for research and writing purposes only. Use of social media, games, or any non-conference related activity during sessions is prohibited. It is delegates responsibility to arrange for internet connectivity and charge that device.
3.5. Prohibited Materials: The consumption or possession of alcohol (for underage delegates), illegal substances, and weapons is strictly forbidden at the conference venue.
3.6. Recording & Privacy: To ensure a safe and open environment for debate, Delegates are strictly prohibited from making audio or video recordings of other delegates or committee proceedings without the explicit, prior consent of the conference secretariat and the individuals involved. Official conference photographers will be present.
Article 4: Liability, Safety & Travel
4.1. Parental Responsibility: The primary responsibility for a Delegate’s safety, conduct, and well-being rests with their parents/guardians.
4.2. Scope of Responsibility: The conference organizers will take reasonable measures to ensure safety only within the designated conference areas (e.g., committee rooms, ceremony halls) during official conference hours. The conference, its staff, and its organizers are not responsible for Delegates in any other area (including hotels, transport, or social venues) or outside of official conference hours.
4.3. Travel & Accommodation: All travel and accommodation arrangements, including all associated costs, logistics, and safety, are the sole responsibility of the Delegate and their parents/guardians.
4.4. Personal Belongings: Delegates are solely responsible for the safety of their personal belongings. The conference organizers are not liable for any lost, stolen, or damaged items.
4.5. Health & Medical: Delegates are responsible for their own health. In case of a medical emergency, conference staff will assist in contacting emergency services, but all medical expenses are the sole responsibility of the Delegate.
Article 5: Awards and Judging
5.1. Eligibility: Only Delegates who have submitted their position papers by the deadline and have adhered to the Code of Conduct are eligible for awards.
5.2. Criteria: Awards are determined by the committee chairs based on a Delegate’s performance, including but not limited to: diplomatic skill, knowledge of their country’s policy, active and constructive participation, and adherence to parliamentary procedure.
5.3. Finality of Decisions: The decisions of the committee chairs and the conference secretariat regarding awards are final and not subject to appeal.
Article 6: Breach of Conduct
6.1. Consequences: Any breach of these Terms and Conditions, including the Anti-Sexual Harassment and Anti-Bullying policies, may result in disciplinary action. Depending on the severity of the infraction, consequences may include a formal warning, disqualification from awards, or immediate expulsion from the conference without a refund.
6.2. Reporting: Delegates who witness or experience a breach of the Code of Conduct are encouraged to report it to their committee chair or a member of the conference secretariat immediately.
Article 7: Personal Information Exchange
7.1. Delegates are reminded that their personal safety is their own responsibility. The organizers will not be held liable for any negative consequences, including but not limited to harassment, stalking, or any form of personal, physical, or psychological harm that may arise from the exchange of personal information.
7.2.Should delegates choose to disregard this advisory and exchange personal details, they do so at their own absolute risk. The organizers shall not be responsible for mediating any disputes or incidents that occur as a result of such private interactions
7.3.All official conference-related discussions, lobbying, and negotiations must be conducted exclusively through the designated official lobbying group(s) and communication platforms provided by the organizers.
7.4.Attempting to move official discussions to private or unofficial channels is prohibited and may be considered a breach of the conference code of conduct.
Article 8: Photography, Filming & Public Relations
8.1. The conference reserves the right to photograph, film, or otherwise record all sessions and participants for archival, promotional, and educational purposes.
8.2. By registering, delegates consent to the use of their likeness in photos, video recordings, social media content, and other materials made by the conference organizers.
8.3. If a delegate prefers not to be photographed or filmed, a written opt-out must be submitted to the Secretariat prior to the start of the conference.
Article 9: Force Majeure
9.1. The organizers will not be liable for delay, cancellation, or change in the conference due to force majeure events, including but not limited to natural disasters, wars, riots, epidemics, strikes, or governmental orders.
9.2. In cases of force majeure, the organizers retain the discretion to reschedule, shorten, or move the conference to a virtual format.
9.3. Refund policies under force majeure will be addressed on a case-by-case basis in fairness to all parties.
Article 10: Intellectual Property and Conference Materials
10.1. All conference materials including but not limited to background guides, study guides, placards, certificates, and logos shall remain the intellectual property of the organizers.
10.2. Delegates may not reuse, reproduce, or distribute these materials without explicit, prior consent from the Secretariat.
Article 11: Dispute Resolution and Jurisdiction
11.1. Any disputes arising from these terms and conditions or from the conference itself will first be addressed through mediation by the Secretariat.
11.2. If a resolution cannot be reached through internal mechanisms, the dispute will be subject to the exclusive jurisdiction of the courts in the city where the organizing institution is registered.
Article 12: Amendments to Terms and Conditions
12.1. The conference organizers reserve the right to amend these terms and conditions at any time.
12.2. All registered delegates will be notified promptly of any material change.
12.3. Continuing participation after notification constitutes acceptance of the amended terms and conditions.
Article 13: Acceptance
By completing the registration process and submitting payment, the Delegate (and their parent/guardian if a minor) acknowledges that they have read, understood, and agree to abide by all the Terms and Conditions set forth in this document, including the associated policies referenced herein.
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