Terms and conditions

Scope

This document sets out the terms and conditions between the Solstice of Foundations organizing committee and you when you register for Solstice of Foundations 2025. By registering for Solstice of Foundations you are agreeing to comply with these terms and conditions. Submission of a registration is regarded as affirmation of your acceptance of the Event Terms & Conditions. Should you not wish to accept the Terms & Conditions you should not register.

The Solstice of Foundations 2025 organizing committee includes people from Squids (Schools for Quantum Information Development), a non-profit association based in Zurich, Switzerland, and the Institute of Physics of the University of Zurich.

Any aspects not explicitly covered here are governed by Swiss law, as appropriate.

Cancellation and ticket refund policy

Registration cancellations will be accommodated until the deadline of the 7th of July 2025 by writing to foundations@squids.ch. Banking fees will be deducted from the refund. Cancellations made on or after the 7th of July 2025 will not be eligible for a refund.

The Solstice of Foundations 2025 organizing committee reserves the right to deny admission of registered attendees on the basis of Code of Conduct violations, without further explanation or possibility of appeal. In this case, the potential attendee is offered the option to either have their participation fees fully refunded or transfer their participation to another individual. These decisions should be communicated within two weeks of registration. If the decision-making process takes longer than two weeks, the participant should be informed that there is a current investigation within two weeks of registration.

How we will use your information

The Solstice of Foundations 2025 organizing committee is committed to data privacy and protecting your personal information. Information on how the Solstice of Foundations 2025 organizing committee collects, processes, and uses your data is included in the Privacy Policy which is hereby incorporated into these Terms & Conditions.  Additionally, by submitting your email address during the event registration process, you agree that Solstice of Foundations 2025 organizing committee may send you event-related information. A valid email address is required for all registrations. The Solstice of Foundations 2025 organizing committee uses the personal data you provide in this registration for administering your participation in this event.  This may include information about the event’s content, event logistics, payment, updates, and additional information related to the event. Solstice of Foundations 2025 will not disclose your personal data to any other third party without your consent except where required to do so by law.

Non-discrimination policy

The Solstice of Foundations 2025 organizing committee prohibits discrimination, harassment, and bullying against any person for any reason—for example, because of age, ancestry, color, disability, national origin, race, religion, gender, sexual or romantic orientation, gender identity, appearance, political affiliation or marital status. For more details, see the TQC Code of Conduct, which is hereby incorporated into these Terms & Conditions.

Event conduct and safety

Solstice of Foundations 2025 organizing committee is committed to providing a safe, productive, and welcoming environment to all participants, including staff and vendors. We have no tolerance for discrimination, harassment, or bullying in any form. Participants are expected to adhere to these principles and respect the rights of others.  For full details, see the Code of Conduct, which participants are expected to comply with.

What to do if you witness or are subjected to unacceptable behaviour:  Participants should report any behaviour inconsistent with these principles and the Code of Conduct to onsite organizers. We will be ready to assist those experiencing harassment to feel safe for the duration of the event. You may also contact us directly to report a concern at foundations@squids.ch .

Liability waiver and release

In consideration of being allowed to register for, and participate in the event, you hereby warrant and represent that you are age 18 or above and freely waive, release from liability, assume all risks, and covenant not to sue Solstice of Foundations 2025 organizing committee or its members, employees, or volunteers for any expense, loss, damage, personal injury, including loss of life, illness, including but not limited to COVID-19, disability, property damage, or property theft or actions of any kind that you may hereafter suffer or sustain before, during, or after the event.

The only exception is if said expense, loss, damage, personal injury, including loss of life, illness, disability, property damage or property theft or actions of any kind is caused by the sole, gross negligence of TQC Solstice of Foundations 2025 organizing committee. 

This Liability Waiver and Release is specifically binding upon your heirs and assigns and is knowingly given. 

Names, personal information, and badges

You may register for Solstice of Foundations 2025 using a name other than your legal name. Usually this will be the name you are most comfortable with in a professional context, for example the author name you use in publications, a shortening of your name that is widely known for in the community, or your new name which may not yet be known to all your colleagues. It is entirely your choice. You may share your pronouns with the organizers and decide whether you want them displayed on your conference badge.

Solstice of Foundations 2025 participants should carry and display their name badges for the duration of the event, barring safety concerns, which should be communicated to the onsite organizers, preferably in advance. Badges display the participant’s name as registered for Solstice of Foundations 2025, their main affiliation, and, optionally their pronouns, if the participant consented to sharing them upon registration. At the event, participants may additionally add stickers to their own badge to indicate aspects such as dietary restrictions, willingness to appear in conference photos and whether they are actively looking for work opportunities.

At registration and whenever you are not visibly displaying a conference badge at a participants-only session of the event, Solstice of Foundations 2025 organizers and volunteers may ask you for your name as registered, to show them the registration confirmation email, or to confirm your identity in a way of your choosing, in order to cross-check with the participants registry. You may choose not to abide, in which case you may be asked to leave the event premises.

Vendors, organizers and volunteers may ask you if you have dietary restrictions at sessions involving food. Answering is optional.

During the event, participants, sponsors, exhibitors or vendors may ask you for your personal information. However, repeatedly asking a participant for personal information is not in good form. Providing your personal information to sponsors or other participants is optional, and you should review their privacy policies to address your particular needs and concerns about how they will treat your personal information. If someone makes you feel uncomfortable by repeatedly asking for your personal information, or in any other way, please contact an onsite organizer or volunteer.

General notes

Squids reserves the right to change, amend, add or remove any of the above Terms & Conditions in its sole discretion and without prior notice. If one or more of the conditions outlined in these Terms & Conditions should become invalid, the remaining conditions will continue to be valid and apply. These Terms & Conditions apply to all event participants (attendees, speakers, sponsors, exhibitors).

The views expressed by any event attendee, speaker, exhibitor, or sponsor are not necessarily those of the organizers. All attendees, speakers, exhibitors, and sponsors are solely responsible for the content of all individual or corporation presentations, marketing collateral, and/or advertising.