Terms and Conditions 2025

Terms and Conditions 2025

TERMS & CONDITIONS

 Your participation in the Singapore Mental Health Conference 2025 (“SMHC 2025” or the “Conference”) is governed by the terms and conditions (“Terms”) herein.

 You must accept these Terms issued by the National Healthcare Group Pte Ltd (“Organiser”) in order to register for the Conference, submit your respective abstracts and/or participate in the Conference. By registering for the Conference and/or submitting your abstracts, you acknowledge that you have read and understood these Terms and agree to be bound by them.

 In these Terms:

(a) the words “we”, “our” and “us” refer to the Organiser;

(b) the words “you” and “your” refer to the delegate or participant taking part in the Conference or author of the abstract(s) submitted for the Conference, who has accepted these Terms (each a “Delegate”);

(c) where the Delegate is a representative of an organisation, the words “you” and “your” shall be read and construed to include a reference to the organisation;

(d) the Organiser and the Delegate may each be referred to in these Terms as a “Party”, and collectively the “Parties”.

 A. GENERAL INFORMATION

1. All prices quoted and payments are in Singapore Dollars (SGD) and are subject to 9% Goods and Services Tax (GST).

2. Offline registration is available for bulk registration and registration for group of at least 3 participants, from the same billing organisation.

3. No onsite registration will be available on the event date(s).

4. Registration deadline is 30 June 2025, Monday, 2359hrs.

5. The merchant’s name reflected on Delegate’s credit card statement will be: “Stripe”.

 B. REGISTRATION INFORMATION

1. Upon successful payment and registration, you will be given access to the physical event. All other costs associated with your attendance shall be borne solely by you, and the Organiser shall have no liability for such costs.

2. Entitlement of registration fee include:

I. Physical Pass, access to all tracks at Conference venue (onsite) and for Conference days:

  • Day 1, 16 July 2025, Wednesday

  • Day 2, 17 July 2025, Thursday

3. Registration fee does not include:

I.       Travel arrangement

II.    Accommodation

III.         Visa Fees

4. You must pay the registration fees prior to your arrival at the event venue. You are also advised to have a copy of your payment slip in the event you are requested to show proof of the payment at the registration counters.

5. Travel arrangement and accommodation are not included. Only payment via Credit Card and Paynow are accepted.

6. Payment of the registration fees must be received by the Conference Organiser by 07 July 2025, Monday, 2359hrs.

7. “Student Matriculation Card” or proof of qualifying full-time tertiary student status must be submitted online during registration. Only if a technical error had occurred during the registration process would a copy of the Student Matriculation Card be required to be emailed to the Conference Secretariat at smhc@imh.com.sg.

8. The Organiser has the absolute discretion to determine the eligibility of a Delegate to register for the Conference. In the event of any misconduct, abuse or submission of any inaccurate or falsified particulars on the part of a Delegate, the Organiser reserves the right to reject the Delegate’s registration for the Conference.

9. You agree not to share, give, or provide the SMHC Conference App login details to anyone. SMHC registrations must be used by the registered Delegate only. No exception will be made to this policy.

 C. CANCELLATION AND REFUND POLICY

1. Cancellations and ‘No-Show’ are not eligible for a refund.

2. For group and company-sponsored registrations, the delegate remains liable for the full registration fee in the event of cancellation and ‘No-Show’.

3. Delegates who are unable to attend the event may send an alternate from the same institution for a one-for-one substitution of the same registration category and fees.

4. All substitution requests must be emailed to the event Secretariat at Smhc@imh.com.sg, together with the full name and contact details of the replacement delegate.

5. Upon receipt of the delegate’s notice of substitution, the event Secretariat will proceed to delete all registration details submitted by the substituted delegate within the next 10 working days.

6. SMHC 2024 registrations are non-transferable and must be used by the registered delegate only.

D. SUBSTITUTION POLICY

1. If you have registered for the Conference but are unable to attend, you may send a replacement participant from your department, of the same registration category and fees at no extra cost, if the request for substitution is received before 30 June 2025 and in the same pricing category.

2. Clause D1 above applies only to the first request for substitution.

3. For any subsequent requests for substitution or any other changes other than as set out in Clauses D1 and D2 above, a fee of Singapore Dollars Forty (S$40.00) will be chargeable.

4. All substitution requests with full name and contact details must be emailed to the SMHC Secretariat by 30 June 2025, Monday, 2359hrs. Request for transfers of registration will not be entertained after 30 June 2025.

 E. PROHIBITED CONDUCT

1. All Delegates are expected to conduct themselves professionally when attending the Conference.

2. Use of obscene language, abusive behaviour, threatening behaviour directed to any other Delegates or staff is not conducive to a learning environment and will not be tolerated.

3. Delegates shall not post any defamatory, abusive, profane, threatening, discriminatory, or illegal materials or comments.

4. Delegates are not permitted to record or broadcast any audio or video sessions of SMHC 2025.

5. Delegates shall not post or publish any material that is protected by copyright without permission of the copyright owner.

6. If you are the subject of unacceptable behaviour or have witnessed any such behaviour, please inform the Conference Secretariat immediately at smhc@imh.com.sg.

F. ADMITTANCE AND REMOVAL

1. The Organiser reserves the right to refuse admittance or remove any Delegate from the Conference if the Delegate behaves in a manner that could cause disruption to the Conference or other Delegates.

2. The Organiser reserves the right to immediately remove Delegates from the Conference due to unacceptable behaviour. No refunds will be made, and the Delegate will be liable for the full registration fee.

 G. ABSTRACT SUBMISSION

  1. If you intend to submit abstracts for the Conference, you are required to adhere to the submission guidelines and time frame indicated on the SMHC 2025 website.

  2. You are responsible for the content of their abstracts submitted, and hereby represent and warrant to the Organiser that you have the permission of all authors and/or co-authors to submit the abstracts to SMHC 2025.

  3. By submitting an abstract(s), you hereby consent to have your abstract(s) (that have been accepted by the Organiser) to be published on the SMHC platforms (i.e. SMHC website, mobile and other supporting platforms)

  4. With reference to Clause 3(I) and 3(II) above, you shall have the right to opt out of having your abstracts published on the SMHC platforms by notifying the Organiser via email.

  5. You and/or your co-authors and/or organisation which you represent (as the case may be) will remain the owner of all rights (including intellectual property rights, if any) to the content of the abstract. However, by agreeing to share its contents on SMHC platforms, you hereby grant permission to the conference organiser to publish and store your material for viewing, downloading, extraction of content in part or whole and/or downloading purposes for other users of SMHC platforms; and represent and warrant that you have sufficient authority and the rights to do so.

  6. You hereby acknowledge that all above-mentioned content submitted does not contain any sensitive or confidential information, such as patient details, detailed financial data etc.; and that your institution has deemed it suitable for public visibility.

  7. Abstracts will not be proofread by the Organiser before publication on the SMHC platforms, and the Organiser shall not be responsible or liable whatsoever for the contents of the abstracts. You agree to indemnify, defend, and hold harmless the Organiser against any liability, claim, expenses (including court costs and fees of solicitors (on a full indemnity basis) and that of other professionals) or loss arising from or incurred in connection with the publication of your abstract(s).

  8. In the event that your abstract is reviewed and accepted, you will be notified and will be required to confirm your participation within ONE (1) week upon from such notification.

  9. It is encouraged for abstract authors to be present at their poster panel during the lunch hour on 16 and 17 July 2025, to address any queries from the delegates, regarding the poster.

  10. The decision of the review panel after reviewing the abstracts is final, and appeals will not be entertained.

  11. The Organiser reserves the rights to make changes pertaining to abstracts without prior notification.

 H. PRIVACY POLICY

The Organiser is committed to protecting the privacy of your information in accordance with this Privacy Policy.

1. Purpose for Collection and Use of Business Contact Information

(i) A variety of information may be collected, including your first name, surname, Profession, Designation, Department, MCR/SNB/PRN number, Organisation, Institution, Business Email Address, and Payment Card Information (for payment).

(ii) For students who are representing your schools, your school email address is considered business contact information. Should you wish to provide your personal email address and contact number, please note that your personal information that is provided for the sole purpose of the event and not solely for your personal purposes, shall be treated as business contact information.

(iii) The Organiser will use the business contact information collected during registration for the following business purposes (collectively, the “Purposes”):

  • processing the Delegates’ registration for the Conference and facilitating the Delegates’ participation in the Conference

  • necessary business communication

  • providing marketing services such as informing you of future events, conferences, seminars or workshops organised by IMH and NHG

  • providing reminders and obtaining feedback on the Conference

  • accounting and record keeping

  • seeking funding, grants and/or sponsorships for the Conference

  • any related or ancillary purposes deemed necessary by the Conference Secretariat.

2. Disclosure of Business Contact Information

(i) The Organiser may disclose the Delegates’ information to its appointed third party service providers and/or any other third parties including but not limited to any Government agency or regulatory authority for the Purposes.

(ii) Notwithstanding the generality of Clause 2(i) above, you are informed that “Stripe” is authorised to collect all payment on behalf of the Organiser. You acknowledge and agree that certain information, including name, contact details, payment card information, will be disclosed to “Stripe” to process payment. All payment is processed via secured servers.

(iii) Any disclosure of your information by the Organiser to any third party will be used specifically for the purpose for which it had been disclosed. The Organiser will not share your information with any party that is not involved in SMHC 2025.

(iv) The Organiser does not retain or control or share any information entered by you into the payment gateway to complete the payment.

(v) The Organiser will not be held responsible for any information and/or data that is collected by a third party directly from you.

3. Information Security

(i) The Organiser shall protect and take all reasonable precautions and adequate measures to safeguard your information against such risks as loss, theft, unauthorised access, unauthorised disclosure, modification, copying, use and destruction.

(ii) The Organiser will protect the confidentiality of your information in its dealing with third party vendors.

(iii) The SMHC Conference App account (“Registration Account”) is password-protected for privacy purposes. You are advised not to disclose your account information to anyone. Disclosure of your password to any third party may result in unauthorised access to your account.

(iv) The Organiser will not request for your username and password via email or telephone. If you receive such requests, please refrain from disclosing such information to the sender or caller and inform the Conference Secretariat immediately via email at smhc@imh.com.sg.  

  1. Accuracy of Information

(i) The information which you provide to the Organiser will be deemed as accurate and complete upon registration, necessary for the purpose for which it is intended to be used.

(ii) Accurate, complete and up to date information will minimise any inappropriate decisions made when the need arises.

(iii) You may access, update and make changes to your information by logging into your Registration Account. The log-in information can be found on the “Registration Confirmation Letter” sent to your given email address. Alternatively, you may email the SMHC Secretariat at smhc@imh.com.sg to request for the changes to be made.

  1. Retention and Destruction of Information

(i) The Organiser will maintain appropriate practices for the retention and destruction of your information. Your information will be deleted and/or destroyed if it is no longer serves the Purposes set out in this Privacy Policy. Upon the destruction of your information, the Organiser will no longer have access to such information.

  1. Transfer of Information

(i) The information which you provide to the Organiser will not be transferred to other countries and will be accessed only by the Organiser and its duly authorised partner/s.

7. Photography & Video Recordings

(i) By participating in the Conference, you consent to photography, audio recording and/or video recording of your person, whether wholly or in part.

(ii) You agree that the Organiser, or anyone authorised by the Organiser, shall have the right to use or publish in print or electronic medium any photograph, audio or video recording referred to in Clause 7(i) above for educational, news, or promotional / publicity purposes, without any payment or compensation to you.

8. For any enquiries regarding the Privacy Policy or any requests regarding your information, please contact the SMHC Secretariat at smhc@imh.com.sg.

I. LIABILITY AND DISCLAIMER

1. The Organiser shall not be liable for any loss, damage or penalty resulting from delays or failures in the performance of their obligations under these Terms if the delay or failure results from events beyond the reasonable control of the Organiser.

2. Such events shall include but are not limited to the unavailability of the event venue as determined by the venue provider, acts of God, wars, hostility, invasions, acts of foreign enemies, rebellions, revolutions, riots, civil wars, disturbances, requisitioning or other acts of civil or military authority, laws, regulations, acts or orders of any governmental authority, body, agency or official, fires, inclement weather, rain or floods (however caused), industrial action, strikes, lock-outs or other labour disputes, outbreaks, epidemics, pandemics, embargoes or other catastrophes affecting the availability of materials or labour necessary for the performance of these Terms.

3. If any of the above-mentioned events shall continue for a period exceeding ONE HUNDRED AND TWENTY (120) calendar days, the Organiser may, in its sole discretion, elect to cancel the Conference. For the duration of such event, the Organiser shall be relieved of any obligation under these Terms that is or are affected by the event except that the provisions of these Terms shall remain in force with regard to all other obligations which are not affected by the event.

4. You acknowledge and agree that you shall have no right to lodge any claim against the Organiser, and the Organiser shall not be liable for any loss or damage whatsoever, should the Conference be cancelled, hindered or prevented from taking place as a result of any of the above-mentioned events, or in the event of any programme changes.

5. The Organiser shall not be liable for any personal injury or any loss or damage whatsoever and howsoever incurred or sustained by the Delegates in the course of the Delegates’ participation in the Conference, unless such injury, loss or damage was caused by any negligent act on the part of the Organiser.

6. In the event of cancellation of the Conference due to any of the above-mentioned events, all pre-paid fees will be refunded to you in full, direct to the delegate upon proof of payment.

7. In the event of cancellation of the Conference, details of any cancellation will be posted on the SMHC website and you will be notified via email. Delegates are responsible for checking this information prior to the commencement of the Conference.

8. The Organiser reserves the right to make changes to the programme, topics, and dates of event without prior notification to the Delegates. The Organiser reserves the right to make changes to the Conference speakers in case of illnesses or other circumstances beyond its control. All information provided will be accurate as at the date of publishing.

9. In carrying out their respective obligations under these Terms, each Party shall comply with all laws and regulations applicable thereto.

10. To the extent permitted under applicable law, the Organiser shall not be liable to the delegates for any indirect, incidental, special, punitive or consequential damages however caused, including any loss of profits or business interruption costs and under any theory of liability, including but not limited to contract, strict liability and negligence; whether or not the Delegates have been advised of the possibility of such damage.

 J. INSURANCE

1. The Organiser will not be responsible for any dental, healthcare and ambulatory services during the Conference.

2. The Organiser strongly recommends that Delegates purchase their own travel insurance and take up appropriate insurance cover in connection with the Delegates’ participation in the Conference.

3. The Organiser accepts no responsibility of any nature whatsoever for personal injury, cancellation of bookings due to strike and other causes, theft, or damage to the personal belongings.

 K. LETTER OF INVITATION

1. Delegates requiring an official Letter of Invitation for the purpose of obtaining an entry visa to Singapore to attend the Conference may submit their requests in writing to the SMHC Secretariat at smhc@imh.com.sg. The Letter of Invitation is not a commitment from the Organiser to provide any kind of financial support or hosting arrangement, nor does it guarantee that an entry visa will be issued. The Letter of Invitation will be issued to the Delegate only after full registration fees have been received by the Organiser. Any expenses associated with such a request shall be borne by the Delegates.

 L. ENTRY VISA APPLICATION AND VALIDITY OF PASSPORT

1. Where applicable, all Delegates should have a valid passport, onward/return tickets, onward facilities (e.g. visas, entry permits, etc.) to their next destination and sufficient funds for his/her stay in Singapore. Please visit the Singapore Immigration & Checkpoints Authority website at http://www.ica.gov.sg for more information on entry visas requirement.

2. The Delegates shall be responsible for ensuring that he/she has the necessary visas, licenses or permits to attend the Conference (if applicable), and the Organiser shall not be liable for the same.

 M. CONFIDENTIALITY

1. You agree to treat as confidential all information received from the Organiser which the Organiser has indicated in writing or labelled to be “Confidential”, “Proprietary” or “Restricted”, or with any other comparable legend to similar effect, at the time of disclosure or if disclosed orally, confirmed in writing by the Organiser as such within thirty (30) calendar days after its disclosure, including but without any limitation whatsoever:

                  I.  all commercial, marketing and business information, strategic and development plans, intentions, any matter concerning the Organiser, its affairs, business, operations, shareholders, directors, officers, business associates, clients or any other person or entity having dealings with the Organiser;

                  II.  information relating to the financial condition of the Organiser, its accounts, audited or otherwise, notes, memoranda, documents and/or records in any form whatsoever, whether electronic or otherwise; and

                  III.  scientific, technical, intellectual or other information in any form whatsoever, whether electronic or otherwise, relating to methods, processes, formulae, compositions, systems, techniques, product information, inventions, know-how, trade secrets, design rights, machines, computer programs, software, development codes and research projects; business plans, co-developer/collaborator identities, data (including patient data or personal data), business records of every nature, customer lists and client database, pricing data, project records, market reports, sources of supply, employee lists, business manuals, policies and procedures, information relating to technologies or theory and all other information which may be disclosed by the Organiser, whether stored electronically or otherwise; and all copies, reproductions and extracts thereof, in any format or manner of storage, whether in whole or in part, together with any other property of the Organiser made or acquired by you or coming into your possession or control in any manner whatsoever.

2.     The Confidential Information shall be and remain the sole property of the Organiser and returned to the Organiser forthwith on demand at any time or without demand upon completion of the Conference.

3.     You shall use all reasonable steps to ensure that any Confidential Information shall not be disclosed, whether directly or indirectly, to third parties without the prior written consent of the Organiser, which consent shall not be unreasonably withheld, except:

                 I.   For the purpose contemplated, pursuant to and in accordance with these Terms;

                 II.  With the written consent of the Organiser and then only to the extent specified in such consent; and

                 III.  To the extent as may be required by law or in accordance with the order of a court of competent jurisdiction, regulation, effective government policy or by any regulatory authority, provided that you give the Organiser prompt written notice of such requirement or order.

4. The restrictions on disclosure of Confidential Information described in this Clause do not extend to any information that (i) already exists in the public domain at the time of its disclosure; (ii) is already in your possession prior to the time of disclosure; (iii) is independently developed by you outside the scope of these Terms; or (iv) is rightfully obtained from third parties.

5. You hereby agree that you shall take all reasonably necessary steps to limit access to Confidential Information to your principals, directors, officers, agents, employees, bankers, financial advisors, consultants and legal or other advisors, whose duties require them to possess such information or who are directly concerned with the purposes contemplated by these Terms and are made aware of its confidential status, to the extent reasonably required for the performance of these Terms and ensure that they do not disclose or make public or authorize any disclosure or publication of any Confidential Information in violation of these Terms.

6. You must promptly inform the Organiser about any unauthorised disclosure of Confidential Information.

7.  Subject to the foregoing, your confidentiality obligations under this Clause M shall survive the expiry of these Terms.

N. INDEMNITY

1. You shall indemnify, defend and hold harmless the Organiser and its directors, officers, employees, servants,  agents and any other authorised representatives and personnel against all or any liability, claim, expenses (including court costs and fees of solicitors (on a full indemnity basis) and that of other professionals) or loss in respect of damage to any property or personal injury to or the death of any person caused by you or arising out of or in the course of the performance of these Terms PROVIDED THAT you may not enter into any settlement, agreement, arrangement or compromise that would have a material adverse effect on the Organiser.

 O. VARIATION

1. These Terms may be updated by the Organiser from time to time by updating this page on the SMHC 2025 website. You are advised to visit this page from time to time to review the updated Terms (if any).

 P. WAIVER

1. No waiver of any breach of any covenant, condition, stipulation, obligation or provision contained or implied in these Terms shall operate or be interpreted as a waiver of another breach of the same or of any covenant, condition, stipulation, obligation or provision in these Terms.

2. Any time or other indulgence granted by the Organiser under these Terms shall be without prejudice to and shall not be taken as a waiver of any of the Organiser’s rights under these Terms nor shall it prejudice or in any way limit or affect any statutory rights or powers from time to time vested in or exercisable by the Organiser.

 Q. ASSIGNMENT

1. Subject to the other provisions in these Terms, all the provisions of these Terms shall be binding upon and inure to the benefit of the Parties and their respective permitted assigns and successors-in-title except that:

               I. Neither Party shall transfer or assign all or any of its rights, obligations or benefits hereunder in whole or in part to any third party, without the prior written consent of the other Party, which consent shall not be unreasonably withheld;

              II. Any permitted assignee or transferee shall agree in writing to comply with all the provisions of these Terms; and

            III. Any assignment shall not exceed the existing scope of these Terms.

 R. SEVERABILITY

1. In the event that any term, condition or provision contained in these Terms or the application of any such term, condition or provision shall be held by a court of competent jurisdiction to be wholly or partly illegal, invalid, unenforceable or a violation of any applicable law, statute or regulation of any jurisdiction, the same shall be deemed to be deleted from these Terms and shall be of no force and effect; whereas the remaining terms, conditions or provisions of these Terms shall remain in full force and effect as if such term, condition and provision had not originally been contained in these Terms, unless the severed provisions render the continuing performance of these Terms impossible, or materially change either Party’s rights or obligations under these Terms; in which event such Party may give written notice of its intent to terminate these Terms to the other Party.

2. Notwithstanding the aforesaid, in the event of such deletion, the Parties hereto shall negotiate in good faith to agree to terms of mutually acceptable and satisfactory alternative provision(s) in place of the provision(s) so deleted.

 S. NO PARTNERSHIP

1. Nothing contained in or relating to these Terms shall be deemed to constitute a partnership or a principal-agent relationship between the Parties and no Party shall have any authority to act or assume any obligation or responsibility of any kind, express or implied, on behalf of the other Party or bind or commit the other Party for any purpose in any way whatsoever.

 T. NO THIRD (3RD) PARTY BENEFICIARIES

1. Nothing contained in these Terms is intended to confer upon any person (other than the Parties hereto) any rights, benefits or remedies of any kind or character whatsoever or any right to enforce the terms of this Terms and Conditions under the Contracts (Rights of Third Parties) Act 2001, and no person shall be deemed to be a third-party beneficiary under or by reason of these Terms.

 U. DISPUTE RESOLUTION

1. In the event of any dispute or difference arising out of or in connection with or in relation to these Terms, including any question regarding the existence, validity, termination, application or interpretation of these Terms or any of its provisions or any claim, disagreement or dispute arising out of or relating to these Terms or the breach of any of its provisions, both Parties shall use their best endeavours to settle the dispute informally by agreement between the Parties. Both Parties shall always act in good faith and co-operate with each other to resolve any disputes.

2. Notwithstanding anything in these Terms, if the dispute is not settled informally in accordance with Clause U(1), no Party shall proceed to litigation or any other form of dispute resolution unless the Parties have made reasonable efforts to resolve the same through mediation, in accordance with the mediation rules of the Singapore Mediation Centre. A Party who receives a notice for mediation from the other Party shall consent and participate in the mediation process in good faith in accordance with this clause. The Parties undertake to abide by the terms of any settlement reached. Failure to comply with this Clause shall be deemed to be a breach of these Terms.

3. In the event that mediation is unsuccessful, the dispute shall be resolved either by reference to arbitration or by court proceedings as elected by either Party, by way of a written notice to the other Party, which shall state the specific dispute to be resolved and the nature of such dispute. Should the Parties fail to agree to refer the dispute to arbitration, either Party may institute an action in court. The Parties agree, in such event, to submit irrevocably to the non-exclusive jurisdiction of the Courts of the Republic of Singapore to settle any and all disputes in connection with these Terms.

4. Any reference to arbitration in Singapore shall be a submission to arbitration within the meaning of the Arbitration Act 2001 for the time being in force in Singapore. Such arbitration shall be conducted in the English language in accordance with the Arbitration Rules of the Singapore International Arbitration Centre (“SIAC Rules”) for the time being in force, which rules are deemed to be incorporated by reference into this clause, except in so far as such Rules conflict with the express provisions of this clause, in which event the provisions of this clause will prevail.

5. For the avoidance of doubt, it is agreed that nothing in this Clause shall prevent a Party from seeking urgent equitable relief before any appropriate court and the commencement of any dispute resolution proceedings shall in no way affect the continual performance of the Parties’ obligations under these Terms.

 V. GOVERNING LAW

1. This Terms and Conditions shall be deemed to be made in Singapore, subject to, governed by and construed in all respects in accordance with the laws of the Republic of Singapore for every intent and purpose.