Terms and Conditions

Setting 

  1. The present document establishes the Registrations Terms and Conditions of the 20th YES - Young European Scientist - Meeting, taking place from the 18th to the 21st of September 2025 at the Faculty of Medicine of the University of Porto.
  2. The 20th YES Meeting is an international conference organized exclusively by students from the Faculty of Medicine of the University of Porto.
  3. The 20th YES Meeting’s official language is English.
  4. Registration to the 20th YES Meeting implies full acceptance of the present regulation.

Purpose

  1. The 20th YES Meeting's major goal is to provide a global platform of scientific and cultural exchange for biomedical students from all over the world.  
  2. The YES Meeting is specially aimed at undergraduate students in the biomedical field, such as medicine, pharmacy, bioengineering, biology, chemistry and other biomedical areas. It has two participation modalities:
  3. Non-Presenting Students: participants must be undergraduate students from any biomedical school and have a passive participation (not presenting a research project);
  4. Presenting Students: all eligible participants are undergraduate and postgraduate students (as long as the abstracts submitted only reflect work conducted during a Bachelor’s/Licentiate or Master’s degree) who wish to present a research work.

Non-Presenting Students Registration

  1. Registrations will open on June 1st, 2025, at 9pm (GMT+1).
  2. Participants will need to fill in the registration form available at our website (www.yesmeeting.org) and on our social media pages.
  3. To register for the conference, participants will have to provide the following information: 
  4. Full Name;
  5. Participant Badge Name;
  6. Sex;
  7. Email;
  8. Phone Number;
  9. City;
  10. Country;
  11. National ID/Passport Number;
  12. Faculty;
  13. University;
  14. Graduation Course;
  15. Grade.
  16. The participant will receive a registration confirmation email, a few minutes after the submission of the registration form.
  17. Each person can only register once.
  18. In order to complete the registration process, students must pay the registration fee (see below). If the participant does not pay the registration fee within the established deadline, the vacancy will be annulled.

Fees and Payment 

  1. Attending the 20th YES Meeting as a Non-Presenting Student gives access to an in-person modality:
  2. It has a cost of 47 EUR and includes all Scientific Sessions, 1 Parallel Oral Session, 3 Hands-on Workshops, 1 Social Programme including a snack, the Clinical Competition, 3 Lunch Breaks and 6 Coffee Breaks.
  3. To conclude the registration and secure a vacancy, all participants are required to pay the total entrance fee until June 7th.
  4. Participants will have two possible methods of payment: Bank Transfer and PayPal. If the participant chooses to pay by PayPal, an additional service fee of 2,50 EUR will be added to the total amount. More detailed information about payment methods will be available in the registration confirmation email.
  5. To validate payment, all participants must send a Proof of Payment (either a proof of transfer or a PayPal receipt) to treasurer@yesmeeting.org. Participants must send it from the email used on the registration form, stating their Full Name, Phone Number, Order Code and the Name of the Account Owner if not stated elsewhere, in order to allow the Treasurer to validate their payment.
  6. Participants will receive a payment confirmation email, concluding their registration.
  7. If the payment deadlines are not met, registration will no longer be valid.
  8. If the participant does not send the Proof of Payment, registration will no longer be valid.
  9. Participants whose registration is no longer valid will be regarded as cancellations. 
  10. After paying, refunds will not be guaranteed. 
  11. The 20th YES Meeting Organizing Committee is not responsible if the participant provides a non-valid or inaccessible email, even if payment is already made.
  12. Participants can ask for an invoice until September 18th, using a link that will be given during the payment confirmation process. Later, the invoice will be sent to the provided email.
  13. Participants can contribute by donating 1EUR on the registration form to this year's YEShare chosen organization - Young Parkies Portugal.

2nd Phase Registration - Late Fee

  1. A 2nd phase for Non-Presenting Students may open later. In that case, dates will be announced on our website (www.yesmeeting.org) and social media pages. 
  2. Registration process will be similar to the 1st phase.
  3. Fees for the registration on the 2nd phase will be 52 EUR.
  4. Payment process will be similar to the 1st phase. 
  5. Please note that opening a 2nd phase registration depends on the number of vacancies remaining from the 1st phase.

Presenting Students Registration

  1. All Presenting Students candidates must be: undergraduate students, currently attending a biomedical course; or Master’s Degree students of the same field; or PhD students who graduated (from Bachelor's degree or Master’s degree) but conducted his/her research work while being an undergraduate student. 
  2. Candidates must submit their abstracts in the 1st phase to the Abstract Submission Form according to our Abstract Submission and Presentation Policies & Procedures, from the 1st of March to the 15th of May 2025. A 2nd phase for Abstract Submission may open later. In that case, dates will be announced on our website (www.yesmeeting.org) and social media pages. 
  3. The submission of an abstract does not guarantee that the respective research work will be accepted for the 20th YES Meeting Scientific Competition. 
  4. All eligible abstracts will be evaluated by a jury of experts of each scientific field involved. In each category, the abstracts will be given a score and ranked by the Jury. This process will take place between the Abstract Submission deadline (15th of May) and the beginning of July 2025.
  5. Candidates will receive an email notification at the beginning of July 2025, stating if their abstract was accepted and specifying which type of presentation (Poster Session or Parallel Oral Session) was attributed to their research work. This notification will be sent to the email used in the Abstract Submission Form.
  6. In the email mentioned above, the accepted Presenting Students will receive a link to register to the 20th YES Meeting and a Presenting Student Identification Number (e.g. PS10). 
  7. Participants will get a registration confirmation email shortly after submitting the form. This email will describe the payment details in order to conclude the registration process.
  8. Participants must fill in the registration form and pay until July 13th.
  9. After completing the payment for the 20th YES Meeting, you will receive an email regarding invoice information and a link to request our Printing Service if needed. The price for printing is 25€ and we will provide an invoice. Payment must be completed until Wednesday, the 27th of August. To validate payment of the Printing Service, all participants must send a Proof of Payment (either a proof of transfer or a PayPal receipt) to treasurer@yesmeeting.org and scientific@yesmeeting.org. Participants must send it from the email used on the registration form, stating their Full Name, Phone Number, PS Number (PSxxx) and the Name of the Account Owner if not stated elsewhere, in order to allow the Treasurer to validate their payment.
  10. The final version of your poster should be added to the form to request our Printing Service until 27th of August.
  11. Submitted abstracts information and evaluation process are an exclusive property of the 20th YES Meeting Organizing and Scientific Committee.
  12. Co-authors may register as Presenting Students only in case of first-author unavailability. Nevertheless, co-authors may register as Non-Presenting Students.
  13. After successfully completing the registration to the meeting, Presenting Students whose work was selected to be presented at a Poster Session, should abide by the following instructions. If you are selected for a Poster Presentation Session on Thursday (18th of September), you must check-in and hand in your printed poster until 11:00 AM on Thursday. If your Poster Presentation Session is scheduled for the 19th, 20th or the 21st of September, you must check-in and hand in your printed poster until 8:30 AM of the day of your presentation. You shall be informed in advance of the date of your presentation. 
  14. Presenting Students whose work was selected to be presented at the Parallel Oral Session should confirm their participation by sending an email to scientific@yesmeeting.org until July 13th. In case the Scientific Department does not receive any confirmation within this deadline, this position will be offered to the student with the next best classification.
  15. On the afternoon of the 20th of September, the winners of each Parallel Oral Session will be contacted via email, inviting them to present their research work at the Plenary Session. Please note you must confirm your participation in the Plenary Session by 10:00 PM on the 20th of September - if you do not confirm your presence by then, your work will be disqualified from the Plenary Session. Should the Presenting Student decline the invitation or fail to respond, the opportunity to present in the Plenary Session will be granted to the student that scored the second highest in the respective Parallel Oral Session. 
  16. Registration can only be concluded when the Presenting Student pays the congress fee within the established deadline and sends a proof or payment.
  17. If Presenting Students do not submit the registration form within the established deadline, registration will no longer be valid and their research work will be disqualified from the 20th YES Meeting Scientific Competition.
  18. Abstract Submission and Presentation Policies & Procedures, Prizes and Awards may be consulted at https://docs.google.com/document/d/1LfKMNo37o2jSOyD4Llgs-OMBT0Zd2RAEDt_xIbEm3RM/edit?usp=sharing

Fees and Payment

  1. Attending the 20th YES Meeting as a Presenting Student gives access to an in-person modality:
  2. It has a cost of 40 EUR and includes all Scientific Sessions, 1 Parallel Oral Session, 3 Hands-on Workshops, 1 Social Programme including a snack, the Clinical Competition, the Scientific Competition, 3 Lunch Breaks and 6 Coffee Breaks.
  3. To conclude the registration and secure a vacancy, all participants are required to pay the total entrance fee, until July 13th after being notified of the Abstract Submission Results by email.
  4. Participants will have two possible methods of payment: Bank Transfer and PayPal. If the participant chooses to pay by PayPal, an additional service fee of 2,50 EUR will be added to the total amount. More detailed information about payment methods will be available in the registration confirmation email.
  5. To validate payment, all participants must send a Proof of Payment (either a proof of transfer or a PayPal receipt) to treasurer@yesmeeting.org. Participants must send it from the email used on the registration form, stating their Full Name, Phone Number, Order Code and the Name of the Account Owner if not stated elsewhere, in order to allow the Treasurer to validate their payment.
  6. Participants will receive a payment confirmation email, concluding their registration.
  7. If the payment deadlines are not met, registration will no longer be valid.
  8. If the participant does not send the Proof of Payment, registration will no longer be valid.
  9. The 20th YES Meeting Organizing Committee is not responsible if the participant provides a non-valid or inaccessible email even if payment is already made.
  10. After paying, refunds will not be guaranteed. 
  11. Participants can ask for an invoice until September 18th, using a link that will be provided during the payment confirmation process. Later, the invoice will be sent to the email used.
  12. Participants can contribute by donating 1EUR on the registration form to this year's YEShare chosen organization - Young Parkies Portugal.

Preferences Placement - Two Steps Process

The Preferences Placement has two steps: the 1st step (Seriation Form) decides the priority order for choosing your preferences and it is based on the time of the submission of this form. 

The 2nd step (Preferences Form) is for choosing your preferences. The time of the submission of the Preferences Form will not be considered.

1st - Seriation Form

  1. The Seriation Form is a form which serves the purpose of ordering the participants and prioritizing their choices when filling in their preferences, regarding the Workshops, Social Programme, Clinical Competition, Parallel Oral Sessions and Gala Dinner.
  2. Dates will be announced on our website (www.yesmeeting.org), social media pages and by email (please note all emails will be sent to the email provided in the registration process).
  3. The Seriation Forms will be sent by email to all participants of the 20th YES Meeting. 
  4. Participants will receive a confirmation email after submitting the Seriation Forms.
  5. This form will be open until the closure of the Preferences Placement Form.
  6. Participants who do not fill in this form will not be taken into account during the Preferences Placement process.

2nd - Preferences Placement Form

  1. The Preferences Placement Form is a form which allows participants to order their choices regarding the Workshops, Social Programme and Parallel Oral Session preferences, the Clinical Competition attendance, the Gala Dinner purchase and meal preferences.
  2. All participants must fill in the Preferences Placement Form.
  3. In order to validate their preferences, participants must have filled the Seriation Form beforehand.
  4. Priority of participants preferences will be defined by the submission time of the Seriation Form.
  5. The link of the Preferences Placement Form will be provided in the email confirming the submission of the Seriation Form. 
  6. Closure time of this form will be announced in the email confirming the submission of the Seriation Form.
  7. Participants will receive an email confirming the submission of this form.
  8. If a participant fills in the Seriation Form, but not the Preferences Placement Form, their priority will not be taken into account. 
  9. All the information concerning the stated activities needed to fill in the Preferences Placement Form will be available at www.yesmeeting.org.

Preferences Placement Process

  1. The 20th YES Meeting’s Organizing Committee will cross preferences according to the submission time of the Seriation Form. 
  2. Participants who did not fill in the Seriation Form, participants who filled in the Seriation Form but not the Preferences Placement Form and participants who only filled in the Preferences Placement Form, will not be taken into account in this process. 
  3. Participants will be informed of their placement by email a few days before the 20th YES Meeting. 
  4. Participants not attributed to a Parallel Oral Session, Workshop or Social Programme can still arrange allocations only during the conference days. They should go to the Check-in Desk and ask for the remaining vacancies until Friday, 19th September 12.00 p.m..

Workshops 

  1. Participation in the 20th YES Meeting guarantees a vacancy in 3 different Workshops.
  2. The 20th YES Meeting offers its participants more than 50 Workshops to choose from. It is possible that some particular workshops may be limited to students from the Faculty of Medicine of the University of Porto or Portuguese Participants, due to the hospital protocol and language barriers, respectively.
  3. Workshops Placement will occur according to the Preferences Placement Process.
  4. All information about the 20th YES Meeting’s Workshops will be available at our website (www.yesmeeting.org), including all additional details (language and faculty restrictions). 

Social Programme

  1. Participation in the 20th YES Meeting guarantees each participant a vacancy in one Social Programme.
  2. The 20th YES Meeting offers around 15 Social Programmes to choose from. 
  3. Social Programme placement will occur according to the priority defined by the submission time of the Seriation Form.
  4. All information about the 20th YES Meeting’s Social Programmes will be available at our website (www.yesmeeting.org).

Parallel Oral Sessions

  1. Participation in the 20th YES Meeting guarantees each participant a vacancy in one Parallel Oral Session.
  2. The 20th YES Meeting offers six Parallel Oral Sessions to choose from. All Parallel Oral Sessions are available to all participants, regardless of their modality of participation.
  3. Parallel Oral Session placement will occur according to the priority defined by the submission time of the Seriation Form.
  4. Direct swaps with other participants are allowed. Both participants must inform an OC member at the check-in desk and confirm this possibility until Friday, 19th September 12.00 p.m..
  5. All information about the 20th YES Meeting’s Social Programmes will be available at our website (www.yesmeeting.org).

Clinical Competition 

  1. The 20th YES Meeting’s Clinical Competition is available to all participants.
  2. The Clinical Competition has limited vacancies. Their occupancy depends on the preferences of the participants, according to the order defined by the submission time of the Seriation Form.
  3. Participants will be notified if they have secured a vacancy by email.
  4. In order to participate, participants will need to access their account on the 20th YES Meeting’s app.
  5. For more information, please consult www.yesmeeting.org.

Gala Dinner 

  1. The 20th YES Meeting’s Gala Dinner has limited vacancies. Its occupancy depends on the preferences of the participants, according to the order defined by the submission time of the Seriation Form.
  2. Participants will be notified if they have secured a vacancy by email.
  3. Gala Dinner has an additional cost of 17,50 EUR.
  4. In order to conclude the registration for the Gala Dinner, all participants must pay the additional fee within an established time frame, which is announced in the email that confirms the vacancy.
  5. Participants will have two possible methods of payment: Bank Transfer and PayPal.
  6. If the participant chooses to pay by PayPal, an additional service fee of 2,50 EUR will be added to the total amount. More detailed information about payment methods will be available in the preferences placement email.
  7. Participants who do not pay the additional fee within the established deadline will have their vacancy canceled.
  8. Semi-formal outfit is required.

Task Force 

  1. The 20th YES Meeting’s Organizing Committee includes a Task Force group. This group is composed of students from the Faculty of Medicine of the University of Porto, who volunteer to help organize the conference.
  2. For more information, please consult our Task Force - Terms and Conditions at www.yesmeeting.org.

At the Conference

  1. All participants, regardless of their modality of participation, will receive an email to access/create an account to the 20th YES Meeting’s web app.
  2. All participants, regardless of their participation, will receive a Conference Kit and a Digital Kit.

Certificates of Participation

  1. All 20th YES Meeting participants are entitled to a certificate of participation.
  2. In order to get a Certificate of Participation, participants must fill in an Evaluation Form. This form will be sent to the email used in the Registration Form. If the participant does not use the same email, we will not be able to send the respective certificate.
  3. Certificates will include the Workshops that the participant attended, if applicable.
  4. Presenting Students’ certificate will contain the abstract title and the respective session or sessions it was presented on.
  5. The Evaluation Form will be open for a limited period. After that period, the YES Meeting Organizing Committee may not be able to generate a certificate of participation.

Privacy and Confidentiality Policy

  1. Participants’ data is confidential and will not be shared with anyone besides the 20th YES Meeting Organizing Committee, unless it falls within the criteria presented at the items below.
  2. Presenting Students are the owner and beneficiary of intellectual property rights of any abstract or idea submitted.
  3. The 20th YES Meeting Organizing Committee may have to share the participants’ email and full name with our mobile app developer in order to allow the participant to login to our app.
  4. Data may be used for statistical purposes for the YES Meeting, with all personal identification being excluded.
  5. All activities during the conference (and the participants attending them) will be photographed and videographed. Participants agree that this digital material can be used on social media platforms and promotional material.
  6. Entities that sponsor the YES Meeting can request participants' information for specific purposes, within what is strictly necessary. Eg: sharing photographs for promotional reasons, or sharing names and email addresses for giveaways.

Final Considerations

  1. The 20th YES Meeting Organizing Committee reserves the right to refuse registrations that do not fulfill the conditions expressed in these Terms & Conditions. 
  2. All cases not covered in these Terms & Conditions, questions in their interpretation or unforeseen events shall be judged and resolved by the 20th YES Meeting Organizing Committee.
  3. The 20th YES Meeting Organizing Committee may update Registrations Terms & Conditions at any time.

 (May 2025 Version)

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