Advertising terms

These terms cover the promotion sold on this site: what you are buying, how it reaches researchers, how it is invoiced, and — the clause that matters most — what promotion does and does not do to where a listing appears. They sit alongside our terms of service, which cover the directory itself and apply to every account.

This text has not been reviewed by a solicitor. It is a plain description of how the shop actually works today, published because selling against nothing written down is worse than publishing an unreviewed statement of intent. A reviewed version will replace it. Where a fact is genuinely undecided this document says so where the fact would have gone, rather than filling the space with a plausible sentence.

1. Who this agreement is between

Conference2Go operates this directory and sells the placements described below. "We" and "us" mean Conference2Go.

Not settled yet. The legal entity that operates Conference2Go and issues its invoices has not been confirmed for publication, and naming one before it is would be worse than a visible gap. Every invoice names the entity that issued it. Ask us through the contact page before you order and we will answer in writing.

The other party is the organization the placement is billed to, not the individual who fills in the form. A placement is bought for a listing, a listing belongs to an organization, and the invoice is addressed to that organization at the billing name and address entered at checkout.

Only an owner of the organization can place an order. An editor is refused, because an order commits the organization to a cost. A listing that is not attached to an organization cannot be promoted at all — claim it for your organization first, or get in touch.

2. What we sell

Six products, with the cap that applies to each. What they cost is published on the pricing page, which is generated from the same catalogue the checkout sells from, so the price you read there is the price you are charged. What each one does is in clause 4.

• Spotlight, per month. Four buyers per field, two shown at a time.
• Featured, per month. Capped at 20% of a page’s listings.
• Newsletter placement, per issue. Two slots per issue.
• Dedicated send, per send. One per organizer per quarter.
• Social promotion, per post. Included with Spotlight at no charge.
• Enhanced listing, per year. One listing.

Being listed is free and stays free. Promotion buys labelled reach on top of a listing that is already there, and it is never a condition of appearing in the directory.

Two of the six are placements on this site and are delivered by the software: Spotlight and Featured. Four are carried out by a person — a newsletter slot, a dedicated send and a social post are written, booked and sent by somebody here, and an Enhanced listing is set up by somebody here. The checkout says so in full before you order rather than quoting you a number nothing counts.

The sixth, Enhanced listing, buys one thing rather than three, and we would rather say so than let the catalogue's wording read as three. Two of the three it names already render on every conference page whether or not anything was paid: a longer description and the session programme are shown for any listing that has them and are held back from nobody. The third is the organizer logo, and that is what you are paying for. Send us the file and a person here attaches it to your organization; it then shows on your conference page beside your name for as long as the campaign is delivering, and on no listing that has not bought it.

Social promotion is included with Spotlight at no charge, as the catalogue and the promote screen both say. We honour that by hand rather than automatically: buying Spotlight does not create a second campaign in your account, so tell us what you want the post to say and a person will arrange it.

3. Placing an order, and when a placement starts

An order is placed from the promote screen on a listing you manage. Before it is accepted we check three things, and any of them refuses the sale outright rather than taking your money:

• The listing can carry a placement. A conference that has ended, or a listing that is not published, cannot be promoted: the placement would render nowhere and report zero.
• There is a slot. Spotlight and Featured are capped per field. When a field is full, the order is refused and we say how many slots exist and that they are taken. We do not sell a placement that cannot run.
• You are inside the caps that are not about a page. A dedicated send is capped at one per organization per calendar quarter. An order for a second in the same quarter is refused at the point the money would be taken, not afterwards.

A campaign is scheduled when we record your payment, and it starts on its start date. An invoice that has not been paid holds the slot — so that nobody else can buy the placement you have committed to — but nothing runs until the payment is recorded.

4. Delivery, and what we do not guarantee

Spotlight shows in a full-width band above the listing grid on the field page for your listing's field. The catalogue also names country pages; those do not carry the band today, so a Spotlight campaign delivers on field pages, and we would rather correct that here than let the catalogue's wording stand as a promise.

More campaigns can be running than the band shows at once, so the visible ones rotate through the running campaigns by the minute. That is deliberate: a reload does not reshuffle the band under a reader's cursor, and every campaign gets an even share across an hour. You will not always see your own listing when you look, which is why the report counts impressions rather than asking you to check.

Featured puts your listing at the top of the results grid for its field, with the promotion label, on the field page and in search results filtered to that field. There is no rotation: every visitor to those pages sees it. A Featured listing also takes the labelled promoted slot in the similar-conferences row on other conference pages in the same field; that is part of Featured and is not sold separately.

An impressions figure quoted at checkout for either of these is an estimate, not a commitment. It is stored with the campaign so your report compares delivery against the number you were actually quoted, rather than against a number invented afterwards.

A newsletter placement is one slot in the monthly field digest, which goes to researchers who chose your specialty and asked for it. A dedicated send is one email about your conference alone, to subscribers in your field and the regions you choose. A social promotion is a post about your call for papers on our own Mastodon, LinkedIn and Bluesky accounts.

All three are carried out by a person here, and nothing is invoiced until the timing, the regions and the wording are agreed with you. None of them happens on this site, so there are no impressions to count and your campaign report will show none — rather than showing a zero, which would read like a failure of something that was never being measured.

An Enhanced listing puts your organization's logo on your conference page, in the organizer block beside your name, in place of the initials mark a listing carries by default. Send us the file and a person here attaches it to your organization. It shows for as long as the campaign is delivering, and it stops when the campaign does — including where a conference ends inside a year you have bought, because a listing that has ended stops carrying paid decoration. The logo sits on your own listing rather than in a placement we measure, so there are no impressions to count here either.

5. Promotion and ranking

This is the clause we would least like to have to break, so it is written as plainly as we can manage.

Paid promotion has no effect on organic ranking. None. Not a small one, not a tie-breaker, not a thumb on the scale.

• Paid placements sit in a separate, visibly labelled region of the page. They carry the promotion label wherever they appear.
• Promotion is never a condition of being listed, and a listing nobody has paid for is never demoted, never delayed and never quietly ranked below one that has.
• An unclaimed listing — one added by somebody who does not run the conference — is not downranked for being unclaimed.
• We do not sell the removal, the demotion, or the suppression of any listing, at any price, to anybody. There is no product for it and there will not be one.

This is enforced structurally rather than by policy alone: the code that orders search results cannot read campaign or promotion data at all. It is not passed in and there is nothing there for it to weigh.

If you buy a placement expecting your listing to rank higher in ordinary search results, you are buying the wrong thing, and we would rather say so here than take the order.

6. Price, invoices and payment

How you can pay is shown at checkout, and that screen is the authority. When this version was published, invoice was the only method that processed: the card option was on screen, disabled, with that reason written on it. If more methods have been added since, the checkout offers them. This document does not list them, because a list here would be wrong the day one changed.

We never hold your card details on our own servers, under any method. Card payment, where it is available, is handled by a payment provider and the details go to them rather than to us.

You get a numbered invoice in your organization's name and address. A purchase order number can be recorded on the order and is printed on the invoice. Invoice numbers come from a single gapless series.

The platform payment term is 30 days from the date of issue, and every due date is calculated from it. We do not record per-customer payment terms, so an agreement to pay on different terms is not something the system knows about — tell us and we will handle it by hand.

Not settled yet. What happens when an invoice goes past its due date — interest, a charge, or delivery being stopped — is not decided, and nothing in the product stops a running placement for non-payment today. This document will not state a consequence we have not settled and do not apply.

A price change never re-prices a campaign you have already bought. The rate is recorded on the campaign at the moment of sale and the invoice stores its own amounts, so a campaign sold at an earlier rate is invoiced and honoured at that rate for its whole term.

An issued invoice is never edited. If something on it is wrong, the correction is a credit note that references the original document. That is what keeps the numbering gapless and the history readable.

7. VAT

Conference2Go is not VAT-registered and holds no VAT number today, so no VAT is added to anything. The price you are quoted is the whole price, your invoice carries no VAT line, and no screen or document here says anything about tax. If you need a VAT invoice, we cannot issue one.

If and when a registration exists, which country's VAT applies — and how a sale to a business in another country is treated — follows from where the business that issues your invoice is registered. That is being confirmed with an accountant, and this page will say so plainly once it is.

Not settled yet. The tax treatment above has not been confirmed by an accountant, and we will not state a rule we are not qualified to state. Until it is confirmed, any VAT figure this product can produce is marked provisional on the screen that shows it, and no invoice is issued against a provisional treatment at all.

8. Changing or ending a campaign

There is no button for this. Write to us through the contact page and a person will answer.

Where we agree to end a campaign early, the amount credited is worked out pro rata on the days the placement actually delivered, and it is issued as a credit note against the original invoice. We do not edit the invoice and we do not hold a balance for you: there is no prepaid or credit balance in this product, and nothing here can be spent against a future order.

Not settled yet. How much notice a cancellation needs, and whether a campaign that has not started yet is credited in full, are not decided. Ask before you order if either matters to you.

9. Our editorial control

A placement is not a right to appear. We may refuse an order, and we may stop a placement that is already running, in each case for a reason we record.

The grounds are the same ones that apply to any listing here: a listing that is inaccurate, unverifiable, or that in our editorial judgment misleads researchers; a listing that breaches our acceptable use policy; or a listing under an unresolved report from a reader. A report from a reader puts every campaign on that listing into a suspended state while the report is examined, which stops delivery.

Not settled yet. Nothing in the product restarts a suspended campaign, so what happens to one when the report turns out not to stand is not decided. Tell us and we will settle it with you rather than leave a placement stopped with nothing said.

Where we stop a placement you have paid for and the reason was not something you did, the unused part is credited on the same basis as a cancellation.

We do not review or approve the academic content of your conference, and a placement is not an endorsement of it.

10. Your material

You keep ownership of the text and images you give us for a placement. You give us permission to publish and display them here, in the field digest and on the accounts named in the catalogue, for the term of the campaign, and you confirm you have the right to give that permission.

We may set your material in the layout and typography of this site, and we may decline to publish material we consider misleading, unlawful, or damaging to the trust researchers place in this directory.

11. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited.

Beyond that, our total liability to you in connection with a campaign is limited to the amount you paid us for that campaign.

We are not liable for indirect or consequential loss, and specifically not for lost registrations, lost submissions, lost revenue or lost opportunity. Promotion buys reach. It does not buy an outcome, and no figure quoted anywhere in this product is a promise of one.

12. Governing law, and changes to these terms

These terms are governed by the law of England and Wales.

Not settled yet. Which courts have jurisdiction, and whether a dispute goes anywhere before a court, are not decided. This document will not name a venue that has not been chosen.

If these terms change materially we will publish the new version, say so, and keep the earlier version readable — a version is what somebody agreed to, so it is never edited in place. A campaign already bought is governed by the version in force when it was ordered.

If any clause is found invalid, the rest stand.

Questions about any of this go to the contact page, and we will answer in writing.