Terms and Conditions

These Terms and Conditions (“Agreement”) shall govern the attendance of all delegates (“Participants”) to the Smart Nation Conferences (“Events”). Smart Nation Danismanlik Serketi Ltd and Smart Diplomats Events are collectively referred to as “Smart Nation” in this Agreement.

The information within this site is intended for general customers and may not be applicable to some geographical areas. Smart Nation will use reasonable endeavour’s to ensure that the contents of this site are accurate and up to date. However, Smart Nation reserves the right to change information at any time.
1. To be eligible to attend Smart Nation Conference, Participants must be 16 or over at the time of registration.

2. You must send us your complete details as you will be attending the conference by means of completing the online registration form at Smart Nation or Smart Diplomats website i.e. www.smartnation.com.tr and www.smartdiploamts.com.

3. Please check the accuracy of the information you provide on your application form carefully, including any dietary or special access requirements, as Smart Nation cannot be held responsible for errors.

4. Smart Nation will not be responsible for any action taken by the government or public authority of any kind including not granting consent or clearance of attendance.

5. Delegates are responsible for ensuring their own safety and security whilst spending time in the host city. Smart Nation disclaims any liability for loss or damage to delegates or their property, including bodily injury, unless solely attributable to the gross negligence of wilful misconduct of Smart Nation.

6. Delegates can only participate by adhering to the deadlines on registrations, be it as an individual delegate or as a delegation.

Registration Deadlines:

Smart Nation Registrations shall only be conducted through the official website of Smart Nation & Smart Diplomats.

Upon registration, the delegates will have to fill all the required information, including the council preferences and country preferences as listed in the registration form.

Applications will be considered on the following criteria:

The maximum capacity of each council

The availability/ vacancy of preferred countries in each council The registration will be conducted in three different categories, which are as follows:

Early bird Registration
Regular Registration
Late Registration.

Each category will have different quotations (fee) for each package. There will be no extension on registration deadline. In case of any changes, delegates will be notified through Smart Nation social media platforms. Delegates must write to Smart Nation if they need visa support document at info@smartnation.com.tr

Intellectual Property

All the copyright, graphics, trademarks, design rights (whether register or otherwise), as well as any and all other intellectual property rights including the “Look and Feel” of the website, software and contents of all the pages in the Smart Nation website (“Smart Nation Content”) are owned by or licensed to the Smart Nation and, unless otherwise specified, no one other than the rightful owner or licensee of such copyright shall be entitled to:

Distribute, modify, transmit, re-post or use any or all of the Smart Nation Content for any purpose (other than as specifically permitted) including, by way of example only, for public or commercial purposes, without the Smart Nation written permission.

Display, publish, copy, print, post or otherwise use the Smart Nation Content for the benefit of any other website

You may print off one copy of any page(s) from our site for your personal reference.

Mode of Payments:

All Payments shall only be done through our official website i.e. www.smartdiplomats.com and www.smartnation.com.tr. Payment should be remitted to Smart Nation via link on the wwebsite, please use our secure online system to enter your Debit or credit card information.

Smart Nation will neither acknowledge, nor be responsible for any payments done to any individual claiming to be an ambassador or Official of Smart Nation.

The following payment methods are accepted:

Bank Transfer:
For International Wire Transfer

Account Name : Smart Nation Danismanlik Limited Sirketi
Bank Name : Turkiye I$ Bank - Gultepe / Istanbul
IBAN : TR910006400000110690874954

The name of the delegate and the conference title must be included in the payment reference. Conference registration fees are to be paid in the currency stated on the event registration form (TRY, USD or EUR).

Credit card :

By Visa, Mastercard and Amex. Credit card payments will be charged in the currency of the conference and this cost will be converted to the currency of your credit card by your credit card company.

Registration :

We take receipt of a completed registration form (whether in hard copy or online) as acceptance of the cancellation terms and conditions as stipulated below and on the registration form.

Refund Policy :

All Payments are Non-Refundable.

However, delegates who have paid their fee in full can transfer their Participation to another destination or obtain a Credit Voucher of the paid amount as per the terms and conditions mentioned in “Credit Voucher & Transfer Policy”All Payments are Non-Refundable.

However, delegates who have paid their fee in full can transfer their Participation to another destination or obtain a Credit Voucher of the paid amount as per the terms and conditions mentioned in “Credit Voucher & Transfer Policy”

Credit Voucher & Transfer Policy

A credit voucher or a transfer to another destination request under this policy can only be made in case the delegate satisfies the following conditions: -

The Participant has paid the Conference Fee in “Full “.

The delegate has initiated a request for Credit Voucher or Transfer through an email with an ink signed request 60 Days prior to the First day of the Event.

A Transfer can only be made to Conferences organized by Smart Nation

A Credit Voucher can only be used at Conferences organized by Smart Nation

In case, the delegate has only paid First Instalment of the Total Conference Fee, the Transfer or Credit Voucher Policy cannot be applied and 100% of the First Instalment will be retained as Cancellation Fee.

In case, the delegate fails to apply for transfer minimum 60 Days prior to the event the participant initially registered for, the following policy will apply based on the time the delegate has submitted his/her intent of transfer: -

59 to 45 Days Prior to the Conference: 30% of the Paid Fee will be charged as Cancellation Fee, Remaining Amount will be refunded to delegate in form of a Credit Voucher Only

45 to 30 Days Prior to the Conference: 50% of the Paid Fee will be charged as Cancellation Fee, Remaining Amount will be refunded to delegate in form of a Credit Voucher Only

29 to 15 Days Prior to the Conference: 70% of the Paid Fee will be charged as Cancellation Fee, Remaining Amount will be refunded to delegate in form of a Credit Voucher Only

15 to 0 Days Prior to the Conference: 100% of the Paid Fee will be charged as Cancellation Fee and the Delegate will be considered as “No-Show “.

Cancellation :

Written cancellation of a delegate place must be received by the Smart Nation Danışmanlık Limited Sirketi office or via email before the cancellation deadline date (stipulated on the event registration form) in order for the delegate fee to be refunded. Refunds will be made via the original payment method.

Disclaimer : The organisers may at any time, with or without giving notice, in their absolute discretion and without giving any reason, cancel or postpone the conference, change its venue or any of the other published particulars, or withdraw any invitation to attend. In any case, neither the organisers nor any of their officers, employees, agents, members or representatives shall be liable for any loss, liability, damage or expense suffered or incurred by any person, nor will they return any money paid to them in connection with the conference unless they are satisfied not only that the money in question remains under their control but also that the person who paid it has been unfairly prejudiced (as to which, decision shall be in their sole and unfettered discretion and, when announced, final and conclusive).

Online Conferences

Terms and Conditions

1. The conference will be held online on Zoom, and it is up to the delegate to ensure they have proper connectivity and have installed Zoom. Delegates must also comply with our Zoom name designation, which would be (Country - Committee). For example, (Indonesia - UNODC). Additionally, turning cameras on is mandatory. The chair will consider this for participation points. Furthermore, delegates are encouraged to change their backgrounds to their respective nation's flags.

2. After submitting the binding form, delegates understand that they MUST attend the conference. Failure to do so can affect participation in future conferences hosted by SDMUN and other partner conferences.

3. After registration, the organizer will send a confirmation of registration and other necessary information. This letter is usually accompanied by an invoice request.

4. The payment must be done within 7 days after registration, but not less than 7 days before the conference.

5. The organizer reserves the right to cancel the event for organizational reasons, such as - but not limited to - insufficient number of participants or as a result of force majeure. If the event is canceled by the organizer, the full participant fee will be refunded. Further liability or damage claims are excluded.

6. It is mandatory that delegates attend the conference in Western Business attire to maintain a sense of formality.

7. Delegates are required to submit position papers one day before the conference unless the chairs or secretariat decides another submission deadline. The chair will note their submission for participation points. Position papers can be submitted to info@smartdiplomats.com

8. All delegates enrolling must be between the ages of 16 - 35 years old.

9. By agreeing to the Terms and Conditions, delegates also consent to photos and videos of them during the conference being used as promotional material for SDMUN.

10. Delegates understand that the Chair has a final say on matters such as awards and recognizing delegates.

11. Delegates agree to maintain decorum, and under no circumstances use offensive and derogatory language, insult a fellow delegate or Chair member, harass or discriminate against someone based on opinions, sexual orientation, gender, race, disabilities, national origin, age, or disability status. SDMUN takes this policy extremely seriously, and will not allow any exceptions.

12. Delegates cannot crosstalk during the conference. Any motion must be introduced by raising the virtual Zoom hand. Delegates must wait for the chair to recognize them before speaking.

13. SDMUN will permit the usage of the chat feature on Zoom to allow delegations to communicate with each other during the conference, as this would allow communication while not disturbing the rest of the committee. Delegations are expected to use diplomatic, civil language while communicating, and can be barred from using the chat feature should the Chair deem it necessary.

14. A participation certificate will be issued for participation in the conference if the participant participated in at least 80% of the conference.
Registrants hereby certify by completing the registration process that all information submitted is truthful and accurate. The registrant understands that falsification of any information provided will disqualify him or her from participating in Smart Nation Conference and Smart Diplomats activities, and will result in legal actions against them.

Participants agree that all material produced for this conference will be original work. Plagiarism will not be tolerated at Smart Nation and should the Smart Nation Secretariat discover instances of plagiarism, the individual shall bear consequences.

Participants are expected and obliged to obey the laws of the host country while participating at Smart Nation Conference. Participants will be personally responsible for all charges and damages incurred by them to facilities of the conference and social event venues.

Participants understand full assumption of risk and acknowledge that Smart Nation, and its President, Members, Officers, Elected Representatives and Employees, including the Smart Nation Secretariat, do not assume any responsibility for the conduct and activities of the participants.

Participants agree to accept and abide by the Code of Conduct published in the Conference Handbook and decided by the Smart Nation Secretariat.⁠⁠⁠⁠

Participants agree to receive any consequence and shall be held liable if he/ she, intentionally or unintentionally use the name of Smart Nation for any kind of act which badly affects the conference as a whole or to any delegate of Smart Nation.

Smart Nation cannot be held responsible for any kind of misconduct or crime committed by the participants. Participants themselves will be held liable for their own misconducts or crimes in light of Host Country Laws.

Jurisdiction and applicable law

The Turkiye Courts will have exclusive jurisdiction over any claim arising from or related to a visit to this website unless stated otherwise below. Turkiye States Laws shall apply to these terms and condition when the payment is processed in Turkiye.