Cancellation and Refund Policy

1. General Cancellation Terms

All cancellations—whether due to illness, financial hardship, or personal reasons—must be formally submitted in writing via email to the designated Event Manager. The written request must include all relevant banking details (including IBAN and BIC) for any potential refund. A cancellation shall be deemed effective only upon written acknowledgment from the Event Manager.

Please note that full refunds are not possible due to prior financial commitments made by the organizers for venue bookings, printing, logistics, accommodations, and other associated services.

2. Refund Structure

Refunds for registration fees will be processed based on the official receipt date of the cancellation request sent via the official event email. The refund entitlement is as follows:

• More than 90 days prior to the conference: Eligible for a 50% refund of the registration fee.
• Between 60 to 30 days prior to the conference: Eligible for a 25% refund of the registration fee.
• Less than 30 days before the event or after the event date: No refund will be provided for registration or accommodation fees.

Refund requests resulting from duplicate or excess payments must be submitted in writing to the Conference Secretariat. All eligible refunds will be processed within 3 to 4 weeks following the conclusion of the event.

3. Non-Refundable Items

The following are strictly non-refundable:

• Registration under welcome offers or special discounts.
• Video presentations and e-poster submissions.
• Accommodation fees purchased under discounted offers.
• Any refund requests received after the event.

Refund assessments will be based on the official date of email receipt.

4. Visa Denial Policy

In the event of a visa denial, participants may opt to transfer their paid amount to a future event organized by the same entity. Refunds will not be granted under these circumstances unless the event itself is officially postponed.

5. Accommodation Cancellation Policy

Accommodation cancellations must be formally submitted in writing between 30 to 45 days prior to the event to qualify for a full refund. No refunds will be granted for cancellations made within 30 days of the event.

Accommodations are arranged based on availability in proximity to the event venue. Refunds will be made to the original payment method (credit/debit card) or via bank transfer to the participant’s designated account. All bank transfer charges shall be borne by the participant.

6. Event Cancellation or Postponement by Organizers

Should the conference be cancelled or postponed due to unforeseen circumstances beyond the organizers’ control—including but not limited to force majeure, natural disasters, political unrest, or public health emergencies—a 100% refund of the registration fee will be issued.

However, the organizers are not liable for any other costs incurred by participants, including but not limited to travel, accommodation, visa, or cancellation fees.

7. Force Majeure Clause

The organizers shall not be held responsible for any loss, damage, or delay resulting from events outside their reasonable control. These may include (but are not limited to):

• Acts of God or natural disasters
• Terrorism, sabotage, or military actions
• Industrial disputes or labor strikes
• Government regulations, travel bans, or public emergencies

In such cases, refunds will not be issued for registration or travel-related losses.

8. Registration Transfer Policy

In the event a registered participant is unable to attend, the registration may be transferred to another individual or to a future event organized by the same institution, provided the following conditions are met:

• A formal request for transfer must be submitted via email.
• For individual replacement, the full name, contact details, email address, presentation title, and abstract of the replacement must be provided.
• Transfer requests must be received no later than one month prior to the conference date.

Registration fees are non-refundable and can only be applied to one future event.