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.
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:
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.
The following are strictly non-refundable:
Refund assessments will be based on the official date of email receipt.
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.
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.
Should the conference be cancelled or postponed due to unforeseen circumstances beyond the organizers' reasonable control, including but not limited to force majeure events, natural disasters, political unrest, government restrictions, epidemics, pandemics, or other public health emergencies, the following terms shall apply:
Transfer to Postponed Event: Participants may transfer their registration to the rescheduled/postponed event or, where applicable, to any related upcoming conference organized by the organizers.
Cancellation/Refund: If the participant does not wish to attend the postponed event or transfer their registration, the registration fee will be refunded after deduction of any applicable processing or administrative charges.
Change to Virtual Format: If, due to insufficient participation or other circumstances, the organizers determine that the conference should be conducted virtually instead of in person, the organizers reserve the right to make this decision. Such a decision shall be final and binding on all registered participants.
Refund for Participants Not Attending the Virtual Event: Participants who do not wish to participate in the virtual version of the conference may request a refund. Such refunds will not be processed before the completion of the virtual event. The refund will be initiated after the virtual conference has been successfully completed and will be credited to the participant's registered account within 7 days thereafter, subject to applicable processing or administrative charges.
Postponement or Cancellation by Organizers: In the event that the conference is completely cancelled or postponed by the organizers, participants who are eligible for a refund will receive their refund within 7–10 working days from the date the refund is approved/initiated, subject to applicable processing charges.
No Liability for Additional Expenses: The organizers shall not be responsible or liable for any additional costs or losses incurred by participants in connection with the conference, including but not limited to travel expenses, accommodation, visa fees, transportation costs, cancellation charges, or any other related expenses.
By registering for the conference, participants acknowledge and agree to the above terms and conditions regarding cancellation, postponement, and changes to the event format.
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):
In such cases, refunds will not be issued for registration or travel-related losses.
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:
Registration fees are non-refundable and can only be applied to one future event.
