Applies to all registrants of the conference (including attendees including accompanying persons, and optional add-ons such as shuttles, degree workings or meals).

Definitions

• "Registration Fee": The base fee paid to register for the conference.
• "Add-ons": Optional items purchased in addition to the registration (e.g., meals, shuttle costs, the three degree workings etc.).
• "Refund": Return of funds to the original payment method.
• "Withdrawal Date": The date on which the cancellation request is received by the organizer in writing, the following forms are accepted: WhatsApp or email addressed to the Organising Committee.

Refund Tiers by Date

• All refunds are issued to the original payment method unless otherwise specified.
• A non-refundable administrative processing fee of €30 will apply to all refunds.

• If Cancellation is 60+ days before the event:
• Refund: 100% of the Registration Fee less the stated admin fee.
• Add-ons: Refunds per the same tier.
• If Cancellation is 30–59 days before the event:
  • Refund: 50% of the Registration Fee less the stated admin fee.
  • Add-ons: Refunds per the same tier.
• If Cancellation is 14–29 days before the event:
  • Refund: 25% of the Registration Fee less the stated admin fee.
  • Add-ons: Refunds per the same tier.
• If Cancellation is less than 14 days before the event:
  • Refund: 0% of the Registration Fee.
  • Exceptions: At organizer’s discretion for extenuating circumstances (medical emergency, etc.).

Refund Processing

• Refunds will be issued to the original payment method.
• Processing time: typically 7–20 business days from approval/receipt of cancellation notice (may vary by payment provider).
• Acknowledgement: You will receive an email confirmation when the cancellation is processed.

Non-Refundable Components

• Non-refundable administrative fees as set out above of €30.00.
• Third-party or external costs not recoverable by the organizer (e.g., certain travel bookings, non-refundable hotel reservations) are not the responsibility of the Conference Organisers.

Transfers and Deferrals

• Transfer to another registrant: Allowed up to but not later than 15 April 2026 (subject to availability and name change fees, if any).

Extenuating Circumstances

• Medical emergencies, bereavement, or other serious events may be considered for special consideration.
• Documentation (e.g., medical certificate) may be required for exceptions.
• All exceptions are at the sole discretion of the Organising Committee.

Travel and Accommodation

• Travel bookings and hotel accommodations are usually the registrant’s responsibility through the appointed third party.
• Refunds, if any, for accommodations or travel booked through third parties are governed by those vendors’ policies and are not guaranteed by the conference.