This policy has been developed to guide conference participants about the hosting institution’s protection against significant costs resulting from conference cancellation by the institution or individuals’ inability to attend due to any reason.
In the event the Institution cancels the conference:
All participants registered for the conference will be refunded the full amount of registration fees OR if the participant wishes, the registration fee can be applied as credit towards a subsequent conference.
When a Participant cancel’s his/her registration:
A cancellation request for refund received in writing or by email up to 14 business days prior to the conference date will be issued a full refund.
If a participant request for a cancellation and a refund less than 14 business days prior to the conference date, the participant will have the option of either:
i.) Providing a substitute delegate, OR
ii.) Receiving a conference credit voucher applicable to a future conference.
Since this conference typically run on a yearly basis, the credit voucher will ONLY be valid for a subsequent conference within the following year. This credit voucher is non-transferable and is valued at the dollar amount paid. If the next event happens to be at a higher cost, the delegate would have to pay the difference.
Travel Costs and Insurance
Travel costs and insurance are not included in the Registration fees. Participants are strongly advised to purchase their individual general travel insurance and have proper coverage. It is highly recommended that the insurance policy cover loss of fees or deposit, hotel accommodations, airfares, medical costs, loss or damage to personal property and repatriation expenses.
In addition, the insurance should cover loss arising from cancellation of the conference by the organizing institution, including an individual or groups’ inability to attend due to any reason whatsoever. The organizing institution will not be held liable for any person not holding adequate insurance.
All additional costs incurred related car rental or other transportation costs will also not be covered by Organizing Institution in the event that a conference has been cancelled. Participants are encouraged to familiarize themselves with the relevant polices their service providers offer concerning cancellation and refunds prior to booking these services.
In the event that a conference or workshop has been cancelled by the organizing institution, all costs associated with booking both goods and services for the conference will be taken into consideration for reimbursement on a case-by-case basis.
The airline cancellation penalty fees incurred by Speakers required to be in attendance will be covered by the Organizing Institution?
**To ensure that your cancellation request is properly received and processed, participants must forward their requests to firstname.lastname@example.org**