1. Cancellation Policy
Cancellation by the participant:
Termination of the registration can only be done in writing or by e-mail. The date of termination is the date of the postmark of the cancellation letter, or the date of the e-mail from the registrant.
The participant has the right to terminate the registration, without reason, within 14 days after the date of his/her registration agreement, unless the services have already been provided before the end of this period. In such a case the participant owes the “Organization” a $100 administration fee.
If the participant is unable to attend the “Symposium” due to any emergency (e.g. lockdown enforced in his/her country, visa restrictions, obligation to stay on-site by his/her employer), he/she is entitled to receive a refund of his/her registration fee, but the “Organization” reserves all rights to deduct the costs already incurred for the “Organization” of the meeting and which could not be recovered from third parties. This policy applies to the following cases:
- the participant’s employer is requiring him/her to stay ‘on-site’ (please provide the “Organization” with an official statement from the participant’s employer)
- the local embassy in participant’s country does not deliver visas anymore (please provide the “Organization” with an official statement from the relevant embassy)
If a participant cancels his/her registration under provision of a reason acceptable to the “Organization” the following refund scheme will apply. If the cancellation letter or e-mail is received
- before 00:00 h July 13, 2025, 75% of the “Symposium” fee paid will be refunded;
- before 00:00 h August 13, 2025, 50% of the “Symposium” fee paid will be refunded;
- before 00:00 h September 13, 2025, 25% of the “Symposium” fee paid will be refunded;
- later than 00:00 h September 13, 2025 there will be no refund of the “Symposium” fee paid.
Under special circumstances the “Organization” is allowed to deviate from the abovementioned refund scheme.
If the participant cancels the registration before 00:00 h August 13, 2025 and notices the “Organization” of a substitute participant before 00:00 h August 13, 2025, the participant owes the “Organization” a $100 administration fee.
If the participant cancels the registration before 00:00 h August 13, 2025 and the “Organization” is able to locate a substitute participant before 00:00 h August 13, 2025, the participant owes the “Organization” a $100 administration fee.
Refunds are not granted for unattended meetings & events or early termination of attendance of the “Symposium”.
Cancellation by the “Organizers”:
The “Organizers” has the authorisation to suspend the obligations or terminate the agreement, if, among other things:
- due to a force majeure the “Symposium” has to be cancelled (cf. Force Majeure);
- there are not enough registrations, according to the “Organizers”;
- too many refresher course lecturers and/or keynote speakers renounce unexpectedly and no replacement can be found.
In case the “Organizers” terminates the agreement due to insufficient registrations or the absence of one or more speakers without the ability to find replacement, the “Organizers” is obliged to payback the registration fee within 4 weeks after the “Symposium”.
The “Organization” has the authorisation to suspend the obligations or terminate the agreement, if, among other things:
- the participant does not live up to the obligations from the agreement;
- the “Organizers” learns of circumstances of the participant regarding the ability to not live to up to the agreement;
- the participant is requested to provide her/his eligibility for a specific “Symposium” fee and the required evidence is absent or insufficient;
- due to delay from the participant, it is no longer possible for the “Organizers” to live up to the original conditions of the agreement.
In case a participant has, prior to the meeting, not fulfilled her/his (financial) obligations, the “Organizers” has the authorisation to deny the participants access. If the access is denied, the participant is still obliged to pay the charged amount.
2. Refund Processing
Refunds will be made after the “Symposium” and always exclude the costs for the payment itself.
In case of overpayment or double payment, refund requests including valid proof of the overpayment or double payment must be made in writing and sent to the “Organization”, by e-mail, no later than one month after the “Symposium” closure.
Refunds will not be made or credits not given for unattended events or early termination of attendance.