Terms & Conditions: Cancellation and Refund Policy
Before registering, please read all the terms & conditions in detail. The terms and conditions shall apply to everyone who is registering, participating in the Scientific Collegium LLC (SC) scientific meetings, editorial board meetings, congresses and international conferences.
Registration Payment:
- Mode of payment: Visa, Master, Discover, and American Express credit cards will be accepted and payment will be in USD only.
- Checks, Cash, Money Orders will not be accepted
- Surplus taxes on every registration fee may be included as per the respective location and country where the conference will be held.
- SC will not store credit cards information and every conference registration web page is integrated with a secured payment gateways (Stripe/PayPal) to protect the credit card information and participant’s personal information.
Registration Dispute Clarifications:
- Finance team of SC will coordinate for the clarification of correct options such as speaker, poster presentation, or delegate if any registrant faces any issues with the help of Program Manager.
- In case any registrant chooses the incorrect option while registering, the finance team of SC will clarify the issue and the difference amount will be settled.
Cancellation and Refund Policy:
Registration Cancellation:
- All cancellation requests must be submitted in writing to [email protected]. Refund eligibility is determined by the date the written request is received:
- 90 Days or More before the conference start date: Eligible for a full refund (minus a fixed $100 USD administrative fee and payment gateway charges).
- 60 to 89 Days before the conference start date: Eligible for a 50% refund.
- 59 Days or Fewer before the conference start date: All registration fees are non-refundable due to finalized logistical and venue commitments.
Virtual Participation Option:
- Attendees who are unable to travel due to visa delays or personal circumstances may choose to switch from “In-Person” to “Virtual” participation.
- 90 Days or More before the event: The price difference between registration types will be refunded (minus a $50 USD processing fee).
- Less than 90 Days before the event: Registration can be converted to Virtual to allow for remote presentation and receipt of certification; however, no refund of the price difference will be issued as catering and venue costs will have been finalized.
Accommodation Cancellation:
- Accommodation is managed through a block-booking contract with the hotel.
- 30 Days or More before the conference start date: Fully refundable.
- 29 Days or Fewer before the conference start date: Non-refundable, as the room block is released and the organizer is contractually liable for the booking.
Registration Transfers (Substitutions):
- If you are unable to attend, you may transfer your registration to a colleague at no additional cost. Please notify us of the substitute attendee’s details at least 21 days prior to the conference to ensure their name appears in the printed program and on their delegate badge.
Refund Processing:
- All approved refunds will be processed and returned to the original payment method within 30 business days of the cancellation notice receipt.
Event Contingency:
- In the unlikely event of a full conference cancellation by the organizers, 100% of the registration fee will be refunded(minus payment gateway fee). The organizers are not responsible for any personal travel, airfare, or external lodging costs incurred by the attendee.
Force Majeure:
- SC will not be responsible for any loss due to any changes of event such as cancellation or postponement of any conference which are beyond control such as natural disasters, the act of God, strikes, government travel restrictions, epidemic or pandemic, war, terrorism, disaster, trade or industrial disputes, civil disorder. SC reserves the right to terminate/cancel or reschedule the affected conference in such cases.
- SC has the sole discretion to reschedule the affected conference and the registration fee for the canceled conferences remains valid for the rescheduled conference. In case anyone is not able to attend the rescheduled conference, one can request to transfer the registration fee to another conference that will be scheduled within 12 months of the affected conferences.
- SC shall have all the rights to approve the transfer of registration fee to other scheduled conferences and if any differences in registration fee between affected conference and alternative conference, the differences in amount will be charged.
- Registrants/Delegates should check the information on the conference web page prior to the event for any updates about the conference.
- SC will not be responsible for any loss or personal injuries or property of participants during the conference.
Data Protection:
- By registering, you agree to receive notifications about conferences and other services by SC and its subsidiaries by using your participation information.
- SC shall not trade or sell your personal information to any other third party for any business promotions.
- By registering, you agree to receive the notifications, emails or printed communications from the conferences or sponsors of the conference.
- SC has the right to photograph, film or record during the conference and can use these for the conferences/SC advertisements.
Visa info:
- All the registrants/ delegates are responsible to fulfil their VISA requirements if needed for attending the conference and can contact the nearest embassy.
- All the registrants/participants are requested to apply for the VISA as soon as possible. Suggested to start the process 3 months before the conference.
- SC will not contact/reply to any embassies directly/indirectly for any VISA of the registrants/participants.
- For the registrants/participants of the conference, an only acceptance letter will be mailed after the submission and approval of the abstract and registration payment.
- Visa Rejections are not treated under force majeure and SC is not responsible in any manner and faults in the documentation. SC respects the Embassy’s decision on VISA approval/rejection and we do not intervene in any manner.
- SC reserves all rights and remedies whether legal or equitable.
- SC will update this privacy policy from time to time based on the need and check the SC website periodically.
Need Help?
- Any concerns regarding the privacy policy, please mail to [email protected] and your query will be answered as early as possible.