AVENUESUMMITS

Cancellation, Refund, and Registration Transfer Policy

At Avenue Summits, we aim to maintain fairness and clarity in all financial transactions related to conference participation. The following terms govern cancellations, refunds, and transfers of registration. All requests must be submitted in writing via official email to the conference secretariat and will be processed in accordance with this policy.

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Registration Cancellation & Refund Conditions

  • Cancellations made ≥120 days prior to the event start date will receive a full refund, less a $150 administrative fee for processing and banking charges.
  • Cancellations made between 119 to 90 days prior to the event start date are eligible for a 50% refund of the registration fee.
  • Cancellations requested within 89 days or fewer from the event start date are non-refundable, including registration and accommodation-related charges.
  • No refunds will be issued for the following:
    • Discounted registrations
    • Video presentations
    • E-Posters
    • No-show participants (in-person or virtual)
  • sAll refunds will be processed only after completing the event.

Accommodation Cancellation Policy

Accommodation is facilitated through third-party hotel providers. Their individual cancellation and refund policies apply and may differ based on location, room type, and season.

  • Most providers apply a penalty for cancellations made within 30 days of arrival.
  • Avenue Summits is not liable for non-refundable deposits or penalties charged by hotels.
  • We will inform participants of the exact hotel policy prior to booking confirmation and upon request for cancellation or amendment.

Force Majeure and Event Postponement

Avenue Summits reserves the right to postpone, relocate, or cancel an event due to circumstances beyond its reasonable control, including but not limited to:

  • Acts of nature (natural disasters, floods, pandemics)
  • Acts of terrorism or civil unrest
  • Travel restrictions or governmental directives
  • Low delegate registrations or logistical infeasibility

In such cases:

  • No refunds will be provided for travel, accommodation, or registration costs already incurred.
  • Participants will be offered a credit transfer of their full registration fee and accommodation payments to a future or related conference within 12 months.
  • Avenue Summits shall not be liable for personal injuries, loss of belongings, or any indirect damages arising from such cancellation or postponement.

Refund Process and Method

  • Refunds for credit/debit card payments will be made directly to the original card used during registration.
  • Refunds for wire/bank transfers will be sent to the participant’s nominated bank account. Any intermediary bank or international transfer fees will be deducted from the total refund amount.
  • All refunds are processed only after the conclusion of the conference.

Visa Denials and Refund Eligibility

Participants who are unable to attend due to visa denial are not eligible for a monetary refund. However:

  • The full registration fee (excluding accommodation) may be transferred to another upcoming conference within Avenue Summits, provided evidence of visa refusal is submitted.
  • Visa processing is the sole responsibility of the participant. Avenue Summits does not guarantee visa issuance or intervene directly with embassies.

Registration Transfer Policy

  • Registered participants unable to attend may request a one-time transfer of their paid registration to:
    • Another qualifying individual (subject to approval by the conference committee)
    • A future Avenue Summits event (within 12 months)
  • All transfers must be requested in writing no later than 30 days before the original event start date.
  • To transfer a registration to another participant, the following details must be provided:
    • Full Name
    • Affiliation
    • Email & Contact Number
    • Abstract Title (if presenting)
  • Transferred registrations are not eligible for further refund or secondary transfer.

Non-Compliance

Failure to comply with the timelines or procedures outlined in this policy may result in:

  • Forfeiture of eligibility for refunds or transfers
  • Administrative hold on future participation
  • Denial of attendance or publication services for non-paid or disputed registrations