Terms of participation

Visa:

Visa Issuance: To receive the visa application letter required for visa issuance, conference registration must first be completed, and the relevant participation fee must be paid. From the moment the visa is issued, regardless of the time period, no cancellations with a refund will be accepted under any circumstances. Cancellations :

Cancellations:

  • Cancellation Due to Visa Denial: In case of a visa denial, SEGE will retain€100 for administrative fees. The remaining amount will be refunded to the participant upon submission of an official rejection letter from the relevant authority. The refund will be processed within 30 working days from the date the request is submitted.
  • Cancellation Policy until 30th June: In case of cancellation before 30th June (as long as you have not obtained a visa), a fee of €150 will be retained for administrative costs. The remaining amount will be refunded to the participant within 30 working days from the date the request is submitted.
  • Cancellation Policy until 31th August: In case of cancellation from 1st July until 31th August (as long as you have not obtained a visa), a fee of 75% of the total price will be retained for administrative costs. The remaining amount will be refunded to the participant within 30 working days from the date the request is submitted.
  • Cancellation Policy after 1st of September: After 1st of September no cancellations with a refund will be accepted under any circumstances.

Cancellations will not be accepted after September 1st, nor following the issuance of a visa, irrespective of the timing.
All payments made under these circumstances are non-refundable.

General Terms:

  • Program Modification Rights: The organization reserves the right to modify the program, speakers, and events if deemed necessary without prior notice.
  • Adherence to Regulations: All participants are required to adhere to the organization’s regulations, as well as local health and legal requirements.
  • Late Payment Policy: Registrations are considered valid only after the full payment corresponding to the specified deadline has been completed. In case of late payment, the reservation will be canceled without a refund. Insurance & Liability: The organization is not responsible for any loss, theft, or damage to participants’ personal belongings during the Conference or associated events.
  • Transfer of Participation: Participation can be transferred to another individual until October 15, 2025, upon written notification to the organization. Transfers are not allowed after this date.
  • Photographic & Audiovisual Material: The organization reserves the right to use photographs and videos from the events for promotional purposes. Participants who do not wish to appear in publicity materials must notify the organization in writing before the event.
  • Code of Conduct: Participants must behave professionally and respectfully toward fellow delegates, organizers, and speakers. The organization reserves the right to remove anyone who disrupts the smooth conduct of the conference.
  • Emergency Situations Management: In the event of force majeure (e.g., natural disasters, unforeseen political events, severe health crises), the organization reserves the right to change the dates or format of the Conference, without the obligation to provide a refund.