Refund & Cancellation Policy

This policy explains how SIP 2027 handles participant cancellations, event changes, refunds, transfers, duplicate payments, and payment disputes. It applies to registration and related conference services purchased directly from the Research and Education Promotion Association (REPA) LLC for SIP 2027.

Except where applicable law requires otherwise or the SIP 2027 Secretariat approves a written exception, registration fees are generally non-refundable after payment for participant-initiated cancellation, withdrawal, non-attendance, inability to travel, schedule conflicts, loss of funding, or failure to obtain institutional approval.

Visa or eTA refusal, delayed immigration processing, passport issues, border decisions, flight disruption, and accommodation problems do not ordinarily create a refund entitlement because those matters are decided or provided by independent third parties. Where operationally feasible, the Secretariat may offer a change from in-person to virtual participation as an alternative.

A refund, payment correction, or other remedy may be considered for:

• A duplicate payment or an amount charged in error.
• An unauthorized payment supported by appropriate information and verification.
• Cancellation of the entire conference by the organizer where no reasonable replacement, rescheduled service, or virtual alternative is provided.
• A material failure by the organizer to provide the purchased registration service.
• Any circumstance in which a refund or cancellation right is required by applicable law.

Refunds apply only to the amount actually received for the affected SIP 2027 service. Travel, accommodation, visa, insurance, foreign-exchange, banking, card-issuer, courier, and other third-party costs are not reimbursed by the organizer unless required by law or expressly agreed in writing.

Registrations are issued to the named participant and are not transferable without prior written approval. Requests to change the participant, registration category, or attendance mode must be submitted to the Secretariat and may require identity verification, payment of any fee difference, and updated registration records. Approval is not automatic.

The organizer may make reasonable changes to speakers, session times, room assignments, presentation formats, catering, technical services, or delivery mode where required by safety, operational, contractual, legal, or force-majeure circumstances. Such changes do not automatically constitute cancellation of the conference or create a refund right, provided that the substantially purchased conference service remains available.

Registration payment does not guarantee abstract or paper acceptance, publication, indexing, inclusion in a particular proceedings volume or journal, or approval by a publisher. Publication decisions remain subject to peer review, editorial requirements, presentation requirements, committee recommendations, publisher policies, and any separate publication terms. Withdrawal or rejection of a submission does not ordinarily create a registration-fee refund right.

Participants and payers should report a suspected billing error, duplicate charge, unauthorized payment, or service concern promptly to support@sip2027.org. The notice should identify the participant, invoice or receipt number, payment date, amount, and reason for the request. Sensitive card numbers, passwords, or banking credentials must not be sent by email.

Nothing in this policy prevents a cardholder from exercising a lawful right through a bank or payment provider. Where a payment is reversed, disputed, reported as unauthorized, or remains unsettled, the related registration and documents may be temporarily suspended while the transaction is reviewed. A registration may be canceled if the payment is ultimately reversed or determined not to have been authorized. Confirmed fraud, identity misuse, or document alteration may be reported to the relevant payment provider, institution, or authority where permitted or required by law. Personal information will not be placed on a public blacklist.

• Send the request from the payer's or registered participant's email address.
• Provide the participant name, invoice or receipt number, payment date, and a concise explanation.
• Submit supporting evidence where relevant, without sending full payment-card or passport details.
• Submit the request as soon as reasonably possible and, where applicable, within 30 calendar days after the issue is discovered.

The Secretariat will acknowledge a complete request and may ask for additional verification. Processing time depends on the payment method, evidence, third-party payment provider, and complexity of the matter. Any approved refund will normally be returned to the original payment method where technically possible.

Questions should be submitted before payment to support@sip2027.org. Related information is available on the Registration Fees, Terms and Conditions, and Privacy Policy pages.