Cancellation & Refund Policy
Last updated: 15 July 2026
1. Cancellation Deadlines and Deductions
Refunds are calculated based on the date your written cancellation request is received:
| Request received | Main Congress registration | Workshop registration |
|---|---|---|
| On or before 31 August 2026 | Refund after 10% administrative deduction | Refund after 10% administrative deduction, unless the seat has already been transferred from the waitlist |
| 1 September – 31 October 2026 | 50% refund | 50% refund, subject to workshop seat status |
| On or after 1 November 2026 | No refund | No refund |
| No-show / partial attendance | No refund | No refund |
2. Workshops Are Separately Refundable
Workshop fees are refunded independently of the main Congress registration fee, following the same deadline schedule above. Cancelling a workshop does not cancel your main registration, and vice versa. If the Organising Committee cancels a workshop, affected delegates may be offered an alternative workshop, waitlist priority, or a refund/adjustment of that workshop fee, at the Secretariat’s discretion.
3. Transfers and Name Changes
Registration is non-transferable except with prior written approval of the ESSURG 2026 Secretariat. Where approved, name substitutions must be completed before 31 October 2026 and may be subject to administrative charges.
4. Refund Processing Time
Approved refunds are processed within 15–30 business days of approval, to the original payment method or registered bank account, after verification and deduction of applicable administrative, banking, gateway, or statutory charges. All refund requests must be submitted in writing to the ESSURG 2026 Secretariat with your registration ID and payment proof.
5. Rejected Eligibility Applications
Category eligibility (e.g. Resident/Trainee proof, National Faculty registration proof, International Faculty licence proof) is verified by the Secretariat. If a submitted registration’s eligibility documents cannot be verified or are rejected, and no alternative eligible category applies, the registration fee is refunded in full, less any payment gateway processing charges actually incurred.
6. Event Postponement, Cancellation and Force Majeure
In the event of circumstances beyond reasonable control — including government restrictions, public health advisories, natural disaster, civil disturbance, venue disruption, faculty travel disruption, equipment failure, or other force majeure events — the Organising Committee may reschedule, modify, relocate, combine, replace, or cancel sessions or workshops. If the Congress itself is postponed, registrations are automatically carried over to the rescheduled date; if the Congress is cancelled outright, registration fees are refunded in full, less any payment gateway or statutory charges actually incurred. Our liability is limited to the registration/workshop fee actually received.
7. International Refunds and Currency Conversion
Refunds for payments made in a currency other than the original payment currency, or refunds to international bank accounts, are issued in the original payment currency. Any difference arising from currency conversion, foreign-exchange rate movement, or international transfer/wire charges is borne by the participant and is not covered by ESSURG 2026 or Chiktsa Foundation.
8. How to Request a Refund or Cancellation
Email registrations@essurg2026.org with your registration ID, payment proof, and reason for cancellation. See our Contact Uspage for additional contact options.