Cancellation and Fulfillment Policy
We are dedicated to providing our attendees and participants with exceptional service, from the moment you decide to register for one of our conferences to the completion of the event. This Fulfillment Policy outlines our practices and procedures for refunds, delivery of services, returns, and cancellations, ensuring transparency and trust in our operations.
Thank you for registering for the our conference. We understand that plans can change, and we have outlined our refund policy below to assist you in case you need to alter your conference participation plans.
Registration Cancellation and Refund Guidelines:
Cancellation Requests:
All requests for cancellations must be formally submitted in writing via email to the conference secretary at info@pioneerevents.org. The date of the email receipt will be the basis for any refund calculations.
Refund Eligibility:
- 60 Days or More Before the Event Starts:
- Registrants are eligible for a full refund, minus a $100.00 administrative fee, to cover processing costs.
- Between 60 to 45 Days Before the Event Starts:
- Registrants are eligible for a 50% refund of the registration fee.
- Within 45 Days of the Conference Start Date:
- Registrants are not entitled to any refund.
Special Circumstances:
In cases of extreme circumstances, such as severe illness or family emergencies, exceptions to the above policy may be considered on a case-by-case basis. Documentation may be required.
Transferability:
Registration fees are transferable to another individual within the same registration category until 60 days before the conference start date. After this deadline, transfers will not be accepted.
Event Postponement or Cancellation:
In the event of postponement or cancellation of the conference due to uncontrollable factors such as natural disasters, pandemics, visa issues, or other conditions beyond the conference committee’s control, refunds will not be available. Instead, the organizer will offer the opportunity for registrants to transfer their registration fee and accommodation charges to future editions or related conferences.
Event Cancellation by Pioneer Events:
In the unlikely event that a conference is canceled by Pioneer Events, registrants will be offered the option to transfer their registration to a future event or receive a full refund. Participants will be notified via email and announcements will be made on our website.
Accommodation Cancellation Policy:
Typically, the hotel for accommodation will require a certain amount of advance notice for cancellations without penalty i.e. 45 days before the scheduled arrival date (service charges $99 USD is applicable). Our ability to refund hotel fees is constrained by the contractual obligations and policies in place with the hotel. Hence, NO REFUNDS will be offer towards accommodation cancellation after the deadline period.
Processing of Refunds:
Eligible refunds will be processed in the second week following the completion of the conference. The administrative fee will be deducted from the refund amount.
Delivery Policy:
- As Pioneer Events organizes conferences and events, our “delivery” pertains to the provision of access to conference materials, sessions, and related benefits.
For In-Person Participants:
Access to conference sessions, materials, participation certificate and other benefits will be provided upon registration check-in at the event venue.
Conference materials, including program booklets and abstract books, will be available on the first day of the conference.
For Virtual Participants:
Access links to live streams, digital conference materials, and other online resources will be emailed to registered participants 7 days prior to the conference start date. The certificate of online participation will be emailed to the participants within 7 days after the event.
Return Policy:
Given the nature of our services (access to conferences and events), the return of services is not applicable. However, we offer a comprehensive refund and cancellation policy to accommodate various circumstances.
Acknowledgment of Refund Policy:
By registering for our conferences participants acknowledge and agree to the refund policy terms as outlined above. We recommend reviewing this policy carefully and considering travel insurance to cover potential losses in case of unforeseen circumstances affecting your ability to attend.
Contact Information:
For any inquiries or assistance with refunds, cancellations, or other concerns related to our fulfillment policies, please contact our customer service team: info@pioneerevents.org