Terms & Conditions
Transportation
Please note that any transportation and parking is the sole responsibility of the registrant.
Insurance
Please note that we do not provide any insurance, and the registration amount doesn’t include any insurance charges.
Responsibility
Delegates, Speakers, or Attendees are responsible for their belongings at the conference venue. The organisers at the venue will not be held accountable for any misplaced or stolen items belonging to Delegates, Speakers or Attendees, for any reason whatsoever.
Press/Media
Press permissions are subject to approval; therefore, any press permissions must be obtained and approved by the Episirus Scientifica (episirus.org) Conferences Organising Committee before the event/conference. The press will not quote speakers, delegates, or attendees without obtaining their written permission. The Episirus Scientifica (episirus.org) is an objective third-party self-funded organisation. We are an entirely self-funded organisation, promoting medical research works.
Requesting an Invitation Letter
For security purposes, a letter of invitation will be sent only through the mail to those individuals who have registered for the conferences mentioned on the website: episirus.org. Upon successful registration, please contact us at info@episirus.org to request a personalised letter of invitation. The organisation follows a specific format for invitation letters; apart from this, no other formats will be provided to the registrant.
Cancellation Policy
If Episirus Scientifica (episirus.org) cancels the conference or the event for any reason*, a full refund will be initiated to the registrant. You can also use the amount to register for any other Episirus Scientifica (episirus.org) conferences occurring within one year from the date of cancellation.
*Cancellation of the conference due to the act of god, any disease outbreak or epidemic which may affect the participants or organisers and due to any political situations created due to government decisions, will result in no refund of the amount.
Postponement
If Episirus Scientifica (episirus.org) postpones the conference for any reason and you are unable to attend on the rescheduled dates, a full refund* will be issued to you, covering the registration fee paid. You can also use the amount to register for any other Episirus Scientifica (episirus.org) conferences occurring within one year from the date of cancellation.
*Postponement of the conference due to the act of god, any disease outbreak or epidemic which may affect the participants or organisers and due to any political situations created due to government decisions, will result in no refund of the amount if the participant wishes to cancel his/her registration, accommodation or both.
Transfer of registration
Registrations paid in full can be transferred to other people from the same organisation. The registered person should email us at info@episirus.org regarding the transfer, including the full name of the replacement person, their title, email address, and phone number.
Registrations cannot be transferred to another person if notice is given 15 days before the conference.
One can transfer their registration to the upcoming conferences by writing to us via email at least 30 days prior to the registered conference.
The refund policy does not apply to transferred registrations.
Visa Information
Since security measures have been increased for obtaining a visa, we request that all participants apply for their visa as soon as possible.
Episirus Scientifica (episirus.org) is not liable for contacting the Embassy or assisting with visa applications for delegates, speakers, or attendees.
Important note for failed visa applications: Visa issues are personal issues and cannot be considered for cancellation of registration. Hence, Episirus Scientifica’s (episirus.org) policy doesn’t include a refund policy for such cases.
Refund Policy:
In situations where the registration needs to be cancelled and transfer of registration is not possible, below are the arrangements that can be made:
Since arrangements like Venue booking, Printing, Shipping, Hotels, and other overhead payments are made in advance, we had to keep the Refund Policy as follows
- Registration fees for virtual participation, e-poster, and video presentation are non-refundable.
- Cancellations made within 30 days of registration are eligible for a full refund (processing charges will be deducted) except for the categories mentioned in point 1. This is not applicable to registrations made after June 30, 2025.
- Participants can cancel their registration before June 30, 2025, and can avail a full refund (processing charges will be deducted).
- Any refund after June 30, 2025, is not possible. If the conference is postponed or cancelled by management, you are eligible for a full refund.
Hybrid /Virtual Participation Refund Policy:
Dear Participants, if management determines that it is impossible to proceed with a physical conference, they reserve the right to convert the conference entirely to a Virtual Conference.
- In such cases, participants are eligible for a refund of the difference between the Original Registration Fees and the Virtual Participation Registration Fees.
- Participants who do not opt for refunds can claim a 50% discount on the registration fees for the upcoming conferences in 2026.
- Registration fees for virtual participation, e-poster, and video presentation are non-refundable.
- Except as noted above, no refunds will be provided after June 30, 2025.
Accommodation Cancellation Policy:
People who opt for Accommodation will be provided Accommodation as per the bookings made by Episirus Scientifica (episirus.org). Generally, hotels have their own cancellation policy of 30-60 days. Hence, at any point in time, if you feel the need to cancel your accommodation, please write to us immediately at (info@episirus.org), so that we can make necessary arrangements for cancellation. A situation where the Hotel policy declines to provide a refund, then Episirus Scientifica (episirus.org) is not liable to provide a refund.
Authorization Policy
By registering for the conference, you grant permission to Episirus Scientifica: 2025 Conferences to photograph, film or record and use your name, likeness, image, voice and comments and to publish, reproduce, exhibit, distribute, broadcast, edit and/or digitize the resulting pictures and materials in publications, advertising materials, or in any other form worldwide without compensation. Taking photographs and/or videotaping during any session is prohibited. Contact us for any queries.
Organisation Information:
Episirus Scientifica is the registered trademark for the entity “Episirus Scientific Events Pvt Ltd,” registered in India, and Episirus Scientifica LLC, registered in the USA.