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Refund Policy

All the refund conditions

We are reserving our rights to refunds that are only stated in the “Refund Policy” section. Any other claims for a refund will not be accepted.

Claims for a refund that comply with the refunds rules will be made through an email at treasurer@surgicon.ro, along with the full name of the participant, personal number and the bank account details in which the fee will be transferred. Refunds will be made by online bank transfer only, and no other forms of refunding will be allowed (cash, for example). No refund will be processed to a Revolut bank account. We must mention that in the case of several specific countries a bank transfer from Romania to an account established in any of the following countries is not possible according to the Romanian laws and SURGICON’s banking service provider regulations. This includes bank transfers directly or indirectly to Iran, Syria, North Korea, Sevastopol, Crimea, the Russian-occupied territories of Ukraine (Donetsk, Kherson, Zaporizhzhia, Luhansk), and Cuba.

We will accept refund requests that are made online before the refund deadline (9th of October 2026). No refund requests can be received during the congress days, except for a cancellation of a specific event due to the organisers’ liability, in which case the participant will be eligible for a partial refund (see Terms and Conditions section XII.9)

After the refund is completed, the participant will lose the possibility to participate at SURGICON 2026 and will not be able to attend any of its events.

Refund conditions

1.  Abstract submission does not guarantee acceptance. In the event that the abstract is not accepted, the participant will retain full access to the congress under the Passive Participant registration, but the registration fee is non-refundable.

2. If a participant cannot attend SURGICON 2026 due to family or medical reasons (such as hospitalization, surgery, documented severe medical condition or a death/critical illness in the immediate family) overlapping the event, he/she can be entitled to a refund only if a request is made and appropriate supporting documents are sent to treasurer@surgicon.ro before the 9th of October 2026. In this case, a handling fee of 20 euros in the Early Bird period, 25 euros in the Regular period and 30 euros in the Late period of registrations will be deducted from the registration fee.

3. If a participant is confronting a positive test for a communicable disease a week before SURGICON 2026, he/she is entitled to a refund only if a request is made and appropriate supporting documents are sent to treasurer@surgicon.ro before the 9th of October 2026.

4. All the events and activities related to SURGICON 2026 will be organised according to in-place laws and regulations at the time of the congress. In case of a change in laws and regulations that may affect participation, all registered participants will be notified via email and those unable to participate in the respective conditions may ask for a refund in the first 48 hours after receiving the email by sending an email to treasurer@surgicon.ro.

5. If a participant books an event that is cancelled due to circumstances related to the SURGICON 2026 organising team (e.g. venues becomes unavailable, a speaker cancels last-minute or other unforeseen organisational issues) or has a change in time or location and overlaps another booked SURGICON event the organisers will: 

  1. Inform the participants on social media platforms and via email;

  2. Offer an alternative event to attend (considering the participant’s existing bookings in order to avoid schedule conflicts) with no fees or other penalties that can be claimed by the participant;
     

  3. If no suitable alternative can be provided by the organisers, the participant will be entitled to a partial refund of 20 euros for the affected event if a request is sent to treasurer@surgicon.ro in the first 48 hours after the end of SURGICON.

6. If the participant booked two events that overlapped (the programme is available before the booking procedure), the organising team will help with the changing process of the events. However, we do not take the responsibility to issue a refund if the alternatives do not fully meet the participant’s preferences.

7. If the visa application is refused, we will grant you a refund by contacting our team at treasurer@surgicon.ro, minus a handling fee of 20 euros in the Early Bird period, 25 euros in the Regular period and 30 euros in the Late period of registrations. No refund will be entitled after the 9th of October 2026.

8. In case the event cannot be organised or is subject to change as a whole due to reasons which are outside of the sphere of responsibility of the RSSS (e.g. natural catastrophe, state of emergency or alert, war, nuclear, chemical or biological war, venue closing without the possibility to move to another venue, interdictions by national/local authorities or force majeure etc.), the participant has the right to keep his/her participation pack for future use, without any additional cost, as follows:

  • participants who are students in their final year of study would be entitled to a full refund minus a handling fee of 20 euros;

  • students (active or passive participants) who are NOT in their final year of study and every other category of participant (active or passive) would be able to use their the value of their participation pack as a voucher for the 2026 edition of SURGICON, irrespective of the fees for that edition; more detailed information regarding the specifics (changes of the participation pack type, submitting another abstract etc.) would be sent via email to participants who choose this option and posted on the official website of the congress.

9. If any changes are made to the Terms & Conditions and if the participant does not agree with them, he/she can send a request in no more than 48 hours (from the time he/she received the email about the changes that were made) at registrations@surgicon.ro, demanding the termination of his/her registration at the congress. In this case, the participant will be entitled to a refund by contacting our team at treasurer@surgicon.ro minus a handling fee of 20 euros in the Early Bird period, 25 euros in the Regular period and 30 euros in the Late period of registrations, only if he/she can objectively prove that the change negatively impacts his/her participation at the congress.

10. NO refunds will be allowed for:

  • any claims arising from delayed confirmation of payment and activation of personal account due to reasons that involve a third party (downtime of payment provider, downtime of the official website, cyber attacks etc.);

  • any server issues that arise during the booking procedure;

  • for issues related to the abstract submission process if the participant did not contact the technical support team in a timely manner to resolve the problem. It is the participant’s responsibility to ensure that any technical difficulties are reported before the submission deadline;

  • submitting the same/a similar abstract by different presenting authors or there is a reasonable suspicion of such a practice;

  • a member of the SURGICON 2026 Board, Department Coordinators and Organising Committee will not be accepted as active parts in the Scientific Competition that submit an abstract as a presenting author nor will be quoted as a co-author or a scientific coordinator for a submitted abstract;

  • any malfunctioning of the presentation as a result of the failure to check the presentation with a scientific volunteer before the oral presentation session;

  • participants who pay the registration fee after the official deadlines/ pay the Early/Regular fee during the Regular/Late period, respectively;

  • failure of downloading the digital copy of Certificate of Attendance within the first 6 months after the congress;

  • failure of booking Workshops in the official period of time dedicated to booking procedures for any reasons outside the sphere of responsibility of the organisers;

  • failure of personal scheduling of workshops in a manner in which they do not overlap with other activities/workshops and prevents them from meeting the criteria for obtaining a certificate of attendance;

  • not receiving a Certificate of Attendance due to mandatory criteria not being met (see VII. Certificate of Attendance);

  • partial participation in the event, such as attending only one or two days of the congress, which results in not meeting the requirements for receiving the participation certificate or diploma;

  • participants who apply for a visa under reasonable surmise (by the authorities and the organising team) of attempting to receive an entry visa in the country with other purposes than strictly participating in the event;

  • any request of a visa invitation letter after the official deadline;

  • any charges arising from visa application with/without refusal by the Romanian authorities (travel, accommodation, insurance, medical costs etc.);

  • failure of providing full information on the identity of a participant and other details needed in order to issue a visa invitation letter;

  • any fraud, suspicion of fraud by stolen bank credentials, stolen credit or debit cards, stolen identity, fake bank accounts or any other unlawful attempt;

  • any travel and accommodation expenses of participants with the purpose of attending the event;

  • any changes that occur in the scientific programme (conferences/keynotes, scientific competition), opening and closing ceremonies, social events with respect to content, venues or period of time;

  • any cancellations in scientific or social events or changes of the congress as a whole that arise due to exceptional situations (see XV. Event Cancellation and Force Majeure);

  • any differences in content or description of any presentations within workshops and conferences in official informative channels vs. at the time of the event, with the condition of maintaining the theme of the scientific event;

  • participants who are excluded from the event due to major breeches of the Terms & Conditions, as well as any damage to the organisers, partners & sponsors, other participants, speakers and trainers/teachers, website;

  • for the money value of the prizes won in a contest or promotion organised by SURGICON;

  • any unpleasant situation that may occur to participants by third parties responsibility (catering services, bank services, official partners & sponsors etc.);

  • any unpleasant situation, physical or moral, that may occur due to the speakers’ and/or trainers’ behaviour or actions (including, but not limited to poor use of English);

  • any other fees in connection with the congress (included, but not restricted to social events, parties, expositions, tours, services offered by third parties etc.).

  • participants who pay for extra activities of the Congress and do not want to attend anymore (such as SURGICON 2026 Gala or any extra event)

  • The Art of Surgery Pack participants with SURGICON 2026 Gala included that do not want to attend the event;

  • for personal reasons such as financial difficulties or changes in personal schedule.

  • for any problems, misunderstandings, losses, or damages that may appear due to participant’s lack of English skills, nor are they accountable for any problems, misunderstandings, losses, or damages that may occur due to the lecturers’ and/or trainers’ lack of English skills. SURGICON will not issue any refund in this situation.