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Refund Policy

All the refund conditions

General refund terms

We are reserving our rights to refunds that are only stated in the “Refund Conditions” 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 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). We must mention that in the case of several specific countries (Kosovo, Eswatini, South Sudan etc.), a bank transfer from Romania to an account established in any of the aforementioned countries is not possible, therefore we can consider transfers through online banking platforms such as Revolut.

We will accept refund requests that are made online before the 1st of October 2021, therefore participants cannot receive a refund during the congress days, except for a cancellation of a specific event due to the organisers’ liability.

After the refund is completed, the participant will lose the possibility to participate at SURGICON 2021 and will not be able to attend any of its events.

Refund conditions

1. If a participant registers as a Passive participant and decides to submit an abstract before the abstract submission deadline, he/she can upgrade his/her account to an Active account and will be entitled to a refund of the difference between a passive fee and the presenting author fee (according to the type of participation they have: online or physical), only in the situation in which his/her abstract is accepted for the Scientific Competition.

2. If a participant registers as an Active participant, submits an abstract within the deadline, but is not accepted as a Presenting Author, he/she can be entitled to a refund. If the participant does not request a refund, his/her account will automatically become a Passive account and the participant will need to pay the difference between the presenting Author fee and the passive fee within the official deadlines stated on the website. No refunds will be allowed if the participant who submitted an abstract that did not get accepted in the Scientific Competition did not request a refund and failed to pay the additional fee for the Passive participation before the announced deadlines.

3. If a presenting author in the Oral Presentation section can no longer deliver his/her presentation after its acceptance, he/she can designate one of the co-authors to substitute him as a presenting author. The fee differences between the presenting author and the co-author (who must also be registered as a Passive participant) will be a responsibility of the two involved participants. With regard to the changes in registration fees in this case, there are 2 main possibilities:

  • if the original presenting author has an online pack and still wants to attend the congress as a Passive participant (thus withdrawing only from the Scientific Competition), managing the fee difference between the original presenting author and the designated co-author is their responsibility and SURGICON will not be responsible for remedying this situation;
  • if the original presenting author has a physical pack, there are the following options:
    • if she/he still wants to attend the congress as a Passive participant (thus withdrawing only from the Scientific Competition), managing the fee difference between the original presenting author and the designated co-author is their responsibility and SURGICON will not be responsible for remedying this situation;
    • he/she can downgrade to an online pack and still attend the congress as a Passive participant;
    • if he/she cannot attend the congress at all and informs the organisers by the 1st of October 2021, he/she will be entitled to a refund (minus a handling fee of 25 euros);

4. If a presenting author in Poster section can no longer deliver his/her presentation after its acceptance, there are 2 main possibilities:

  • if the presenting author still wants to attend the congress as a Passive participant (thus withdrawing only from the Scientific Competition), he/she will need to pay the difference between the presenting Author fee and the passive fee within the official deadlines stated on the website;
  • if the participant cannot attend the congress at all and informs the organisers by the 1st of October 2021, he/she will be entitled to a refund (minus a handling fee of 25 euros);

5. If a presenting author in Debate section can no longer deliver his/her presentation after its acceptance, there are 2 main possibilities:

  • if the presenting author still wants to attend the congress as a Passive participant (thus withdrawing only from the Scientific Competition), he/she will need to pay the difference between the presenting Author fee and the passive fee within the official deadlines stated on the website;
  • if the participant cannot attend the congress at all and informs the organisers by the 1st of October 2021, he/she will be entitled to a refund (minus a handling fee of 25 euros);

6. If a participant cannot attend SURGICON 2021 due to family or medical reasons overlapping the event, he/she can be entitled to a refund only if a request is made before the 1st of October. In this case, a handling fee of 15 euros in the Early Bird period, 20 euros in the Regular period and 25 euros in the Late period of registrations will be deducted from the registration fee.

7. If a participant is confronting a positive test, self-isolation or any signs of Covid-19 infection a week before SURGICON 2021, there are following the possibilities:

  • If the participant has a physical pack, he/she can downgrade to an online pack by sending an email at registrations@surgicon.ro accompanied by a proof of their unique situation (such as positive PCR test, quarantine decision, etc.) and a short description of his/her situation;
  • If the participants has an online pack, no refunds will be allowed;

8. If a participant books a workshop that:

  • cancels due to a situation that implies the SURGICON 2021 organisers;
  • has a change in location or time and overlaps another booked workshop (due to the aforementioned changes)

He/she has the following options:

  • to choose one of the other available workshops which still has free spots after the booking procedures;
  • to get a 20 euro refund (the equivalent of an extra workshop fee) and can still attend all other events of the congress.

9. Should the visa application be refused, we will grant you a refund, minus a handling fee of 15 euros in the Early Bird period, 20 euros in the Regular period and 25 euros in the Late period of registrations.

10. 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.), students who are in their final year of study would be entitled to a full refund minus a handling fee of 5 euros (for full details, see XIII. Event Cancellation and Force Majeure).

11. If the participant does not agree with the changes made to the Terms & Conditions, he/she can send a request in no more than 24 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 minus a handling fee of 15 euros in the Early Bird period, 20 euros in the Regular period and 25 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.

12. 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;
  • failing to pay the price difference between the Active and Passive pack within the official deadlines stated on the website, should the participant fail to submit an abstract before the abstract 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 2021 Organizing Committee, as well as any volunteers directly involved in the organisation of the Scientific competition, that submit an abstract as a presenting author or that is 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 within the first 6 months after the congress;
  • failure of retrieving the hardcopy of the certificate of attendance (that was priorly paid for); for national and international participants who cannot perform their check-out, the copies will be sent to the addresses provided by the participants upon registration. SURGICON 2021 cannot guarantee the timely delivery of the hardcopy and will not offer refunds in case of mishandling the delivery by third-parties (postal providers). Please check VII. Certificate of Attendance for more information;
  • participants who pay for the hard copy of the certificate of attendance and do not wish to receive it anymore;
  • 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);
  • 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 XIII. Event Cancellation and Force Majeure);
  • any situation related to Covid-19 infection for the participants who have online packs;
  • any differences in content or description of any presentations within workshops and conferences in official informative channels vs. at the time of the 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 organized 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.).